Open Government Status:

Fully Open

Author Unit/Section:

STSU, Utilities Section, Nottingham

Target Audience:

FOD Inspectors, LA Enforcement Officers

Aim

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  In 2007/08 a three-year project to develop Local Action Plans for Royal Mail was initiated (see SIM 05/2007/04).  This work saw locally produced plans for sustainable improvement in health and safety being agreed. The project continued in 2008/9 and the last remaining areas are joining the scheme this year (2009/10).

3  Building on previous work, this SIM introduces new guidance on:

• The introduction of the national LOP Improvement Plan (paragraphs 6 and 16);
• a new guidance document “Consistency in regulatory enforcement  - A Guide for Inspectors” (paragraphs 7, 16 and 21); and
• updated guidance on the Local Action Plan methodology (paragraphs 12 to 20).

4  Where work towards last year’s Local Action Plans remains outstanding, perhaps as the result of reactive workload demands, then this work should be completed.
5  In areas where Local Action Plans have been completed, normal inspection and enforcement activity should continue.

Large Organisations Partnership (LOP)

6  Part of LOP involved the introduction of an Improvement Plan [PDF 260KB] to establish national goals for improvements in health and safety (e.g. Worker Involvement, Slips and Trips etc).  This project contributes towards those LOP aims and objectives. The Improvement Plan can also be found on the HELA Extranet.

7  Guidance on inspection topics and enforcement can be found in a new document entitled “Consistency in Regulatory Enforcement  - A Guide for Inspectors” [PDF 82KB] . The guide is also available for download from the HELA Extranet.

8  HSE Inspectors may also find both documents in EDRM Files 2009/64224 (new guide) and 2008/558232 (Improvement Plan), and on COIN.

9  The network of HSE Divisional Co-ordinating Inspectors is to be maintained with each HSE Division being asked to ensure that a Co-ordinating Inspector for Royal Mail work is promptly appointed for 2009/10.  A timely appointment is vital 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 success of Local Action Plans depends upon a collaborative approach existing between Royal Mail, TUs, LAs and HSE. Early round-table meetings and a regular dialogue throughout the entire duration of the Plan are necessary to maintain improvement across the entire period.

13  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.

14  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.

15  Timing: During April 2010, 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 2010. 

16  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. Suggested topics can also be found in the document “Consistency in Regulatory Enforcement” (see paragraph 7).  The broader, corporate strategic goals will be addressed through the national LOP Improvement Plan.

17  LAP targets should be challenging but capable of being realised by the end of February 2010. 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 is provided in Appendix 2 of SIM 05/2007/04.

19  A Local Action Plan Record Sheet should be completed for each area (see Appendix 1 [Word 83KB] ).  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 (Appendix 1 [Word 83KB] ) should be sent to the LOPP Account Manager at the address provided in paragraph 25.  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  New guidance on inspection topics and enforcement action can be found in the document “Consistency in Regulatory Enforcement – Guidance for Inspectors (2009/10)”.  See paragraphs 7 and 8 for details of how to obtain this document.

Training

22  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.

23  HSE and LA Inspectors may gain an insight into the inspection of Royal Mail by reading the 2004/5 to 2006/7 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 provide useful background information in relation to previous inspection projects.

Diversity

24  Inspectors should be aware of whom (in terms of diversity e.g. men, women, disabled etc) is the target group in the sector they are dealing with.  Give consideration to, and factor into the approach, any issues that may surround this audience such as literacy issues, English as a second language and disability (access needs).

The Diversity pages give more information on these areas.

Further advice

25  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.