This document reflects ongoing work and discussions within LUL on options for the future of London Underground. It does not represent LUL’s final position

This document reflects ongoing work and discussions within LUL on options for the future of London Underground. It does not represent LUL’s final position on the contents, which are subject to ongoing consultation with our trades unions.

This document reflects ongoing work and discussions within LU on options for the future of London Underground. It does not represent LU’s final position on the contents, which are subject to ongoing consultation with our trades unions.

The following engagement activities were held as described:

• Workshop at 55 Broadway: Wednesday January 22nd, 0930.• Workshop at Stratford: Wednesday January 29th, 1230.• Workshop at Kings Cross: Thursday January 30th, 0930.• Conference Call: Tuesday February 4th, 1300.

On the following slides you will find your comments as captured on the flipcharts at each session and the questions from the conference call.

Over the coming days the concerns and suggestions will be themed and taken forward as part of the next steps of engagement.

Please keep sending your comments via the website or to John Hird, Julia Barrett or Mike Challis.

Thank you for your contributions so far.

Stations’ Administrator Engagement ActivitiesJanuary/February 2014

https://fitforthefuture.tfl.gov.uk/welcome-to-station-administrators/



Workshop 1Wednesday January 22nd

55 Broadway



Workshop 1 – Wednesday

January 22nd 55 Broadway

Immediate Concerns – 1st Syndicate Group (Diane) Centralised Coverage – will not work, no relationship with staff (personal approach) Working centrally Is there going to be an admin roster? If admin have a roster – will it be reflected in the salary (and annual leave)? 1900-0100 – if there are coverage emergencies who do the CSMs contact? Why can’t CSMs do emergency cover? Night running – how will coverage/emergencies be dealt with no admin after 1900 Work load? (Heavy) – what are we going to remove to compensate? Specific job description emphasising ‘authority’ – salary to reflect? Financial responsibility (scary) Does this lead to job cuts (centralisation)?

Immediate Concerns – 2nd Syndicate Group (John) Relationships with Staff – who are we? You want us all under one roof How does Acton cover Arnos on a Saturday? Staff use different names – local knowledge of individuals Taking notes for more people Admin Manager won’t work if all spread out

Immediate Concerns – 3rd Syndicate Group (Julia) Working shifts and working weekends Coming into ‘work’ at the weekend Who determines the fair allocation of staff? How will tasks be deployed (co specialism amongst the admin) People making decisions and having no idea about the job Don’t want to have to do CDI notes Not working local anymore Personal impact on individuals Adequate reward (pay and conditions)

First Syndicate Exercise: Concerns & Opportunities

Opportunities Admin Managers Grade progression



Second Syndicate Exercise – Solutions to Concerns

Possible solutions to not having centralised teams – 1st Syndicate Group (Diane) AG1s to vote to keep locations/work at proposed cover groups All AG1s agree to report to more than one manager Local knowledge of group/staff Maintaining relationships with staff Managers need to work together/same expectations in role If we have to work until 1900 meeting needs at local level Monday to Friday office hours per local agreement. CSMs to cover in emergency when admin not present “they know their staff” Line coverage support

Possible solutions to out of hours working – 2nd Syndicate Group (John) Employ part time weekend administrators Admin survey - who is up for working flexibility Home working

Possible solutions to avoid having an Admin Roster – 3rd Syndicate Group (Julia) On call out of hours with access to everything Weekly meetings on Mondays – to review what happened at the weekend Have less people meddling Shut the railway Saturday and Sunday Technology to support out of hours coverage – iPads and iPhones

Workshop 1 – Wednesday

January 22nd 55 Broadway



Stations’ Administrator Engagement WorkshopsJanuary 29th & 30th, 2014

The format of the second and third workshops was changed slightly with regard to the second syndicate exercise.

Instead of trying find solutions to the concerns, the groups were given the principles to find solutions to:

Syndicate 1 was given:• Provide a bespoke administrative service to all line Area Manager – Stations.

Syndicate 2 was given:• Carry out end to end coverage, that includes advanced, amended and emergency cover, in

order to minimise the burden on station management.

Syndicate 3 was given:• Work with line colleagues, share best practice and maintain local knowledge and

relationships.• Establish a strong line admin team through consistent performance management and

development.



Workshop 2Wednesday January 29th

Stratford



First Syndicate Exercise: Concerns & OpportunitiesImmediate Concerns (1) – 1st Syndicate Group (John) Where is the GSM Assistant’s job description? Manager’s Handbook – is how we have to work How will annual leave work? Our job description is changing Not authorised to give out overtime Giving instructions to staff Staff phoning in sick will want to talk to a manager How do we maintain relationships if centralised? What about administrators with caring responsibilities Where will administrators sit? This is all decided Will line allocation of admin have to change? SAP needs to be bang on Don’t want to do shifts Salary enhancements not pensionable What happens if staff refuse an instruction How will this impact at shared admin locations -

trains/stations? Travelling time for administrators – satellite offices? Is Admin manager role open to all admin? Don’t want to be centralised How do we communicate with other departments?

Immediate Concerns – 2nd Syndicate Group (Julia) Sickness reporting out of hours – who do staff report to? Will we be working for the whole line? Will all 74 administrators be in one location? Who decides the priority for deployment of staff? Location – losing local knowledge & relationships Issues with budgetary responsibility Will there be a grade review? Unfair on stations admin – no change for service control or trains

admin Would there be adequate training to ensure consistency Working out of hours What would the admin manager be doing? If administrators go sick – who covers them? Who will get the blame when it all goes wrong? Nigh Tube – how will it affect us. Will we be on a roster? What authority would we have granting overtime etc Instructing staff – can we?

Workshop 2 – Wednesday January 29th

Stratford



First Syndicate Exercise: Concerns & OpportunitiesImmediate Concerns – 3rd Syndicate Group (Diane) Job roles changing Location Remuneration Unsocial hours payment – not consolidated to salary Working hours/days Annual leave – is it going to be affected Job descriptions: responsibilities increasing but no change in salary Job role in FftFS needs to be scored. Job title to reflect authority Knowledge needed to cover the whole line. Staff deployment (not in current role done by DSM) Managing attendance – omitted in current role Loss of flexibility

Opportunities• Like the idea of consistency• Could learn from established admin• Good working in a team• Less paper• Hopefully better technology• Opportunity for grade progression


Stratford



Second Syndicate Exercise: Solution to PrinciplesPrinciple relating to the provision of a bespoke administrative service – 1st Syndicate Group (Diane) Satellite office with a coverage expert providing a bespoke admin service to a cluster. Other admin duties to be covered by a second admin. Buddy system for cover (coverage)- to cover annual leave and sickness. If none of the above available then to be covered by other admin or admin manager. If weekend working is necessary – work from home, RAS card, laptops and mobile phones. Weekend working could be volunteers working from home. Weekend working from home with volunteers plus admin manager covering weekends and unsocial hours. With all options – all files to be kept at the cluster locations/satellite offices.


Stratford

Principle relating to end to end coverage – 2nd Syndicate Group (John) Need to provide definition of emergency cover. Call us managers to reflect the change in responsibility Would overcome the issue of issuing instructions. Gives us clout Additional reward to recognise role increase and responsibilities i.e. salary increase. Work from home Include relationship with the coverage person in the training programme. Provide the coverage solution to the CSM who then has the dialogue.

Principles relating to maintaining local knowledge & delivering consistency – 3 rd Syndicate Group (Julia) Do not centralise but create cover groups instead Introduction of line admin manager to ensure consistency/provide support (if this person is from the admin grade they should not work

on their own line). Technology to support the ‘Line’ coverage requirement out of hours. Full Line access (SAP) would be required. Weekly team meetings to discuss ‘Line’ issues Conference calls Ongoing training and coaching Admin manager to be mobile visiting the cover group locations. Administrators to undertake regular station visits with mobile IT kit to support. SAP access for the entire line. Communication to deliver is critical. Other departments to have visibility of staff duties.



Workshop 3Thursday January 30th

Kings Cross




Workshop 3 – Thursday

January 30th Kings Cross

Immediate Concerns – 1st Syndicate group (Diane) Increased responsibility and accountability Change to current terms and conditions Administrators should be eligible for voluntary severance. Flaw in CSMs job description. Unsocial hours. Proposed hours will not deal with the emergency cover (station opening) Don’t believe people proposing these plans have a clear idea of what the job entails even if they were once upon a time an administrator. Going back in time – IT didn’t work then how is it going to work now? Goodwill will be lost if current proposal is imposed. Loss of relationships with staff Who will decide who works on weekends? Other provider admin who we work with are not available on weekends so what is the point? We feel discriminated against as this is not affecting under same job description – namely service control and trains. Communication breakdown Knowledge will be required in new world (line knowledge dynamics) Who manages attendance? Team spirit will be lost Annual leave – is it going to be pre allocated? Is annual leave quota going to increase if doing shifts (37 days)? What is going to happen to people on flexible working? Will lead to constructive dismissal Concerns will be dismissed Will admin managers work shifts? Current proposed enhancements are incorrect (at present only get paid double on weekends). How does this affect dual roles (sharing trains and stations)? With the unsocial hours how are you going to support them coming in? Staff taxis? Location Job title needs to reflect new responsibilities and accountability if changes are forced upon us Child care Medical reasons






Immediate Concerns – 2nd Syndicate group (John) Job description changing completely We are not just administrators We should be offered voluntary severance – we are changing significantly Who do OT request forms? Need a huge knowledge base if supporting line out of hours. SAP access to every employee Extra money for more responsibility Current technology is not fit for purpose with new structure. Who manages station staff annual leave Who will be accountable if things go wrong? Who is the admin manager and where are they from? How supported if starting at 0600 and you have a long way to come? Does this mean a division of role i.e. cover clerk? If centralised – where? One location per line? If we work shifts do we get a salary increase? Who signs off rosters if conflicting priorities? How do we get line consistency Stronger admin under more pressure. How do we know who to allocate overtime to if line based e.g 30% OT rule breached. Does AMS have individual budget – who authorises OT, uniform etc and who manages and monitors this? How many reports will we have to produce – will they be tailored to each AMS? Will AMS be up skilled in SAP for example? Cost of raising lots of individual orders is higher that one big one. All additional cost. Where will be the location of the staff records?



Immediate Concerns – 3rd Syndicate group (Julia) Weekend working Grade no longer reflects responsibility Time of the shifts No enhancement for out of hours working during the week. Discrimination between other AG1 grades No authority to contact people at home. Lack of admin cover Centralisation Admin would need to be taken seriously Title does not reflect what admin do. Grade progression – would need to train new admin Disparity between other AG1 grades No voluntary severance – why not? Location Need proper IT kit to support the role. Will new roster format mean 12 weekly cycle for all staff? Lack of communication needs to improve






Principle relating to end to end coverage – 2nd Syndicate Group (John) Change our grade to operational support manager Increase our salary to reflect workload and decision making Make changes so everyone on same/similar salary Make PR better As a support manager we would be able to manage end to end attendance Electronic RTWs - linked to SAP CSMs would instinctively react to emergency cover. Rules about contacting people at home need to change. Emergency cover – Do we all need to be in an office, could we be on call. How about a longer day and shorter working week? Database of line people willing to be contacted Give responsibility for emergency cover to CSMs Offer out of hours on OT Job share Admin manager to be on a network to cover out of hours coverage

Second Syndicate Exercise: Solution to Principles



Principle relating to the provision of a bespoke administrative service – 1st Syndicate Group (Diane) Uniformity of reports Admin manager at centralised location (per line) Admin to be based at satellite offices within cluster/cover area for each line. Better technology to support the role (not an after thought). If weekend cover is absolutely required to be line based for emergency cover. One day per weekend only Weekend availability via on call and remote access Increased salary to reflect accountability and responsibility and change in working practices. Benefits to the above include

o Keep local relationships with staffo Keeps goodwill as admin chose current locations based on personal circumstances.o Better and effective communication.o High productivity when there are SAP conflict issues



Second Syndicate Exercise: Solution to PrinciplesPrinciples relating to maintaining local knowledge & delivering consistency – 3 rd Syndicate Group (Julia) Admin manager would ensure consistency – should be promoted from the existing admin grade and should have a mobile role. Use cover groups across the line to form the admin groups Conference calls Weekly performance meetings. Continue to work as currently to maintain relationships Admin to become more mobile Communication is critical More robust IM – preferably Apple Mobile phones Improved reporting in SAP. Improved procurement including better catalogues SAP access for the entire line. Overall – improved delivery from support services i.e. staff travel, LUOH. Weekend cover could be avoided if good quality coverage piece was produced n the Friday evening for the weekend.





Conference CallTuesday February 4th



Conference Call Questions – Tuesday February 4th

Q: If there is going to be one administration manager and everyone is going to be in one location, where will we be based? A: No decision has yet been made on how stations administration will be structured, so this may not happen.

Q: What are the KPIs and how will they be developed? A: If used, KPIs are something that will be developed in conjunction with line management teams.

Q: Will there be any workshops in the future? A: Yes, it is our intention to invite you to further workshops in March.

The conference call briefly described the presentation materials that had been shared at the engagement workshops and was an opportunity for individuals to ask questions.

Please keep sending your comments via the website or to John Hird, Julia Barrett or Mike Challis.

https://fitforthefuture.tfl.gov.uk/welcome-to-station-administrators/

Documents

This document reflects ongoing work and discussions within LUL on options for the future of London Underground. It does not represent LUL’s final position