LTB 092/17 -Terms of Reference between Royal Mail and the Communication Workers Union
No. 092/2017
17th February 2017
For the Immediate Attention of All:
Postal Branches
Divisional Representatives
Area Distribution Representatives
LGV Representatives
Dear Colleagues
Terms of Reference between Royal Mail and the Communication Workers Union on the National Extension of the Telephone Accident Reporting Process within the National Logistics LGV Fleet
Branches will be aware that a revised process for the reporting of Road Traffic Accidents by telephone, using the PDA, was trialed and subsequently agreed for deployment to all drivers in Delivery Offices, including Collection Drivers using a PDA. The revised process was communicated via LTB 714/15 issued by Bob Gibson, Assistant Secretary, in November 2015.
The business subsequently requested that the agreed process be extended to drivers of Logistics, MGV, 7.5t vehicles fitted with the Microlise Telemetry Units that include a telephone capability and a revised TOR was agreed and communicated to Branches in September 2016 via LTB 565/16.
Feedback shared with the department suggests that compliance with the process, which remains voluntary, has greatly improved. Within the MGV fleet compliance has been excellent with the North and West Regions reporting almost 100% compliance during one period. It is worth noting that the department has not received a single enquiry or issue relating to the process.
The business has therefore requested that the process be rolled out to the National Network LGV Fleet and a revised TOR has been concluded based on the content of the MGV TOR.
The revised agreement to enable this activity is attached as Attachment 1 for the information of Branches and representatives. In addition the following supplementary documentation is also included:
- Attachment 2 – Advice and Guidance at the Scene of an Accident LGV
- Attachment 3 – Bump Cards
- Attachment 4 – Making a Telephone Call from Isotrak Tab LGV
- Attachment 5 – Process Chart for RTA Telephone Reporting LGV
The attached process for the Logistics LGV fleet will come into effect from the 27th February 2017.
Recent discussions and consultation with field representatives in advance of the process being introduced has however made the department aware that some technical issues may exist with the Isotrak system phone capabilities. We have made the business aware of the issues raised and have been informed that they are working to find a resolution to any technical difficulties. In circumstances where technical issues prevent making a call from the cab the business have requested that the notification should take place when the driver returns to his office.
As with the previous launches the process remains entirely voluntary and all safeguards previously agreed have been retained in the revised draft.
Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference number: 202.11
Yours sincerely
Davie Robertson
Assistant Secretary
Terms of Reference between Royal Mail and the Communication Workers Union on the National Extension of the Telephone Accident Reporting Process within the National Logistics LGV Fleet
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.
Background
The Nationally agreed Road Traffic Accident Procedure (RTA) outlines the reporting processes following an accident. While these arrangements have proved adequate for the purposes of internal accident investigation, it is now recognised that the process has not adequately equipped Royal Mail to deal with 3rd parties involved in the accident. Information recorded as part of the initial accident investigation ERICA process is regularly not passed on to Lex Autolease within the target 24 hour timescale. Equally the quality of the information gathered, especially in relation to 3rd parties, has been insufficient as a basis for the business to deal with 3rd party enquiries or claims.
As a result Royal Mail incurs significant avoidable costs as claims handlers are not always able to recover compensation for damage to our vehicles through late reporting and in many cases, missing or unclear 3rd party information.
A number of our drivers are involved in accidents throughout the year and it is recognised that accidents can be extremely stressful and that drivers may suffer from shock. It is therefore understandable that they don’t always remember what information is needed in the event of an accident. Managers who complete accident reports after talking with the driver are less experienced than people who deal with them regularly and who can offer more effective assistance. The process is designed to provide Lex Autolease with the best available information in a timely manner.
In November 2015 Royal Mail and CWU agreed to carry out a trial of an alternative reporting process, based on a telephone conversation directly with a Lex Autolease Claims Handler. Following that, on the 18th April 2016 a rollout was extended Nationwide to all Delivery and Collection drivers with access to PDA’s and in October 2016 we rolled out to include all drivers of 7.5t vehicles that have Microlise equipment fitted.
We now propose to extend these arrangements further to include all LGV drivers of Class C (17t) and C+E (Articulated) Vehicles with Isotrak equipment fitted. This equipment has a telephone facility to enable the drivers to call Lex Autolease in line with the agreed process. Drivers will not be expected to make calls from their own telephone and therefore, as these calls will be made from the cab, it is imperative that they are only undertaken in circumstances where the vehicle remains safe and secure, that access is uninhibited and that the vehicle is parked and is not causing an obstruction. In this regard drivers must fully comply with any advice from Police or emergency services attending the accident.
Revised Arrangement
Following an accident, if it is safe and the driver feels able to do so, they should ring Lex Autolease direct from the scene ofthe accident and receive expert support and guidance from people who will be able to guide them through the process and ask a number of relevant questions. This questionnaire takes approximately 7- 8 minutes. It will be the driver who will determine whether or not it is safe to make the call from the scene and it will be the driver who will also determine where and when it is safe, this may well be at a later time and location on their route, the end of their duty or back at their parent office. However it is recognised that the aspiration is to ensure the information is obtained at the earliest juncture.
Similarly if the driver feels unable to answer any specific point raised by Lex they are free to say so
and move on. Furthermore, if the driver at any stage of the conversation/questions feels unable to continue for whatever reason, they are free to terminate the conversation at any point.
Where calls take place from the scene of the accident or from another point on the route they will be made using the Isotrak equipment. Details of how to do this are attached. Drivers will not be expected to use their own mobile phones to make a call.
The phone call will cover information about the accident and any 3rd party details involved (eg: name, contact & insurance details, number of passengers, whether injured, damage to vehicle). Further advice around this aspect is attached as part of a training pack. (Advice and Guidance at the scene of an Accident – Dec- 2016)
To avoid unnecessary duplication the completed questions and answers will be sent to the driver and the line manager and will be used as a basis for completing the ERICA, although completion will still include direct input from the driver. The ERICA must still be completed by the manager and driver within 24 hours of the accident occurring.
It is recognised that information given at the scene of the accident may not have given the driver time to fully consider the incident and that perception of the events may alter given time for a period of reflection. As such the driver will be given the opportunity to review and where necessary amend the questionnaire during the ERICA process. Any amendments will be forwarded to Lex Autolease in the normal manner. This questionnaire will be attached to the vehicle log book which will offer a degree of comfort to the driver with prior knowledge of what information is required in the unlikely event that they are involved in an RTA.
To ensure the integrity of our agreed processes both parties confirm that Lex Autolease will supply no additional information or opinion on blame as part of this process.
Prior to introduction of the new arrangements, managers and drivers will receive full training on the new arrangements.
Current RTA Procedure
With the exception of the availability of the questionnaire to inform the completion of the ERICA, the current RTA procedure remains unchanged by these accident reporting arrangements. The telephone reporting will not replace the initial post accident investigation or the fact finding process. As such the reporting process with regard to the investigation remains unaltered and the investigating manager will continue to conduct a full investigation on the accident in line with the agreed terms of the RTA procedure. Again, in line with our agreed processes decisions on blame for accidents will continue to be the sole responsibility of the line manager, following separate investigations, with no influence from Lex or Strata our legal advisors
Operational Impact
Although not found to be a problem in the trials it is recognised that the telephone reporting process could result in additional time spent at the scene of the accident. Where participation in the call leadsto an operational failure no responsibility will be attached to the driver.
Safety of Our Drivers
The safety and well-being of the driver is the primary concern. On taking the call from our driver, the Lex expert advisors will first of all check with the driver that they are safe to talk and will seek to calm and support them when necessary. If for any reason the driver feels he/she would prefer to report the accident when they are back at the office they can do so but they should still obtain the accident details and those of the third party (if involved) as detailed in the Advice and Guidance at the Scene of an Accident – Dec – 2016
ERICA reporting arrangements remain unchanged and will continue as now. Every effort should be made to report the accident to Lex by telephone from the scene and complete the ERICA within 24 hours.
Any questions of interpretation on this Terms of Reference should be referred to the signatories for resolution.
Wayne Jay Davie Robertson
National Distribution Director Assistant Secretary
Royal Mail CWU
Date: 17th February 2017