Summary

The purpose of this SIM is to outline the approach for the development and implementation of Local Action Plans in a further 10 Royal Mail Areas during 2008-9.  This work contributes towards the Large Organisations Partnership Pilot (LOPP) targets for Royal Mail Group, and builds on the work initiated in 2007/8 (see SIM 05/2007/04, paragraphs 7 – 18).

Purpose

1  To achieve jointly established health and safety targets within an agreed time period.  To promote sustainable improvement through directly involving Royal Mail’s Area Management Teams and the Trade Unions (TUs) in the management of health and safety. 

Background

2  Last year, the Royal Mail project proposed the development of Local Action Plans for 10 Royal Mail Areas (see SIM 05/2007/04 for details). It is intended that a further 10 Areas be included in the project during 2008/9, with the last remaining areas joining the scheme in 2009/10.

3  Building on the work undertaken last year, and following discussions between LOPP Partners, this SIM introduces new guidance on:

• a compulsory target relating to Walk Risk Assessments (paragraph 16);
• the use of Local Action Plan Record Sheets (paragraph 19); and
• updated guidance in relation to enforcement (paragraphs 21 & 22).

4  Where work towards existing Local Action Plans remains outstanding, perhaps as the result of industrial action, then this work should be completed.  

5  In areas not already subject to a Local Action Plan or in those where Local Action Plans have been completed, normal inspection and enforcement activity should continue.

Large Organisations Partnership Pilot (LOPP)

6  Royal Mail Group plc (comprising of Parcelforce, Royal Mail and the Post Office) are participating in the Large Organisations Partnership Pilot (LOPP). 

7  A national Improvement Plan will be launched in Spring 2008, establishing strategic goals for improvement (e.g. Worker Involvement, Slips and Trips etc).  The Improvement Plan is a group-wide strategy.  This project contributes towards those LOPP objectives in so far as they apply to the Royal Mail part of the wider group of companies.

8  The network of HSE Divisional Co-ordinating Inspectors is to be maintained and the arrangements identified in the LOPP Engagement Plan implemented. See Appendix 1 of SIM 05/2007/04 for the 2007 LOPP Engagement Plan.

9  Each HSE Division is asked to ensure that a Co-ordinating Inspector for Royal Mail work is promptly appointed for 2008/9.  A timely appointment being necessary to ensure that the Local Action Plans commence on time.

10  Joint working between LA and HSE Inspectors is strongly encouraged, and opportunities to conduct joint visits should be explored locally.

11  Reactive work, including the selection of incidents and complaints, and any resulting enforcement action are unaffected by the intervention mechanisms set out in this document.  HSE and LA Inspectors are asked to keep STSU Utilities section appraised of enforcement action taken or proposed.

Local Action Plans

12  The successful implementation of Local Action Plans requires a collaborative approach between Royal Mail, TUs, LAs and HSE.  Royal Mail’s Area General Manager should have overall responsibility for delivering the plan, but the Area Management Team should be instrumental in managing the improvement process.

13  Targeting: HSE Co-ordinating Inspectors will be provided with details of the 10 areas together with a list of contacts for the Royal Mail Areas that fall within their jurisdiction.

14  Timing: During April 2008, HSE and LA Inspectors will meet with Royal Mail and TUs to develop and agree the Local Action Plans; following their launch HSE and the LAs will monitor progress against timetable. Inspections to assess compliance with the plan will take place in Spring 2009. 

15  Content: The Local Action Plans should contain targets relating to specific matters of local concern. These matters may be identified from previous inspections or through discussion with Royal Mail and the Trade Unions. The broader, corporate strategic goals will be addressed through the national LOPP Improvement Plan.

16  All Local Action Plans should include a target to ensure that the Walk Risk Assessment Process has been completed to a satisfactory standard. Every walk out from an office should be risk assessed. Advice on the required standards is available in Royal Mail’s “Talkabout: Safety” information pack and the joint Royal Mail/HSE Guidance Note on Walk Risk Assessment.  To obtain copies, please use the contact details provided in paragraph 26.

17  The targets should be challenging but capable of being realised by the end of February 2009. Longer-term objectives may be considered as long as the contribution required during the plan can be quantified, for example by using milestones.

18  Methodology: A suggested methodology was provided in Appendix 2 of SIM 05/2007/04.

19  This year, a Local Action Plan Record Sheet should be completed for each area (see Appendix 1).  This should be signed by the Area General Manager at the outset to signify their commitment to the improvement process.  The HSE co-ordinating Inspector is asked to send a copy of the Record Sheet to the LOPP Account Manager once the Plan has been agreed, and again following a review upon completion. 

20  Copies of Record Sheets should be sent to the LOPP Account Manager at the address provided in paragraph 26.  Royal Mail Area General Managers are asked to send copies to the Head of Corporate Social Responsibility (c/o Katrina Williams), Coton House, Rugby, CV23 0AA.

Enforcement Guidance

21  Inspections of Royal Mail have been undertaken nationwide for the last 4 years. During that time, LA and HSE Inspectors have repeatedly provided advice and guidance to Royal Mail on the key hazards associated with their undertaking.  As a result, there is now an expectation that with regard to certain well known issues, Royal Mail should be demonstrating extensive compliance.

22  Inspectors are asked to consider serving Improvement Notices in situations where:

• Walk risk assessments are absent, or Walk Logs do not accurately reflect the significant hazards postal workers may encounter.
• Little or no progress has been made towards resolving remedial actions identified by Inspectors during previous visits (where insufficient reason can be provided to substantiate the default).
• Bicycle maintenance records are absent, or inspections are significantly overdue.
• Following initial compliance with an enforcement notice, matters are found to have subsequently reverted to an unacceptable standard.  Under these circumstances a prosecution should also be considered.

Training

23  There is no specific training associated with this project. FOD Divisions and LAs are asked to ensure that amongst those participating there is a balance between those inspectors with previous experience of inspecting Royal Mail and those seeking to familiarise themselves with this area of work.

24  HSE and LA Inspectors may gain an insight into the inspection of Royal Mail by reading the 2004/5 and 2005/6 Inspection Reports, and copies of these documents are available from STSU, Utilities Section, Nottingham. SIMs 05/2004/50, 05/2005/03, 05/2006/04 and 05/2007/04, together with Local Authority Circular 50/10 provide useful background information in relation to previous inspection projects.

Other issues to be aware

25  The topic packs on Migrant Working:

• Duty to Manage Asbestos [671KB]
• Worker Consultation and Involvement [263KB]

may be relevant and useful when engaging with this sector, and also the Diversity & Delivery pages on the intranet.

Further Advice

26  Further advice on any of the aspects of this project may be obtained from the LOPP Account Manager, STSU Utilities Section, City Gate West, Toll House Hill, Nottingham, NG1 5AT. Tel: 0115 971 2818.

Appendix 1 - Local Action Plan Record Sheet

AREA:

FORM OF AGREEMENT
Title		Name	Date
Area General Manager
TU Representatives:	CWU
CMA
LA Inspector:
HSE Inspector:
Date of Agreement:
Date for Completion:

SUMMARY OF LOCAL ACTION PLAN TARGETS
Description		Measure of Success
1.
2.
3.
4.
5.

 

SIGN-OFF:………………………………………………………………DATE:…………….…

AREA GENERAL MANAGER

 

REVIEW DATE:………………………………………………………..

SUMMARY OF REVIEW
AGM Comments
TU Comments: CWU
CMA
LA Comments
HSE Comments