Fleet Management Service

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1. Fleet Management Service:

1. A company with company vehicles has a Fleet Manager with a Fleet Management Service (FMS) as the data needed to comply with their legal obligations.

2. The company Fleet Management Service provided by the Fleet Manager may be:

(1) a loose collection of papers and spreadsheets that suffers from errors of ommission and errors of transcribing.

(2) a shared online application of integrated vehicle data with much higher levels of productivity to reduce operating costs.

3. A reason that a colection of papers becomes unmanageable and too expensive is because Fleet Management is a legal obligation involving a complex interaction of many different types of data such as inspections, fuel costs, utilization and return on investment.

4. The mission of the online Fleet Management Service to help the Fleet Manager by giving each person in the company the application they need to record vehicle inspections, journeys and renewals.

5. Fleet Management Service applies to:

(1) company cars.

(2) company vans (light commercial vehicles).

(3) company trucks (heavy commercial vehicles).

(4) Specialist construction machinery.

(5) Trailers.

6. Fleet management may also include yachts, boats, ships, aircraft, helicopters, rail cars and similar assets. The Fleet Management Service is part of the Asset Management Service.

7. Fleet management involves people as drivers that are part of the Human Resource Management (HRM) Service. The Accident Management Service (AMS) is part of the Human Resource Management Service.

2. Fleet Management Data:

1. FMS is defined by the scope of its shared data that includes the following.

2. Vehicle as an asset with a type as:

(1) Car.

(2) Van as light commercial vehicle.

(3) Truck as heavy commercial vehicle.

(4) Specialized consruction vehicle.

(5) Trailer.

3. Driver as a person registered as an application user.

4. Inspection as a daily or regular event with evidence.

5. Mileage and fuel costs for each and every journey.

6. Utilization valuation and return on investment.

7. Renewals of VED, insurance, MOT, break down cover.

8. Driving Hours directive limits and records.

9. Incident and accident evidence and history.

3. Fleet Management Functions:

FMS begins with the following basic functions.

1.1. List all vehicles in the fleet.

1.2. Add a vehicle to the fleet.

1.3. Remove a vehicle from the fleet.

1.4. Change a vehicle details such as MOT due, VED due, valuation due, replacement due.

1.5. Show diary of scheduled renewals for MOT, VED, valuation and vehicle replacement.

2.1. List all drivers in the HRM.

2.2. Add a driver to the HRM.

2.3. Remove a driver from the HRM.

2.4. Change a driver details such as driving licence, insurance cover, break down cover, disabilities, next of kin.

2.5. Show diary of scheduled renewals for driving licences, insurance, MOT, breakdown cover and vehicle replacement.

3.1. Show weekly vehicle inspection, mileage and fuel cost report.

3.2. Add Daily Vehicle Inspection (DVI) (and mileage) evidence for a specific vehicle.

3.3. Add fuel payment evidence for a specific vehicle.

3.4. Add incident or accident evidence for a specific vehicle.

4.1. Show accident history by driver or by vehicle.

4.2. Add a accident report.

4.3. Add a witness report to accident.

4.4. Add a evidence report to accident.

8.1. Vehicle tracking to keep the driver and contents safe from hijacking - to be planned.

8.2. Vehicle diagnostics to be downloaded from the vehicle and analysed - to be planned.

8.3. Driver behaviour for insurance purposes - to be planned.

8.4. Vehicle remote disabling, panic and emergency call - to be planned.

8.5. Vehicle life-cycle and replacement - to be planned.

4. Benefit Analysis:

1. The only reason that a company will invest in a Fleet Management Service is to reduce their operational costs by increased productivity.

2. A key benefit is demonstrable compliance with legal regulations, but this will not be the reason for the company to adopt a Fleet Management Service.

3. The Fleet Manager needs tools to do the job and the most effective tool needs to work when they are on leave and needs to be shared online by all involved parties.

4. On top of the basic legal obligations is the need to eliminate errors where renewal dates are missed for VED, MOT, insurance, break down cover, driving license, etc..

5. Executives need a simple clear picture of fleet utilization because the business requirements continually evolve and the mix of vehicles used last month may not be what is needed next month.

6. Productivity is paramount because a company can only reduce its operational costs by using online tools that make it faster, easier and more accurate to gather evidence.

7. Online shared data means the company is agile and can rapidly change because people do not have to spend an unreasonable amount of expense time hand crafting pretty spread sheets.

8. Company Directors have a duty of care and are liable under the law if they fail to give clear policies and guidance to drivers. Even a private car used by a person for business purposes causes Company Directors to become responsible for the road worthness of that private car. Where the company cannot prove who was driving a company vehicle, then a Company Director is personally responsible will be fined as if they were the driver. Every death on the road will be treated as manslaughter and a Company Director will be legally responsible unless they can prove that another person was the driver at the time of the death.

9. Driving for Work Policy is mandated and essential to mitigate liabilities on company Directors. Company Directors who can prove they have an adequate Fleet Management Service will mitigate the personal liabilities.

10. When a vehicle is stopped to be checked by law enforcement or a road traffic officer, it can be of benefit to be able to show law enforcement all the applicable document so delays are minimised. It is reasonable and practical to rapidly show copies of all the road traffic documents that may be requested.

11. In the event of an incident or accident, it can be a significant help to the driver to use the application to take them step by step though the correct procedure with certain knowledge that nothing is being missed. It is comforting to know that photographic, video and audio evidence is uploaded and replicated so it will never be lost.

5. Driver Daily Procedure:

Each day, the driver shall complete the following steps:

1. Sign in using a PIN with their smart phone.

2. Add and complete a Daily Vehicle Inspection (DVI) checklist.

3. Add and clock in with a Daily Time Sheet (DTS).

4. Attend the Daily Activity Briefing (DAB) and complete their register.

Objective:

1. The driver has a legal obligation to inspect their vehicle and complete a checklist before using the vehicle. The company must comply with the Road Traffic Regulation Act (1984) and have evidence of the driver of each company vehicle and evidence that the vehicle is fit-for-purpose for each journey.

2. A person has a legal obligation to clock in when they arrive on site and clock out when they leave the site. The company must comply with the Health and Safety at Work Act (1974) and have evidence of who is on-site at any time and evidence that the person has been briefed on relevant health and safety matters.

Exception:

1. Where the driver is driving their own private car on company business, then the vehicle inspection interval may be once a quarter.

2. Where the driver is driving their assigned company car on company business, then the vehicle inspection interval may be once a month.

6. Disaster Revovery Plan:

1. The company has a Disaster Recovery Plan (DDP) that may be in the mind of a person or may be a well rehearsed online application procedure.

2. A key benefit of the online application service is that evidence cannot be lost when a disaster hits the work place.

3. Information is captured using any kind of computing device and that data is encrypted and replicated to many secure data centres.

4. Encrypted data cannt be stolen because it is meaningless and worthless to a criminal.

5. Replicated data cannt be lost because it can be recovered from a large number of distributed data centres.

6. In the event of a disaster, the company can demonstrate the HSE complete compliance with all regulations because the company is not dependent on paper and locally stored records.

7. Driving at Work Policy:

1. Code of conduct like no alcohol or drugs.

2. Drivers of company vehicles.

3. Drivers using their own vehicle for work.

4. Company responsibility.

5. Fleet management.

6. Vehicle maintenance.

7. Evidence of collissions and inclidents.

8. Driving time and driving hours.

9. Driver Training.

10. Safe Driving Behaviour.

11. Fuel Efficiency.

12. What to do in the event of an incident or accident.

13. What to do in the event of causing damage.

14. What to do in the event of a breakdown.

15. Cost benefit analysis for this policy.

8. Sample Vehicle Inspection Checklist:

1. Vehicle: registration, vehicle-identification-number, year made, make and model.

2. Driver: identity, name, license type, expiry date.

3. State: mileage, fuel level.

4. Tyres: pressures and condition.

5. Lights: side, head, brake, hazard.

6. Cabin: horn, mirrors, wipers, hand brake, foot brake.

7. Engine: washer water level, radiator water level, engine oil level, gearbox oil level.

8. Extra: battery, leaks, accident kit, first aid kit, spare wheel.

9. Journey: distance, duration, weather, comfort breaks.

10. Documents: Registered Keeper, Insurance, Break Down Cover, Driving license, MOT certificate, Inspection Checklist.

Document Control.

1. Document Title: Fleet Management Service.

2. Description: Fleet Management Service, policies and guidelines.

3. Keywords: Fleet Management Service, policies and guidelines.

4. Privacy: Shared with approved people for the benefit of humanity.

5. Edition: 1.1.

6. Issued: 2 Jan 2018.

Crib Sheet.

B33. Asset type is Vehicle, with reminder schedule.

B4339. Asset Diary.

B48. Inspection Checklist with mileage and purchase by vehicle, driver and date.

B4306. Vehicle inspection add new, refresh and report.

B28. Task as renewal event with purchase by vehicle, driver and date.

B4308. Task add new, refresh and report.

B51. Accident, incident or event by date as historic record.

B52. Witness Statement by Accident.

B53. Evidence Report by Accident.

B4001. Signin Welcome page.

B4306. Vehicle inspection add new, refresh and report.

B40nn. Vehicle Inspection: week to view and month to view reports, click to view one inspection.

Documents.

1. The most important part of the application service is the "what to do" guides to help people do the right thing at the right time.

2. Accident Evidence Procedure is a proactive method for the application to lead a person through the accident procedure making sure that nothing is missed.

3. Site Accident Plan - is a critical document to help people and mitigate liabilities at a work site.

4. Driving for Work Policy - is a critical document to mitigate Company Director liabilities.

5. Fleet Management Policy - sets out the role and objective of the Fleet Manager and their procedures, including accidents.

6. Alcohol and Drug Policy - is included to complete this vehicle picture.