LTB210/17 Royal Mail Group Property & Facilities Week – W/C 17th April 2017

No. 210/2017

12 April 2017

Our Ref: C1/17

Royal Mail Group Property & Facilities Week – W/C 17th April 2017:
(Awareness Raising of PiC Roles and Responsibilities, New Site Log Book and Integration of Romec, Forming RM Property & Facilities Management):

To: All Branches

Dear Colleagues,

Further to the three Regional meetings involving all CWU, Royal Mail Group based ASRs, last month which included detailed briefings and updates by the RMG Property Division Safety, Risk and Compliance Team, CWU/HQ have received details of the RMG “Property & Facilities Week” which will take place during next week, week commencing Monday 17th April and with it there will be a series of tasks that the Unit Person in Control (PiC) will need to complete as part of the RM Safety, Health and Environment (SHE) Task Calendar and associated PiC Task List.

The purpose of Property & Facilities Week is to help raise awareness of the PiC’s roles and responsibilities and the important part they play in the management of property Health and Safety and dealing with property related faults, incidents or emergencies. This is to ensure Royal Mail’s legal requirements are met and to ensure the workforce and visitors to RMG property are kept safe at all times.

It is also to raise awareness of the changes that have happened with the integration of the former Royal Mail Group Property Team and Romec business. The new name for this function is now “RMG Property & Facilities Solutions”.

During the RM Property & Facilities Week, PiC’s will be required to complete three key tasks:-

  • Task (1) PiC Role & Responsibilities -PiC’s need to be fully aware of and understand their role and responsibilities and how to report property related faults or incidents to the Property & Facilities Helpdesk.
  • Task (2) Compliance Records Database (CRD) & Site Log Book (SLB) – All PiCs must ensure that they have access to the Compliance Records Database, know where to find information on their site and are up to date with their Annual Property Inspection actions. They should also be aware of what is required of them with regards the upkeep of the Site Log Book (SLB), and they should be aware that a new version of the Site Log Book will be rolled out in the next 12-18 months.
  • Task (3) PiC Training – PiC’s will be asked to complete the new Persons in Control of Premises e-learning module on their Royal Mail Intranet, Success Factors Website and also watch the new Asbestos Awareness Film produced jointly by Royal Mail and the CWU which is available via the ‘on demand screens’.

Note: PiCs will have until the end of April to complete Task 3 PiC Training. CWU ASRs are requested to check that the PiC tasks have been completed as part of their Health and Safety Inspections. It has been agreed with RM Property that ASRs can also complete the PiC Training and Compliance Data Base Training e-learning Modules.

Note: The RMG SHE Team will provide advice, guidance , support and encouragement to PiC’s/Unit Managers to complete the tasks set out above and will liaise with CWUASRs as required.

Person in Control of Premises (PiC) Role & Responsibilities- in summary:

  • Stay Calm – managing and reporting emergency situations
  • Reporting Property Faults – via the Property & Facilities Helpdesk on 0844 800 9191
  • Site Log Book – ensuring it is maintained, kept together, up to date and readily available. That all 6 Volumes sit together, it’s readily available for Contractors to review and sign-in when coming onto site. The PiC should ensure that the Hazard Register in Volume 1 is available, in the correct place and up to date. It can be hand annotated if necessary. All PiCs should ensure that they have a copy of the latest Legionella Risk Assessment available and held in Volume 2 of the Site Log Book. This is available on the CRD, can be printed off and inserted into the Site Log Book(Volume 2). The PiC should be made aware that a new version of the SLB will be introduced in the next 12-18 months 2017/18 with much of the information sitting on the Compliance Records Database. Further information will be issued in due course.
  • Fire Safety Management (daily housekeeping, appointing fire precaution officers (Marshalls), annual fire risk reviews, weekly fire alarm tests, 4-weekly emergency lighting tests, fire evacuation drills (minimum of 2 per year), personal emergency evacuation plans, premises fire evacuation plans) (all to be recorded in the Site Log Book).
  • Asbestos Management – knowing where asbestos is suspected (see the asbestos management plan in the Site Log Book or via the Compliance Records Database (CRD)), reporting any suspected damage, ensuring Red Flag notices are adhered to.
  • Contractor Management – ensuring contractors sign in, read the health and safety information in the Site Log Book, have with them a job specific safe system of work (risk assessment and method statement) and Royal Mail’s Contractor Safety Guide, challenge unsafe behaviours or conditions where necessary and report to the Property & Facilities Helpdesk.
  • Compliance Records Awareness – knowing where to find test certificates and maintenance records via the Compliance Records Database (CRD) – new user access can be obtained through rmwebsites@ndc-uk.co.uk The PiC will need to make sure that they are familiar with the CRD and where to find information. Once logged-in, user guides can be found under the Help section. The PiC’s local SHE advisor or Property & Facilities contact can also advise. The PiC should check the Compliance Records Database (CRD) for the status of their property and facilities compliance records to ensure that they have not expired e.g. Fire Risk Assessment (FRA), Fire Evacuation Plan (FEP), Legionella Risk Assessment (LRA). Any concerns over expiry should be raised with the Property & Facilities Helpdesk
  • Legionella Control – regular flushing of little used outlets (to be recorded in the Site Log Book)
  • Annual Property Inspection – supporting the assessors and closing out your actions via the Compliance Records Database (CRD).
  • Handover – ensuring adequate handover when you leave or change roles

PiC Training Modules (via the RMG Success Factors Intranet Site) comprise:

  • Person in Control of Premises (NEW e-learning module)
  • Asbestos Awareness (e-learning module and NEW video)
  • Asbestos Duty to Manage (e-learning module)
  • Asbestos Projects (NEW video)
  • Fire Risk Assessment Review (e-learning module)
  • Managing Fire Safety (e-learning module)

Note: ASRs can also complete the PiC Training and Compliance Data Base Training e-learning Modules.

Communications:-

The following communications will be producedand cascaded nationally:

  1. Ops Bulletin,
  2. Unit Manager / PiC Task List & Guidance,
  3. SHE Bi Weekly Update,
  4. Courier Article,
  5. RMTV slot.

Note: Additionally a Property Section has been set up on the RMG SHEM’s Intranet system to allow SHE Team, Unit Managers / PiC’s / Ops & Mod / Union ASRs to all be able to access information on the Property & Facilities Week. This information will be of use to Managers and Union ASRs and WSRs ongoing and not just for the week (See link below).

Consultation and Involvement – ASR Actions:-

The CWU National Health, Safety & Environment Department and Unite/CMA HQ are fully supporting the initiative and ASRs are invited to get fully involved and support the Property Safety Week and Property initiatives ongoing throughout the year. It needs to be stressed that the Property and Facilities Week is a focal point to launch key tasks that need to be maintained going forward throughout the year e.g:

  • The PiC’s need to be fully aware of and understand their health, safety and welfare role and responsibilities,
  • How to report property related faults or incidents to the Property & Facilities Helpdesk,
  • Accessing the Compliance Records Database and ensuring the Unit is up to date with the Annual Property Inspection actions,
  • Being aware of the Site Log Book (SLB), and the new version,
  • PiC’s completing the new Persons in Control of Premises e-learning module,
  • Watching the new Asbestos Awareness Film produced jointly by Royal Mail and the CWU.

The Property & Facilities Pack:-

This includes the following:

  • Ops briefing
  • Courier Article
  • SHE Bi Weekly Article & Link to SHE Library
  • PIC Task List & Guidance
  • PiC Roles & Responsibilities
  • New E-Learning Module “Person in Control of Premises” on Success Factors
  • Two new Asbestos Awareness films on Success Factors and On-demand screens.
  • Property & Facilities Slide Pack

Link to access and obtain the Property & Facilities Week Pack:

https://intranet.royalmailgroup.com/HealthSafety/Pages/Property-Week-April-2017.aspx?

SHE Standard 13.11 Site Log Book (SLB) Review – What is changing?

A new Site Log Book will be rolled out in the next 12-18 months and the SHE Standard for Site Log Books is currently being reviewed to take into account the changes.

Purpose and Benefits of RMG Property changing the Site Log Book (SLB)

  1. The current format of the SLB is being reviewed there’s a need to improve it and make it more user friendly, less onerous to manage and in line with industry best practice.
  2. The current SLB’s take up a lot of space, are difficult to manage and contain a lot of out of date information.
  3. Improve the SLB by looking at other ways of making them more modern and easier to manage any changes.
  4. An improvement in the way the Site Log Book is used and managed due to its physical size
  5. A reduction in the number of volumes held on site
  6. The new version will allow for greater control over legislation updates as generic material will be online, i.e. in one place and one versiononly
  7. An electronic copy of the Site Log Book will be held on the Compliance Records Database
  8. Long term impact on environment with a long term aim to have a paperless version held on the CRD.
  9. Reduces the need to store Site Log Books on site, takes up a vast amount of space and also paper based records, which can be put on CRD.
  10. Reduces the need to print, republish and circulate Site Log Book via RM Swindon Stores

Conclusion: Over the next 12-18 months all old versions of the Site Log Book will be withdrawn and removed from circa 1757 RMG sites and replaced with the new updated light’ version. This will ensure that the new SLB’s are in place and the old removed from all sites.

Important Links:

IMPORTANT: All Unit Managers and PiC’s should be fully aware of and understand the role and responsibilities of the Person in Control on their site and how to report property related faults or incidents to the Property & Facilities Helpdesk.

Attachments: Property & Facilities Week Pack:

If you or any of your Unit Managers have any other questions or enquiries you can:-

Gurkan Hasan
Risk & Compliance – Implementation Manager (Safety, Compliance & Sustainability)
Royal Mail Property & Facilities Solutions
1 Broadgate, London, EC2M 2QS
Mobile: 07736 786 704
Mobex: 5373 2633
Address: Dartford MPU, Room G27a, 50 West Hill, Dartford, Kent, DA1 1AA
Email: gurkan.hasan@royalmail.com

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer