Select Committee on Business and Enterprise Written Evidence


Memorandum submitted by Post Office Ltd (POS 4)

INTRODUCTION

  Post Office Ltd's Network Change programme represents the implementation of the Government's policy on the UK's network of Post Office branches. After a 12-week national consultation, the Government decided in May 2007 to reduce the size of the network by up to 2,500 branches while opening 500 new "Outreach" outlets designed to provide services appropriate to usage levels in a more efficient way than traditional branches. Detailed implementation began in July 2007 and the first branch closure required by the Government's policy took place in January 2008.

  Post Office Ltd welcomes the opportunity created by the Committee's investigation to explain how emerging thoughts on future provision are formulated, how stakeholders are actively involved in reviewing, validating and amending proposals prior to public consultation, how local public consultation is carried out and how final proposals are either confirmed or amended prior to implementation.

1.  CONTEXT

  1.1  Post Office Ltd has consistently made clear that the size and shape of the Post Office network, and the level of funding available to pay for it, is a matter for the Government. The impact of demographic change and new technologies on the level of business at Post Office branches has been greatly accelerated by the decisions made by Government departments and public bodies including the Department of Work and Pensions which has removed benefit business amounting to £400 million annual income, the BBC which has awarded the TV Licensing work to a competitor and DVLA which now receives more than one million payments online every month. These decisions have contributed to a reduction in customer numbers of more than four million people every week.

  1.2  This decline in traditional business means that the current network of more than 14,000 branches is no longer sustainable. The underlying loss made by the business last year increased to £174 million, more than £3 million every week. The majority of individual branches are loss making to Post Office Ltd, including 90% of rural branches. These branches are only profitable to sub-postmasters because they are subsidised by a loss-making Post Office Ltd. One in five rural branches serves fewer than 70 customers each week.

  The Government's decision in its response to public consultation recognises this, and together with a funding commitment amounting to £1.7 billion over five years to 2011, offers an opportunity to make a smaller but still substantial network more stable and secure for customers and sub-postmasters, and to underpin it for the first time with minimum criteria on accessibility.

  1.3  Post Office Ltd knows that having to implement change and closures will inconvenience some customers. Nevertheless we are determined to manage change in such a way as to leave behind the best possible network—which will still be largest retail network in Europe—within the constraints of the funding and decisions set out by the Government, and to inform and seek the views of our customers and other stakeholders in an inclusive, consistent and meaningful way.

  1.4  We are also conscious that sub-postmasters, who own and run the private businesses which are affected, require certainty as to their future in as short a time frame as possible, and, in many cases, will remain concerned at the value of their businesses which remain within the network. Post Office Ltd has mounted an extensive communication effort, including inviting every sub-postmaster to one of around 250 Network Roadshow events, to build an understanding of the broader programme and of how individuals are affected and undertaking personal one-to-one meetings with every affected sub-postmaster

  1.5  Post Office Ltd has learned from previous experience of planning and implementing managed closures in the network. In contrast to the Urban Network Reinvention programme which resulted from earlier Government decisions regarding the number of branches in urban communities, Post Office Ltd has made the current programme mandatory for sub-postmasters, rather than seeking volunteers. Customers need to see a viable future network based on accessibility and not one planned on the basis of which sub-postmasters would prefer to close and take compensation. The current programme is based on an area approach, to give a coherent approach to future service provision, and to provide a once-over-the-ground approach which gives customers and sub-postmasters clarity as swiftly as possible.

2.  EXPERIENCE FROM LOCAL CONSULTATION SO FAR

Summary

  Post Office Ltd has:

    —  Put in place a consistent and comprehensive approach to formulating emerging thoughts on the basis of Government's criteria and factors, and developing and reviewing proposals, both before and as part of local public consultation, with active involvement of stakeholders and customer representatives

    —  Sought to change initial thoughts on the basis of stakeholder input before public consultation, as well as making changes as a result of local public consultation

    —  Actively involved customers and communities in developing proposals for Outreach outlets

    —  Made available more information than ever before to contribute to proposals and to inform customers and stakeholders

    —  Pro-actively communicated to the media, to stakeholders, including MPs, and at public meetings organised by customers or other organisations

  2.1  Post Office Ltd, with Postwatch involvement, has set clear objectives, or success factors, for the public consultation process:

    —  Change is implemented in a way that meets prescribed Government requirements as set out in the Government Response to public consultation

    —  Consumers and those who represent them are fully informed about the proposed change and have the opportunity to contribute views on how it is to be implemented in the area within the requirements of Government

    —  Change is introduced in a manner that minimises disruption and avoids inconvenience to customers (where this is within Post Office Ltd's and Postwatch's power)

    —  Change meets the Government's criteria on accessibility and results in a more financially sustainable network for the future

  2.2  The local public consultation itself is one part of a lengthy planning and consultation cycle, undertaken in 47 areas across the UK, which:

    —  Plans the retention, closure or conversion to Outreach of existing branches—on the basis of the size of network and the criteria and factors set by Government, but not on the basis of the preferences of individual sub-postmasters

    —  Involves customer representatives and local stakeholders throughout a 125-day process to ensure that the best possible proposals are developed and that the local public consultation phase itself is supported by detailed, publicly accessible information about each proposal

    —  Takes a consistent approach in each of 47 areas across the UK, with the aim of completing the programme in 12-18 months

  2.3  The criteria and factors set by Government, including the principle that no country within the UK and no group of inhabitants at the area plan level should be significantly more adversely affected than any other, are set and cannot be amended by the planning and consultation process. Post Office Ltd recognises that the planning and consultation process is a tool to build the best possible future network, but is not an opportunity for the company, or for customers or stakeholders, to reopen or change the Government's decision to close up to 2,500 existing branches while providing around 500 new Outreach outlets.

  2.4  The 125-day process comprises six discrete stages, set out here:
Blueprint and validation 2 weeksInitial thoughts are modelled—based on application of Government's criteria to existing network. Initial thoughts reviewed and amended on the basis of Postwatch and Local Authority input and Post Office Ltd's on the ground activity—continuing through subsequent six week engagement with agents phase.
Engage with agents6 weeks Face to face conversations with all affected subpostmasters
Consultation and preparation, including MP advanced notification 3 weeks
(MP advance notification being the final week)
Development of final proposals to form the basis of Local Public Consultation; shared with MPs one week before the start of consultation
Local Public Consultation 6 weeksDetailed information available via branches, Consultation team and website to assist customers and other stakeholders.
Review and decision 3 weeks (subject to review process), ending in publication of final decision All consultation representations reviewed and assessed by Post Office Ltd and a summary of issues raised in consultation is shared with Postwatch and an opportunity given to it to refer any decision to review before publication of firm decisions
Implementation4 weeks Preparation for closures and transfers to new Outreaches where appropriate. First changes may take place after this four week period


  The six-week local public consultation (the length of which has been set by Government) is the fourth stage of the overall process. Post Office Ltd's objective is to put into public consultation the best possible proposals for the future provision of services in the relevant area and, in practice, the initial thoughts based on Government's criteria and factors will already have been reviewed and changed as a result of the pre-consultation part of the process. Public consultation brings the opportunity to test detailed proposals, and the information on which they are based, and to give customers and local stakeholders the opportunity to scrutinise their formulation.

  2.5  Postwatch, the consumer body representing all Post Office customers, was involved in the design of the overall planning and consultation process, and plays an active role throughout the 125-day process.

  2.6  In July 2007 Post Office Ltd asked 468 UK Local Authorities to provide information relevant to planning the future provision of Post Office services, including information regarding regeneration plans and their potential impact on usage and regarding public transport. In total 283 Local Authorities have so far responded with relevant information which has been used to formulate area propositions. In addition, Post Office Ltd has met with more than 50 Local Authorities as part of the planning and consultation process for the first 12 area plans.

  2.7  The bulk of changes made to Post Office Ltd's initial thoughts are made prior to local public consultation as part of engagement with Postwatch, representing customers, and with Local Authorities and with input from local Citizens Advice offices. Between 2% and 26% of closures initially proposed—50 individual branches—have been withdrawn by this dialogue before the start of local public consultation in an area.

  2.8  When initially identifying branches to be proposed for closure, Post Office Ltd looks at the following information it has on the branches in the relevant area relevant to the criteria and factors set by Government, which are summarised at Annex A (not printed here). In doing this we look at things such as:

    —  Size of branch—particularly the number of customer sessions (visits by individual customers)

    —  Proximity—to other Post Office branches based on road distance between branches

    —  Financial benefit to Post Office Ltd—including net sub-postmaster pay costs saved, and other costs to Post Office Ltd, taking into account any business that is predicted to be lost

    —  Relative size—based on size of branches in the surrounding area

  In addition to the input from Local Authorities and Postwatch, Post Office Ltd always undertakes on the ground local research to check and validate local information and to identify the likely issues affecting customers. The final proposal, on which public consultation takes place, is produced by a Network Development Manager—a senior Post Office Ltd manager with direct knowledge and experience of the affected area—and checked and approved by the Programme Director.

  2.9  In general, Post Office Ltd does not therefore expect to make major changes after public consultation, but aims to ensure that the published proposal is based on correct and comprehensive local information and that the process has been properly and consistently applied. We are conscious that the performance and value of individual Post Office business can be adversely affected by even a withdrawn closure proposal. The number of changes resulting from public consultation alone is therefore not the right measure of the effectiveness of the process.

  2.10  A multi-stage review process has been agreed between Post Office Ltd, Postwatch and the Government to ensure that decisions are fully examined and can be reviewed if stakeholders believe they do not follow the Government's criteria or that the agreed planning and consultation process has not been followed.

  2.11  Post Office Ltd is determined that the process is as transparent as possible and that the right information is readily accessible to customers and other individuals or organisations wishing to participate in local public consultation. A substantial quantity of detailed information supporting each individual branch closure proposal, and setting out the alternatives is published by Post Office Ltd as part of each Area Plan Proposal.

3.  LOCAL VIEWS—EXTENT TO WHICH THEY HAVE BEEN TAKEN INTO ACCOUNT

Summary

    —  Customers and other stakeholders have contributed strongly to the planning and consultation process through the local public consultation

    —  In addition customers' views are represented by Postwatch throughout the 125-day planning and consultation process and local input is sought via Local Authorities throughout the process

    —  Local Public Consultation has overturned closure proposals in each of the first six plans completed

    —  Post Office Ltd is only permitted to act on local views where those views provide information relevant to the criteria and factors set by the Government

  3.1  Input received during public consultation, particularly that which provided additional information relevant to the criteria and factors set by the Government, has helped Post Office Ltd and Postwatch review and validate area propositions. In 14 instances in the first six Area Plan Proposals, particular closure proposals have been withdrawn as a result of this information. Withdrawn proposals are summarised at Annex B (not printed here).

  3.2  In other instances Post Office Ltd has been able to respond to customers' concerns by committing to improvements to branches, for example by improving access for customers with disabilities, extending opening hours, making additional services available or, in some instances, by adding additional counter positions. Investment grants are made available by Post Office Ltd to support this activity. Improvements are planned in 59 branches in the first six plans completed and the product range has been extended in a further 289.

  3.3  Certain concerns raised during public consultation have not led to changes in Post Office Ltd's proposals, because they relate to the broader policy or to the magnitude of the changes, both of which have already been determined by Government following a 12 week national consultation. In addition, Post Office Ltd is not allowed to take certain factors into account in reaching proposals or decisions, including strength of feeling among customers regarding the popularity and ability of a particular sub-postmaster, or the wishes of a sub-postmaster, either to remain in the network or to accept the compensation package.

  3.4  To date, more than 44,000 individual pieces of correspondence have been received as part of the 12 area public consultations completed or currently underway. In addition, Post Office Ltd has attended more than 45 public meetings, briefed more than 120 MPs and, additionally, briefed members of devolved legislatures. Our policy is to attend every such meeting subject to logistical issues, and fewer than 5% of invitations have not been accepted. The Network Change area of the Post Office Ltd website, which provides easy access to all information and consultation materials is receiving around 2,000 visits each week.

  Every piece of correspondence received during the area public consultation period must be acknowledged, read and considered by the Network Development Manager responsible for making both proposals and decisions on individual branches. Postwatch also receive copies of correspondence received during public consultation to inform their participation in the decision making process.

  3.5  The scale of consultation activity undertaken to date is summarised here (and broken down by area at Annex C) (not printed here)
Number of Parliamentary constituencies covered by first 12 plans 188
Number of meetings undertaken with MPs affected by first 12 plans 126—meetings offered to all MPs. Principal reason for not taking up offer was lack of change planned in constituency
Number of Local Authorities affected by first 12 plans 161
Number of Local Authorities engaged in planning 111
Number of meetings undertaken with affected Local Authorities 52
Number of representations received during first 12 plans 44,270
Number of public meetings attended during first 12 plans 47
% of customers unaffected by proposals put into public consultation 91%
% of customers either seeing no change or remaining within one mile, by road, of nearest alternative branch More than 99%
Number of closure proposals within first 12 plans 605
Number of Outreach proposals within first 12 plans 89
Number of closure proposals withdrawn prior to start of public consultation 50
Number of closure proposals withdrawn as a result of public consultation (for six plans where decisions have been made) 15
Number of branches with improvements planned as a result of public consultation (for six plans where decisions have been made) 59
Number of branches where product range has been extended following public consultation (for six plans where decisions have been made) 289

4.  NATURE OF OUTREACH PROJECTS

Summary

    —  The Outreach model is already a working part of our way of providing services and will increase in significance as a result of the Government's decision to create around 500 further Outreach branches

    —  89 Outreach outlets have been proposed within the first 12 area propositions developed by Post Office Ltd and put into local public consultation

    —  Developing Outreach proposals as an integral part of the area planning and consultation process presents some challenges but is the right way to proceed, informed by the ongoing involvement of Postwatch representing customers

    —  Crucially, experience shows that customers continue to use Outreach outlets and Outreach outlets continue to provide the face to face advice and support that is crucial to the social value of the overall Post Office network

  4.1  In 2004 Government asked Post Office Ltd to develop trials of innovative and efficient ways of providing Post Office services in communities where a traditional full branch has closed or was becoming clearly unsustainable for the sub-postmaster. In response, Post Office Ltd developed and tested four models for "Outreach" service provision—a mobile post office service visiting small communities at set times, a hosted service operated within third party premises for specific hours each week, a partner service within the premises of a local partner such as a shop or a home service whereby customers can contact a sub-postmaster by phone for services. In around 70 on-the-ground pilots, Post Office Ltd demonstrated the viability of the approach and saw a positive response from customers, sub-postmasters and other community stakeholders.

  4.2  The "Outreach" concept supports both the Government's emphasis on accessibility as set out in the criteria it has set for the network in the future, and Post Office Ltd's clear objective to maintain a sustainable network by providing the core sub-postmaster with a stronger commercial opportunity than that provided traditional branches. Outreach outlets are regarded by Government, Post Office Ltd and Postwatch as a valid means to fulfil national accessibility criteria in appropriate locations and to provide services to customers.

  4.3  The Government's final decision on the future shape and size of the network explicitly required Post Office Ltd to provide services through Outreach outlets in around 500 communities—partially offsetting the overall reduction in traditional branch numbers while contributing to a more sustainable network through reduced overheads in communities with low numbers of current or potential customers.

  4.4  Developing proposals for Outreach outlets is an integral part of the 125-day planning and consultation process in appropriate areas. In the first 12 area propositions, Post Office Ltd has proposed 89 Outreach outlets in rural communities. The local public consultation process itself provides a valuable opportunity for local communities to influence the nature of eventual outreach solutions and for Post Office Ltd to seek assistance from within communities to identify potential partners and locations.

  4.5  Selecting the "core" outlet, which will manage a cluster of Outreach locations is based on the size of the prospective branch—in terms of the number of customer sessions envisaged—and the proximity of the core and potential Outreach locations to each other. Post Office Ltd cannot compulsorily require an existing sub-postmaster to take on responsibilities as a "core" branch, and must therefore attract volunteers and remain flexible in how "core" and Outreach location selection is undertaken.

  4.6  In some areas where plans have been developed early in the programme this process has taken longer than anticipated, partly because, understandably, the focus of community representations has been on preventing the loss of a traditional branch rather than helping Post Office Ltd finalise details of an outreach replacement. In these circumstances Post Office Ltd has agreed a review approach with Postwatch to ensure that detailed proposals can be fully scrutinised before final decisions to close existing branches are implemented.

5.  THE ROLE OF POSTWATCH

Summary

    —  Postwatch is fully and actively engaged in the programme, and is able to represent customers and influence decisions at every stage in the 125-day planning and consultation process

  5.1  Postwatch represents customers of Post Office branches and is acting on their behalf throughout the planning and consultation process—which Postwatch helped to design—both before and after the six-week local public consultation period. Postwatch carries out this role by scrutinising every individual proposal and giving its views on customers' needs and concerns at a local level and actively seeking to change those individual proposals which it believes can be improved or should be altered. Both Postwatch and Post Office Ltd aim to make as many of these changes before the start of public consultation—only in instances where new information is provided by the public consultation process should it be necessary to make further changes to the proposals.

  5.2  In addition has a responsibility to publicise and raise awareness of the public consultation process, and to monitor the way in which consultation is carried out.

  5.3  Post Office Ltd and Postwatch have agreed a number of formal points of engagement throughout the process to ensure consistency and enable proper scrutiny of proposals and decisions. In addition the two bodies have organised joint briefings for stakeholders across the UK and brought respective teams together on a number of occasions to ensure learning and best practice.

  5.4  Postwatch is able to trigger a review process if it believes that any individual proposal does not fit the approach set by Government or the planning and consultation process established by Post Office Ltd. A review may be triggered after the public consultation process is completed, but before final decisions are announced following the consideration of all responses to public consultation, if agreement between Postwatch and Post Office Ltd is not reached. There are four potential stages to this review—at stage three, Postwatch and Post Office Ltd at Chair and Managing Director level respectively will re-examine the decision and a final review stage is allowed for in the event of continuing disagreement. To date, no individual reviews beyond stage two have been requested by Postwatch as a result of the six Area Plan Proposals to have reached final decision stage.

  5.5  Post Office Ltd and Postwatch agreed, prior to the programme, a Memorandum of Understanding setting out their respective roles and the way in which they interact at different stages of the consultation process.

6.  CROWN POST OFFICES—HOW THEY INTERACT WITH THE SUB POST OFFICE NETWORK

Summary

    —  Post Office Ltd has now set out a clear and confirmed strategy to maintain commercial high street flagship branches without these branches acting as a financial drain on the less commercially viable parts of the network

    —  Confirming plans for the Crown network before starting the Network Change programme gives customers and other stakeholders a clearer, more certain picture of alternatives to branches which may now be proposed for closure

    —  The performance and capacity of all flagship branches is actively managed to ensure a high quality of service

  6.1  Post Office Ltd is committed, as part of both our social purpose and our commercial strategy, to providing a high quality network of flagship branches, located in convenient town and city locations readily accessible to customers. At the same time we cannot continue to sustain the losses of more than £1.4 million incurred each week in the traditional network of 460 directly managed Crown branches. A loss making flagship network reduces the financial support which can be given to branches in smaller urban and rural communities.

  6.2  In April 2007 we announced clear decisions on the future of the existing Crown Office network, giving certainty on the future of almost all branches—373 to be retained by Post Office Ltd as directly managed branches and a further 70 to be run in partnership with WHSmith, following successful initial partnerships at six branches. We have been reviewing options for a remaining 15 branches—two of these branches have now been franchised and we are consulting on the potential closure of a further two. We are actively pursuing franchise arrangements for the remaining 11 but believe we may be unable to find suitable partners for two of these, which may then close. This decision puts an end to the piecemeal approach to franchising taken in the past which, while driven by financial necessity, led to uncertainty and a fragmented approach to investment and improvement, and gives as close as possible to a stable basis on which to plan the rest of the network through the current change programme.

  6.3  Post Office Ltd is now able to plan substantial refurbishment in these branches to provide a modern retail environment, including developing self service kiosks so that customers wanting to post packets and parcels don't have to go to the counter and providing dedicated counters for small business and online auction customers. Our investment plan will encompass both the flagship branches directly managed by Post Office Ltd and those managed by WHSmith. In the same way, the performance standards required and the approach to training and developing those colleagues serving the public is identical in all these branches, regardless of the management model.

  6.4  Post Office Ltd is conducting public consultation on each Crown Office to be moved to a new WHSmith branch, and any other changes to the Crown network, in line with the code of practice agreed with Postwatch and under the same internal Governance as the remainder Network Change programmme. 61 of the 70 consultations regarding WHSmith were completed before the first public consultation arising from the remaining Network Change programme and a further four consultations have since been completed, with five yet to commence.

  6.5  Post Office Ltd has a single, integrated approach to managing changes to Crown offices and the changes to the rest of the network required by the Government—amounting to the first full strategic review of the network ever undertaken. Any proposal to close rather than replace an existing Crown branch will be put into consultation prior to the start of the public consultation on the relevant area proposition so that respondents are as fully appraised as possible of Post Office Ltd's overall plans and the overall provision of Post Office services for the area can be considered in making the final decisions.

  6.6  Post Office Ltd knows that flagship branches can attract large numbers of customers from outside their immediate geographical area, particularly when customers are seeking an alternative if the branch nearest their home address closes. We therefore continuously manage the capacity of these branches extremely carefully, and have, for example, ensured that all new WHSmith managed branches provide at least the same number of serving hours as the Post Office managed branches they replace.

7.  THE FUTURE OF BOTH CROWN AND SUB POST OFFICE NETWORKS

  7.1  The Network Change programme will leave behind a UK network of around 12,200 Post Office outlets of which 500 are new Outreach outlets, with a level of accessibility guaranteed, for the first time, by Government set criteria. The combination of the approach to Network Change described in this submission, and the broader commercial strategy of Post Office Ltd is intended to put the network on a more secure and sustainable financial footing, and crucially, to manage where branches are, and how readily customers can reach them, rather than simply managing the overall size of the network.

  7.2  Post Office Ltd is, at the same time as transforming the size and shape of the network, transforming the range of services provided and products offered as the Government withdraws the traditional business which has historically enabled sub-postmasters to run viable small businesses based around the Post Office contract. Government business will by 2010 make up less than 10% of the average the sub-postmaster's Post Office business. The rest will come from commercial services, including mail and parcel services, bill payment and increasingly new streams of business developed and marketed by Post Office Ltd, including foreign currency, telephone and broadband services and financial services, including savings, a range of personal insurances (for example home, motor and travel), credit cards and mortgages. A fuller summary of what we are doing to drive new business through the network is provided at Annex D (not printed here).

  7.3  The Government has decided to reduce the size of the current network by up to 2,500 branches and is providing the funds to compensate the affected sub-postmasters. Post Office Ltd has no wish to see any reduction in branch numbers beyond this level, providing that the overall network can be made sustainable. Any instance of a branch closing in the future for reasons beyond Post Office Ltd's control will result in a case by case examination of the future provision of services across the relevant local area and to meet the binding national accessibility criteria.

  Nonetheless, it remains the case that the majority of Post Office branches are not commercially viable for Post Office Ltd and require support through the structure of the Post Office remuneration to make them viable for sub-postmasters, which provides minimum income levels regardless of low numbers of transactions in smaller branches. Post Office Ltd's ability to provide remuneration at a level which enables these branches to survive is dependent partly on the success of the company in marketing new services, both through branches and directly, and, crucially, through financial payments from Government in recognition of the social value of the network of branches. Changes to Government's position would require Government to review its decision on the size and shape of network it wished to see.

  7.4  The Post Office Card Account, while a smaller income stream than the benefit book which it replaced, is used by more than 4 million customers and represents vital footfall for sub-postmasters, usually benefiting the retail businesses which run alongside Post Office business. The replacement for the current Card Account contract, which runs until 2010, is currently the subject of a tender process by the Department for Work and Pensions. Post Office Ltd believes it remains the best and most accessible provider of this service. Loss of this product and its associated footfall would have a serious and immediate impact of the livelihood of many of the 12,200 outlets which will remain following the completion of the Network Change programme.

10 January 2008





 
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