An Introduction to the Weekly Resourcing
Meeting Process
Joint RM & CWU approach
Objectives of the Weekly Resourcing Meeting
The objectives of the Weekly Resourcing Meeting are to
produce effective resourcing plans to ensure that:
 Product, service and USO targets are achieved
 The resourcing plan aligns to predicted fluctuations in workload
 The plan takes account of all known predicted special events
 All paid work hours are fully utilised
 Everyone has the necessary training to do the job that is asked of
them
 It is communicated to everyone working in the unit
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Weekly Resourcing Meeting Process
 Resourcing Meetings are mandatory and should take place every week between the
DOM and CWU. It is recommended that the meeting is held on Tuesday / Wednesday
The meeting should :
- Review last week’s resourcing plan and the accuracy of the forecast provided
from the tool and record any issues/improvements to flow through to the
following week
- Refine staffing arrangements for the following week where any previously
unforeseen fluctuation in traffic or leave/absence is due to take place.
- Discuss staffing arrangements for at least 2 weeks in advance.
Ensure all planned changes are communicated / displayed to all employees as
soon as possible following the meeting.
 To support the effectiveness of the meeting all relevant office data needs to be kept up to
date i.e. office establishment, staff in post, vacancies, leave allocation, AplusOnline and
RCS etc. and should be shared with the CWU representative
 Units should also have robust contingency plans in place to deal with any emergency or
unexpected traffic fluctuation
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Weekly Resourcing Meeting Agenda
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Weekly Resourcing Meeting Agenda
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Weekly Resourcing Meeting Agenda
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What is the Delivered Traffic Forecast Tool?
 The Delivered Traffic Forecast Tool
(DTFT) supports the objectives of
the Weekly Resourcing Meeting
 The tool provides a traffic forecast
over the next 13 weeks at unit level,
by day and by traffic stream
 The tool will enable units to make
plans for periods of high traffic or
low traffic
 The forecast traffic data layout is
designed to enable the user to copy
and paste directly into the Forecast
version of the Indoor Workload Tool.
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How DTFT works
 The traffic forecast is based upon ‐ Last years actual traffic corrected for all known events i.e. bank holiday movements,
marginality, industrial action etc. This baseline forecast is held in business warehouse.
‐ Adjusted by the cumulative traffic variance by stream
‐ Split over the weekdays using a 4 week rolling average by stream by day
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Opening DTFT
 The tool uses traffic data downloaded from a server to keep the forecast as up to date as
possible
 When opened the tool will link to the server and search for any new traffic data to
download and will automatically update itself with the latest forecast weeks.
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Setting your Region and Unit in DTFT
 When used for the first time the Region and Unit will must
be selected from the drop down menus
 Save the file to your computer and you will not need to
reselect your unit each time.
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DTFT Traffic Forecast
 The tool forecasts the next 13 weeks traffic.
 A graph of the daily traffic details how the traffic is forecast to be
distributed across the week based on a four week rolling average
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DTFT Identifying Manual Adjustments
 If any planned bulk mailings due into your unit are note shown (Sky mags, Tesco Clubcard statements,
etc) you can enter a manual adjustment to any of the streams on the IWT Daily Split page.
 You can also use this to make any corrections to the figures if the budget is missing a specific stream
such as tracked packets, for the example in week 17 below Special Delivery has missing traffic.
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DTFT Making Manual Adjustments
 The IWT Daily Split sheet shows detailed traffic forecast
information for each of the 13 forecast weeks
 To the right of each of the traffic forecast weeks data is the
manual adjustments section to enable user entries to correct
traffic forecast by stream by day.
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 On the right we have entered the Special Delivery traffic correction, as you can see the
figures entered in the manual adjustment move over into the detailed week figures.
 We also know we’re going to get a bulk posting come in on Tuesday, so we’ve entered
10,000 large letters into the adjustments and the corresponding figure has increased by
that amount.
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DTFT Copying Data into Forecast IWT
 The traffic is now ready to be copied into the Forecast Indoor Workload Tool
Indoor Workload Tool
Copy
Paste,
special,
values
 Repeat process for each forecast week to
be reviewed at the Weekly Resource meeting
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Forecast IWT Basic Input Tab
 This is an example of Forecast IWT
with traffic copied from the Delivered
Traffic Forecast Tool
 The Forecast version of IWT has an
import button to import the base data
from your current version of IWT
 The data transfer function is disabled
in the Forecast version of IWT to
avoid issues with overwriting actual
data on the IWT Sharepoint
The base data in the live IWT and the
Forecast IWT must be kept up to date
to reflect the current office set up to
ensure accurate performance
measurement and workload
forecasting
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Forecast IWT Delivery Details Tab
 In column K input the
number of forecast D2D
contracts for each walk
using the drop down
menu, if a duty such as
a Firm has no D2D
contracts select “Nil”
• In column L insert the
current number of Live
Redirections for each
walk.
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Forecast IWT Hours Input Tab
 Ensure that the Indoor
Establishment Hours for
G54 Inward Sort & H11
Preparation balance with
RCS
 Save your file with the
office name and forecast
week number
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Resourcing Against Forecast
• The Forecast IWT Performance Data tab
provides performance data based upon
the base data that has been imported
from the units current IWT, AWD hours
that have been copied from the units
current IWT and traffic figures from the
Delivered Traffic Forecasting Tool
• Details of Items Per Hour are displayed
on the right had side of the table.
• The hours reduction and/or additional
hours required to achieve target are
displayed in the lower right hand table
• Forecast IWT should be completed a
minimum of two weeks forecast traffic up
to a maximum of thirteen weeks to assist
the Weekly Resource Meeting planning
process
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DTFT Forecast Accuracy Performance
 The Forecast Accuracy Performance button opens the Forecast Accuracy worksheet that
details how closely the tool managed to forecast the traffic in the current week.
 Continuous use of the tool will improve the accuracy of the forecast by applying a
cumulative variance to the BW forecast
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Forecast Accuracy Report
 In this example the top
table details the traffic
forecast that the tool made
for week 9
 The centre table details the
Actual traffic for week 9 as
reported by Business
Warehouse
 The lower table details the
percentage variances, by day
by traffic stream and overall
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Next Steps
 Delivery Transformation Team to lead joint DSMs/Regional Leads/CWU Divisional/Area
Representative workshops covering Weekly Resourcing Meeting Guidelines and
demonstration of how to use the Delivered Traffic Forecast Tool
 Delivery Transformation Team to provide training materials, tools and guidelines to
Regional Leads and CWU Reps
 Regional Leads/CWU Representatives to schedule Delivery Unit training & deployment
and share deployment plan with the Delivery Transformation Team
 Delivery Transformation Team to hold weekly conference calls to monitor progress of Unit
deployment and support training/deployment as required
 The DTFT will continue to be reviewed by the National CWU/RM Delivery Tools Working
Group and future enhancements will be deployed via controlled central releases
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