23 Feb 2020

The February Office Bulletin / Bwletin Chwefror o’r Swyddfa

Passports.

Once again, I want to apologise for the long delay in processing the backlog of passports and thank you for your continued patience.

There are several contributory factors as to why we are in this situation as a PIO.For those of you who read the last bulletin I know I am repeating myself, but this will be my message for the year ahead.

The new deadline of November 30th meant that we had around 1450 passports submitted in the last three weeks before this date, the majority in the last few days. There was also a continuous stream of late registrations who missed the deadline and arrived up until New Year’s Eve. On top of this there are still those that are arriving in this new calendar year for 2019 foals, and as such require DNA profiling as per our processes.
This has been further exacerbated by the amount of errors on submitted registration forms, missing information, mares not in the correct ownership, stallion certificates not included etc which all slow down the process.
It has also been the period when we had to migrate our data to a new database for the secure future of the Society and its studbook. This was not a decision of choice but a critical operational action which had to be done, and has resulted in a hiatus of being unable to process and print passports for some three weeks whilst the niggles were sorted out; staff received training, and the passport formatting was adapted. The company who installed the new database have worked quickly and efficiently to help us and are continuing to do so.

We are working hard to try and produce the passports in date order and have informed the Welsh Government of our slow progress along each step of the way. We have also taken steps to mitigate the future risks of this happening again by communicating clearly the need to register early if possible, and to fill in the forms correctly, implementing a work plan which refuses to accept forms until they are correctly filled and the ownership of animals is correct. This will avoid the logjam.

During the last two months we have gained significant intelligence about the process which will hopefully avoid this situation during the coming registration year.
However, it is not helpful to read social media posts which criticise the staff in what is already a difficult situation for them as they cope with these major changes. It would be more productive if you have a query regarding your Passport application, if you email the office or direct email me meirion.davies@wpcs.uk.com

Alongside this issue the Office has continued to prepare for the Spring mailing with the Journal and process transfers, exports, replacement and duplicate passports.
One thing I would advocate that Members do when phoning the Office, is to make a note of who they spoke to – the staff tell you their name either at the beginning of the call or as they sign off – jot it down – it makes it so much easier to recall conversations if we can ask the right person in the team.
Thank you for your patience.

The Journal and accompanying paperwork for the AGM is being packed ready for posting later this week. It is quite a logistical task and the Office staff are very grateful to the Trustees and other Volunteers who have kindly come in to Bronaeron to do that work so that we can concentrate on processing Passports.

Contrary to popular belief – this is how the Journal package is posted.

  • Overseas Journal Packages are sent out first due to the distance they have to travel.
  • Then all the Journal packs go in bags at the same time, bagged up in sacks, which are divided into postcodes – they are not posted alphabetically.

I know how much I have always looked forward to receiving my copy – so if you have not paid your membership subscription please do so – if you are not a member – you won’t receive a Journal package.

Last week I sent out a rallying call for members who might be interested in joining a Press gang and the response has been very positive. If you are still thinking about it please let me know that you are interested by e mail. It doesn’t matter how young or old, we need people with diverse experiences and from all localities.

Some other reminders – if you wish to be considered as a WPCS Judge, the application forms must be in by the end of this month.
The AGM Presidents’ Dinner tickets are selling well. I am sure it will be a special evening with the ‘Only Men Aloud’performance. This year we have operated a strict policy of no ‘reservations’ – tickets can only be guaranteed if they are paid for as you book. This negates “no shows” on the evening and protects the Society from costs.

I will end on a plea – if you are having difficulty with the Online Pedigree database – please contact the office, rather than moaning and criticising in online forums. We aim to help – if there are some anomalies – please make a note and email it to enquiries@wpcs.uk.com. I have personally contacted individuals via Messenger to try and help them and in all cases to my knowledge we have overcome their difficulty in accessing the information they were looking for on the site.

We will address each and every query over the next few months. The company who have licensed the facility to the WPCS, service 128 other breed societies, and are industry experts. It is not a bespoke system built for the WPCS and we did not design its visual style. It is a functional tool which offers you the members more information than was previously accessible.

Good luck to every one who are expecting foals this Spring – may all your crosses be pleasing, and the weather be welcoming.

Thank you

Meirion

Grugaur Mirth – laughing at the Photographer from the Gorsebush!By Pic by kind permission of Judy Roach

 

 

 

 

 

 

 

 

 

Bwletin mis Chwefror o Swyddfa’r Gymdeithas

Y Pasbort.

Mae’n rheidrwydd arna’i eto’r mis yma i ymddiheuro am yr oedi hir wrth glirio’r mynydd o geisiadau pasbort sy’n aros, a rwy’n diolch i chi am eich amynedd.

Fel soniais mis d’wetha’ mae sawl ffactor sy’n gyfrifol am hyn ac yn cyfrannu at y broblem i ni fel Swyddfa Pasbort. Rwy’n ailadrodd fy hun, ond mi fydd hi’n bregeth gyson dros y flwyddyn i ddod.

Yn sgil dyddiad cau 30 Tachwedd fe gyrhaeddodd tua 1450 pasbort dros gyfnod byr o dair wythnos, â’r mwyafrif yn cyrraedd yn y dyddiau olaf. Bob bore tan Nos Calan fe gadwodd y llif yma gyrraedd. Ar ben hyn i gyd mae rhai yn dal i gyrraedd, ar gyfer cofrestru ebolion a aned yn 2019, yn 2020. Mae rheiny wrth gwrs yn amodol ar gyfleu proffil DNA ar gyfer yr ebol/es a’i rhieni, a’r gost uwch sy’ ynghlwm â’r broses.
Mae’r niferoedd mawr yma yn broblematig gan fod cymaint ohonyn nhw yn ffurflenni sy’n cynnwys gwallau neu heb yr wybodaeth angenrheidiol – neu ddim yn y perchnogaeth cywir – a’r elfennau yma sy’n arafu’r proses i bawb.

Mae wedi bod yn gyfnod symud ein data i bas data newydd er sicrhau dyfodol diogel i’r Gymdeithas a’u chofrestr a’r llyfr greoedd. Nid ar fympwy y gwnaed hynny – roedd yn rhaid gwneud er mwyn diogelu’r Gymdeithas, ond mae hynny wedi golygu na fu’n bosib creu nag argraffu dogfennau pasbort am bron i dair wythnos tra bo’r sustem newydd yn setlo, hyfforddi staff ac addasu fformat y pasbort i gyfateb â’r dechnoleg. Mae’r cwmni gyflenwodd y bas data newydd wedi gweithio yn eithriadol o gyflym ac yn hwylus er mwyn ein helpu ac mae nhw’n dal i’n cefnogi.

Ry’n ni’n gweithio yn galed i brosesu pob ffurflen yn ôl trefn eu derbyn, ac rydym wedi bod yn cyfathrebu yn gyson gyda Llywodraeth Cymru i’w hysbysu o bob datblygiad ar hyd y camau. Ry’n ni hefyd wedi gwneud penderfyniadau at y dyfodol er osgoi bod hyn yn digwydd eto, drwy gyfathrebu yn glir gyda’r aelodaeth am yr angen i gofrestru yn gynnar; os yw hynny yn bosib i chi. Mae’n rhaid i bawb ddod i’r arfer o lenwi’r ffurflenni yn fanwl ac yn gywir. Rydym hefyd wedi cychwyn ar weithdrefn newydd sy’n golygu byddwn yn gwrthod derbyn ffurflenni sydd heb eu llenwi yn gywir, â manylion perchnogaeth wedi ei nodi yn gywir. Mi ddylai hynny osgoi’r dagfa ar ddiwedd y flwyddyn.

Yn ystod y deufis dwetha’ ry’n ni wedi dysgu llawer am y broses, fydd rwy’n hyderus, yn osgoi’r sefyllfa anodd yma yn y flwyddyn sydd i ddod.

Rwy’n teimlo bod yn rhaid imi nodi nad yw’n helpu dim ar y staff i ddarllen postiadau ar y cyfryngau cymdeithasol sy’n dilorni a barnu’r Swyddfa a’r tîm ar gyfnod anodd wrth iddynt ddygymod â newidiau mawr. Mi fyddai’n fwy proffidiol os oes gennych gwestiwn neu ymholiad am eich cais, i gysylltu â’r swyddfa neu â mi yn uniongyrchol meirion.davies@wpcs.uk.com

Drwy gydol y cyfnod yma mae’r Swyddfa wedi parhau i baratoi ar gyfer Postiad y Gwanwyn sy’n cynnwys y ‘Journal’ a phrosesu Trosglwyddiadau, Allforion, a phasborts coll neu creu copi newydd o rai.

Un cyngor byddwn yn ei rannu yw i chi nodi enw’r person sy’n derbyn eich galwad yn y Swyddfa. Mae’r staff yn dweud ei henw wrth dderbyn eich galwad, neu tra’n ffarwelio. Gwnewch nodyn ohono – mae gymaint haws i ni ddilyn fyny ar geisiadau pan ry’n ni gwybod pwy sydd â’r wybodaeth cefndir yn y tîm.

Diolch i chi am eich amynedd.

Mae’r ‘Journal’ a’r gwaith papur ar gyfer Cyfarfod Blynyddol y Gymdeithas yn cael eu bacio ar hyn o bryd i’w bostio yn hwyrach yr wythnos hon. Mae’n dipyn o dasg ac rydym fel staff yn gwerthfawrogi yn fawr bod yr Ymddiriedolwyr a rhai gwirfoddolwyr wedi dod i Bronaeron, i wneud y gwaith pacio fel bod y staff yn medru canolbwyntio ar brosesu Pasborts.

Hoffwn rannu sut mae’r ‘Journal’ yn cael eu ddosbarthu:

  • Mae’r pecynnau sy’n mynd tramor yn cael eu postio gynta’ oherwydd pellter y daith i bob pecyn.
  • Yna mae’r Pecynnau ‘Journal’ i gyd yn mynd yr un pryd, wedi eu bagio mewn sachau a’u dosrannu i ardaloedd côd post – dy’n nhw ddim yn cael eu gyrru yn ôl trefn yr wyddor.

Rwy’n gwybod cymaint yw’r disgwyl am gopi adre – ond os nad ydych wedi ymaelodi eleni mae’n well i chi ‘neud! Os nad yw’ch tâl aelodaeth wedi ei dalu, ddaw dim Pecyn i chi drwy’r post!

Yr wythnos dwetha’ wnes i gais am unigolion oedd â diddordeb i fod yn rhan o dîm y Wasg i’r Gymdeithas – gysylltu. Mae’r ymateb hyd yn hyn wedi bod yn bositif iawn, Ond os y’ch chi’n dal i feddwl am wneud – gyrrwch e bost ataf. Dim ots beth yw’ch oed neu’ch profiad – mae angen trawsdoriad ohonoch, â phrofiad amrywiol, o bob ardal.

Hoffwn eich atgoffa – os ydych am geisio i fod yn Feirniad ar banel y Gymdeithas mae’r dyddiad cau diwedd y mis yma.
Mae’r tocynnau ar gyfer Swper y Llywydd yn dilyn y Cyfarfod Blynyddol yn gwerthu yn dda. Rwy’n siwr bydd perfformiad ‘Only Men Aloud’ yn adloniant arbennig. Eleni ry’n ni wedi dilyn polisi cadarn – dim tâl am docyn = dim tocyn. D’oes dim modd bwcio yn unig. Mae hyn er mwyn sicrhau na fydd cost i’r Gymdeithas tase rhai yn penderfynu peidio mynychu ar y funud ola’.

Rwy’n mynd i orffen gyda chais.

Os ydych yn cael problem gyda’r Gwasanaeth Pedigri Ar-lein – plis wnewch chi gysylltu â’r Swyddfa i ofyn am help neu dynnu’n sylw at broblem yn hytrach na chwyno a beirniadu’r gwasanaeth ar y cyfryngau cymdeithasol?

Ry’n ni yma i helpu – os oes anghysondeb a fyddech gystal a gwneud nodyn ohono a’i yrru at enquiries@wpcs.uk.com. Rwy’ wedi bod yn cysylltu yn bersonol drwy Messenger gydag unigolion sy’ wedi bod yn cael trafferth i geisio eu helpu, a hyd yn hyn ry’n ni wedi llwyddo i oroesi bob problem ac ateb gofynion yr unigolyn.

Mi wnawn ni geisio ateb a gwrando ar bob sylw dros y misoedd nesa. Mae’r cwmni sy’ wedi ein trwyddedu i gael defnydd o’r gwasanaeth yn cyflenwi 128 o gymdeithasau brid arall ac yn arbenigwyr yn eu maes.

Nid yw’n sustem sy’ wedi ei adeiladu yn benodol at ein defnydd ac mae ei ddiwyg yn un oedd wedi eu osod cyn i ni ei brynu. Mae’n declyn defnyddiol iawn sy’n cynnig mwy o elfennau i’r aelodaeth a mwy o wybodaeth na’r gwasanaeth blaenorol.

Pob lwc i bawb sy’n disgwyl ebolion yn y gwanwyn – gobeithio bydd pob croesiad yn eich plesio a bod y tywydd fydd yn eu disgwyl yn groesawgar

Diolch

Meirion

Grugaur Mirth yn chwarae cuddio yn yr eithin!
Llun: Trwy garedigrwydd Judy Roach

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