© british telecommunications plc 1 btsml voluntary leaver scheme and selection process and...

© British Telecommunications plc1

BTSML Voluntary Leaver scheme and Selection Process and Guidelines

Tony CarrollHR Manager BT MSL


MSL Voluntary Leavers scheme

• A voluntary paid leaver scheme will be offered to the impacted audiences, where this is commercially viable. Within the KCom contract BTMSL are restricted from offering a voluntary leaver solution due to the potential of commercial risks/ costs around pension enhancements. Voluntary leaver payments will be offered specifically in Virgin Media in order to achieve efficiencies within the impacted communities.

• Whilst we will ‘direct’ the Leaver scheme at the impacted groups within VM, we will also facilitate a mechanism to express an interest in leaving (with the package) outside of the impacted group (except KCom), in order that we may be able to capitalise on any backfills.


Terms

The voluntary paid leaver terms, where applicable, are as follows:

• One month’s salary for each completed year of service up to a

maximum of 12 years• People with between 1 and 5 years’ service will receive a minimum

payment of 6 months’ pay• Access to BT MSL outplacement services to provide assistance with

job searching, or an equivalent sum of money to pay for retraining for a new role (on receipt of an invoice or proof of payment and up to £1000)

• Scheme opens 31st January and closes Monday 20th February with a leaving date of 31st March 2012


Selection Process Agenda

Roles and Responsibilities

Key Selection Principles

Criteria and Selection Process

Appeals

Selection programme

Timeline of activities

Line Manager Resources


Roles and Responsibilities

• Senior Manager• Selection Manager• Line Manager• HR Manager


Senior Manager

• The Senior Manager within the appropriate function will have ultimate responsibility within their areas/ functions to ensure that the selection activity is undertaken in an appropriate, fair and objective manner.

• The respective Senior Manager, HRBPs or another independent senior manager will be responsible for addressing any Appeals raised as a result of the selection decisions being taken.


Selection Manager

• Normally second line managers Selection Managers are individuals identified by the Senior manager of the unit, who will be responsible for running the selection activity

• The intent wherever possible, would be that the Selection Manager is not the immediate second line manager. This should enable increased objectivity within the process.

• The role of Selection Manager is vital to ensure that fairness and objectivity are maintained within the process and in all decisions around selection.


Selection Manager

• The Selection Manager will liaise with Line Managers to ensure that all scorings are completed for individuals and that all marks are challenged robustly.

• The Selection Manager will hold any one to one meetings, where a decision cannot be reached on the paper selection.

• Selection Managers will review and ‘ratify’ all selection work with HR Business Partners and reach decisions around individuals.

• Selection Managers in each area/ function will need to work closely with their relevant Senior managers to keep the overall selection process on track according to timelines.


Line Manager

Line managers are responsible for effective engagement with impacted individuals, notifying them about the rationale for selection, how the process works and what it might mean for them. Line managers are responsible for providing robust, documented evidence necessary for completing the selection process. They will need:

• Relevant APR score.

• The most recent quarter’s levelled markings against each of the BT individual capabilities.

• Documented evidence of the individual’s skills and capabilities for the role, taken from 1:1 notes and APR discussions.

• Documented evidence of any action taken in the previous 12 months under BT’s attendance procedures

• Documented evidence of any action taken in the previous 12 months under BT’s disciplinary procedure


Line Manager

Once the line manager has informed the individual of the process and collated the evidence they will need to work with the Selection Manager to capture this detail on the Selection Matrix.

The line manager is also responsible for notifying individuals of the outcome of the selection process in a face to face, 1:1 meeting, once decisions have been fully ratified through the process


HR Manager

HR Managers will review the results of the selection process with the Selection Manager to ensure that all processes and procedures have been adhered to.

They will ensure that all HR and ER queries are answered and circulated in a timely manner. They will be involved in and responsible for ensuring CWU and employees are communicated with in a timely manner at all stages of the selection process. Any non standard areas should be raised with the CWU ahead of commencing the selection process.

HR Manager are responsible for ensuring that all relevant job and skills criteria are uploaded onto the Selection Matrix, before selection activity takes place.



• All selection activity will occur in a fair and transparent manner in line with the following guiding principles:

• The selection process provides a fair and objective method for realising required business efficiencies by selecting people into remaining roles where we are making role reductions and thereby identifying any individuals who will be made surplus and at risk of redundancy



Selection will be made against the following criteria only:-

1. Standard of Work Performance (using your last levelled APR score as a measure)

2. Match against the essential skills and knowledge for the role (taken from JD)

3. BT capability assessment (using the last levelled set of capability ratings)

4. Attendance record over the previous 12 months

5. Disciplinary record over the previous 12 months

Account will also be taken of individual preferences, for example, where a voluntary leaver scheme is offered.



• All impacted employees will have a 1:1/ face to face meeting to discuss their situation.

• Best practice will be to hold an initial 1:1/ face to face meeting with individuals to discuss the selection process and review individual evidence. As a minimum, individuals will be informed of the selection activity at the outset (including rationale, process, impact and timeline) and have a 1:1/ face to face meeting to be notified of the outcome of the selection exercise.

• Any exceptional situations where a face to face is not practically possible (potentially relating to geographical accessibility), should be discussed with the Selection Manager in order to agree a way forward.



• The size of the audience and the level of reduction/ impact will determine the decision around frequency of meetings with individuals. The approach to be taken must be discussed and agreed fully between the HRBP and Senior Management Team.

• The selection process will be run in a timely and transparent way to ensure individuals are fully informed and remain engaged through the process.

• All processes will be operated in line with BT (Equal Opportunities) policies. Please refer to the Equality & Diversity policy on the following URL for details:

• http://humanresources.intra.bt.com/fairness/eadiversity/10381.

• It is important that selection decisions are made fairly, avoiding any form of direct, or indirect, discrimination.


Appeals

• The Line Manager should endeavour to resolve any disagreement on selection and scorings within the one-to-one notification meetings.

• An individual can request a review of their selection data if they feel that an unjust conclusion has been reached or that they believe they have been treated unfairly.

• Individuals can do this after they have received their final selection decision. Individuals should contact the Selection Manager, who should then advise the individual on the process


Appeal Process

• Should the individual disagree with the scoring after the selection exercise, and after the full notification meeting with their Line Manager, they should make this clear to the nominated (and independent) Appeals Manager by email within 2 working days of the notification meeting. Similar to any selection based process, individuals should refer in this email to any detail and evidence of why they are disputing the decision.

• The Appeals Manager will then endeavour to resolve this appeal within 5 days with reference to the Line Manager, the detail captured throughout the process, the evidence and relative scorings. They will also seek advice from the relevant Selection Manager and HRBP.


Appeal Process

• There is no requirement to hold a face to face meeting with the appellant. The individual should therefore be encouraged to detail clearly in the email the full grounds for the appeal, should these be specific.

• The Appeals Manager is responsible for replying by email to answer the open question within 5 working days of the appeal being received.

• Any scorings, or changes to scorings, should be supported with adequate evidence.


Selection Programme – Next StepsSTAGE 1: PRE SELECTION ACTIVITY Identify skills, location and numbers for efficiency plan

STAGE 2: BRIEFINGS Education for First Line Managers and Selection Managers

STAGE 3: COMMUNICATIONS Individuals notified of the process and possible impact

STAGE 4: SELECTION Data collation of evidence and completion of the selection data collection

STAGE 5: SELECTION SUBMISSION Data provided to Selection Managers

STAGE 6: SELECTION REVIEW Selection Manager reviews and makes initial selection decisions

STAGE 7: SELECTION RATIFICATION Panel to include HR & Selection Manager to ratify initial selection decisions

STAGE 8: COMMUNICATIONS Final selection decisions to the First Line Managers

STAGE 9: NOTIFICATION Individuals notified of final selection decision. Face-to-face meeting with FLM

STAGE 10: APPEALS PROCESS

STAGE 11: DECISION Individuals move into a role OR Compulsory Redundancy


Timeline and activities Activity When Audience Method OwnerSelection

commencement brief to be sent to Senior Managers

25th JanAll Field Call SLT

Selection commencement

communication to ALL impacted

managers and team members

26th Jan Impacted

teams Call/Briefing SLT/FLMs

Selection Guidance Knowledge calls 27th Jan

Selection/LM Call/Slides/Guidance material

Tony Carroll

Line Managers conduct 1-1 s to outline rationale,

selection process and confirm Voluntary

Leaver scheme

30th Jan – 17h Feb Impacted

team members

F2F meeting FLMs

Line Managers to populate the selection matrix with APR and

skill ratings and return to Selection Manager

17th Feb n/a Email spreadsheet FLMs


Timeline and activities cont'dActivity When Audience Method Owner

Selection Managers to apply selection criteria

to make initial decisions.

20th Feb n/a Email spreadsheet Andy Wood

Initial selections ratified 21th – 22th Feb

call Andy Wood/Tony Carroll

Ratified list of deselected individuals collated by Selection

Manager and confirmed to Senior

Manager

22h Feb n/a e-mail Andy Wood

Send final selection list to 1st LMs and reiterate

agreed notification process

23h FebLMs Email Andy Wood

LM holds F2F to confirm outcome of

selection process subject to any appeals arising and confirm

next steps. LM confirms completion

with Selection Manager.

27th – 28st Feb Selected

individuals F2F.. Non

selected F2F ideally but phone call

will be sufficient

Meeting FLMs


Timeline and activities cont'd

Activity When Audience Method OwnerDeselected individual submits appeal against

decision

29th Feb – 1st Mar

Senior Manager

Email /Letter Deselected Employee

Appeal Investigation and confirm decision

2nd Mar – 8th Mar

Deselcted people

Review documentation and email decision to

individual

Senior Manager

Outcome of selection process is confirmed in writing to all impacted people and shared with

the CWU 9th Mar - 12th Mar

All impacted -people and

CWU

F2F meeting and email

HR/ER/Senior Manager

Make impacted people aware of alternative

employment opportunities and next steps or move to CR

12th – 31st Mar

Deselected people and

CWU

F2F meeting and email

HR/Selection Manager/Line Manager


Managers Pack

• Selection Guidelines• 1-1 Meeting template• Selection Matrix spreadsheet• Guidance tips on conducting the meeting

All of the above will be issued in readiness for commencement of 1-1s next week and further information issued as we go through the process


Questions and Answers

© british telecommunications plc 1 btsml voluntary leaver scheme and selection process and...

Documents

role of selection manager

selection activity

selection decisions

paper selection

independent senior manager

respective senior manager

british telecommunications

selection process agenda