How to compile your FORS manual the easy way

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In my post Why We Like Policies and Procedures for Transport Managers I talked about the importance of policies and procedures as they provide the framework for all your transport operations. Today, I want to provide you with some insight as to how to compile your FORS manual the easy way. Thus preparing you for a successful FORS audit.

It’s easier that you think!

This isn’t to diminish the importance and usefulness of FORS in anyway but once you have your starting point and the requisite components it shouldn’t be too taxing. However, you should give yourself plenty of time as the actual process is time consuming. Follow the rules below and you’ll be on to a winner!

Rule 1. Follow the Standard

I have gained all my experience through helping companies achieve their FORS Bronze accreditation and I know FORS auditors hold the same opinion when they turn up to an audit. Like all humans they prefer to have an easy audit and for that reason they want to see a concise, well written manual containing the correct information which follows FORS Standard. I can not stress how important this is. When you compile your policies and procedures for your audit and follow the Standard you will have completed 80% of your audit requirements.

Rule 2. Use the Standard

I remember the line “the answer’s in the question” in the Reeves and Mortimer quiz show, Shooting Stars. When first reading through the FORS website it can be minefield of information and broken links and to prepare can be a very daunting prospect. However, the answer is in the question. All the policies and procedures are within the Standard itself. Together with the guidance notes, will provide you with, if not all the information required, certainly most of it. The rest is bespoke company policy you will need to research and compile yourself. Ensure you use the numbering system M1, M2 etc. Use the headers and even the text to compile your document from the Standard and the Guidance notes. If you do this, you will lay the foundations needed to write a great manual. It’s worth noting your drivers will also need a handbook of some description which you can compile in the same way, thus ensuring you have left nothing out. Obviously, you won’t need to include all the Standard for the drivers. Criteria for which will become self evident.

Want an even easier solution?

If you just don’t have the capacity to compile your own policies and procedures then fret not. I have written both Operator and Driver template handbooks which follow the FORS standard. These tried and tested documents never fail to impress the auditors and I have a 100% pass rate for helping Operators acheive their FORS audit. For more information and to purchase please visit my shop.

Thanks for reading my post on how to compile your FORS manual the easy way. If you found this useful please like my Facebook page. If you would like to discus your policies and procedures, Help with FORS or anything Transport Management, please do get in touch.

Change to Driver CPC card issuing process

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Change to Driver CPC card issuing process.

Forward post from DVSA

The Driver CPC card will no longer be immediately sent to drivers who complete their periodic training more than 12 months before their deadline.

You’ll get your new Driver CPC card straight away if you complete your training in the 12 months before your deadline. If you complete your training more than a year early

You won’t get your new Driver CPC card until nearer the time your current card expires.

You can check when you’ll get your new card.

If you change address: You must tell DVLA you’ve changed address to make sure that your next card is sent to your new address.

You’ll have to pay £25 if it’s sent to an old address because you haven’t updated your licence.

New FORS Standard update V4

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The New FORS Standard update V4 has now been released, along with details of how this affects current members.

In this post we’ll have a look at the New FORS Standard update V4. FORS review and update their Standard on a two-yearly cycle and covers the pathways to FORS Bronze, FORS Silver and FORS Gold accreditation.

Firstly, who will the New FORS Standard update V4 affect?

New organisations

If your organisation is already registered on Thursday 29th September 2016 but not yet accredited, you will be audited against version 3.3 of the FORS Standard
Organisations registering with FORS after 29 September 2016 will be will be audited against version 4.0 of the FORS Standard.

Existing organisations

Already FORS accredited organisations with a renewal date up to and including Wednesday 9 November 2016 will be audited against version 3.3 of the FORS Standard
Existing FORS accredited organisations with a renewal date after Wednesday 9 November will be audited against version 4.0 of the FORS Standard.

What’s been updated in the new FORS Standard update V4?

There have been number of changes as to how some elements and are named and some elements have been swapped around. There’s also been some updates more relevant for the PCV sector and driver training. Here’s a run down of new FORS Standard update V4 changes.

Management

M2 Responsibilities and Accountabilities – Now called ‘Organisational Structure and Responsibilities’, but no other significant changes
M3 Responsible Person – Now called ‘Responsible Person/s’, operators are required to ensure that there is sufficiently qualified / experienced resource in place for the operation to continue without interruption
M6Review – No significant change, but now with a more detailed explanation of what needs to be demonstrated
M7 Change – This section is now ‘Complaints’ (formerly M8). It explains the need for effective management of complaints made by customers or the public
M8 Compliants – This section is now ‘Transport Fines and Charges (formerly D8). It explains the need to record and react to fines or unpaid charges
M9 Resourcing – This section is now ‘Transport Updates’ (formerly M10), but now requires an operator to receive information that’s specific to running a vehicle fleet
M10 Updates – This section is now ‘Information Management’ (formerly O5), but no other significant changes
M11 – This section is now ‘Tyre and Fuel Management’ (formerly V3), but now requires more evidence of managing the full life-cycle of tyres, as well as a system of monitoring and managing fuel consumption

Vehicles

V2 Daily walk around check – Now called ‘Defect Checks’, operators are required to demonstrate that checks are done on each vehicle operated by a driver (accounting for multi-vehicle use within a shift)
V3 Fuel and Tyre Usage – This section is now ‘Insurance’ (formerly V4), but no other significant changes
V4 Insurance – This section is now ‘Vehicle Excise Duty and SORN’ (formerly V5). It requires operators to demonstrate that VED is managed and SORN declarations completed where required
V5 Vehicle Excise Duty – This section is now ‘Safe Loading and Load Restraints’ (formerly V6), but now with more focus on load restraints
V6 Safe Loading – This is a new section called ‘PCV Safe Loading and Load Security’
V8 Working at height and the prevention of falls from vehicles – Now called ‘Personal Safety in or around Vehicles’. This requirement has been made more relevant to the PCV sector, and now focuses on safety around the vehicle (not just working at height)
V9 Vehicle Manoeuvring – No significant change, though now includes more comprehensive demonstration

Driver

D1 Licensing and Qualifications – This section now requires operators to use a risk-based system at least once every six months
D2 Driving Standards – This section now includes the requirement to issue the latest version of the Highway Code to drivers, and to instruct them to observe the requirements contained within it
D3 Staff Training – This section is now ‘Induction Training’. It requires a structured process for the induction of employees that focuses on heath and safety and vulnerable road users
D4 In-vehicle Technology – This section is now ‘Professional Development’ (formerly D3), but with no other significant changes
D5 Health and Safety – This section is now ‘In-cab Technology (formerly D4), but with no other significant changes
D6 Driver Fitness and Health – This section is now ‘Health and Safety’ (formerly D5). It now includes more comprehensive demonstration
D7 Drivers’ hours and working time – This section is now ‘Driver Fitness and Health’ (formerly D7), but with no other significant changes
D8 Monitoring Driving – This section is now ‘Drivers’ Hours and Working Time’, but with no other significant changes
D9 – This section is now ‘Driver Infractions’ (formerly D8 Monitoring Driving), but with no other significant changes

Operators

O2 Specialist Goods – This section is now called ‘Specialist Goods and Abnormal Loads’. It now requires an operator to effectively manage the transportation of abnormal loads and appoint a DGSA where necessary. ‘Waste’ is also defined as hazardous waste only
O3 Incidents and Collisions – This section is now called ‘Incidents and Insurance’. It combines the requirements of O3 and O4, but no other significant changes
O4 Insurance Claims – This requirement is now incorporated into section O3
NEW O4 – This new requirement is called ‘Engine Idling’
New O5 Record Control – This new requirement is now called ‘Vehicle / Equipment Theft and Unauthorised Access’.

Silver

S1 – Operators must now have at least 30 calendar days left on their bronze accreditation when applying for silver
S3 Vehicle Warning Equipment – This section is now called ‘Audible Warning Systems’. The most significant change is the requirement for operators to fit a reversing alarm to all vehicles over 3.5 tonnes GVW
S5 Driver Training – This section is now called ‘Vulnerable Road User Safety Training’, and now requires any driver training to be FORS approved. Additionally the annual training can now be completed either as an e-learning module or a classroom based session, with at least 90% of drivers having completed (or been booked to complete) the necessary training – I’ll let you know the details on this in the next post.
S6 Transport Related Fines and Charges – This section is now called ‘Performance Data’ (formerly S7), and include the need for operators to monitor NOx and Particulates as part of the capture of emissions data
S7 Performance Measurement – This section is now called ‘Fuel and Emissions’ and is a development of G6
S8 – This section is a new requirement called ‘Road Risk’.

Gold

G1 Maintain FORS Silver – This section is now called ‘Maintain FORS Bronze and FORS Silver’ and adds in the requirement to maintain accreditation at all levels
G2 Promoting FORS Standard – This section is now called ‘Promoting the FORS Standard’, but with no other significant changes
G3 Published Case Study – This section is now called ‘Published and Updated Case Study’ and reaffirms the need for operators to update FORS case study material once a year
G4 Performance Measurement – This section is now called ‘Performance Data’. It includes the need for operators to be actively reducing the impact of emissions including NOx and Particulate Matter
G5 Staff Training – This new section is called ‘Driver Health and Fitness Review’. It requires operators to carry out a detailed check of the health and fitness of each professional driver
G6 Fuel and Emissions Champion – This section is now called ‘Professional Development (formerly G5), although there are no other significant changes
NEW G7 – This new section is called ‘Strategy for Recruiting New Drivers’. It requires operators to have a plan in place to recruit new drivers into the industry NEW G8 N/A This new section
NEW G8 – This new section is called ‘Noise Assessment’. It requires operators to document an assessment of noise emitted by their operation or activity

In summary

There are quite a few changes for the New FORS standard update V4. The great news is they will all be covered in my own updated comprehensive Operator and Driver Handbooks which will be available in the TMconsultant shop soon. I’ll let you know when they’re ready!

Even though FORS have updated their website they have, in fact made it even more difficult to navigate!

If you need any advice or FORS help, then just get in touch. We’re here to share the knowledge!

Left it too late to prepare for your FORS Audit?

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Left it too late to prepare for your FORS Audit?

I get many enquiries from potential clients who feel they may have left it too late to prepare for their FORS Audit. Obviously, I would never advocate this kind of action plan as with some cases it may mean re-booking your audit. FORS are generally very fair and look at each case individually but leaving too late will probably not stand up. You’ll also need to pay the audit re-booking fee. Depending on fleet size, this can be quite substantial especially when having to paying twice. It’s also worth pointing out that unless you book your FORS audit within a three month period, you’ll also be liable for re-registering and paying the associated costs.

For a full breakdown of what FORS costs, go here

What you can do if you’ve left it too late to prepare for your FORS Audit?

If you have left it too late to prepare for your FORS audit, then depending on the time frame, will depend on what you can do. Obviously, the longer you leave it the more limited your options are but it’s not impossible to reach a favourable outcome, if you’re prepared to put in the time and effort.

So the question is what do you need to do?

Well, firstly don’t panic! It is understandable to feel overwhelmed when you approach the Standard. Along with all the other tasks you have to carry out for your job, you would be forgiven for feeling a little stressed. The great news is the Standard is actually your friend. I know what? Because it has been set out in a very simple and measured way it is designed to help you as much as possible. You will also need to address the guide as this sets out what you need to show as evidence to the auditor.

Ok so you have your Standard and the guide to go with it. Now just work your way through, step by step tackle each task. The biggest hurdle to tackle first is your policies and procedures manual. You should already have an exiting document which you can adapt. If you don’t you can find a FORS ready template here. If you are using a template then work through methodically using the standard and guide and ensure the document is company specific.

It might be a good idea to consider employing the services of a consultant who specialise in helping operators achieve their FORS accreditation. They will identify any shortfalls quickly and provide a realistic time line and action plan for you to follow. They will help you speed things up but it still up to you to ensure all the tasks are completed.

If you think you’ve left it too late to prepare for your FORS Audit then get in touch, I may be able to help. Here to share the knowledge!

Brexit what happens with Driver CPC Training now?

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Brexit

Brexit what happens with Driver CPC Training now? Well the short answer is nothing at all, for at least two years!

The referendum was a representation of public opinion and Article 50 (which starts the process of the UK leaving the EU) hasn’t been invoked until the Prime Minster has put it into place. Once Article 50 is invoked however, there’ll be a period of at least two years where there’ll be no change at all. After which, the UK will proceed with negotiations, the terms of the exit and any future trade relationships will be decided. This means that Driver CPC will not change in any way, until at least late 2018.

So far it’s the opinion of leading trade associations and legal specialists that Driver CPC obligations are unlikely to significantly change, because the Directive was transposed into UK law in 2007. Possible changes could include a test at the end of each Periodic Training session (which I personally subscribe to). The UK is also a signatory of The European Agreement Concerning the Work of Crews of Vehicles Engaged in International Road Transport (ATER), which contains driver CPC obligations. The UK is expected to remain a signatory of AETR as a condition of ongoing trade with the EU.

My advice to drivers and operators is to keep up with your Driver CPC training. Not only has Driver CPC training made a massive and positive impact on drivers knowledge and therefore road safety, but because the likely hood of there being any change is minimal.

If you would like to more about Driver CPC training or would like to join the TMconsultant Driver CPC consortium please visit our website or get in touch

View 2007 No. 605 ROAD TRAFFIC The Vehicle Drivers (Certificates of Professional Competence)
Regulations 2007

Driver CPC Training – What’s the point?

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Driver CPC Training – What’s the point?

Driver CPC Training – What’s the point? Is a question I get asked all the time by drivers. Well, there a many great reasons for Driver CPC Training. I’m now into my 7th year of Driver CPC training and running a Driver CPC Consortium and I’m shocked as to how many professional drivers out there have gaps in their basic ‘need to know’ knowledge. And interestingly, I’m constantly asked “Driver CPC training, what’s the point? Aside from the fact that all HGV drivers should know their EU Drivers Hours, Working Time (RTD), Driver walk round checks & Defect reporting/rectification processes and how to use a Tachograph properly, the fact is many still don’t.

So here’s my eleven reason why taking Driver CPC training can only be beneficial for the professional driver.

It will help to improve your understanding of legislation
It’s always beneficial to undertake refresher training
You may learn something new
It’s a chance to air your grievances
It will help clarify any issues or lack of understanding
It can show how you can work with your employer to help improve working conditions
You can discus the subjects in a open environment and argue your points both positive and negative
It’s a great opportunity to ask questions with a professional Driver CPC trainer and discus with other drivers
Armed with the facts, you can drive/work with confidence – no grey areas
It will help improve your working day through having a better understanding of fuel efficiency, nutrition advice, how to deal with stress, customer service, traffic law and Health & Safety
Any training when driving a large, potentially lethal vehicle can only be beneficial for the driver and the public

Obviously this list isn’t exhaustive but they are the main points. If you disagree or would like to add to the list please feel free, just get in touch!

I can’t think of any reasons why not only taking Driver CPC training is necessary but why you, as a professional driver shouldn’t enjoy your day with like minded individuals. Rather than going into the session with a negative attitude, next time think about how beneficial Driver CPC Training can be for you, your employer and the public!

If you have any questions regarding the above, anything to do with Driver CPC Training or becoming a Driver CPC Consortium please do get in touch, we’re here to share the knowledge!

How to become a Driver CPC trainer

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In this post under Driver CPC training, we’ll look at how to become a Driver CPC trainer, analysing the different routes you can take to become a Driver CPC trainer. If you’re already working in the transport industry then it might be easier than you think!

Step 1. Get Qualified

The first thing you need to do is assess your current status, essentially are you qualified and what is your experience?

To become a Driver CPC training instructor, you will need to be suitably qualified within the subject matter you would like to teach and have the relevant skills and experience. So, if you’re a qualified Transport Manager or an experienced HGV driver for example, then it’s likely you already possess most of those skills and experience needed.

The other skill/experience/qualification you’ll need is for the teaching itself. If you don’t have any (or limited) teaching experience, then you should consider taking a ‘train the trainer course’. This is usually a 5-day course which will provide you with all the information and training you’ll need to teach Driver CPC training. There are plenty of train-the-trainer courses out there, just Google it or have a butcher’s at the RHA’s course here. It’s worth noting the RHA is ridiculously expensive but it is a very comprehensive course, I took it myself!

Once you’re qualified then you’re ready to go to the next stage.

Route 1. Apply for a Driver CPC Trainer job

Most training centres will only employ you on a part-time on an ad hoc basis. So essentially you’ll be a freelancer, but you never know there may be some full-time positions out there. I’m not going to teach you to suck eggs when it comes to applying for a job as I’m sure you’re well versed in this area. Just make sure your CV is up-to-date and well-written. I might write a ‘how to write a winning CV and cover letter’ at some point but we’ll save that for another time. A great way to earn a decent living from Driver CPC training is to tout yourself to various centres AND join a Driver CPC Consortium. This brings us to route 2.

Route 2. Join a Driver CPC Consortium

Joining a Driver CPC Consortium is a great way to become a Driver CPC trainer, and run your own business at the same time! It’s a good alternative to setting up a centre in your own right.

A Consortium is a fully-fledged Driver CPC training centre, but they also have the authority to provide trainers with the opportunity to deliver Driver CPC under their umbrella. It’s essentially a cost-effective and hassle-free way to set up your own Driver CPC training business. Many freelancers, in-house transport managers and existing training centres do it this way.

There are a few Driver CPC Consortiums out there but of course, I’m going to promote my own Driver CPC training consortium! The remaining route is to set up your own Driver CPC training centre.

Route 3. Set up a Driver CPC training Centre

DVSA oversee all Driver CPC Training centres. They manage applications and quality assure centres and courses that deliver periodic training in the UK.

First, go to the .gov website. Download and complete the application form. One for the centre and one when applying to register your courses.

As part of the application, you will need to write a scheme of control or SoC. This document should include all the policies and procedures you’ll need to run your centre.

If you need help with this, then feel free to get in touch as I can supply a template Scheme of Control. I can also provide course materials, tools, stationery and support to help you get your training centre approval as quickly and efficiently as possible.

I hope you found my How to Become a Driver CPC Trainer post useful. If you need any advice or further information please do get in touch. We’re here to share the knowledge!

The External Transport Manager and What You Need to Know

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The External Transport Manager and What You Need to Know

The External Transport Manager, also known as ETM and often abbreviated as ETM, is an indispensable figure when it comes to ensuring compliance with legal obligations and upholding safety standards in the transportation industry. In this comprehensive blog post, we will delve into everything you need to know about the role of an ETM and the essential factors to consider before employing one.

What is an External Transport Manager?

An External Transport Manager is a designated contracted competent qualified professional who works part-time, usually for small to mid-sized operators. They ensure that your vehicles are roadworthy and your drivers comply with traffic and drivers’ hours rules. They must hold a Transport Manager Certificate of Professional Competence (CPC). The Transport Manager CPC is a Level 3 Qualification and is the minimum qualification required for holding an Operator’s Licence. This qualification requires the ETM to pass examinations and can cover both National and International operations.

ETMs are responsible to the wider public, through the Traffic Commissioner, to ensure that an operator is compliant. That is to say, if the Operator is not doing what the External Transport Manager is asking of them, they have a responsibility to inform the Office of the Traffic Commissioner (OtC).

What are the requirements for an External Transport Manager?

Let’s have a look at what the Senior Traffic Commissioner has to say in Statutory document no. 3: Transport Managers. “A designated transport manager must meet the requirements of Article 4 i.e; be of good repute, be professionally competent, and is not prohibited from acting as a transport manager by a traffic commissioner.

An ETM of ‘good repute’ is someone who is with a good reputation and is known to be honest, true, and forthright. The Goods Vehicles (Licensing of Operators) Act 1995, Schedule 3, states that “before an individual can be nominated as a transport manager on an operator’s licence they* themselves must be of good repute”. Traffic Commissioners have the power to remove an individual’s repute, so they can no longer fulfil the role of an ETM. Under paragraph 17B(2) of Schedule 3 (as amended by the Road Transport Operator Regulations 2011), “where a traffic commissioner determines that a transport manager has lost their good repute, the traffic commissioner must order the person to be disqualified from acting as a transport manager”. However, under certain circumstances, a traffic commissioner can also reinvoke a transport manager’s good repute.

Always check, when employing the services of an ETM their ‘good repute’ is still intact!

How many operators can an ETM work for?

The Senior Traffic Commissioner in Statutory document no. 3: Transport Managers states that “an individual is not designated to act in that capacity for more than 4 operators or be responsible for more than 50 vehicles or such smaller number as the traffic commissioner considers appropriate”.

Always check with your prospective ETM that they have enough margin to manage your operator licence. Further, the Traffic Commissioner will need to be satisfied the ETM can carry out their duties

Availability

The guidelines refer to starting points only and give indicative weekly hours of work which might be specified by a transport manager, but the traffic commissioner will consider all relevant factors in determining whether the starting points should be departed from. The level of hours required for any other employment, self-employment, or activities in which the proposed transport manager is engaged must also be taken into account as they may restrict their ability to devote sufficient time to the duties of a transport manager on any operator’s licence. The suggested amounts of time are a starting point as to what traffic commissioners might expect in terms of hours worked. They are intended as a prompt to operators/applicants and the nominated CPC holder to discuss what time is actually required.

TM1G statutory guidelines for the number of hours transport managers should work

Further, the Traffic Commissioner may also require information about the location of the operating centres for which a Transport Manager has responsibility, and whether travelling time will have an impact on thier ability to provide effective management. External Transport Managers should therefore include a breakdown of their working week at the point of application, including details of visits to the operating centres and of travelling time, as this may be requested.

How does employment work?

The operator and the ETM will have an initial meeting to discuss each other’s requirements. Once they reach an agreement, the operator will fill out a form on the online application. Subsequently, an email containing a link to the operator’s application will be sent to the ETM. The ETM must then complete the TM1 form, upload their TMCPC qualification, and, if required, provide evidence of their two-day refresher course. Additionally, at this point, the ETM must upload a cover letter explaining their other employment commitments and travel time to the operating centre.

TMs typically operate as independent contractors, and their services are billed on a monthly basis. Once both parties sign the agreement contract, their employment will commence.

Your ETM is expected to conduct site visits at least once a month to fulfil their responsibilities, especially during the initial stages of employment or if your Operator Compliance Risk Score is unfavourable. It is essential to maintain regular communication to ensure smooth operations, so keep the lines of communication open at all times. Additionally, you should have someone designated to handle day-to-day transport-related tasks.

Can an ETM be a volunteer?

No. Richard Turfitt (TC) pointed to a ruling made by the Upper Tribunal in 2015, stating that “a transport manager cannot be a volunteer as they often cannot establish a genuine link to the operator.

Beware of name-only ETMs

This is an ETM that offers their services without doing any of the work.

The Upper Tribunal has emphasised the “need for a proper, active transport manager is not a mere formality but a serious requirement.” 8 It follows that a transport manager should not be one in name only but should actively discharge their duty to exercise continuous and effective management.

If you find an ETM who offers their services in name only, then I would politely decline. Services in name compromise road safety and can also put your Operator’s Licence in jeopardy.

What should you be looking for when employing an ETM?

When selecting an External Transport Manager, several key factors should be considered:

Qualifications: Ensure the ETM holds the appropriate TM CPC qualification, and if operating abroad, verify if they possess the International CPC qualification
Good Repute: Confirm that the ETM maintains good repute, as it is a critical element of their credibility and trustworthiness
Work Ethics and Experience: Consider the ETM’s work ethics and assess the additional value they can bring to your operations.
Robust Policies and Procedures: Check if the ETM can provide pre-compiled, robust policies and procedures that can be immediately implemented. If they don’t you can purchase our compliance pack from our shop.
Experience with FORS: If relevant, determine if the ETM has experience with the Fleet Operator Recognition Scheme (FORS)
Frequency of Visits: Ensure the ETM commits to regular site visits to fulfil their responsibilities
Cost: While cost is a factor, prioritise quality and expertise over the cheapest option

The Senior Traffic Commissioner has also identified some general indicators of effective transport management including:

Knowledge and skills – As indicated this requires more than just the formal qualification

Impact – Where the individual CPC holder is recognised as a key person within the organisation so that s/he can influence decisions relevant to compliance and authority to deal with external contractors. Their position should reflect the professional and personal responsibility vested in the individual

Decision making – Where the individual CPC holder is sufficiently close to drivers to be able to influence their behaviours and senior enough to influence the deployment of resources and to inform the decisions of the owner/directors/partners.

How experienced will the ETM need to be?

If you are a new Operator, a new ETM might be just the ticket as you can both grow together. A newly qualified ETM is always really enthusiastic and raring to go. If you are an orange or red operator, however, you will need a more experienced ETM who can offer a tried and tested more robust service.

Will I need someone in place to look after day-to-day duties?

Yes, you will. As your ETM won’t be with you full time you will need to have someone in place for running day-to-day duties on behalf of the External Transport Manager. You will need to work as a team to ensure you are compliant 100% of the time.

What are an External Transport Manager’s responsibilities?

The five key responsibilities include:

Compliance: The primary responsibility of an ETM is to ensure that the Operator complies with all relevant laws and regulations. This includes keeping abreast of changes in legislation and implementing necessary adjustments to maintain compliance
Driver Training and Management: ETMs are responsible for driver training and ensuring that all drivers are appropriately licensed and qualified. They also monitor driver performance and implement corrective actions when needed
Fleet Maintenance and Safety: ETMs ensure that the Operator’s fleet is well-maintained and meets all safety standards
Record Keeping: Accurate record-keeping is crucial in transport operations. ETMs maintain records of drivers’ working hours, vehicle inspections, maintenance logs, and other essential documentation
Incident Management: In the unfortunate event of accidents or incidents, an ETM will handle the situation promptly and appropriately. This involves conducting investigations, reporting incidents to relevant authorities, and implementing preventive measures.

What are an External Transport Manager’s tasks?

The Senior Traffic Commissioner identified the following non-exhaustive list of the types of activity which would be expected of an External Transport Manager.

General Tasks

Manage and review compliance systems to ensure that they are effective
Address any shortcomings such as prohibitions and/or annual test failures
Ensure that relevant changes are notified to the Traffic Commissioner in accordance with operator licence requirements
Keep up to date on relevant changes in standards and legislation

Driver Admin

Ensure that drivers hold the appropriate licence for the vehicle they are driving (including non-GB vocational drivers from EU member states who are required to register their driving licences with DVLA within 12 months of being resident)
Ensure that regular checks are carried out on the drivers’ licences
Ensure that vocational drivers hold a valid driver CPC qualification (DQC)
Ensure that all driver hours records are kept for a period of no less than 12 months
Ensure that all working time records are kept for a period of no less than 24 months

Driver Management

Ensure compliance with driving hours rules (EU or Domestic Hours rules)
Ensure that drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in drivers’ hours books and their records are being handed back for inspection as required
Where appropriate, download and store data from the vehicle digital tachograph unit. This should be at least every 90 days and from the drivers’ tachograph smart cards, at least every 28 days
Ensure that driver hours records are retained and are available to be produced during the relevant period
Ensure that records are retained for the purposes of the Working Time Directive (WTD) and that they are available to be produced during the relevant period
Ensure that drivers are adequately trained and competent to operate all relevant vehicles and equipment
Contribute to relevant training and subsequent disciplinary processes as required.

Driver Operations

Ensure that drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly
Ensure that all drivers and mobile workers take adequate breaks and periods of daily and weekly rest (as per the relevant regulations which apply).

Vehicle Admin

Ensure that vehicle maintenance records are retained for a period of no less than 15 months and are made available upon request
Ensure that vehicles are specified as required and that operator licence discs are current and displayed correctly
Ensure that vehicle payloads notifications are correct, height indicators are fitted and correct, and tachograph calibrations are up to date and displayed
Ensure that there are up-to-date certificates of insurance indemnifying company cars, commercial vehicles, and plant
Ensure a suitable maintenance planner is completed and displayed appropriately, setting preventative maintenance inspection dates at least 6 months in advance. This should include the Annual Test and other testing or calibration dates.

Vehicle Management

Ensure that vehicles and trailers are kept in a fit and roadworthy condition
Ensure that reported defects are either recorded in writing or in a format that is readily accessible and repaired promptly
Ensure that vehicles and trailers that are not roadworthy are taken out of service
Ensure that vehicles and towed equipment are made available for safety inspections, service, repair, and statutory testing
Ensure that safety inspections and other statutory testing are carried out within the notified O-licence maintenance intervals (ISO weeks)
Liaise with maintenance contractors, manufacturers, hire companies, and dealers, as might be appropriate. They also make certain vehicles and trailers are serviced in accordance with manufacturer recommendations

In addition to ensuring your compliance, the External Transport manager plays a vital role in reducing your fuel costs, assessing your current drivers’ Health and Safety policy status, and assisting with implementing training programs.

Where can I find an External Transport Manager?

An internet search is a good start and social media are good resources. You could also try our ETM Finder Service. This service connects External Transport Managers with Operators. We hold a comprehensive database of ETMs across the UK, so it is likely we can find someone near you. We will also ensure your ETM meets all the criteria we have looked at previously.

How much does an External Transport Manager cost?

For most reputable ETM suppliers, the rates start at £450.00 for one vehicle on the licence, plus £100.00 per additional vehicle per month.

Will there need to be a contract in place?

Yes, you will need an External Transport Manager Contract. This is a legally binding agreement between you and the External Transport Manager. The contract outlines the terms and conditions of employment and the roles and responsibilities of the ETM. You and the ETM will need a contract in place when completing the online TM1 form.

The contract should include the following:

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
The five key transport manager tasks in detail

You can purchase a template External Transport Manager contract from our shop.

How will an ETM implement our systems?

Conclusion

The External Transport Manager plays a pivotal role in ensuring compliance and safety within the transportation industry. By carefully selecting an ETM who meets the necessary qualifications and exhibits strong work ethics, you can enjoy the benefits of smooth operations and reduced fuel costs. Keep communication lines open and collaborate effectively with your ETM and the designated personnel responsible for day-to-day tasks to maintain full compliance at all times.

Are you looking for an External Transport Manager?

Here at TMconsultant, our ETM Finder Service connects transport managers with operators. Every day external transport managers from all over the country join our database who are looking for work. Our ETM Finder Service takes the hassle out of the search process, connecting you with quality qualified ETMs.

Where can I get more information?

If you have any questions regarding the External Transport Manager, please do get in touch. Here to share the knowledge!

*I have changed the wording here from ‘he or she’ to ‘they’ to reflect the current use of non-binary pronouns.

Free FORS warning signage

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Free FORS warning signage

The Fleet Operators Recognition Scheme are giving away free FORS warning signage (vulnerable Road User (VRU) warning signage) for all FORS companies….nice. See below for more info.

The primary aim of this warning signage is to draw the attention of VRUs, particularly cyclists, to the potential blind spot on the nearside of larger vehicles.

FORS Standard ‘V7 – Vulnerable road user safety’ requires operators to fit vehicles over 3.5 tonnes gross vehicle weight with blind spot warning signage. FORS guidance is that the signage should warn VRUs of the hazard, for example ‘Blindspot – Take Care’.

Please note that FORS does not support ‘stay back’ messages and would ask that all existing ‘Cyclists Stay Back’ warning signs be replaced with this new version, which has been designed in conjunction with the cycling community.

For guidance on warning signage please click here.

To place your order for free FORS warning signage click here and go to the ‘Offers’ section.

If you would like help attaining your FORS accreditation please do get in touch. We’re here to share the knowledge!

DfT consultation to increase the penalty levels for mobile phone use when driving

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This is a post from FORS regarding mobile phone a consultation to increase the penalty levels for mobile phone use when driving.

Mobile phone use whilst driving is a dangerous activity which increases the risk of a collision. The FORS standard requirement ‘D4 – in-vehicle technology’ specifies that fleet operators shall not cause or permit a driver to use a mobile phone or other distractive in-vehicle technology while driving. Any use of mobile phones and other in-vehicle technology (including hands-free equipment) must be properly managed, and where hands-free equipment is allowed, the terms of its use needs to be covered by a strict policy, ideally supported by a written procedure, risk assessment or method statement. For further information, please revisit the FORS standard.

In support of the Manifesto commitment, the Government published its road safety statement “Working Together to Build a Safer Road System” in December 2015. That statement sets out the context of road safety in Britain today and the overarching scope of road safety activity for the government.

This consultation seeks views on proposals announced in the Statement, namely increasing the penalty levels and Fixed Penalty Notice (FPN) for the offence of using a hand-held mobile phone whilst driving.

This consultation considers proposals for increasing the FPN level from £100 to £150 for all drivers as well as increasing the penalty points from 3 to 4 for non-HGV drivers and from 3 to 6 points for those that hold a Large Goods Vehicle (HGV) licence who commit the offence whilst driving a HGV.

These proposals ultimately aim to reduce the number of deaths and injuries on the roads.

The deadline for responses was 15 March 2016.