Vehicle examiners strike action

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Vehicle examiners strike action taking place at various times from 27 November.

Some vehicle examiners who are members of the Prospect union are planning to take strike action every Friday starting from Friday 27 November.

Some vehicle examiners who are members of the Public and Commercial Services (PCS) union are planning to take strike at various times from Tuesday 1 December until Friday 4 December.

Advice for customers

DVSA is doing all it can to make sure that vehicle tests carried out by our examiners go ahead as planned and DVSA expects many of these will go ahead as normal.

If you run an authorised testing facility (ATF) and your vehicle examiner doesn’t arrive, you should follow the usual process and contact your local DVSA network manager.

HGV roadworthiness standards continue to improve

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HGV roadworthiness standards continue to improve.

As part of my blogging service I thought I’d send you updates from the DVSA as and when they come in. They won’t be personalised and it’ll be obvious where they’re from. So here’s the first one….HGV roadworthiness standards continue to improve

Latest DVSA figures show further improvements in the roadworthiness and traffic compliance of lorries on British roads.

DVSA carries out random ‘fleet compliance checks’ each year to determine the roadworthiness and traffic compliance of HGVs, trailers and PSVs.

Over 9 out of 10 GB lorries inspected in fleet compliance checks last year were given a clean bill of health; 9.3% of GB lorries were found to have mechanical faults, down from 10.2% in 2013/14.

Compliance for GB trailers has also improved, with more than 9 out of 10 trailers inspected meeting the required standards. Only 9.8% were found to have mechanical faults in 2014/15, down from 12.5% the previous year.

Read the full report

Why we like Policies and Procedures for Transport Managers

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Why do we like Policies and Procedures for Transport Managers? Imagine a bustling transport operation where vehicles are dispatched seamlessly, maintenance issues are promptly addressed, and drivers adhere to strict safety protocols. This smooth operation isn’t a result of chance but of meticulously crafted policies and procedures. While the topic might not seem thrilling at first glance, its importance cannot be overstated.

Policies and procedures for transport managers provide the foundational framework for how a transport department functions. They define responsibilities, streamline decision-making, and ensure consistent and transparent operations. By establishing clear guidelines, policies and procedures helps prevent misunderstandings and debates, making it easier to navigate complex situations and maintain organisational harmony.

Transport managers, in particular, rely on these frameworks to implement Operator Licence undertakings effectively. From vehicle checks and maintenance to health and safety protocols, grievance procedures, and training programs, comprehensive policies cover a wide array of operational aspects. Writing a policies and procedures manual is undoubtedly a significant and time-consuming task, but it results in a powerful document that is indispensable to any efficient transport operation.

Why Do We Have Policies and Procedures?

Ensuring Efficiency and Control

No successful operator can run efficiently without robust policies and processes in place. A business without these guidelines is like a truck without a driver—essentially an organisation without control. Personnel at all levels would lack the guidance needed to make decisions and carry out tasks effectively. Consider the scenario of returning a faulty product to a shop without a clear refund policy; the outcome would vary based on who is serving you. Similarly, the absence of policies leads to inconsistent decision-making within an organisation.

Components of a Strong Internal Control System

The purpose of creating an internal control system through defining and documenting processes with well-written procedures can be summarised into four key components:

Compliance: Complying with traffic laws and regulations is the fundamental responsibility of any operator. While policies and procedures alone may not demonstrate compliance, well-documented processes, including training and record-keeping, highlight an effective internal control system and adherence to regulations and standards.
Operational Needs: Policies and procedures ensure that all operations run smoothly by providing clear guidelines on how tasks should be performed. This leads to a more organised and efficient workflow.
Managing Risks: Identifying and mitigating risks is crucial for any transport operation. Well-defined procedures help manage potential risks by establishing protocols for various scenarios, thereby minimising the chance of errors and accidents.
Continuous Improvement through Review: Regularly reviewing the effectiveness of policies is an integral part of internal control. Are your objectives being met? Are they meaningful and reflective of the process’s importance and risk? Necessary corrections can be identified and implemented through these reviews, fostering continuous improvement. Improvement is always a question of “as compared to what?”

Enhancing Efficiency and Reducing Supervision

Efficiency is at the heart of a transport manager’s role. Since the transport manager cannot be everywhere at once, developing and communicating policies allows staff and drivers to understand and adhere to their responsibilities independently. This reduces the need for direct supervision and increases overall operational efficiency. Creating well-defined processes documented by procedures to meet legal and regulatory requirements should be a top priority.

The Benefits of Well-Defined Policies and Procedures

Supporting Effective Decision-Making

Clear policies and procedures provide a framework for decision-making and delegation. They outline what actions are permissible, what decisions can be made, and what activities are appropriate. This clarity supports effective decision-making at all levels of the organisation.

Reducing Misunderstandings and Ensuring Consistency

A clear policy framework minimises misunderstandings and debates about specific situations. It ensures transparency and consistency in organisational operations and decision-making, creating a more harmonious and efficient working environment.

Implementation and Challenges

Creating a Comprehensive Manual

Writing a policies and procedures manual is a significant undertaking for any transport manager. It requires time and effort to gather all the necessary information and format it into a coherent document. However, once completed, it becomes a valuable asset that provides clear guidance for all operational aspects.

Utilising Off-the-Shelf Templates

Off-the-shelf templates can save time and effort. They provide a good starting point, but it’s crucial to customise them to meet your specific company requirements. While templates reduce the initial workload, a thorough review and adjustments are necessary to ensure they fit your organisation’s unique needs.

It’s worth noting that if you are ever in the unfortunate position of being called to a public enquiry, the Traffic Commissioner will scrutinise your policies and processes. If you have purchased an off-the-shelf template and have not made the requisite amendments, they will notice!

Continuous Improvement and Review

Regular Reviews and Updates

Reviewing data for policy effectiveness is a critical form of internal control and should be an integral part of the process. Annual reviews help determine if objectives are being achieved and if they are meaningful and reflective of the process’s importance and risk. These reviews enable necessary corrections and improvements.

Driving Improvement

Improvement occurs when comparing the prior condition to the current condition. It’s essential to ask, “as compared to what?” This question drives continuous improvement, ensuring that policies and procedures remain effective and relevant.

Conclusion

Policies and procedures are the backbone of any successful transport operation. They provide the structure needed for efficient and compliant operations, support effective decision-making, and drive continuous improvement. While creating these documents can be time-consuming, the benefits they offer make them an indispensable part of a transport manager’s toolkit.

If you would like to purchase our comprehensive Compliance Pack or would like to know more about writing your own policies and procedures for transport managers, please do get in touch. Here to share the knowledge!

The new London Freight Enforcement Partnership to tackle unsafe HGVs for safer London streets

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Aside from the fact all operators and drivers should be compliant and their vehicles are at MOT standard at all times, this is sadly not the case. October 13th saw a new initiative by the formation of a new London Freight Enforcement Partnership.

The partnership will build on the work of Transport for London (TfL) and partner agencies, including the Industrial HGV Task Force (IHTF) and Commercial Vehicle Units. It will tackle unsafe HGVs (LGVs), and take any non-compliant and unsafe commercial vehicles, drivers and operators off London’s streets.

Launched on 13th October 2015 by London’s Transport Commissioner, Mike Brown MVO and Chairman of Network Rail and Chair of the London Freight Enforcement Partnership, Sir Peter Hendy CBE, alongside representatives from London’s police forces, the Driver and Vehicle Standards Agency (DVSA) and the freight industry.

The Industrial HGV Task Force, has had great success targeting the most dangerous of commercial vehicles. The Task Force, jointly funded by TfL and the Department for Transport, acts as a deterrent against non-compliant companies that attempt to undercut those operating legitimately.

Since October 2013, more than 6,030 vehicles have been targeted and stopped, 87 vehicles seized, 4,500 prosecutions progressed through the Criminal Justice System and 2,134 fixed penalty notices issued for offences including:

Lack of insurance
Driving without the correct licence
Unsafe tyres
Vehicle not equipped with cycle safeguards
Not accurately recording driver hours

The London Freight Enforcement Partnership will also make the most of powers at their disposal. This will include better use of automatic number plate recognition (ANPR) technology for targeting vehicles and feeding reports about identified operator and driver non-compliance to the Traffic Commissioner.

Old Trucks at Horsted Keynes Station

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Thought I’d post some pics of a small old trucks gathering. I must admit, I didn’t get chance to get any information as to who this small collective of enthusiasts we’re, as we needed catch a train! Horsted Keynes station is part of the Bluebell Railway which is a beautiful heritage train line running for 11 miles along the border between East and West Sussex. It uses steam trains which operate between Sheffield Park and East Grinstead. It’s the oldest steam-operated passenger railway in the world to operate a public service. The Society ran its first train on 7 August 1960, less than three years after the line was axed as part of Baron Beeching’s report, which essentially saw the loss of over a third of Britain’s lines.

The Station it’s self is just like going back in time in a real literal sense. It’s been restored under a 1930s theme with period newspaper headlines on boards by the buffet and adverts of the period.

Sorry back to the trucks. Well, suffice to say these are awesome examples of restored old trucks and hope you enjoy looking at them as much as I did.

How to Become an External Transport Manager

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Perhaps you’re just starting on a new venture, you could already be working in the transport industry, or you’re already a qualified transport manager and looking to transition to an external transport manager. Wherever you are on your career journey, please read on to find out, How to Become an External Transport Manager.

Most Small/Medium Enterprise (SME) operators don’t need to employ the services of a full-time transport manager. They therefore can opt to use a part-time/freelance external transport manager. This is where you come in, but if not already, you will first need to get qualified.

Step 1. Getting Qualified

To become an external transport manager you will first need to obtain a Transport Manager Certificate of Professional Competence (CPC) otherwise known as the Transport Manager CPC or TM CPC. It’s suitable for those wishing to enter the profession of HGV or PCV transport management to demonstrate professional competence to meet Operator Licensing requirements.

The Transport Manager CPC qualification is offered on behalf of the Department for Transport and is assessed at Level 3 competence of the National Qualification Framework.

The type of Transport Manager Certificate of Professional Competence (CPC) exam you need to take depends on which sector you want to work in:

Road Haulage – For goods vehicle operators, HGV or van companies
Road Passenger Transport – For public service vehicle operators, bus or coach companies

You need to take an exam approved by one of the following organisations:

Chartered Institute of Logistics and Transport (CILT)
City & Guilds
Innovate Awarding
National Logistics Training Consortium (NLTC)
NOCN Group
Skills and Education Group (SEG) Awards

Consider whether you will be working with operators running national and/or international operations. You will need to take an extra exam for international transport management.

Pop Transport Manager CPC into a search engine and find a training provider near you. Most offer options for distance learning, online, tutor-led and classroom courses.

Step 2. Getting ETM work

It is possible to become an external transport manager when just starting. Your options may be a little limited though, if you have little or no experience. There are, however, a few things you can do that will help tip the odds in your favour.

Get help/support

If you’re signed up with a company offering an ETMs finder service, you could ask them if you can come back to them, should you need some advice or guidance. You can also ask around, the Transport Manager Community are a friendly bunch and we’re always helping each other out. There are a few web forums out there, Facebook has a number of groups you can join to connect with other TMs

Be on top of your game

With sound knowledge and comprehensive understanding you can hit the ground running. If it’s a new operator, you could have your policies and processes documents ready to implement from the outset. Demonstrate you have a plan, so the operator knows they are in safe hands.

Aim for new SME (Small/Medium Enterprise) operators, running 1 to 5 vehicles. Starting with a new operator is great because you can grow together. My first job was with an owner-operator with one vehicle, he is now running a fleet of 50 vehicles and we are still working together.

ETM Finder services

There are companies (such as ourselves) that help operators gain their O’Licence and therefore are always on the lookout for external transport managers. Feel free to join our ETM database. If work comes in your area, we’ll be in touch!

New Operators

When you get work with a new operator, you will be expected to help set up their systems including policies/processes, tachograph hardware/software, and generally, guide them during the application process. We’ll have a look at systems in another post/video. Just remember that external transport managers are expected to provide the same level of expert compliance services as a full-time transport manager.

Restricted Licence Holders

You could consider offering your services to Restricted Licence holders. Restricted licence holders don’t need to employ the services of a professionally competent person, they have to sit OLAT but that’s it! However, restricted operators are required to comply with the same legislation as Standard Licence holders. I always advise Restricted Licence holders to ensure they at the very least, have access to professional advice. This can be in the form of a retainer service.

How many operators can I work for?

You can only work for 4 operators and a maximum of 50 vehicles. However, your application (via the operator’s application) will be at the Traffic Commissioner’s discretion. The factors considered include, how far and how long it will take you to travel to the operators’ premises, how many vehicles you will be managing, what work you will be carrying out, whether you have any assistance, what tasks the assistant will be assigned, the days and hours you will be working and what other work you do.

How much can I charge as an external transport manager?

The standard rates for an external transport manager are around £450.00 for the first vehicle plus £100.00 per vehicle after that. This system is based on the amount vehicles the operator has been granted on their licence, or the ‘margin’ as it’s called. So, if an operator has a five-vehicle margin, you could charge £850.00 per month, for example.

You can also charge more depending on the operator’s OCRS score. OCRS indicates the level of risk you will be managing. Therefore, you should consider the extra work and headspace required for the task ahead. It’s also worth noting you will need to take into account personalities. Every operator is different, however, an operator with a red OCRS score could indicate a resistance to compliance in general. If this is the case, you must be firm, resolute and confident with the systems you put into place. Have a look at my rates page here to get an idea of how much extra you should be charging for amber or red operators.

When can I start to charge my fee?

I often get asked by new operators if they can start paying the ETM from the point they put their first vehicle on the road. The simple answer to this question is no. Start to charge your fee as soon as the online TM1 form has been sent for approval and the contract has been signed. Once the TM1 form is in application, it has taken up one of your four permitted operator slots. Make sure the start date on your contract reflects this.

The Contract

You will need a comprehensive contract that covers:

Appointment/Termination
Duties
Fees, invoicing, and expenses
Confidentiality
Delivery up documents
Tax liabilities and indemnity
No employment
Data protection
Force majeure
Survival of causes of action
Severability
Waiver
Notices
Law and jurisdiction

It is always advisable to seek the assistance of a solicitor with all things legal. However, you can purchase and download a template copy of an External Transport Manager’s Contract here.

Considerations

There are some important things to keep in mind before making your application to the OTC. An ETM can only work for, up to four operators, managing a total of 50 vehicles.

Also, factors like, the total amount of vehicles you’ll be managing, the distance you’ll be travelling, whether you have on-site assistance and the tasks assigned to the assistant. Number of days and hours you work, and other work commitments will influence how much you’ll be permitted to take on.

Step 3. Transport Compliance Systems

Handbooks

As an External Transport Manager, ensure you are armed with all the documentation necessary to stay compliant. Policies and processes usually come in the form of handbooks. One for the operator and one for drivers and staff. They provide a framework within which an operator operates. They define what the transport department does and how you manage it. Clear policies and procedures support effective decision-making and delegation because they provide guidelines on what operators, drivers and staff can and cannot do, what decisions they can make, and what activities are appropriate.

Management tools

You will need to have tools in place to manage and record all required data. The easiest way to do this is to grab a spreadsheet and create tabs for each area of management required to be recorded. Such as:

Operator information
Vehicle maintenance planner
Driver information
Training Matrix
Incidents log
Complaints
Roadside stops
Fuel usage for example

There are compliance management software systems you can use but in all honesty, I have found them to be a little over-complicated for the SME operator.

You can use various compliance pack templates on the market. They should include but not be limited to:

Policies and procedures
Forms and stationery
Risk assessments
Declarations
Management tools

Feel free to have a look at our Transport Manager’s Compliance Template Pack which is both HGV and PCV friendly.

Tachograph analysis

You must ensure you have a means to collect and analyse driver card and vehicle unit (VU) data. You can either go directly to a tachograph analysis software company or sign up to a bureau. A bureau adds a level of extra personal service to the analysis process. Hardware-wise, you will need a download tool. More about tachograph analysis here.

Step 4. Add extra value to your offering

You can add value and earn extra income by becoming a Driver CPC Trainer. There are a few options open to you

Work for an existing training provider
Freelancer
Join a Driver CPC Consortium
Set up a Driver CPC Centre in your own right

You can learn more about how to become a Driver CPC trainer here.

Other opportunities

Other opportunities you can consider to make an extra buck are:

Compliance auditing services
Tachograph analysis services
FORS auditing
Restricted licence holder retainer services
Public Inquiry services

If you have any thoughts on other possible opportunities, I’d like to hear them!

Keep up to date, keep learning

Becoming an external transport manager can be a challenging yet rewarding career choice. It does require a wealth of knowledge but you can strengthen your position by staying up-to-date and, with most professions, continuous professional development is a key aspect of career development.

Keep up to date by signing up to trade publications. DVSA’s online publication ‘Moving On’ is the ticket for compliance updates. Feel free to join our newsletter too!

Need Help?

If you need any advice about how to become an external transport manager, please get in touch. We’re here to share the knowledge!

National Lorry Week….’Love a Lorry’

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Between 26-31 October, National Lorry Week will see events taking place which the RHA hopes will ensure that the industry and its drivers get the recognition for the essential service they provide.

National Lorry Week events include the RHA hosting a stand at the Conservative Party Conference, so they can hear first-hand about the vital role the industry plays in the British economy, but can also test their potential skills as professional driver on a HGV simulator.

Other National Lorry Week events include the promise of “high profile media figures” spending a shift working as a driver and a TV documentary starring British Touring Car Championship driver Tom Ingram training to drive an HGV.

Hauliers will also be asked to display a ‘Love a Lorry’ sticker on their vehicles. A ‘spot the sticker’ competition, with a top prize of £1,000, will coincide with the promotion.

RHA chief executive Richard Burnett said that 85% of everything eaten, worn and bought and used is moved, at some point, on the back of a UK-registered lorry.

“Without us, supermarket shelves would be empty, homes would not be built and manufacturing plants would grind to a halt. This industry employs more than 2.2 million people and, contributes £74.5bn to the UK economy,” he said.

“We have a huge impact on the lives of everyone in Britain but sometimes that positive contribution is overlooked.

“National Lorry Week will provide us with an opportunity to reach out to the public and politicians as never before to highlight our massive and positive contribution to daily life.”

Hauliers across the UK will also be asked to open their doors and invite the public to:

Get up close and personal with a lorry;
Meet operators and drivers to hear about the important role the road freight industry plays;
Find out how the industry keeps them supplied with all the things their lives depend upon;
Hear about careers in driving and other industry-related jobs;
Listen to what the industry is doing to reduce its impact on the environment.

Burnett said: “The British public should be proud of its road haulage industry. It is an industry that works hard, is efficient and innovative. This industry is currently suffering from a massive driver shortage. What better way to highlight the industry as a great career opportunity?”

Road Haulage Association attending Conservative Party Conference as an exhibitor!

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Next week’s Conservative Party Conference in Manchester (4-7 October) will see the Road Haulage Association (RHA) attending as an exhibitor.

As part of this initiative, the Road Haulage Association will be demonstrating the high skill levels required to drive a heavy goods vehicle and are inviting all visitors to the stand to take part in a ‘Top Gear’ style challenge on a truck simulator. The aim is to beat a score set by the industry’s very own ‘Stig’, Allan Marsh. Allan won the Microlise Driver of the Year competition against a field of over 90,000 drivers using Microlise’s own telematics software and we know that he’ll set a good score. But, as with all competitions, a high score can always be broken.

This forms part of National Lorry Week (26-31 October), aimed at boosting the profile of the industry with the general public, schoolchildren and college leavers, as well as those looking for a change of career.

Everyone is welcome and encouraged to put their driving skills to the test. The Road Haulage Association will be on stand 53 in the conference exhibition area.

London’s first interactive collision map shows safety history of Capital’s roads

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The Mayor of London and Transport for London (TfL) launched the Capital’s first interactive digital collision map, which is part of a continued drive to improve road safety awareness to reduce the number of casualties in the London.

The London Collision Map http://www.collisionmap.london uses extensive data, collected by the Police and held by TfL, to shine a light on road collisions in local areas. This creates a useful new way to inform road users about junctions with high collision histories and aiding improvement work in line with TfL’s commitment to improve transparency for customers and stakeholders.

The map allows anyone to easily search for collisions anywhere within London, providing information about when, where and how severe incidents were, which date back to 2005. The aim is to help raise awareness of road conditions and encourage road users to take extra care at junctions.

The report also outlines the Mayor’s new target, set earlier this year, to halve the number of KSIs by 2020 compared to the Government base line – meaning a reduction of more than 14,000 deaths or serious injuries over the life of London’s road safety plan to 2020.

For more info about the other work TfL is carrying out please visit www.tfl.gov.uk/roadsafety

external-transport-manager-collision-map

Easy to read legislative changes to Tachograph and Exemption rules

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While I’m here I thought I’d post the updated legislative changes to Tachograph and Exemption rules which came into place back in March….all useful stuff!

Extension to digital tachograph Vehicle Unit download limit

On 6 April 2015 the maximum legal limit for downloading data from the digital tachograph vehicle unit increased from the current 56 days to the EU maximum of 90 days. The limit for the driver card was unchanged. This may now allow operators whose vehicle safety inspections are at intervals of eight weeks or greater to incorporate the download as part of the inspection process, as is common practice currently where the inspection interval is less than eight weeks. This may also aid operators whose vehicles spend significant amounts of time away from base.

New generation digital tachographs

A new regulation from the EU will impact upon various aspects of digital tachograph laws, including specifying a ‘new generation’ unit which will be required to be fitted in new vehicles registered from around 2019 (specific date yet to be confirmed). The new tachograph units will include a Global Navigation Satellite System (GNSS) source to produce a location stamp at start and end of driving and otherwise at three hour intervals, a wireless enforcement function to communicate to enforcement officers possible manipulation (but not driving and break data), and the integration with Intelligent Transport Systems such as telematics equipment.

Exemptions

From 2 March 2015, a new European regulation – EU 165/2014 (PDF 2 MB) – will replace EEC 3821/85, setting out requirements for the construction, installation, use, testing and control of tachograph recording equipment.

The new regulation increases the journey distance for exemptions from 50km to 100km from the operator’s base. This will apply to:

vehicles or vehicle and trailer combinations with a maximum weight of 7,500 kg which are:

– used to carry materials, equipment or machinery for the driver’s use in the course of his work and when driving the vehicle is not the driver’s main activity

– used to carry goods and which are propelled by natural or liquefied gas or electricity

vehicles used to carry live animals from farms to local markets, or from markets to local farms or slaughterhouses

From 2 March 2015, these vehicles will no longer have to be fitted with tachograph recording equipment and the drivers will not have to comply with EC drivers’ hour rules. Instead, drivers of these vehicles must meet GB domestic drivers’ hours rules.