Public and Commercial Services Union

The two documents below will be discussed at the MGS meeting to be held on 5 September 2008 at PCS HQ. The documents are:

1. An addendum to the original consultation document on proposed new shift patterns.

2. An agreed list of actions in the MGS arising from the negotiations that took place with the employer throughout August.

Once MGS members have read these they should contact their guard rep who is attending the meeting to ensure their views on the proposals are heard.

Members will no doubt wish to note that the revised proposals protect the flexible rostering allowance (FRA) and give a written guarantee that no guard will be forced to work day shifts. There are also important proposals in respect of pay, competition, recruitment and the footwear allowance.

Branches are reminded that the meeting on 5 September has been called to discuss this offer. It will be held in room 4.2/4.3 at PCS HQ at 11.30.

Every MOD PCS branch is invited to send a representative from the MGS to this meeting. Travel and subsistence will be paid from group funds, although overnight accommodation will need to be cleared in advance.

Branches who have not yet done so I should let Goldie Johnson know who will be attending from your branch. Email Goldie at goldie@pcs.org.uk or call her on 020 7801 2645.

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Addendum to consultation document - trial of alternative shift pattern

Reference: MDPGA/23/3/1 dated 1 April 2008

INTRODUCTION

1. The aim of this document is to provide an addendum to the reference setting out agreements reached as a result of the consideration of Management’s alternative shift pattern proposal by a joint MOD/Trade Union Team.

BACKGROUND

2. A joint MOD/Trade Union Team worked together throughout the week commencing 28t July and again met on 7, 8 and 22 August 2008. The team agreed that they had a shared ambition to make the MOD Guard Service the Department’s unarmed guarding provider of choice, able to compete and win. The joint team also agreed to introduce proposals to improve the working life of all guards, improve morale and agree further constructive arrangements that will apply across the MOD Guard Service.

3. As part of these discussions, the Management alternative shift pattern proposal was discussed and evaluated. The Trade Unions agreed to the proposal to conduct a trial of the alternative shift roster at three sites, subject to certain conditions and that clear success criteria are developed. These are set out below.

CONDITIONS

4. The joint MOD/Trade Union Team have agreed the following conditions:

 

a. there will be no financial detriment to the potential earnings of guards as a result of the change from a five week flexible roster to a four week fixed roster during the period of the trial The Flexible Rostering Allowance will be continue to be paid for the duration of the trial. In addition guards who during the trial l work additional weekends will receive the usual premium payments.

b. No guard will be compulsorily removed to day working as a result of the roster reviews. Progress to be reviewed, with the Trade Unions, prior to 1 April 2011.

c. Agreed criteria are developed to measure the outcome of the trial.

d. All information and statistics regarding the trial are shared with the Trade Unions and that total transparency and visibility is guaranteed.

e. The trial will run for 6 months and no other sites will be trialled until the 6 month trial data has been fully evaluated against the success criteria below.

f. During the trial, no individual will be compelled to change shifts. If a shift change is required, volunteers will be sought.

SUCCESS CRITERIA

5. The Trade Unions are invited to nominate representatives to attend a joint MOD/Trade Union Project Team to evaluate the trial whilst in progress. At the earliest opportunity data will be provided to enable a comparison of the trial roster against the performance of the existing rosters during the same period last year. Data will be appropriately weighted to take into account variations in attendance patterns, tasking etc to ensure a proper comparison is made.

6. Management proposes that the performance of the trial should be measured against the following criteria:

a. Financial savings – this will be assessed against the expected savings as detailed in the consultation document.

b. Completion of customer taskings – in order to measure this successfully, tasking statements will need to be updated and agreed by the customer.

c. Worklife balance – to consider and compare overtime (both planned and unplanned), TOIL (both untaken and cashed), performance against Working Time Regulations, training, vacancies, recruitment delays, retention rates, missed and standby meal breaks, suspensions, special paid and unpaid leave, facility time.

d. Health and Safety and wellbeing issues – to consider and compare rates of sickness, injuries and accidents.

e. Sustainability – to measure recruitment activity (particularly for day workers), staff turnover and gapped posts.

Management would welcome proposals from the trades unions for additional criteria and how they could be measured.

7. At the end of the trial a full evaluation will be carried out and a further round of consultation will take place before a decision is made to replace the current five week flexible roster and the future of the Flexible Rostering Allowance This consultation will include the future of the allowance, that is whether or not it should be withdrawn, phased out by Special Continuity Payments, paid in another form or bought out. This does not mean that management is committed to paying the allowance in perpetuity but we will consult with a view to reaching agreement if we consider the allowance should be withdrawn. Management does, however, reserve the right to bring forward such consultation if the trial of the new roster system appears to be heading to a successful outcome before the end of the 6 month trial period.

Agreement

8. MDPGA management are committed to working closely with the Trade Unions to ensure that the alternative shift pattern is properly evaluated and that an agreed conclusion is reached as to its success or otherwise. The Trade Unions are invited to inform management by 3 September if they are content for the trial to proceed or they wish the proposed trial to be trial to be abandoned.

Marc Shreeve
Deputy director strategy

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Actions agreed by the Ministry of Defence Guard Service tiger team: first progress report 22 August 2008

The team members were:

Heather Smith – DGCP-EF-D
Chris Furlong – CTLB-HRBP-D
Ian Bull – DGCP-EF-PMRR 2
Duncan Chute – DGCP-EF-PMRR 7 - Secretary

Terry Millen - UNITE
Ken Tuckwell – UNITE
Laurie Bowden – UNITE
Gordon Woodyatt – UNITE

Chris Dando – PCS
Paul Barnsley – PCS
Steve Robinson – PCS
Phil Rowe – PCS

Alexander Wright MacCormick – MGS HQ
Marc Shreeve – MGS HQ
John Bills – MGS HQ
Angela Leverett – MGS HQ

The team agreed to discuss the interrelated issues under five broad headings with a view to developing an overarching integrated package. The broad headings were:

Recruitment – conditions of service

Competition/overheads

Training/apprasial/development and respect

Industrial relations in MDPGA

Alternative shift working patterns

Agreed Actions:

RECRUITMENT – CONDITIONS OF SERVICE

1. Personnel Director to invite DGS&S to review the need for all MGS to be vetted to at least an SC standard. We note that different standards apply to Commercial Guards, to Military and MPGS staff. Action: Personnel Director by 15th August 2008

PROGRESS: The Personnel Director has instructed DG S&S to carry out a review.

2. Personnel Director to invite DGS&S to review the need for all MGS recruits to have been given clearance prior to commencing training. Action: Personnel Director by 15th August 2008

PROGRESS: The Personnel Director has instructed DG S&S to carry out a review.

3. DGCP Recruitment to investigate the recruitment process on when a vacancy arises due to people leaving/retiring. There have been instances where PPPA have advised that the process cannot start till the post is vacant. Action: DGCP-EF Conditions-DD by 15th August 2008

PROGRESS: DGCP-EF has confirmed that it is permissible to begin recruitment action before a post falls vacant. It is a business responsibility to manage the financial risk of overbearing or not.

4. CTLB-HRBP-D to explore the possibility with the PPPA to establish either a dedicated MGS external Recruitment section or a nominated lead. Action: CTLBP-HRBP-D by 15th August 2008.

PROGRESS: PPPA has agreed to allocate a Lead Recruiter for the MGS

5. DGCP to clarify with MGS management and PPPA the rules which allow internal and external recruitment to be run simultaneously. Action: DGCP-EF Conditions-DD by 15th August 2008

PROGRESS: DGCP_EF has confirmed external recruitment can be run simultaneously at CSO5 level. If there is need to do it at a higher grade a business case can be submitted to DGCP-EF. PPPA have requested that this is done through HR BPs. MDP HQ has informed all Regional Managers of the correct process. MGS HR BP has supplied all Regional HR BPs with details of the contact point within PPPA and the format required. The overall aim is to produce a very clear instruction on how MGS recruitment must be managed.

6. MGS Wethersfield to consider their marketing strategy and propose a standard Job Advert to encourage more applications and arrange a meeting with TMP. DGCP/CTLB HR to advise as required. Action: MGS Wethersfield by 15th August 2008

PROGRESS: MGS HQ is consulting with TMP, the MOD’s advertising agency, DGCP-EF and D CTLB HR Business Partner on a new marketing strategy.

The overall aim is to produce a very clear instruction on how MGS recruitment must be managed

7. MGS Wethersfield to explore the possibility of the use of a Market Skills Supplement (MSS) for the MOD Guard Service. Action: Deferred till after further shift pattern discussions.

PROGRESS: Management proposes that a joint MGS Management/trades union Working Group is set up to review all allowances.

8. Review of all Allowances paid to MGS staff, in conjunction with review of shift patterns. Action: Deferred till after further shift pattern discussions.

9. MGS Wethersfield to supply a timetable for when all footwear will be issued to all staff. Also need to clarify the process for overcoming issues with inadequate footwear. Action: MGS Wethersfield by 15th August 2008.

PROGRESS: The position to date is that 7.067 pairs have been ordered and 4,904 issued. There are a further 608 pairs in our store awaiting issues with 1,555 pairs outstanding. We are expecting more deliveries during October and November, though when we will receive what quantity is dependant on the stores system as the largest amount outstanding are NATO stock number items rather than contractor supply. By the end of December we expect there to be 350 pairs outstanding to issue. A document entitled ‘Instructions For Ordering’ was sent to Regional and Area Managers on 25 March 2008 for dissemination. Within the document are instructions on reporting defects. This document has also been published on the MDPGA website. To date, two pairs of footwear returned under the defect reporting process. UNITE have provided evidence that the footwear allowance included the purchase of socks. MGS HR BP to establish the current facts with DGCP-EF.

10. MGS Management will reintroduce the footwear allowance, on the 31st December 2008, for staff who have not been issued with the proper footwear. Action: MGS Wethersfield by 31st December 2008.

PROGRESS: If individuals have not been issued with two pairs they will receive the footwear allowance. We will provide further advice on how and when the allowance will be reinstated for those individuals.

11. CTLB-HRBP-D with Hd of HR MDPGA to undertake a review of how the consultation on footwear was handled and the lessons learned. Action: CTLBP-HRBP-D by 31st August 2008.

PROGRESS: MDPGA’s Head HR and MGS HR BP have actions in hand.

12. MGS Wethersfield to clarify how TOIL and Annual Leave work when staff are unable to take it to resolve problems with staff being unable to take their Annual Leave and TOIL, due to work pressure. Action: Shift Working Group to Address by 22nd August 2008.

PROGRESS: Management will seek to establish the potential size of the problems with TOIL and annual leave and will consult the trades unions on a note to be sent to the regional managers on the correct action to be taken if leave or TOIL cannot be approved.
COMPETITION/OVERHEADS

13. The Department confirms that the MDPGA is the provider of choice for armed and unarmed guarding within MOD and agrees to develop MDPGA as a Shared Service to become the provider of choice across Government. Action: CTLBP-HRBP-D by 15th August 2008.

PROGRESS: For legal reasons the Department is unable to make a statement to the effect that the MDPGA is the provider of choice. The Department does, however, want the MDPGA to able to mount competitive bids for guarding tasks and to win them.

14. DG S&S to provide an assurance that the statement (BUSINESS IMPROVEMENT POLICY STATEMENT AND GUIDANCE FOR THE CONSIDERATION OF DELIVERING MOD OUTPUTS AGAINST IN-HOUSE PROVISION (EXCLUDES PRIVATE FINANCE INITIATIVES) signed by PUS and the TU Chairs of the Defence Whitley Council and the Defence Industrial Whitley Council on 3 September 2006 will be followed. DG S&S to ensure that the Trades Unions are fully involved in the development of the Value for Money Benchmark against which any private sector bids for contracts for unarmed guarding will be assessed. Current proposals meet cost savings, and potential savings exceed any potential savings from Competition. This satisfies any requirement to test any part of the Guard Service via Competition. Action: CTLBP-HRBP-D by 15th August 2008.

PROGRESS: DG S&S’s staff have confirmed that the policy statement and guidance will be followed if a competition is held.

15. All proposed Contract re-lets will have in-house bids developed, in partnership with the Trade Unions, with a view to bringing work back into the Civil Service. Action: CTLBP-HRBP-D by 15th August 2008.

PROGRESS: DG S&S’s staff have confirmed that the MDPGA can bid for any re-lets of guarding contracts.

16. Trade Unions will be consulted on the Terms of Reference for the HQ Structure Project and invited to be fully involved with the team. Trade Unions have concerns and would like assurances that MGS is not employing a disproportional MGS/MDP ratio. Action: MDPGA HQ (Daniel Applegate) to clarify by 15th August 2008.

PROGRESS: MGS-HQ has confirmed that the TUs will be consulted on terms of reference for the HQ Structure Project and to play their full part in the project. The ToRs should be ready by end-September.

17. Trade Unions will be briefed on the Grading Structure proposals and Terms of Reference for Civilian Security Officers, prior to formal consultation and be fully involved with the team. Action: MGS Wethersfield by 31st August 2008.

PROGRESS: There are two elements to this. Initial work to review of the requirement for CSO4s had already started prior to the Tiger Team being set up. Currently there is a draft CSO4 job description being considered by the MGS Management Board members. Once finalised the intention has always been to consult the job description and a proposal to review all CSO4 posts based on an agreed job description. Once consultation is complete nationally, local consultations to implement local reviews of CSO 4 posts will be held.

The CSO2 review is intended to be more detailed and may result in a change to the way that CSO2s are currently employed. We are considering how best to take this work forward. TU participation in this work would be very welcomed and the TUs are invited to nominate participant(s).

MGS HQ will produce a covering paper explaining the purpose of the review and how element fits into the overall review of the grading structure.

18. MGS Management to carry out a review of the use and need of permanent hire vehicles. Action: MGS Wethersfield by 31st October 2008.

PROGRESS: A usage trial was undertaken of all permanent hire vehicles earlier this year (Jan to Mar). There was some under utilisation of vehicles and appropriate recommendations made. Usage will continue to be monitored and, where appropriate, vehicles will be withdrawn.
TRAINING/APPRAISAL DEVELOPMENT AND RESPECT

19. MGS HQ to clarify and promulgate the approach to training, including localised training, on-site training and mandated SIA training and to follow the consultation procedure. Action: MGS Wethersfield by 30th September 2008.

PROGRESS: MGS L & D Mngr has designed a strategy and is undertaking work to produce a paper for the AMB in regard to mandating SIA training. DD CD & C has provided the strategy to TUs for perusal. Once a date has been confirmed for the Management course, an article will be produced with all information, which of course will be consulted with TUs first. TUs will also be invited to attend the pilot course.

20a. Trade Unions will put forward proposals for Skills Development within the MGS. Action: Trade Unions by 30th September 2008.

PROGRESS:

20b. PCS to seek to develop separate Development Programmes for their TU Reps in the Guard Service. UNITE have already identified areas and are in the process of rolling this out. Action: PCS by 30th September 2008.

PROGRESS:

21. DGCP, MGS HQ and Trade Unions to develop proposals for a simplified Appraisal system and Performance Pay, for guards, with a view to reaching an agreement for next reporting year. Action: DGCP-EF-D by 30th September 2008.

PROGRESS: Terms of reference for a project team are being drawn up.

22. MGS HQ and Trade Unions will develop a Respect Agenda for MGS. This will include measures to:

Raise the esteem and awareness of the MGS within the Department

Improve management training for Line Managers including on Terms and Conditions.

Set a minimum standard for accommodation.

Reasonable access to toilet, coffee and other breaks whilst on duty.

Review JSP 315.

Consider incorporating standards of dress and behaviour into PRGs and withdrawing MGS instruction.

.Action: MGS Wethersfield by 30th September 2008.

PROGRESS; Management proposes that the Respect Agenda is taken forward by a joint working party, perhaps as a sub-group of the JCC to which it could report. The TUs are invited to agree to this proposal and to nominate participants. Management proposes that the first meeting of this joint working should be chaired by D CTLB HR BP.
INDUSTRIAL RELATIONS IN MDPGA

23. DGCP/CTLB will appoint an IR champion for the Guard Service. The Champion will advise on Policy, will sit on the Agency Whitley and JCC and can be used by Management and the Trade Unions for advice. Action: CTLB-HRBP-D by 31st August 2008
PROGESS: D DG CTLB HR BP has written to the Chief Constable seeking his agreement to the appointment of an IR Champion. The CC has given his approval.

24. There is a shared commitment to deal with Industrial Relations at the lowest possible level, normally the Area JCC. Action: CTLB-HRBP-D by 31st August 2008

PROGESS: D DG CTLB HR BP has written to the Chief Constable seeking his agreement to making such a statement at the JCC meeting on 14 October 2008. The CC has given his approval.

25. There is a shared commitment to promote the status of Trade Union Reps in MDPGA and to ensure that agreed Facility Time can be taken so that Reps can fully undertake their duties. Action: MGS Management and the TUs.

PROGESS: D DG CTLB HR BP has written to the Chief Constable seeking his agreement to making such a statement at the JCC meeting on 14 October 2008. The CC has given his approval.

DRO has also written to Regional Managers to ensure that they give due consideration to FT requests.