In this article, we are going to take a closer look at how fleet management software helps with compliance.
At AJT Installs, we know that one of the biggest headaches for a fleet manager is managing compliance.
The penalties for non-compliance can be very serious and could have a major impact on a company’s ability to continue trading as normal.
The amount of paperwork involved plus staying on top of amendments or changes in legislation can be daunting, especially for a large fleet.
When you add into the mix the need to ensure that legal changes are communicated throughout the business, it is clear that data needs to be managed efficiently.
Fleet management software like Tracker 365 from AJT Installs, provides fleet managers with instant access to vehicle and driver information so they can better manage the process of complying with industry regulations and legislation.
Talk to our expert team to arrange a demo, so you can see the benefits of Tracker 365 for yourself and how its reporting capabilities can help with fleet compliance.
What is fleet compliance?
Although the rules may differ according to vehicle class, the main aim of fleet compliance is to make sure that vehicles, drivers, and the general public are safe.
In order to do this and to maintain the operator’s licence, fleet managers need to manage the following areas to demonstrate compliance with safety standards:
Management systems should be established for safety and risk, operations/journeys, driver behaviour and vehicle maintenance.
Fleet vehicles have to be maintained, undergo regular inspections, including one by the driver before every shift. They must also be properly equipped.
Drivers have to be medically fit to drive, possess a current licence and have the required certification and relevant driver training for the vehicle. They must comply with the regulations governing driving hours.
How fleet management software helps with compliance
Fleet management software provides a system to electronically record data while vehicles are out on the road, providing a number of benefits:
- Facilitates vehicle inspection/maintenance schedules
- Monitors and analyses driver behaviour
- Cuts down on the paperwork and time required to maintain compliance
- Ensures data is accurate, avoiding human errors
Having the relevant data at their fingertips means fleet managers have all the information they need to maintain compliance.
Management systems
Fleet management software monitors and stores data about vehicles, journeys, loads, drivers, maintenance, insurance, in fact all the information required to produce accurate reports to support, maintain and amend company policies and procedures.
- Information can be used to produce risk management policies and ensure compliance with current health and safety regulations.
- The data downloaded from fleet management software for accidents and incidents can be analysed to compile driver risk profiles and to demonstrate the company’s track record of accidents, how they were handled, insurance claims etc.
- Reports can be properly documented for both compliance and insurance.
- The data can be used to review, revise and improve safety procedures and policies and risk management can be reassessed according to new data.
Vehicles
Fleet management software provides comprehensive data for every vehicle at the push of a button, enabling:
- Effective maintenance scheduling, reducing downtime.
- Preventative maintenance.
- Inspection data can be used to highlight mechanical problems earlier, preventing costly repairs and unscheduled time off the road.
- The production of a report history of faults and how they were resolved for each vehicle.
- More accurate and timely safety inspections from the data recorded during daily driver inspections, reducing paperwork.
- Mechanical problems to be identified before they become major issues, which allows operators to demonstrate how they have reduced risk to their own drivers and the general public.
- Accurate mileage tracking across the whole fleet to ensure even vehicle usage and accurate vehicle replacement forecasting.
- Route planning to avoid congestion, green charges, accident blackspots etc.
Drivers
Fleet telematics and software monitor and analyse driver behaviour, and the data gathered can be used to:
- Develop driver training programmes.
- Demonstrate their fitness to drive.
- Analyse driving ability in varying road and weather conditions.
- Produce risk profiles for each driver.
- Eradicate bad and aggressive driving habits.
- Reduce the risk of accidents.
- Accurately record driving hours.
- Improve accident investigation.
- Improve safety for drivers and the general public.
Driver and Vehicle Standards Agency (DVSA)
We thought it may be useful to talk a little about DVSA fleet compliance and the recognition scheme.
Compliance covers the areas we have explained above, with particular emphasis on:
- Accident risk/safety management
- Vehicle maintenance
- Driver behaviour/training
In April 2018, the DVSA launched an ‘earned recognition’ scheme for operators of:
- Heavy goods vehicles
- Public service vehicles
The idea of the scheme is to help fleet operators in these sectors to show that they meet the safety standards required for drivers and vehicles.
Every four weeks, companies upload detailed reports of drivers’ working hours and vehicle maintenance data to a DVSA system.
The data is then monitored against a set of key performance indicators (KPIs.)
What happens if a KPI is missed for any reason?
The company will be contacted by the DVSA with a plan for how the issue can be resolved.
There are several benefits for fleet operators joining the scheme including:
- Displaying the logo to show earned recognition scheme accreditation
- To be included on the gov.uk website as having recognition status
- To prove legal compliance to new and existing clients and demonstrate that the company maintains high standards of safety
- Reduce the chance of a DVSA visit
- Reduce the chance of having a vehicle stopped in transit
The DVSA has published a guide to maintaining roadworthiness for commercial good and public service vehicles, which is packed full of useful information, procedures, inspections, record storage systems, regulations, best practices etc.
You can discover more about the DVSA earned recognition scheme on the gov.uk website.
If you would like to find out how the automated process and data recording abilities of Tracker 365 from AJT Installs works and how fleet management software helps with compliance, call us now to book a demonstration so you can see for yourself.
Not only will you benefit from streamlined processes and paperwork, you will also gain peace of mind from our three year warranty on any product bought from us and installed by AJT Installs expert technicians.