Internal Post Service Review


 

Camden & Islington (C&I) are the largest provider of mental health and substance misuse services to people living in the London boroughs of Camden and Islington.  
The Internal postal service provides a transportation network for the collection and delivery of letters, parcels, general items & blood samples between the 34+ sites that are managed by Cofely Ltd as an outsourced FM service provision.
Two hire vehicles inclusive of drivers, have always been utilised to deliver a daily service to sites, sometimes resulting in multiple visits in any one day and often collecting and delivering a limited number of packages.
Blood samples require delivery within a short window of time and congestion in the London area has always been a challenge.
Repetitive journeys resulted in excessive time spent, additional cost and an increase in the Carbon Foot Print.
Planning the Schemes
As part of Cofely’s strategic review to  streamline processes, improve efficiencies  and reduce cost,  Procurement and Key Operational Stakeholders collaborated with the client to identify an alternative and more efficient route to deliver the service requirement.
The size of the vehicle being used and the quantity of packages were also taken into consideration, and it was also essential that the environmental factors were also taken into consideration due to high levels of congestion and emissions in the London area.
Fundamental challenges were also identified to ensure any risk to the service delivery/requirements were addressed in the process  i.e. Congestion versus speedy transportation of blood samples to their destination
Understanding the Fundamental  Challenge
Key fundamentals that could significantly 
impact the service;
 Transportation of blood samples in a set
   time frame
 London congestion
 Size of vehicle used
 varying number of packages daily
  Urgent/additional adhoc requirements
  TUPE
Pilot Scheme
A pilot scheme was implemented over a period of one week, to test the efficiency of one vehicle and driver, with a revised route, that would implement a collection/delivery once per day to sites.  
A motor bike courier service was also established for urgent adhoc requirements that may need to be addressed immediately.

Efficiencies and Sustainability

Cofely's client are one of the largest providers of mental health and substance misuse services to people living in London. The Internal postal service provides a transportation network for the collection and delivery of letters, parcels, general items & blood samples between the 34+ sites that are managed by Cofely Ltd as an outsourced FM service provision.

Two hire vehicles inclusive of drivers, have always been utilised to deliver a daily service to sites, sometimes resulting in multiple visits in any one day and often collecting and delivering a limited number of packages.

Blood samples require delivery within a short window of time and congestion in the London area has always been a challenge.

Repetitive journeys resulted in excessive time spent, additional cost and an increase in the Carbon Foot Print.

The initial daily postal routes can be seen below.

Initial daily postal routes

Maximising Benefits

Planning the Schemes

As part of Cofely’s strategic review to  streamline processes, improve efficiencies  and reduce cost,  Procurement and Key Operational Stakeholders collaborated with the client to identify an alternative and more efficient route to deliver the service requirement.

The size of the vehicle being used and the quantity of packages were also taken into consideration, and it was also essential that the environmental factors were also taken into consideration due to high levels of congestion and emissions in the London area.

Fundamental challenges were also identified to ensure any risk to the service delivery/requirements were addressed in the process i.e. Congestion versus speedy transportation of blood samples to their destination.

 

Understanding the Fundamental Challenge

Key fundamentals that could significantly impact the service:

  • Transportation of blood samples in a set time frame
  • London congestion
  • Size of vehicle used
  • Varying number of packages daily
  • Urgent/additional adhoc requirements
  • TUPE

 

Pilot Scheme

A pilot scheme was implemented over a period of one week, to test the efficiency of one vehicle and driver, with a revised route, that would implement a collection/delivery once per day to sites.  A motor bike courier service was also established for urgent adhoc requirements that may need to be addressed immediately.

 

Outcome

The pilot scheme proved to be effective and efficient, halving the number of visits to sites and streamlining the process, whilst reducing carbon emissions and costs.

The additional vehicle and labour was absorbed back into the external fleet companies resources and utilised else where.

The reduction of site visits, vehicles, labour and time spent, has resulted in savings  of £56k (49% of the baseline spend).

 

Recognition

What has been learnt:

  • Question the status quo.  If something has been imbedded for a long time it doesn’t mean that it is operating to its most efficient capacity.
  • Collaborative relationships support our requirements more effectively.
  • Introduction of an Supplier Relationship  (SRM) programme will identify innovation,  added value,  service and cost efficiencies earlier.

The revised postal routes can be seen below:
Revised postal route

 

Find out more:

Cofely

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