RMG SHE Huddle FY22 031 – Process For ‘Closing Out’ Property Remedial Actions on The RMP&FS ‘Compliance Records Database’ By Operational Managers and Persons In Control (PICs)

RMG SHE Huddle FY22 031 – Process For ‘Closing Out’ Property Remedial Actions on The RMP&FS ‘Compliance Records Database’ By Operational Managers and Persons In Control (PICs):

The attached SHE Huddle FY22 031 will be communicated by the Royal Mail Safety, Health and Environment (SHE) team to all Operational Managers and Managers who are designated ‘Persons In Control (PICs) of operational Units (e.g. Mail Centres, Delivery Offices, Distribution Centres, Mail Processing Units, Hubs, Parcelforce Depots etc.) during week commencing Monday 13 June 2022.

This is an important communication in respect of Health and Safety compliance and keeping workplaces safe and healthy.

Royal Mail Property & Facilities Solutions (RMP&FS) assessors attend Royal Mail and Parcelforce offices and sites across the country to carry out legal and statutory inspections in order to ensure that Royal Mail Group (Royal Mail and Parcelforce) properties are compliant with health and safety and other UK legislation, laws and regulations, ensuring that operational units and workplaces remain safe, healthy and fit for purpose.

Following these property compliance inspections, carried out by a trained, competent assessor, all remedial actions generated are then recorded by the RMP&FS ‘Property Records Team’ on the ‘Compliance Records Database’ (CRD).

The remedial ‘Actions’ then need to be addressed and ‘Closed Out’ by the respective Persons In Control (PICs).

These ‘Actions’ are displayed in the CRD with the followings prefix to help route them and analyse them:

PIC – This indicates that the PiC must address the action on site and close out the task.
HDEN – This indicates that the action has been sent to the RMP&FS Helpdesk for the required works to be carried out.
SME – This indicates that the action has been referred to the ‘Subject Matter Experts’ as it may require investment or a review of policy.
Consultant – This indicates that the action is part of the ‘Consultant’s existing programme of work’ and they will provide an update.
Property – These actions pre-date 1st April 2021 and are being considered for possible national programmes.

There are different levels of risk allocated to an ‘Action’ by RMP&FS assessors and these relate to the severity and likelihood of an issue occurring. Each of those risk levels require action within a certain timeframe to ensure that Royal Mail Group maintain compliance with regulations.

To support the process of ‘Closing Out’ property ‘Actions’ an escalation procedure has been developed to ensure that senior Managers and Directors are aware of outstanding and overdue ‘Actions’.

There is also a new ‘on-line ‘Help’ section and ‘Tutorials’ on the CRD to guide PICs in closing out their actions and an e-mail address; property.records@royalmail.comwhere help and guidance can be obtained by PICs . Details and links are in the attached RMG SHE Huddle FY22 031.

Can all ASRs ensure that PICs take the appropriate actions set out in the attached RMG SHE Huddle FY22 031, escalating any failures to senior management and SHE Advisors plus raise the matter at the appropriate Health and Safety Committee.

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