LTB 240/08 - Pay and Modernisation – Phase 2 Deployment/£400 Payment & Agreed Phase 3 Trials Process
28 March 2008
Issuing officer(s): Dave Ward, Martin Collins
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No: 240/08
Ref: L2.06
Date: 28th March 2008
TO: ALL BRANCHES WITH POSTAL MEMBERS
For immediate circulation to all appropriate Area/Unit Representatives
Postal Divisional Representatives
Dear Colleague
Pay and Modernisation – Phase 2 Deployment/£400 Payment & Agreed Phase 3 Trials Process
Further to LTB 081/08 in respect of the above, we have now formally concluded a Review at National Level of the progress of Phase 2 Flexibility Plans and the payment dates for the £400 to be received by those Units that have jointly agreed plans in place.
Phase 2 Flexibility Plans
Although initially progress was slow and the original target dates for completion were not achieved out of the 1500 plus Units there are now less than 150 that have not concluded agreement. We are confident and jointly committed to ensure that the issues that have prevented these remaining offices finalising their plans will be resolved over the next 2 or 3 weeks.
Payment Dates
It has been confirmed that all of the Units that had signed plans in place by 27th March 2008, have started implementation and given a commitment that their plan would be fully implemented to time will receive the £400 payment on the 25th April 2008 (Part-timers receiving a payment pro-rata to their conditioned hours).
To ensure the outstanding Units also still have the opportunity to receive the £400 an additional payment date has been jointly agreed against the following criteria:
Qualifying Criteria
Providing Units/offices have agreed plans in place by no later than Friday 2nd May 2008 they will receive the £400 payment on 23rd May 2008.
COMMUNICATION WORKERS UNION
URGENT INFORMATION FOR l MEMBERS
Phase 3 Trials
It was jointly agreed that we would not proceed with the Phase 3 Trials in any of the nominated Offices until they had completed their Phase 2 Flexibility Plans. Now that the great majority have plans in place we have discussed and agreed Joint Guidance for the trial process/evaluation with revised timescales to secure the 1.5% pay increase backdated to the 7th April 2008.
Branches/Representatives will note initially Joint Workshops will be held in each trial area to consider the options to be trialled which will be overseen by the AGM and a Divisional Rep or nominated substitute. The revised timescales negotiated for the Phase 3 Trials/1.5% pay increase are the following:
Phase 3 Trials/1.5% Pay increase timetable
Due By Date
Idea Generating Workshops
11th April 2008
Trials Period
14th April – 9th May 08
Trial evaluated at area level
16th May 2008
National Review completed
23rd May 2008
Nationally agreed Options Communicated
2nd June 2008
Local agreement reached
27th June 2008
Local agreement deployed
7th July 2008
Verification of deployment by AGMs following input from Divisional Representative.
1.5% increase back-dated to the 7th April
The final list of the Trial Office and copies of all of the agreed documentation for the trials are attached to this LTB.
Any enquiries regarding this LTB should be directed to the appropriate National Officers responsible for Delivery, Processing and Network.
Yours sincerely
Dave Ward Martin Collins
Deputy General Secretary (P) Assistant Secretary
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LTB 240/08 - Pay and Modernisation – Phase 2 Deployment/£
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Big Daz
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Big Daz
- Posts: 5668
- Joined: 17 Apr 2007, 20:27
- Gender: Male
PHASE 3 – TRANSFORMING THE WAY WE WORK TRIAL SITES
Detailed below is the final list of the Trial Offices that have all confirmed Phase 2 plans have been signed off. (The ones where plans were still subject to discussion have been removed reducing the total number of trial offices from 120 to 108)
West Territory
Area Office 1 Office 2 Office 3 Office 4
Birmingham, Hereford & Worcester Worcester MC * SW/SW
Worcester MC DO * SW/SW
Bromsgrove DO Handsworth DO
Central & South Midlands Nuneaton DO Warwick DO Swan House DO Corby DO
Chester & North Wales Shrewsbury DO Market Drayton DO Prenton DO Deeside DO
Devon & Cornwall St Austell DO
East Midlands Newark DO Nottingham
North DO Swadlincote DO Matlock DO
Hants & Dorset Lymington DO Hayling Island DO Eastleigh DO Winton DO
North West Midlands Dudley DO Stone DO Stourport DO Walsall DO
South & West Wales Cardiff MC Pontypridd DO Cwmbran
DO Carmarthen DO
Thames Valley & Gloucester Bracknell DO Wootton Bassett Gloucester MC
West of England Minehead DO Westbury on Trym DO Warminster DO
- South West/South Wales Division
North Territory
Area Office 1 Office 2 Office 3 Office 4
North of Scotland Mastrick Elgin Buckie Invergordon
East of Scotland Dundee West Perth C&N Portobello EHMC
West of Scotland Bearsden Erskine Castle Douglas
Northern Ireland Newtownabbey Bangor Craigavon Magherafelt
Cumbria & Lancashire South Shore Kendal Bury Carlisle MC & Distribution
Cheshire & Merseyside Crewe DO Walton Liverpool Processing Liverpool Distribution
Manchester Denton Buxton Ashton under Lyne Manchester MC - Early Shift
North East of England Darlington Gateshead Durham Redcar
Mid Yorkshire Leeds MC and Distn Brighouse YO Central/West/MC/distribution and Birch Park Leeds City
South & East Yorkshire Rotherham Beverley Sheffield PDO - 7 and 8 Doncaster Mail Centre Deliveries
East Territory
Area Office 1 Office 2 Office 3 Office 4
Home Counties North Watford (MC / DO & C&N) High Wycombe North DO Letchworth DO Bletchley DO
East & North London North Finchley DO Whetstone
DO Bethnal Green DO Stratford DO
South London
Catford DO
Central & West London N1 hub W14 DO WC DO
East Anglia Norwich MC Kings Lynn DO Cambridge SPDOs
Croydon & Gatwick Brighton DO Burgess Hill DO Caterham DO Eastbourne DO
Essex Southend on Sea (MC / DO & C&N) Benfleet DO Chelmsford Mail Centre Woodford Green DO
Kent Tonbridge (MC & C&N) Tonbridge DO Canterbury DO Sittingbourne DO
Home Counties West Greenford MC * S/C Wembley DO
* S/C Slough DO
* S/C
Kingston, Twickenham & Guildford Camberley DO * S/C Feltham DO Weybridge DO East Molesey DO
* South Central Division
Regional Distribution Centres: SWDC, SDC and Woking DC
Pay and Modernisation Agreement 2007 - 2009
Joint Guidance/Monitoring Process - Phase 3 Trials
Transforming the Way We Work (Covering for One Another)
1 The Pay and Modernisation Agreement states that:
‘Both parties are committed to introducing new ways of working throughout the business by April 2008’ (Revised timescales have subsequently been nationally agreed). In order to achieve this there will be a trial in four offices per AGM area covering the following:
- New arrangements to cover for one another and develop sensible options to absorb absences, and increased workload, where time exists within normal hours
- To ensure all paid work hours are utilised
-To creates a working environment where employees, CWU reps and managers feel valued and motivated.
This flexibility could also facilitate arrangements for employees to make their own arrangements to cover and swap duties (subject to approval from their manager) – within contracted hours, providing quality of service is not adversely affected and there are no additional costs to the business’.
2 Trials
The trial sites have been agreed between RML and the CWU and the assumption is that everyone in these sites will fully co-operate and support the trials.
The trial units will be asked to generate ideas that they believe will work for their unit and achieve the objectives set out in the Agreement. Local managers and CWU representatives are to be fully involved in developing, agreeing and deploying what will be trialled. There are no restrictions on what is trialled providing it meets the agreed objectives therefore all elements of the operational pipeline will need to be considered/covered (both Indoor and Outdoor work) where applicable to the unit.
3 Key Activities
Trial sites should start their preparation work as early as possible in April. This will commence with Area Workshops where 6 people from each trial office will be asked to attend (the local manager, the local rep and 2 volunteers that they each choose). The AGM and Divisional Rep or Nominated Substitutes will also be in attendance to support the Workshop. The aim of the Workshop will be for everyone to participate in coming up with ideas that they feel the unit could trial successfully.
All local options/ideas generated at the Area Workshops proposed for trial will then be shared with the AGM/Divisional Representative or Nominated Substitutes to ensure that they have the potential to achieve real business/employee benefit and value from the outset. Given the number and variety of trial sites both RML and the CWU are keen that the widest number of different options are trialled. Once the general content of the proposed trials have been discussed and cleared at Area/Divisional level the local parties will arrange briefings/meetings with the staff/members in their office to provide the opportunity for their input and gain support for the option/ idea to be trialled.
4 Trial Period/Monitoring
The target period for the trials is from Monday 14th April 2008 to Friday 9th May 2008 and both parties will use their influence to keep the trial to plan. During the trial period AGMs/Divisional Representatives will be responsible for monitoring their success and should be immediately informed of any local disputes which arise at trial sites so that they can be speedily resolved.
Weekly National level meetings will also be held throughout the trial period to oversee progress.
5 Evaluation
At the conclusion of the trials Area Workshops will again be held with the same participants who attended the initial one to commence the evaluation at local/area level. This will take place between Monday 12th May 2008 and Friday 16th May 2008 and will include all the trial data that has been collated. To assist the National parties the AGM and Divisional Rep will again jointly assess which options should be forwarded to the National Review which is targeted to be completed by 23rd May 2008.
The aim is to identify and agree the widest range of options for National roll out as possible by 23rd May 2008 and RML and the CWU will jointly communicate these by Monday 2nd June 2008. If the National Review determines that a site has had an unsuccessful trial, this does not mean that the unit will have forfeited the 1.5% increase so long as they successfully deploy arrangements as part of the National roll out.
Once the National Review has been concluded, local units will be required to agree and deploy the options/arrangements most appropriate to their unit’s particular local circumstances. Local agreement needs to be reached by 27th June 2008.
6 Evaluation Approach
To evaluate the trials effectively local feedback and views on the options that are trialled will be encouraged. To help with this an Evaluation Pack has been produced which will also assist comparisons between the options. A range of existing measures will be tracked and a Learning Log will also be completed during the trial period. All of the measures will be shared between the local manager and the local representative.
It is important that all units use and adhere to the templates provided to ensure a consistent approach throughout the process.
7 Verification of the New Arrangements
Between Monday 7th July 2008 and Friday 18th July 2008 Area General Managers following input from their Divisional Rep will determine whether units have achieved the following and therefore should receive the 1.5% increase from 7th April 2008.
• That local agreement was reached by Friday 27th June 2008.
• The local agreement deploys the options/arrangements evaluated and agreed Nationally.
• The local agreement has been deployed by 7th July 2008.
Payment will not be made for example if any aspects of the new arrangements are still in dispute within the IR Framework. It has been jointly agreed that Local offices will be entitled to the 1.5% pay increase from 7 April 2008 subject to deployment of these new arrangements. Any offices where deployment is deferred until after Monday 7th July 2008 will receive the additional 1.5% from the date of deployment.
8 Disagreements Report
A report of all units where agreement and deployment has not been achieved (plus the reasons) will be shared at National level so that this can be closely monitored.
RML and the CWU are jointly committed to ensuring progress is made and will dedicate sufficient time and resource to minimise the risk of any units failing to achieve the 1.5% increase.
High Level Milestone Summary
Milestones Due By Date
Idea Generating Workshops Friday 11th April 2008
Trials start Monday 14th April 2008
Trials finish Friday 9th May 2008
Trial data collated and evaluated at area level Friday 16th May 2008
National Review completed Friday 23rd May 2008
Nationally agreed Options Communicated Monday 2nd June 2008
Local agreement reached Friday 27th June 2008
Local agreement deployed Monday 7th July 2008
AGMs following input for Divn. Rep determine whether units have met qualifying criteria and authorise 1.5% from 7th April 2008 Between Monday 7th July 2008 & Friday 18th July 2008
Phase 3 Trials: Evaluation Pack
Transforming the Way We Work (Covering for One Another)
March 2008
Transforming the Way We Work
Pay and Modernisation
The Pay and Modernisation Agreement states that:
‘Both parties are committed to introducing new ways of working throughout the business by April 2008’ (Revised timescales have subsequently been Nationally agreed). In order to achieve this there will be a trial in four offices per AGM area covering the following:
- New arrangements to cover for one another and develop sensible options to absorb absences, and increased workload, where time exists within normal hours
- To ensure all paid work hours are utilised
-To creates a working environment where employees, CWU reps and managers feel valued and motivated.
This flexibility could also facilitate arrangements for employees to make their own arrangements to cover and swap duties (subject to approval from their manager) – within contracted hours, providing quality of service is not adversely affected and there are no additional costs to the business’.
What’s this about?
This document outlines the measurement and evaluation of the Phase 3 trials contained in the Pay and Modernisation Agreement.
When do I need to do this?
You need to start planning for your trial with your local representative as soon as possible in line with the attached Joint Guidance.
How are we going to measure the benefits?
To evaluate the trials effectively we will be encouraging local feedback and views on the options that are trialled.
A range of existing measures will be tracked to confirm the objectives of the trial are being met and a Daily Learning Log will also be completed to identify issues and any solutions put in place.
Templates have been produced for this purpose and to ensure a consistent approach. The tracking measures from your unit and the Learning Log will be used to evaluate the success of the trial. There is also an evaluation template for completion at the conclusion of the trial. Electronic copies of all of these templates for completion and guidance are provided within this pack.
What is the approach?
• Initially an Area Workshop will be held where 6 people from each trial office will be asked to attend (the local manager, the local rep and they will each choose 2 volunteers). The AGM and Divisional Rep will also be in attendance to oversee the Workshop.
• The aim of the Workshop will be for everyone to participate in coming up with ideas that they feel the unit could trial successfully.
• All local options/ideas generated at the Area Workshops proposed for trial will then be shared with the AGM/Divisional Representative to ensure that they have the potential to achieve real business/employee benefit and value from the outset.
• Once the general content of the proposed trials have been cleared at Area/Divisional level the local parties will arrange briefings/meetings with the staff/members in their office to provide the opportunity for their input and gain support for the option/ idea to be trialled.
• The necessary operational changes/arrangements required and deployment of the trial should then be jointly agreed.
• The tracking measures spreadsheet should then be completed with the help of the Area Decision Support Manager (ADSM) to determine the unit baseline. This spreadsheet should then continue to be populated on a weekly basis throughout the trial.
• The Learning Log should also be completed during the trial period to register any issues/concerns that are raised and the solutions put in place.
• At the conclusion of the trial the final local evaluation template must be completed which should include the relevant information from the tracking measures and Learning Log.
• Attend a Post-Trial Area Workshop to carry out a local review/evaluation and provide feedback on the options trialled.
The next steps after the area workshop will be:
• A review of the Workshop feedback by the AGMs and Divisional Reps to determine if any options should be sifted before National evaluation.
• A National evaluation of options to identify the widest range of options that can be agreed for National roll out.
What unit measures are going to be tracked during the trial?
There is a simple spreadsheet (see Annex 1) to capture what the measured benefits are. This spreadsheet should be completed on a weekly basis with the assistance of the ADSM and then collated for the trial review. The measures being tracked will be:
Related Letters KPIs Measure Source Baseline
Safety • Accidents • Daily Report
• Average of four weeks prior to trial (any exceptional events to be noted and excluded)
• Any exceptional events during trial to be captured in evaluation.
Customer • Customer Complaints • Performance Results Data - Customer Complaints & Recompense
Quality • Mail Remaining • Daily Report (DODR or MCDR as appropriate)
People • Sick absence % of ordinary hours • Business Warehouse 1-4 Report
Financial • Gross Hrs
• Work Hrs (core + payroll gap)
• Actual v Budget (variance)
Productivity • Items per Gross work hours
How are we going to determine the qualitative benefits & issues?
To determine how the trial is going for your people and understand any issues of concern a Learning Log should be completed (see Annex 2 and the completed example). This should be shared with your local representative and staff so that they can see what is going well and what could be done differently to improve the option being trialled. Once completed by your team this should be reviewed to pick up learning for input to the evaluation.
Control Offices
Commercial Managers should select units with a similar profile to the trial site within the area wherever possible to act as ‘control offices’. In these offices the same measures as in the trial offices should be tracked to see if the movement is of a general nature or from a specific cause and effect in the trial office.
Evaluating the trial
The options trialled in your unit will be evaluated at a Post-Trial Area Workshop so on the first working day after the trial the local unit should review the Learning Logs to identify:
How We Are Doing Against our Objectives Implementing Considerations
• Will absorb absences, where time exists within normal hours
• Will absorb increased workload, where time exists within normal hours
• Will increase utilisation of paid work hours
• Creates a working environment where, employees, CWU reps and managers feel valued and motivated • Is easy to implement
• Has a positive impact on service quality
• Can be deployed across all units
• Has no additional cost to the business
• Is sustainable
NB All relevant Health and Safety considerations must be taken into account.
This should be used with the measures tracked during the trial to complete the local evaluation templates (see Annexes 3 & 4) for the Post-Trial Area Workshop.
Evaluation Template
The evaluation templates together with the Learning Logs and tracking measures will provide a consistent process for AGM/Divisional Rep and National evaluation.
Where can I get advice on tracking measures, spreadsheets, template completion etc?
Area Decision Support Manager and Commercial Manager.
Supporting Documentation (Excel Spreadsheets)
• Tracking Measures template - to be completed electronically to record the weekly performance of the measures being tracked in your office (Annex 1).
• Learning Log template - to be completed electronically on a weekly basis throughout the period of the trial (Annex 2).
• Evaluation template - to record the local evaluation and feedback (Annexes 3 & 4).
Other Supporting Documentation
• Joint Guidance/Monitoring Process Phase 3 Trial: Transforming the Way We Work (Covering for One Another).
Annex 1: Tracking Measures Template
aAnnex 2: Learning Log Spreadsheet Template
Number and Date Logged
Identified By
Lessons Learnt (Description)
Any Remedial Action
Owner
Impact
Note: Once an issue is added to this list it should not be deleted.
Annex 2: Learning Log Guidance Please use the Accompanying Excel Spreadsheet Template
Number and Date Logged
Identified By
Lessons Learnt (Description)
Any Remedial Action
Owner
Impact
Enter the next number in the numerical sequence.
Enter the name of the person who identified the issue
Give a brief description of the lesson learnt.
state:
1. What happened and why?
2. Learning point i.e. what to do next time or whether to adopt same approach to handling issue/risk etc concerned?
If it was required what remedial action was undertaken? or who advised as to issue? (e.g. problem with/feedback on corporate finance or procurement guidance etc; or, sharing of developed checklist etc)
Enter the name of the person who was responsible for dealing with the issue concerned (one name only).
Was there any adverse impact on the trial/programme. If yes provide brief description/note.
Note: Once an issue is added to this list it should not be deleted.
Annex 3: Evaluation Workshop Feedback Template. Option Description and Measures/Objectives Met
Area: Unit:
Description of Proposals
Measure/Objective Yes/No Any Relevant Comments
1. Is it easy to implement?
2. Has a positive impact on quality?
3. Is applicable across all units?
4. Has no cost to the business?
5. Is this sustainable?
6. Will absorb absences?
7. Will absorb increased workload?
8. Will increase utilisation of paid work hours?
9. Creates a working environment where employees, CWU reps and managers feel valued and motivated?
Annex 4: Evaluation Workshop Feedback Template with Important Learning Issues from Log
Detailed below is the final list of the Trial Offices that have all confirmed Phase 2 plans have been signed off. (The ones where plans were still subject to discussion have been removed reducing the total number of trial offices from 120 to 108)
West Territory
Area Office 1 Office 2 Office 3 Office 4
Birmingham, Hereford & Worcester Worcester MC * SW/SW
Worcester MC DO * SW/SW
Bromsgrove DO Handsworth DO
Central & South Midlands Nuneaton DO Warwick DO Swan House DO Corby DO
Chester & North Wales Shrewsbury DO Market Drayton DO Prenton DO Deeside DO
Devon & Cornwall St Austell DO
East Midlands Newark DO Nottingham
North DO Swadlincote DO Matlock DO
Hants & Dorset Lymington DO Hayling Island DO Eastleigh DO Winton DO
North West Midlands Dudley DO Stone DO Stourport DO Walsall DO
South & West Wales Cardiff MC Pontypridd DO Cwmbran
DO Carmarthen DO
Thames Valley & Gloucester Bracknell DO Wootton Bassett Gloucester MC
West of England Minehead DO Westbury on Trym DO Warminster DO
- South West/South Wales Division
North Territory
Area Office 1 Office 2 Office 3 Office 4
North of Scotland Mastrick Elgin Buckie Invergordon
East of Scotland Dundee West Perth C&N Portobello EHMC
West of Scotland Bearsden Erskine Castle Douglas
Northern Ireland Newtownabbey Bangor Craigavon Magherafelt
Cumbria & Lancashire South Shore Kendal Bury Carlisle MC & Distribution
Cheshire & Merseyside Crewe DO Walton Liverpool Processing Liverpool Distribution
Manchester Denton Buxton Ashton under Lyne Manchester MC - Early Shift
North East of England Darlington Gateshead Durham Redcar
Mid Yorkshire Leeds MC and Distn Brighouse YO Central/West/MC/distribution and Birch Park Leeds City
South & East Yorkshire Rotherham Beverley Sheffield PDO - 7 and 8 Doncaster Mail Centre Deliveries
East Territory
Area Office 1 Office 2 Office 3 Office 4
Home Counties North Watford (MC / DO & C&N) High Wycombe North DO Letchworth DO Bletchley DO
East & North London North Finchley DO Whetstone
DO Bethnal Green DO Stratford DO
South London
Catford DO
Central & West London N1 hub W14 DO WC DO
East Anglia Norwich MC Kings Lynn DO Cambridge SPDOs
Croydon & Gatwick Brighton DO Burgess Hill DO Caterham DO Eastbourne DO
Essex Southend on Sea (MC / DO & C&N) Benfleet DO Chelmsford Mail Centre Woodford Green DO
Kent Tonbridge (MC & C&N) Tonbridge DO Canterbury DO Sittingbourne DO
Home Counties West Greenford MC * S/C Wembley DO
* S/C Slough DO
* S/C
Kingston, Twickenham & Guildford Camberley DO * S/C Feltham DO Weybridge DO East Molesey DO
* South Central Division
Regional Distribution Centres: SWDC, SDC and Woking DC
Pay and Modernisation Agreement 2007 - 2009
Joint Guidance/Monitoring Process - Phase 3 Trials
Transforming the Way We Work (Covering for One Another)
1 The Pay and Modernisation Agreement states that:
‘Both parties are committed to introducing new ways of working throughout the business by April 2008’ (Revised timescales have subsequently been nationally agreed). In order to achieve this there will be a trial in four offices per AGM area covering the following:
- New arrangements to cover for one another and develop sensible options to absorb absences, and increased workload, where time exists within normal hours
- To ensure all paid work hours are utilised
-To creates a working environment where employees, CWU reps and managers feel valued and motivated.
This flexibility could also facilitate arrangements for employees to make their own arrangements to cover and swap duties (subject to approval from their manager) – within contracted hours, providing quality of service is not adversely affected and there are no additional costs to the business’.
2 Trials
The trial sites have been agreed between RML and the CWU and the assumption is that everyone in these sites will fully co-operate and support the trials.
The trial units will be asked to generate ideas that they believe will work for their unit and achieve the objectives set out in the Agreement. Local managers and CWU representatives are to be fully involved in developing, agreeing and deploying what will be trialled. There are no restrictions on what is trialled providing it meets the agreed objectives therefore all elements of the operational pipeline will need to be considered/covered (both Indoor and Outdoor work) where applicable to the unit.
3 Key Activities
Trial sites should start their preparation work as early as possible in April. This will commence with Area Workshops where 6 people from each trial office will be asked to attend (the local manager, the local rep and 2 volunteers that they each choose). The AGM and Divisional Rep or Nominated Substitutes will also be in attendance to support the Workshop. The aim of the Workshop will be for everyone to participate in coming up with ideas that they feel the unit could trial successfully.
All local options/ideas generated at the Area Workshops proposed for trial will then be shared with the AGM/Divisional Representative or Nominated Substitutes to ensure that they have the potential to achieve real business/employee benefit and value from the outset. Given the number and variety of trial sites both RML and the CWU are keen that the widest number of different options are trialled. Once the general content of the proposed trials have been discussed and cleared at Area/Divisional level the local parties will arrange briefings/meetings with the staff/members in their office to provide the opportunity for their input and gain support for the option/ idea to be trialled.
4 Trial Period/Monitoring
The target period for the trials is from Monday 14th April 2008 to Friday 9th May 2008 and both parties will use their influence to keep the trial to plan. During the trial period AGMs/Divisional Representatives will be responsible for monitoring their success and should be immediately informed of any local disputes which arise at trial sites so that they can be speedily resolved.
Weekly National level meetings will also be held throughout the trial period to oversee progress.
5 Evaluation
At the conclusion of the trials Area Workshops will again be held with the same participants who attended the initial one to commence the evaluation at local/area level. This will take place between Monday 12th May 2008 and Friday 16th May 2008 and will include all the trial data that has been collated. To assist the National parties the AGM and Divisional Rep will again jointly assess which options should be forwarded to the National Review which is targeted to be completed by 23rd May 2008.
The aim is to identify and agree the widest range of options for National roll out as possible by 23rd May 2008 and RML and the CWU will jointly communicate these by Monday 2nd June 2008. If the National Review determines that a site has had an unsuccessful trial, this does not mean that the unit will have forfeited the 1.5% increase so long as they successfully deploy arrangements as part of the National roll out.
Once the National Review has been concluded, local units will be required to agree and deploy the options/arrangements most appropriate to their unit’s particular local circumstances. Local agreement needs to be reached by 27th June 2008.
6 Evaluation Approach
To evaluate the trials effectively local feedback and views on the options that are trialled will be encouraged. To help with this an Evaluation Pack has been produced which will also assist comparisons between the options. A range of existing measures will be tracked and a Learning Log will also be completed during the trial period. All of the measures will be shared between the local manager and the local representative.
It is important that all units use and adhere to the templates provided to ensure a consistent approach throughout the process.
7 Verification of the New Arrangements
Between Monday 7th July 2008 and Friday 18th July 2008 Area General Managers following input from their Divisional Rep will determine whether units have achieved the following and therefore should receive the 1.5% increase from 7th April 2008.
• That local agreement was reached by Friday 27th June 2008.
• The local agreement deploys the options/arrangements evaluated and agreed Nationally.
• The local agreement has been deployed by 7th July 2008.
Payment will not be made for example if any aspects of the new arrangements are still in dispute within the IR Framework. It has been jointly agreed that Local offices will be entitled to the 1.5% pay increase from 7 April 2008 subject to deployment of these new arrangements. Any offices where deployment is deferred until after Monday 7th July 2008 will receive the additional 1.5% from the date of deployment.
8 Disagreements Report
A report of all units where agreement and deployment has not been achieved (plus the reasons) will be shared at National level so that this can be closely monitored.
RML and the CWU are jointly committed to ensuring progress is made and will dedicate sufficient time and resource to minimise the risk of any units failing to achieve the 1.5% increase.
High Level Milestone Summary
Milestones Due By Date
Idea Generating Workshops Friday 11th April 2008
Trials start Monday 14th April 2008
Trials finish Friday 9th May 2008
Trial data collated and evaluated at area level Friday 16th May 2008
National Review completed Friday 23rd May 2008
Nationally agreed Options Communicated Monday 2nd June 2008
Local agreement reached Friday 27th June 2008
Local agreement deployed Monday 7th July 2008
AGMs following input for Divn. Rep determine whether units have met qualifying criteria and authorise 1.5% from 7th April 2008 Between Monday 7th July 2008 & Friday 18th July 2008
Phase 3 Trials: Evaluation Pack
Transforming the Way We Work (Covering for One Another)
March 2008
Transforming the Way We Work
Pay and Modernisation
The Pay and Modernisation Agreement states that:
‘Both parties are committed to introducing new ways of working throughout the business by April 2008’ (Revised timescales have subsequently been Nationally agreed). In order to achieve this there will be a trial in four offices per AGM area covering the following:
- New arrangements to cover for one another and develop sensible options to absorb absences, and increased workload, where time exists within normal hours
- To ensure all paid work hours are utilised
-To creates a working environment where employees, CWU reps and managers feel valued and motivated.
This flexibility could also facilitate arrangements for employees to make their own arrangements to cover and swap duties (subject to approval from their manager) – within contracted hours, providing quality of service is not adversely affected and there are no additional costs to the business’.
What’s this about?
This document outlines the measurement and evaluation of the Phase 3 trials contained in the Pay and Modernisation Agreement.
When do I need to do this?
You need to start planning for your trial with your local representative as soon as possible in line with the attached Joint Guidance.
How are we going to measure the benefits?
To evaluate the trials effectively we will be encouraging local feedback and views on the options that are trialled.
A range of existing measures will be tracked to confirm the objectives of the trial are being met and a Daily Learning Log will also be completed to identify issues and any solutions put in place.
Templates have been produced for this purpose and to ensure a consistent approach. The tracking measures from your unit and the Learning Log will be used to evaluate the success of the trial. There is also an evaluation template for completion at the conclusion of the trial. Electronic copies of all of these templates for completion and guidance are provided within this pack.
What is the approach?
• Initially an Area Workshop will be held where 6 people from each trial office will be asked to attend (the local manager, the local rep and they will each choose 2 volunteers). The AGM and Divisional Rep will also be in attendance to oversee the Workshop.
• The aim of the Workshop will be for everyone to participate in coming up with ideas that they feel the unit could trial successfully.
• All local options/ideas generated at the Area Workshops proposed for trial will then be shared with the AGM/Divisional Representative to ensure that they have the potential to achieve real business/employee benefit and value from the outset.
• Once the general content of the proposed trials have been cleared at Area/Divisional level the local parties will arrange briefings/meetings with the staff/members in their office to provide the opportunity for their input and gain support for the option/ idea to be trialled.
• The necessary operational changes/arrangements required and deployment of the trial should then be jointly agreed.
• The tracking measures spreadsheet should then be completed with the help of the Area Decision Support Manager (ADSM) to determine the unit baseline. This spreadsheet should then continue to be populated on a weekly basis throughout the trial.
• The Learning Log should also be completed during the trial period to register any issues/concerns that are raised and the solutions put in place.
• At the conclusion of the trial the final local evaluation template must be completed which should include the relevant information from the tracking measures and Learning Log.
• Attend a Post-Trial Area Workshop to carry out a local review/evaluation and provide feedback on the options trialled.
The next steps after the area workshop will be:
• A review of the Workshop feedback by the AGMs and Divisional Reps to determine if any options should be sifted before National evaluation.
• A National evaluation of options to identify the widest range of options that can be agreed for National roll out.
What unit measures are going to be tracked during the trial?
There is a simple spreadsheet (see Annex 1) to capture what the measured benefits are. This spreadsheet should be completed on a weekly basis with the assistance of the ADSM and then collated for the trial review. The measures being tracked will be:
Related Letters KPIs Measure Source Baseline
Safety • Accidents • Daily Report
• Average of four weeks prior to trial (any exceptional events to be noted and excluded)
• Any exceptional events during trial to be captured in evaluation.
Customer • Customer Complaints • Performance Results Data - Customer Complaints & Recompense
Quality • Mail Remaining • Daily Report (DODR or MCDR as appropriate)
People • Sick absence % of ordinary hours • Business Warehouse 1-4 Report
Financial • Gross Hrs
• Work Hrs (core + payroll gap)
• Actual v Budget (variance)
Productivity • Items per Gross work hours
How are we going to determine the qualitative benefits & issues?
To determine how the trial is going for your people and understand any issues of concern a Learning Log should be completed (see Annex 2 and the completed example). This should be shared with your local representative and staff so that they can see what is going well and what could be done differently to improve the option being trialled. Once completed by your team this should be reviewed to pick up learning for input to the evaluation.
Control Offices
Commercial Managers should select units with a similar profile to the trial site within the area wherever possible to act as ‘control offices’. In these offices the same measures as in the trial offices should be tracked to see if the movement is of a general nature or from a specific cause and effect in the trial office.
Evaluating the trial
The options trialled in your unit will be evaluated at a Post-Trial Area Workshop so on the first working day after the trial the local unit should review the Learning Logs to identify:
How We Are Doing Against our Objectives Implementing Considerations
• Will absorb absences, where time exists within normal hours
• Will absorb increased workload, where time exists within normal hours
• Will increase utilisation of paid work hours
• Creates a working environment where, employees, CWU reps and managers feel valued and motivated • Is easy to implement
• Has a positive impact on service quality
• Can be deployed across all units
• Has no additional cost to the business
• Is sustainable
NB All relevant Health and Safety considerations must be taken into account.
This should be used with the measures tracked during the trial to complete the local evaluation templates (see Annexes 3 & 4) for the Post-Trial Area Workshop.
Evaluation Template
The evaluation templates together with the Learning Logs and tracking measures will provide a consistent process for AGM/Divisional Rep and National evaluation.
Where can I get advice on tracking measures, spreadsheets, template completion etc?
Area Decision Support Manager and Commercial Manager.
Supporting Documentation (Excel Spreadsheets)
• Tracking Measures template - to be completed electronically to record the weekly performance of the measures being tracked in your office (Annex 1).
• Learning Log template - to be completed electronically on a weekly basis throughout the period of the trial (Annex 2).
• Evaluation template - to record the local evaluation and feedback (Annexes 3 & 4).
Other Supporting Documentation
• Joint Guidance/Monitoring Process Phase 3 Trial: Transforming the Way We Work (Covering for One Another).
Annex 1: Tracking Measures Template
aAnnex 2: Learning Log Spreadsheet Template
Number and Date Logged
Identified By
Lessons Learnt (Description)
Any Remedial Action
Owner
Impact
Note: Once an issue is added to this list it should not be deleted.
Annex 2: Learning Log Guidance Please use the Accompanying Excel Spreadsheet Template
Number and Date Logged
Identified By
Lessons Learnt (Description)
Any Remedial Action
Owner
Impact
Enter the next number in the numerical sequence.
Enter the name of the person who identified the issue
Give a brief description of the lesson learnt.
state:
1. What happened and why?
2. Learning point i.e. what to do next time or whether to adopt same approach to handling issue/risk etc concerned?
If it was required what remedial action was undertaken? or who advised as to issue? (e.g. problem with/feedback on corporate finance or procurement guidance etc; or, sharing of developed checklist etc)
Enter the name of the person who was responsible for dealing with the issue concerned (one name only).
Was there any adverse impact on the trial/programme. If yes provide brief description/note.
Note: Once an issue is added to this list it should not be deleted.
Annex 3: Evaluation Workshop Feedback Template. Option Description and Measures/Objectives Met
Area: Unit:
Description of Proposals
Measure/Objective Yes/No Any Relevant Comments
1. Is it easy to implement?
2. Has a positive impact on quality?
3. Is applicable across all units?
4. Has no cost to the business?
5. Is this sustainable?
6. Will absorb absences?
7. Will absorb increased workload?
8. Will increase utilisation of paid work hours?
9. Creates a working environment where employees, CWU reps and managers feel valued and motivated?
Annex 4: Evaluation Workshop Feedback Template with Important Learning Issues from Log
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dvbuk55
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nelson
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dvbuk55
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TrueBlueTerrier
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Just checked the trial sites and one of the DOs in our area has been selected. It was a strike breakers office with only 4 of them supporting the strikes last year. They are bound to make it try and work even if it means worse conditions and longer working hours. :cfo :lfo
Just my opinion of course
Just my opinion of course
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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
Retired