POL00086005
POL00086005
08/2011
Agency Changes Communiqué (ACC)
To: Angela Van Den Bogerd, RMs, FCAs, John Breeden, Lin Norbury, Contracts
Admin. Team, Contract Advisors, Steve Northey, Kjetil Fuglestad, Ketul Patel,
cc: ACC distribution list.
From: Paul Inwood, Agents Contracts and Policy Development Manager.
Date: 16th June 2011.
Subject: Policy and Process Amendments to ACC 12/2009 (Deployment of Post
Office® operating models in cases of summary termination and resignation to avoid
summary termination.)
1. Introduction and purpose
ACC 12/2009 set out our approach to deal with potential operating model change in
cases where an agent's contract had been summarily terminated, or where the agent
had resigned to avoid that outcome. Further to a review of that, this document
explains a number of policy and process changes, and should be read in conjunction
with that ACC.
This ACC does not deal with the adoption of the Main PO model as there is a
separate BAU process for that. For the avoidance of doubt, cases where 3 months
notice has been given are out of scope of this policy.
2. Summary of the change.
2.1 Policy
2.1.1. Where the Network Planning Team deem it appropriate, vacancies resulting
from the circumstances described at 1 above will be advertised and filled on the
basis of the preferred operating model (i.e. not the Subpostmaster model) as
specified by the Network Planning Team ,however see 2.1.3 below.
2.1.2 In cases where long term vacancies have existed and where no formal interest
has resulted in that vacancy being filled, and the termination / resignation to avoid
termination occurred before the release of ACC 12/2009, because of the length of
time that has now elapsed and the lack of interest, it will now be appropriate to apply
Last Communiqué: 06/2011 Mailwork Vacancies
07/2011 Harassment by Customers
POL00086005
POL00086005
Page 2 of 4
2.1.1 above. Where the site is appropriate for PO Local, steps will need to be taken
by the FCA in liaison with HRSC to ensure that the vacancy is now advertised as the
desired model, and the ex-agent
informed in writing of that fact using the 2H below. In cases where an application has
already been enlivened on IRIS and an application submitted, we should not seek to
change the basis upon which that vacancy is filled, unless the application is not then
successful.
2.1.3. In exceptional cases only, and only with the authority of the Head of Network
Services, where it has not been possible to fill vacancies using the PO Local model,
vacancies may be filled using the subpostmaster / a different suitable model. The
FCA should provide the background to such cases to the Regional Manager (RM),
who, where appropriate, will seek to obtain authority from the Head of Network
Services.
Note that this provision will end at a point in time when we will not be able to issue
legacy contracts. Further instructions on how we will manage the transition to that
state in general will be issued nearer the time.
2.2 Process and documentation.
The following amendments have been made, and are reflected in the documents at
3. below.
- Terminology has been changed / aligned where necessary.
- A return deadline of 14 days has been included in letters where appropriate.
- A revised letter 2B to deal with resignation to avoid termination in all such
cases.
- A ‘follow-up’ letter 2G has been included for cases where there is no response
- Reference to a ‘new operating model’ in letter2E to the ex-subpostmaster has
been removed
- Letter 2F is now sent by the FCA and not the Regional Manager.
- Instructions to HRSC regarding the model to be advertised are made clearer.
- Aletter 2H has been added to deal with cases described in 2.1.2 above.
- Aletter 2J has been added to be used by the FCA in cases where it is not
clear who is in control of the premises
NB. Advertised remuneration for vacancies should only be sourced from the
Network Planning Team, not the Agents Pay Team or HRSC / other sources.
3. Revised documents
POL00086005
POL00086005
Page 3 0f4
The revised process map and letters are embedded here:
Visio 160611.vsd — Word 160611.doc
Letter 2A Contract termination
ml)
Letter 2A.doc
Letter2B Acknowledgement of resignation to avoid termination
a")
Letter 2B .doc
Letter2C Notification of non-receipt of letter 2A
je!
Letter 2C.doc
Letter 2D Request to ex-subpostmaster to provide information re premises
(but see 2J below)
wl")
Letter 2D.doc
Letter 2E Notification to ex-subpostmaster that locality will not be suitable
for PO Local
a")
Letter 2E.doc
Letter 2F Notification to ex-subpostmaster of suitability for PO Local.
Letter 2F.doc
Letter 2G Follow-up letter to be used where our letters have not had a
response
)
Letter 2G. doc
Letter 2H Notification of change of advertisement details to PO Local.
POL00086005
POL00086005
Page 4 of 4
wl")
Letter 2H.doc
Letter 2J Enquiry letter for FCA to use where a temporary subpostmaster is
in situ and there has / may have been a change in the control of the premises.
a)
Letter 2).doc
4. Parties consulted
Head of Network Services, Regional Managers, Agents Contracts Deployment
Manager, Contracts Advisors, Network Planning Team, HRSC.
5. Contact point
Should you need any further information, or require clarification on any point contained in
this ACC, please contact me on the numbers below.
Paul Inwood
Agents Contracts and Policy Development Manager