LTB 322/16 Fuel Management System Terms of Reference on User Acceptance Testing at Worksop DO
No. 322/2016
23rd May 2016
Fuel Management System Terms of Reference on User Acceptance Testing at Worksop DO
Dear colleagues,
The Postal Executive has agreed a User Acceptance Trial at Worksop DO. This involves the method with which Royal Mail Fleet uses fuel that is accessed in a variety of ways from bulk fuel tanks located at operational sites as well as the use of fuel cards at filling stations and local fuel depots across the UK. More than 70% of fuel is drawn from over 230 bulk fuel sites that have outdated equipment installed which is no longer fit for purpose. The price paid by Royal Mail for bulk fuel is significantly cheaper, so in order to support their requirements and ensure the HGV fleet has access to filling station forecourts, RM Fleet are upgrading their hardware across all bulk fuel sites together with a new Fuel Management System which provides better transparency of fuel used and data capture which will help improve reporting procedures.
It is intended to replace the old Timeplan units with the new Apollo units as provided by Triscan which will consist of replacement fuel island control units issuing new vehicle ID key fobs and deployment of an industry standard tool to report on bulk fuel usage.
The User Acceptance Test (UAT) will commence at Worksop DO in May 2016 whereby all data captured will be shared with the CWU and jointly reviewed prior to any decision regarding deployment beyond the UAT at Worksop DO. The review will assist and determine if the system is fit for purpose. Should that be the case then following a successful trial at Worksop it is intended to deploy the same system into another 3 sites, Derby MPU, Ashbourne DO and YDC in advance of national deployment.
Drivers will continue to fuel in the usual way by holding the key fob to the unit, key in the current mileage from the odometer reading and start to fuel. The fuel used and data capture recorded will not be used to indicate differences between offices or drivers and will not be used as a disciplinary tool. Other than agreed Coaching, this process will not enable managers to use the evidence available to take disciplinary action.
The CWU Area safety Reps will be fully involved in the testing process and how the data flows from the unit to the central database and into the Central Fuel Team. The ASR will also be fully involved to ensure a SSOW is in place during installation as well as during the issue of fuel. A national SAC1 and WESCA document has been produced and has been shared with the CWU Health and Safety Department. Additionally the supplier has provided a detailed Risk Assessment and Method Statement for all installations. In advance of installation all H&S documentation will be shared with the unit manager, PiC and local CWU H&S representative.
The installation at sites is planned to take between 4 to 6 hours so both Royal Mail and the CWU are committed to working together at Unit level to ensure safety remains paramount throughout the installation. Upon completion of successful testing it is anticipated to commence national roll-out from July 2016 through to the start of November 2016. Both Royal Mail and the CWU will continue to monitor and review progress on this initiative to understand where changes are required or improvements available.
Any enquiries should be addressed to outdoorsecretary@cwu.org quoting reference 230.03 or shayman@cwu.org quoting reference 214.15
Yours Sincerely
Bob Gibson Davie Robertson
CWU Assistant Secretary – Outdoor CWU Assistant Secretary- Parcels, Network & Quadrant
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LTB 322/16 Fuel Management System Terms of Reference on User Acceptance Testing at Worksop DO
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LTB 322/16 Fuel Management System Terms of Reference on User Acceptance Testing at Worksop DO
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LTB 322/16 Fuel Management System Terms of Reference on User Acceptance Testing at Worksop DO
Royal Mail & CWU Nationally Agreed Terms of Reference Fuel Management System User Acceptance testing at Worksop DO
Introduction
Royal Mail and the Communication Workers Union are working together in developing key business policies, mutual interest solutions and a new culture which is at the core of all the commitments contained in the BT2010 Agreement and the 2014 Agenda for Growth, Stability and Long Term Success Agreement.
Both parties remain committed to improving the safety of our drivers and the public. We are committed to deliver this improvement through working together to identify appropriate data driven initiatives, including the tracking of deployment and benefits, to deliver a sustained improvement.
Royal Mail is replacing outdated fuel management hardware at all bulk fuel sites across the network. This will consist of replacement fuel island control units, issuing new vehicle ID key fobs and deployment of an industry standard tool to report on bulk fuel usage. The introduction of a replacement fuel management system will provide better transparency of fuel useage and data capture and help improve reporting going forward. Deployment of the new unit will commence at Worksop DO in order to complete User Acceptance Testing. It may also be required to extend the UAT to additional sites as listed in this ToR in order to fully test the system before full deployment. Any alternative proposal will be the subject of further consultation and agreement at national level
These bulk fuel sites are a vital cog in our operation as our HGV fleet has restricted access to filling station forecourts. In addition the price we pay for bulk fuel is significantly cheaper, together with these sites provide contingency for the entire fleet in the event of a fuel crisis to ensure that we can continue to deliver for our customers.
Aims
The aim of this activity is to:
Complete User Acceptance Testing of hardware and software used at bulk fuel sites and confirm safe and secure operation.
Identify areas of potential improvement to support further deployment in areas such as installation, communications and up skilling end state users.
Gain feedback and lessons learnt from end state operational users.
Review capture of live data and usage of system reports for the Central Fuel Team CFT – these reports are based on the current Business As Usual (BAU) reports in circulation
In conjunction with the CWU Area Safety Rep’s we’ll be testing the new vehicle key fobs, the fuelling process and how the data flows from the unit to the central database and into the Central Fuel Team.
Royal Mail and the CWU will ensure a SSOW is also in place to ensure all safety elements involved during installation as well as during the issue of fuel are constructed and communicated accordingly.
The following are in scope of this initiative:
Replacement of Time Plan unit at the Worksop DO site and installation of the Apollo control unit.
Provision of new ID fobs for all vehicles at Worksop DO to work with the new Apollo control unit.
Test the reporting tool used by the Central Fuel Team and the report creation from the system.
Out of Scope:
No changes will be made to the operation performed by drivers and end state users. Process of new system is the same as the current one for users.
There will be no changes in roles and responsibilities for unit managers or drivers
There are no replacement fuel pumps or gauges.
And no changes to the process for restocking the fuel tank.
This replacement technology is not being deployed as a disciplinary tool. It will not alter the ability of managers to take disciplinary action. As such other than coaching, the Conduct Code will not be used against a driver for any minor error caused during this process. Exceptionally this data will only be used where there is evidence of theft or fraud which could be seen as gross miss-conduct.
The fuel used and a data captured will not be used to indicate differences between drivers or presented as a league table between high and low usage drivers. It is not designed for daily individual performance management but will be used for coaching purposes.
Success Criteria
Does the new system enable users to dispense fuel in a safe and effective manner.
Ensure the central fuel team and operation site users can operate the solution with minimal impact.
Subject to successful testing at Worksop DO the project will then deploy to a further 3 sites for a pre-deployment period (Derby MPU, Ashbourne Delivery Office and Yorkshire Distribution Centre).
Our aim at these three sites is to gain feedback from operational users on the use of the equipment to further aid improvements to the process for national deployment.
Development of joint briefs together with training material for sharing with all units
If further UAT sites are required before national deployment these will be jointly agreed with the CWU.
All data capture will be shared with the CWU and jointly reviewed prior to a decision regarding deployment beyond the UAT initially at Worksop DO, to inform the review and assist in determining if the system is fit for purpose.
Proposed Timescale
Installation of the new fuel control unit at Worksop DO – 16/05/16
Start of testing phase 16-17/05/16
Completion of testing at Worksop DO and information share with the CWU 30/05/16
Installation to commence at additional 3 sites from 01/06/16
Proposed National deployment from 15/07/16 to 18/11/16
A detailed deployment plan is currently under review to confirm locations and dates and subject to the system being fit for purpose.
Safety Documentation
A national SAC1 and WESCA document has been produced. In addition the supplier has provided a detailed Risk Assessment and Method Statement for all installations. This documentation will be further reviewed with the national CWU. In advance of installation all H&S documentation will be shared with the unit manager, PiC and local CWU H&S representative.
Review
Royal Mail and the CWU will jointly monitor and review progress on this initiative to understand where any changes are required or improvements available. Unit CWU representatives at all the sites involved will be briefed in advance of installations commencing.
Any questions of interpretation, implementation or application of this agreement shall be referred to the respective Headquarters for resolution as a matter of urgency.
Signed……………………………………. Signed………………………………… Signed…………………………………….
Paul Gatti - Royal Mail Bob Gibson – CWU Davie Robertson - CWU
6th May 2016.
Introduction
Royal Mail and the Communication Workers Union are working together in developing key business policies, mutual interest solutions and a new culture which is at the core of all the commitments contained in the BT2010 Agreement and the 2014 Agenda for Growth, Stability and Long Term Success Agreement.
Both parties remain committed to improving the safety of our drivers and the public. We are committed to deliver this improvement through working together to identify appropriate data driven initiatives, including the tracking of deployment and benefits, to deliver a sustained improvement.
Royal Mail is replacing outdated fuel management hardware at all bulk fuel sites across the network. This will consist of replacement fuel island control units, issuing new vehicle ID key fobs and deployment of an industry standard tool to report on bulk fuel usage. The introduction of a replacement fuel management system will provide better transparency of fuel useage and data capture and help improve reporting going forward. Deployment of the new unit will commence at Worksop DO in order to complete User Acceptance Testing. It may also be required to extend the UAT to additional sites as listed in this ToR in order to fully test the system before full deployment. Any alternative proposal will be the subject of further consultation and agreement at national level
These bulk fuel sites are a vital cog in our operation as our HGV fleet has restricted access to filling station forecourts. In addition the price we pay for bulk fuel is significantly cheaper, together with these sites provide contingency for the entire fleet in the event of a fuel crisis to ensure that we can continue to deliver for our customers.
Aims
The aim of this activity is to:
Complete User Acceptance Testing of hardware and software used at bulk fuel sites and confirm safe and secure operation.
Identify areas of potential improvement to support further deployment in areas such as installation, communications and up skilling end state users.
Gain feedback and lessons learnt from end state operational users.
Review capture of live data and usage of system reports for the Central Fuel Team CFT – these reports are based on the current Business As Usual (BAU) reports in circulation
In conjunction with the CWU Area Safety Rep’s we’ll be testing the new vehicle key fobs, the fuelling process and how the data flows from the unit to the central database and into the Central Fuel Team.
Royal Mail and the CWU will ensure a SSOW is also in place to ensure all safety elements involved during installation as well as during the issue of fuel are constructed and communicated accordingly.
The following are in scope of this initiative:
Replacement of Time Plan unit at the Worksop DO site and installation of the Apollo control unit.
Provision of new ID fobs for all vehicles at Worksop DO to work with the new Apollo control unit.
Test the reporting tool used by the Central Fuel Team and the report creation from the system.
Out of Scope:
No changes will be made to the operation performed by drivers and end state users. Process of new system is the same as the current one for users.
There will be no changes in roles and responsibilities for unit managers or drivers
There are no replacement fuel pumps or gauges.
And no changes to the process for restocking the fuel tank.
This replacement technology is not being deployed as a disciplinary tool. It will not alter the ability of managers to take disciplinary action. As such other than coaching, the Conduct Code will not be used against a driver for any minor error caused during this process. Exceptionally this data will only be used where there is evidence of theft or fraud which could be seen as gross miss-conduct.
The fuel used and a data captured will not be used to indicate differences between drivers or presented as a league table between high and low usage drivers. It is not designed for daily individual performance management but will be used for coaching purposes.
Success Criteria
Does the new system enable users to dispense fuel in a safe and effective manner.
Ensure the central fuel team and operation site users can operate the solution with minimal impact.
Subject to successful testing at Worksop DO the project will then deploy to a further 3 sites for a pre-deployment period (Derby MPU, Ashbourne Delivery Office and Yorkshire Distribution Centre).
Our aim at these three sites is to gain feedback from operational users on the use of the equipment to further aid improvements to the process for national deployment.
Development of joint briefs together with training material for sharing with all units
If further UAT sites are required before national deployment these will be jointly agreed with the CWU.
All data capture will be shared with the CWU and jointly reviewed prior to a decision regarding deployment beyond the UAT initially at Worksop DO, to inform the review and assist in determining if the system is fit for purpose.
Proposed Timescale
Installation of the new fuel control unit at Worksop DO – 16/05/16
Start of testing phase 16-17/05/16
Completion of testing at Worksop DO and information share with the CWU 30/05/16
Installation to commence at additional 3 sites from 01/06/16
Proposed National deployment from 15/07/16 to 18/11/16
A detailed deployment plan is currently under review to confirm locations and dates and subject to the system being fit for purpose.
Safety Documentation
A national SAC1 and WESCA document has been produced. In addition the supplier has provided a detailed Risk Assessment and Method Statement for all installations. This documentation will be further reviewed with the national CWU. In advance of installation all H&S documentation will be shared with the unit manager, PiC and local CWU H&S representative.
Review
Royal Mail and the CWU will jointly monitor and review progress on this initiative to understand where any changes are required or improvements available. Unit CWU representatives at all the sites involved will be briefed in advance of installations commencing.
Any questions of interpretation, implementation or application of this agreement shall be referred to the respective Headquarters for resolution as a matter of urgency.
Signed……………………………………. Signed………………………………… Signed…………………………………….
Paul Gatti - Royal Mail Bob Gibson – CWU Davie Robertson - CWU
6th May 2016.
All post by me in Green are Admin Posts.
Any post in any other colour is my own responsibility.
If you like a news story I posted please click the link to show support Any news stories you can't post - PM me with a link
My sharing of news articles should not be interpreted as an endorsement or condemnation of any particular viewpoint or the issues presented. I share them solely for informational purposes.
Any post in any other colour is my own responsibility.
If you like a news story I posted please click the link to show support Any news stories you can't post - PM me with a link
My sharing of news articles should not be interpreted as an endorsement or condemnation of any particular viewpoint or the issues presented. I share them solely for informational purposes.