Category Archives: External Transport Manager Tool Box

Manage your operator licence

How to Manage Your Vehicle Operator Licence on-line

Posted on

In today’s fast-paced transportation industry, managing your operator licence efficiently is crucial to ensure compliance. The DVSA (Driver and Vehicle Standards Agency) recognises the challenges faced by operators in this regard, so they developed the Manage Your Operator Licence Online platform. This self-service system simplifies the process of updating and maintaining your operator licence. In this blog, we’ll have a look at what you can do on the Manage Your Vehicle Operator Licence online system.

What can you do on the Manage Your Operator Licence Platform?

Add/Remove Vehicles on Your Licence

It is likely you will need to add or remove a vehicle to your operator licence. You can do this easily on the system, just remember to do so within 28 days of the new vehicle(s) coming into your possession.

Add or Remove a Transport Manager

When changes occur in your management team, such as adding or removing a transport manager, the Traffic Commissioner must be informed immediately. The OtC (Office of the Traffic Commissioner) usually will allow a reasonable period of time for you to find a replacement Transport Manager. The time frame is normally up to 6 months, however, in some cases, it may be extended to 9 months at the Traffic Commissioner’s discretion.

Change Your Licence Type – Major Change/Variation

You can change your licence from a restricted to a standard national licence, or from a standard national to a standard international licence for example. To do this you must apply using the platform at least nine weeks before you require the change to happen.

You don’t have to advertise a change in licence, but you will have to provide proof of competence, good repute and financial standing if you are moving from a restricted to a standard licence to a standard national or standard international licence.

The traffic commissioner publishes applications to upgrade licences in Applications and Decisions. This will mean your application will be open to objection by statutory objectors such as local authorities and the police.

The change in licence type does not take effect until the application has been granted and the varied licence issued, unless an interim authority has been given.

Increase Vehicle/Trailer Limit – Major Change/Variation

As your business flourishes, you might find the need to increase the vehicle limit on your licence. The platform allows you to request an upgrade to accommodate a larger fleet if you want to exceed the maximum number of vehicles permitted on your licence. This is also classed as a Major Variation and will need advertising together with evidence of financial standing. The fee is £275.00 and you must apply at least nine weeks before you need the extra vehicles/trailers.

Change or Add a New Operating Centre – Major Change/Variation

You may want to move your operating centre to new or larger premises or even add a new operating centre as you expand. As with a new application, the OtC will publish details of your variation application in the publication Applications and Decisions and you will need to advertise the application in a newspaper circulating in the vicinity of your new operating centre. If you are only using vehicles (or vehicle combinations) that do not exceed 3.5 tonnes you do not need to advertise the intention.

Add/Remove Directors

You must inform the Traffic Commissioner immediately if there are any changes regarding Company Directors. For example, if someone is taken on as a director, a director dies or if the business changes from sole trader to a limited company. The change could constitute a major change and a fee of £275.00 charged.

Surrender Your Licence

In some cases, operators may decide to cease their operations temporarily or permanently. The self-help system offers a simple and straightforward process to give up, or “surrender,” your operator licence. This feature helps ensure you comply with the necessary procedures when discontinuing your transportation services.

Print/Download a Replacement Licence

The Manage Your Operator Licence system provides a convenient way to get a replacement copy of your O’Licence. Whether you need a physical copy or a digital version, the platform ensures you can obtain a replacement.

N.B. You have to apply by post if you want to transfer an operating centre to another licence.

How to register for the Manage Your Vehicle Operator Licence online system

It’s easy to register for an account

Step 1: Visit the DVSA Website – https://www.gov.uk/manage-vehicle-operator-licence and click Start now

Manage your vehicle operator licence

 

 

 

 

 

 

Step 2: Click create an account

Create an account

Step 3: Create your account

Create an account

Step 3: Check your email. You will receive 2 emails. One with a temporary password and one with to confirm your registration

Check your email

Step 4: Click ‘sign in’ from your temporary password email. This will take you to a page to create a new password

Change your password

And that’s it, you have created your account!

If you would like to know more about our Operator Licencing, services, please don’t hesitate to get in touch. Here to share the knowledge!

Do I need an Operator Licence if I run a van?

Do I need an Operator Licence if I run a van?

Posted on

The big question van owners are asking is, do I need an Operator Licence if I run a van? In this blog post, we will dive into the intricacies of this topic and provide you with clarity. We will explore the factors that determine whether or not you need an Operator Licence to run a van, taking into account both domestic and international operations. Join us as we navigate through the recent regulatory changes and shed light on the implications for van owners. By the end of this article, you will have a clear understanding of the Operator Licence requirements and how they may affect your van operation.

The Big Question: Do I Need an Operator Licence if I Run a Van?

Well, the answer is yes and no. Yes, if you operate abroad and no, if you only operate in the UK. The rules changed at the end of May 23 regarding operating vans in the EU. Meaning that if your operations include driving vans or cars towing trailers to transport goods for hire or reward between 2.5t and 3.5t in the European Union, Switzerland, Norway, Iceland or Liechtenstein, from 21 May 2022, you will now need a Standard International goods vehicle operator licence.

Historically, you only needed an Operator Licence (O’ Licence) if you operated goods vehicles or public service vehicles over a GVW of 3.5t. This has changed, vans between 2.5t and 3.5t now need an Operator Licence, or you will be operating unlawfully and could face prosecution.

What are the new rules for vans?

The changes are contained within the Trade & Cooperation Agreement between the UK and EU and will apply to you if you’re based in England, Scotland or Wales and use:

  • Vans or other light goods vehicles (sometimes called light commercial vehicles or LGV for short)
  • Vans towing trailers
  • Cars towing trailers

You need to either:

  • Apply for a standard international goods vehicle operator licence for the first time
  • Add the vehicles to your standard international goods vehicle operator licence (if you already have one)
  • Apply to upgrade your standard national goods vehicle operator licence (if you have one) to a standard international goods vehicle operator licence
  • Apply to upgrade your restricted goods vehicle operator licence (if you have one) to a standard international goods vehicle operator licence

Do the new rules apply to me?

The new rules will apply to you if you use:

  • Vans with a maximum authorised mass (MAM) over 2,500kg (2.5 tonnes) and up to and including 3,500kg (3.5 tonnes)
  • Vans towing a trailer with a gross train weight (GTW) over 2.5 tonnes and up to and including 3.5 tonnes
  • Cars towing a trailer with a GTW over 2.5 tonnes and up to and including 3.5 tonnes

You will not need a goods vehicle operator licence if any of these apply:

  • You only use your vehicles in the UK
  • You are transporting goods not for ‘hire or reward’

Am I carrying goods for “hire and reward”?

Hire and reward means that you are carrying goods for, or on behalf of, someone else. This generally applies if you are paid to move other people’s goods. If however, you are only moving your own goods for your own purposes, this would usually not be classed as hire and reward.

Do I need Tachographs for Vehicles over 2.5 Tonnes?

Currently no, you will not need a tachograph for vehicles over 2.5t up to 3.5t. However, from 1 July 2026, tachographs will have to be installed in vehicles over 2.5 tonnes operating in the EU.

How do I apply for an operator licence?

You have two options:

Option 1 – Employ the services of a consultant

If you’re a little unsure and the whole process looks a little daunting, you can enlist the help of a consultant to assist with your application. Here at TMconsultant, we help new operators gain their Operator Licence every week. If you would like to know more about how we can help you, click here or please do just get in touch. We’re a friendly bunch and are happy to chat and provide free advice.

Option 2 – Apply directly to the Office of the Traffic Commissioner (Licensing)

You can DIY by going here. I have written a blog about how to apply for an operator’s licence, you can read that here.

Do I need a Transport Manager?

Yes, you do. To get a standard international goods vehicle operator licence when operating vans over a MAM over 2.5t in the EU, you will now need a Transport Manager (or external transport manager). This is someone who is responsible for:

  • Planning routes and scheduling delivery times
  • Managing your team of drivers and administration staff
  • Making sure drivers follow company and industry regulations
  • Arranging vehicle maintenance, MOTs and tax payments
  • Organising vehicle replacements.

You must either:

  • Apply to get an existing member of staff (including yourself) temporarily recognised as a transport manager
  • Employ someone with a Transport Manager Certificate of Professional Competence (CPC) qualification
  • Hire an external qualified transport manager.

What are my transport manager options?

You have three options:

Option 1 – Use an existing member of staff temporarily recognised as a transport manager through Grandfather rights

If you decide to get an existing member of staff temporarily recognised as a transport manager, they must have at least 10 years of experience managing fleets of vehicles before 20 August 2020.

  1. The member of staff needs to apply to be temporarily recognised as a transport manager (this is sometimes called having ‘acquired rights’). If their application is successful, they’ll be treated as having the Transport Manager CPC qualification until 21 May 2025\
  2. When you apply for your goods vehicle operator licence, you need to apply to add them as the transport manager for your licence
  3. The member of staff needs to pass the CPC qualification by 21 May 2025 to continue being a transport manager after that date
  4. When they’ve fully qualified, they’ll need to keep up a high-quality professional knowledge of transport industry rules and policies.

Option 2 – Get a member of staff qualified

This person will need to take a Transport Manager CPC qualification. This is called the International Transport Manager Certificate of Professional Competence (CPC) in Road Haulage. You will need to take the international For more information, you can read a blog I wrote about how to become a transport manager here.

Option 3 – Hire an External Transport Manager (ETM)

You can hire-in an External Transport Manager. An External Transport Manager, (ETM for short), is essentially a freelance consultant Transport Manager. They’re not someone on your payroll, but they are contracted to work with you to act as your transport manager. Ensure you find an ETM with an International TM CPC qualification and of good repute. If you would like to take this option we can help find an ETM near you!

What will the ETM do?

The external transport manager is there not only to ensure you are compliant but can help reduce your fuel bill, review your current H&S policy status and develop driver training.

Your ETM will manage:

  • Operator Licensing changes and authority communication
  • Working Time Directive Compliance
  • Drivers Hours Compliance
  • Tachograph Analysis
  • Vehicle Periodic Maintenance Inspection Schedule
  • Vehicle Defect Reporting Systems
  • Driving Licence Checks
  • Daily Walk round Inspections
  • Toolbox talks/Driver CPC Training Delivery
  • Driver Reprimands/Disciplinary Hearings.

Your ETM will also:

  • Carry out an initial audit to identify any shortfalls
  • Full systems implementation – Ensure you are equipped with the requisite policies and processes
  • Carry out weekly catch-ups. This is normally remotely
  • Carry out Monthly on-site visits
  • Provide ongoing advice.

For more information about what ETMs do and how much it costs to hire an external transport manager go here.

How much does an ETM cost?

Prices start from £450.00. Check out our ETM prices here

How can I find an External Transport Manager?

Here at TMconsultant we operate an ETM finder service. All you need to do is provide us with some basic information and we’ll find an ETM near you! Either, complete this form or get in touch, we’re here to share the knowledge!

What is tachograph analysis

What is tachograph analysis? All you need to know

Posted on

What is tachograph analysis?

Tachograph analysis is the way to measure and monitor how your drivers are performing in their day-to-day driving and work duties. Tachograph analysis provides the transport manager with detailed reports, highlighting areas for attention. By recording speed and distance, the tachograph provides an accurate picture of what a driver has been doing, even whether or not they have broken the law. Since 2006, all vehicles over 3.5 tonnes sold in the UK are required by law to be fitted with a digital tachograph.

Every fleet operator must ensure they have the means to analyse driver data from both the tachograph vehicle unit (VU) and the Driver Card and to manage said data correctly. For information relating to tachographs rules for drivers and operators go here, including exemptions.

There are some old analogue tachographs out there, however, in the post, we’ll be looking at digital tachographs.

How do we collect this data, where do we put it and what do we do with it?

Data is collected via a tachograph Vehicle Unit (VU) and a driver card which is inserted into the VU every time the driver uses the vehicle. The data is then uploaded to tachograph analysis software using a download tool and then, in turn, provided to you via software applications, in written and graph formats. Let’s have a look at all the elements needed to be compliant.

The Tachograph Vehicle Unit (VU)

A tachograph unit (VU) is a radio-sized device fitted on goods and passenger vehicles. The VU head records various types of driver and vehicle data such as journey distance, speed, driving time, working time, and events. Data is stored in the VU internal memory. There are a number of companies out there that manufacture Vehicle Units such as VDO (Siemens), Stoneridge, Intellic and Actia.

To access the VU data, you will need to ‘unlock’ theVU using a company card. Other cards used to unlock data are the control card and the workshop card.

Vehicle Unit data should be downloaded at least 90 )the maximum timeframe) or 28 days, but we recommend more frequent downloads, weekly for drivers and monthly for vehicles as best practice.

The Digital Tachograph 3.0 from VDO

The Digital Tachograph 3.0 from VDO

Control Cards

Control cards are used by law enforcement agencies to retrieve data from the tachograph. A control card is able to override any company lock put in place by operators.

Workshop cards

Workshop cards are used by authorised and official tachograph technicians to calibrate, install or repair tachographs.

Company cards

Company cards are used by operators to retrieve data from the tachograph regarding their employees and vehicles. You can also lock information using a company card or authorise third parties, to collect data.

Driver Card

Unlike cards used to ‘unlock’ data from the VU, the driver card collects data. The driver card is a credit card-sized plastic card that contains a microchip. The card stores all relevant driver data required for EU Drivers’ Hours regulations including break and rest times.

The driver card:

  • Is unique to the individual driver and valid for five years
  • Can store information for 28 days
  • Can only be used by its owner, ie. the driver authorised to use it
  • May be suspended or withdrawn by an enforcement officer if the card has been falsified, if the person using the card is not the legal holder of the card, or if the card has been obtained by false declaration or forged documents
  • Must be made available to enforcement officers on request.

Digital tachograph cards

Download Tool/key/card reader

Download tools are used to collect VU and card data. They come in varying shapes and sizes and offer differing functionality. They all collect data from the vehicle and the driver card. Manufacturers include DigVU, Digidown and Optac. Automatic, remote downloading is also available.

Optac download tool

Optac combined download tool

 

DigiVU+ Digital Tachograph Reader

DigiVU+ Digital Tachograph Reader

Digital Tachograph Card Reader

Digital Tachograph Card Reader

Analysis software

Tachograph software is a web-based tachograph analysis system, where you can instantly analyse data and manage driver and vehicle reports. You generally will only pay for the records that are submitted. This can keep start-up costs down, scales as your business scales, and means that the product is always up-to-date and will never need to be upgraded. I have used quite a few tachograph systems including over the years, for example, Tachomaster, Descartes Smartcompliance, and Tachodisc. I am currently using TDi Disk Check. In my humble opinion, Disc Check is brilliant, very easy to use, intuitive, and is built with end-users in mind. The system is fully accessible from mobile and desktop devices meaning no limits as to when or where data is accessed.

TDI disc-check

TDI disc-check

Go it alone or use a paid service?

This leads us nicely onto whether you should use the services of someone to assist or to go it alone. This will depend on your operation and how your transport department is managed. I’m an ETM and although my employer and I tightly manage analysis reports, using a tachograph specialist just adds an extra level of security and detail providing peace of mind. I use Logistics Support Services. They really know their stuff, provide an excellent support service, and are both reliable and friendly.

Analysis reports

Once you have collated all your data, (driver and vehicle) and you have uploaded it to your software system, you will then be able to view your analysis reports. The system you use will provide you with a number of reports which can be automated. These should include:

  • Drivers’ Hours (infringements)
  • Working Time (infringements)
  • Driver activity
  • Vehicles Driven
  • Missing Mileage
  • Over Speeding
  • Events and Faults – E.G driving without an appropriate card
  • Unknown driver

Most analysis software will have a dashboard to give you an overall view of the analysis and compare how your drivers are performing. From here you can drill down on a report for a more detailed look.

disc-check-dashboard

Working Time

Your analysis software will also provide you with a system to manage working time. By using drivers’ hours from the tacho data you can enter statutory holidays and any other work that is carried out not recorded by the drivers’ card.

Debrief

A debrief system is a configurable points-based system that helps you spot repeat infringements and advise on what corrective measures to take. The debrief system also provides a process for the escalation of disciplinary matters. This is a great way to identify and reduce repeat infringements.

As with the dashboard overview, debrief systems are included with most driver analysis software.

Smart tachographs

Vehicles registered for the first time on or after 15 June 2019 now have to be fitted with the new smart tachograph. The aim is to reduce the administrative burden on the transport industry (covering both HGV and PCV) and to eliminate the most serious forms of tampering or offence.

Smart tachographs include GPS for positioning and vehicle tracking, remote enforcement capabilities and the ability to link the units to vehicle telematics.

TachoSYS digiDL

TachoSYS digiDL for automation

I don’t have any affiliation with TDi Disk Check, I just use Logistics Support Services for their tacho services and think they’re brilliant, so worth a mention. You can reach them here.

TMconsultant provide transport manager help for transport managers. If you would like to know more about any of our services, please don’t hesitate to get in touch. We’re here to share the knowledge!

 

 

TM1G

TM1G – How Many Hours Should a Transport Manager Work?

Posted on

TM1G - How many hours should a Transport Manager work? Simply, it depends on how many vehicles are on the margin of an operator licence holder's fleet.

The current regulations are outlined in the Senior Traffic Commissioner’s revised Statutory Guidance and Directions 9 January 2024 

Statutory Guidelines for the Number of Hours Transport Managers Should Work

Motor Vehicles

Proposed Hours (per week)

2 or less

2-4

3 to 5

4-8

6 to 10

8-12

11 to 14

12-20

15 to 29

20-30

30 to 50

30-Full Time

Above 50

Full Time and additional assistance required

Additional hours may be required for trailerstrailers

 

Looking for an External Transport Manager?

Find an External Transport Manager with our ETM Finder Service

Get Started

Need Help Applying for an Operator Licence?

Make the process painless with our Operator Licence application service

Get Started

Statuary Guidance

The guidance explains how the Senior Traffic Commissioner believes that traffic commissioners should interpret the law in relation to the requirements for and on transport managers. The directions are addressed to the traffic commissioners in respect of the approach to be taken by staff acting on behalf of individual traffic commissioners.

They dictate the operation of delegated functions in relation to the requirements for and of transport managers. The role of transport manager is extremely important to an operator and therefore must be able to manage the transport operation effectively in the time they have available. The statutory guidance documents give a broad guideline as to what might be expected in terms of hours worked by a transport manager relative to the maximum number of vehicles authorised for a licence.

Please note that this is a starting point only. The traffic commissioners need to be satisfied that a transport manager is capable of exercising continuous and effective management of the transport operation and will consider each case on its own facts and its own merits.

TM1 - Transport Manager Application

Below is the guidance on what the traffic commissioner is looking for when considering a transport manager's application.

  1. If you will not be devoting the amount of time to the relevant licence(s) as shown in the table above, you should provide the traffic commissioner with a written explanation as to how you will carry out all your responsibilities effectively in the time allocated.
  2. Your explanation should include how you will ensure the operation and management of the following;
  3. Drivers administration - including the checking of drivers' licences and driver CPC qualifications (DQC), ensuring that the retention of drivers hours records (no less than 12 months) and working time records (no less than 24 months) and both are made available upon request;
  4. Drivers management - ensuring compliance with the driving hours rules (EU or Domestic Hours rules); that drivers record their duty, driving time and rest breaks; to download and store digital tachograph unit data (at least every 90 days) and from the drivers’ smart cards (at least every 28 days); ensuring that the following records are retained - drivers’ hours, Working Time Directive (WTD), and that they are available to be produced during the relevant period; to ensure that drivers are adequately trained and competent to operate relevant vehicles and equipment.
  5. Drivers operations - ensuring drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly and cross-checked, and that drivers and mobile workers take adequate breaks and appropriate periods of daily and weekly rest;
  6. Vehicle administration - including ensuring that vehicle maintenance records to be retained for a period of no less than 15 months, ensuring that vehicles are specified as required and that operator licence discs are current and displayed correctly; ensuring safe loading with appropriate indicators fitted, that tachograph calibrations are up to date and displayed, that there are up to date insurance certificates; a suitable maintenance planner is complete and displayed with preventative maintenance inspection dates at least 6 months in advance, to include the Annual Test and other testing or calibration dates;
  7. Vehicle management - ensuring that vehicles and trailers are kept in a fit and roadworthy condition, that defects are either recorded and repaired promptly and where not roadworthy are taken out of service; to make vehicles and towed equipment available for safety inspections, service, repair and statutory testing at the appropriate times and within the notified O-licence maintenance intervals; to liaise with maintenance contractors, manufacturers, hire companies as might be appropriate.
  8. Compliance systems - including details of training, management, monitoring and auditing showing the role you play including and what authority you have for instance to review any shortcomings such as prohibitions and/or annual test failures. How do you ensure that relevant changes are notified in accordance with operator licence requirements?
  9. Licence administration – ensuring that the traffic commissioner is made aware of any relevant matters within 28 days including convictions and prosecutions of the transport manager(s) or drivers and also of my own resignation should I leave the employment of the operator.
  10. The Senior Traffic Commissioner has also identified some general indicators as to effective transport management which you should comment on:
  11. Knowledge and skills – which require more than just the formal qualification;
  12. 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;
  13. 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.

The above is not an exhaustive list. Transport Managers should also include any further information which is relevant to the operation under their control. 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. Transport Managers should therefore also be ready to supply a breakdown of their working week, including details of visits to the operating centres and of travelling time, as this may be requested.

I hope you found this blog useful, if you would like to discuss your options or would just like to have a chat, please do get in touch. Here to share the knowledge!

Need help with your Operator Licence Application? We can help! Get started!

Are you looking for an External Transport Manager for your operating centre? Our ETM Finder Service connects external transport Managers with Operators. Get started!

Are you an external transport manager looking for work? Register on our database.

 

Are you looking for External Tranport Manager work?

Join our ETM Database

Get Started
Transport Manager Duties

Top-line Transport Manager Duties

Posted on

This list of Top-line Transport Manager Duties is not exhaustive and is intended to be used as a guide only. I have broken the jobs by daily, weekly, monthly, quarterly, and annually.  Many of the jobs are interlinked and will need to be repeated where necessary. For a more detailed breakdown of the TMs duties, we have compiled the definitive transport manager’s compliance pack that contains all the requisite policies and procedures, risk assessments, declarations, and helpful tools, essential in helping you to effectively and continuously manage all transport activities.

Transport Manager Duties

Daily

  • Ensure all drivers have a daily defect report book
  • Ensure 3.5t drivers have a daily working time book. Including drivers who are swapping from EU to GB regs
  • Ensure VU has paper roll inserted and drivers carry a spare
  • Enter all defects are entered into a master defect book or the MS for cross-referencing
  • Ensure all defects are rectified immediately, information has been recorded accurately and signed off – No rolling defects
  • Collect any completed defect report books and working time record books
  • Record any of the below on the Master Spreadsheet (MS)
    • Fines
    • Accidents
    • Incidents
    • Insurance claims
    • Breakdowns
    • Roadside stops
    • Complaints
    • Driver info changes
    • Training
  • Check planner schedule for any vehicle maintenance due dates
  • Ensure any vehicles due for maintenance are booked in with suppliers
  • Carry out pre-employment assessments for new drivers
  • Carry out induction training for any new drivers
  • File any relevant documentation

Weekly

  • Review/cross-reference all defects
  • Check whether part-time or agency drivers have or have not driven for any other company. If yes, they must complete the Agency or part-time driver activity record
  • Check planner for vehicle maintenance
  • Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
  • Enter fuel and tyre usage on the MS

Monthly

  • Collect Tachograph data and charts from drivers and VUs for analysis
  • Send off data for analysis
  • Make a record of the date sent and when reports are returned using the MS
  • Complete the Tachograph analysis discussion with drivers
    • Cross-reference charts with reports
    • Drivers must justify any infringements in writing on the report
    • Drivers must sign off any infringements and TM countersign
    • Check:
      • Digital Over Speeding – Instances whereby a vehicle has been recorded exceeding the predefined maximum speed limit for HGV/PCV’s. Small instances may indicate a steep descent. Review of any instances that exceed 3 minutes in duration.
      • Events and Faults – Lists all error messages and diagnostic events that the digital tachograph unit within a given vehicle has recorded, such as tampering with the unit, removal of power supply, or mechanical/electrical failure. Review this section in detail.
      • Driving without an Appropriate Card – This error occurs when the VU registers that the vehicle has been moved without a driver, enforcement, or workshop card being in place. In all likelihood, this error is brought about by small movements or shunts. However, they need to be explained where possible
      • Unknown Driver – Indicates in detail every instance whereby a vehicle has recorded itself in motion, without a driver, workshop or enforcement card being inserted. Although most instances will constitute a small shift or shunt, a review of this section in detail and paying close attention to any instance which exceeds 5 minutes in duration is recommended.
    • Record driver infringements on MS. Analyse trends to determine whether a driver needs any further training, reprimands (warning letter)
  • Cross-reference PMI sheets with defect reports and carry out investigations for any discrepancies – Sign off PMI sheets
  • Complete a spot check daily walk round check with drivers to ensure they are doing this properly – provide training where necessary
  • Check with publications and online recourses for new legislation and general information relating to operating vehicles/training
  • Review planner and make any necessary adjustments
  • Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
  • Carry out monthly driver meetings including a toolbox talk – record each toolbox talk using the training record sheet
  • Carry out relevant driver licence checks
  • Carry out relevant eyesight checks
  • Carry out a monthly review/status meeting all staff involved with transport and with all connected departments

Quarterly

  • Processes review and update policies and processes where necessary

Annually

  • Ensure all vehicles are booked in for Pre MOT and MOT
  • Book drivers in for annual Driver CPC training and or any other required training
  • Carry out an annual review meeting with Directors and connected departments to include policies and processes according to Operator and Driver Handbooks
  • Review and update policies and processes where necessary
  • Directors to sign off updates
  • Communicate policy changes to drivers – Carry out annual review meeting with drivers including any policy updates – drivers to be given new updates with training and driver declaration sign off

For more information regarding the documentation and services we offer and Top-line Transport Manager Duties, please visit the TMconsultant shop or alternatively please just get in touch. If you are looking to become a Transport Manager, have a look at the National Careers Service page for Transport Managers and also a blog I wrote, Looking for an External Transport Manager?

Here to share the knowledge!

DVSA-publications-guides-forms-tools

The complete list of links to DVSA publications guides & forms

Posted on

The complete list of links to DVSA publications guides & forms

I often get asked about which forms to use and what operator compliance publications the operator and driver should be utilising. So I’ve put together a rather helpful, regularly updated complete list of links to DVSA publications, guides, forms and tools for you. A one stop definitive place to find those all important DVSA publications, guides & forms, operator compliance legislation & other very helpful information.

Last update 24/07/18

Goods Vehicles Operators Guides

The Guide to maintaining roadworthiness 2018
https://www.safedrivingforlife.info/sites/default/files/guide-to-maintaining-roadworthiness.pdf

Guide to Goods Vehicle Operators Licensing 2011 (GV74)
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/193518/Goods_Vehicle_Operator_Licensing_Guide.pdf

Guide to graduated fixed penalties and financial deposits 2013
https://www.gov.uk/government/publications/guide-to-graduated-fixed-penalties-financial-deposits

GV262-03 Drivers’ Hours and Tachograph’s guide 2015
https://www.gov.uk/government/publications/rules-on-drivers-hours-and-tachographs-goods-vehicles-in-gb

Updates to Drivers’ Hours rules 4th March 2016
https://www.gov.uk/guidance/drivers-hours-goods-vehicles/updates

Working time regulations for mobile workers 2013
https://www.gov.uk/government/publications/working-time-regulations-for-mobile-workers

Staying legal heavy goods vehicle (HGV) drivers 2011
https://www.gov.uk/government/publications/staying-legal-heavy-goods-vehicle-drivers

Load securing: vehicle operator guidance 2017
https://www.gov.uk/government/publications/load-securing-vehicle-operator-guidance

HGV overloading: the basics 2013
https://www.gov.uk/government/publications/hgv-overloading-the-basics

The safe Operators Guide 2009
http://www.thetransportmanager.co.uk/wp-content/uploads/2015/07/vosa-safe-operators-guide.pdf

Categorisation of Defects 2015
https://www.gov.uk/government/publications/categorisation-of-defects

MOT testing guide (6th edition) 2004
https://www.gov.uk/government/publications/mot-testing-guide

VOSA Safe Operators Guide
https://tmconsultant.co.uk/wp-content/uploads/2017/03/vosa-safe-operators-guide.pdf

Working time regulations for mobile workers:
www.gov.uk/government/publications/working-time-regulations-for-mobile-workers

The role of the traffic commissioners
www.gov.uk/government/organisations/traffic-commissioners

A guide to representations, objections and complaints
www.gov.uk/government/publications/a-guide-to-making-representations-objections-and-complaints-goods-vehicle-operator-licensing

Senior Traffic Commissioner’s statutory guidance and statutory directions – How traffic commissioners approach the exercise of their statutory functions
https://www.gov.uk/government/collections/senior-traffic-commissioners-statutory-guidance-and-statutory-directions

Operator Compliance Risk Score (OCRS)
www.gov.uk/government/publications/operator-compliance-risk-score-guidance-ocrs-notes

International Road Haulage
www.gov.uk/the-essentials-of-international-road-haulage

Running a fleet of vans
www.gov.uk/government/publications/your-van-best-practice-guide

Towing small trailers guides
www.gov.uk/government/publications/quick-guide-to-towing-small-trailers

https://www.gov.uk/government/publications/towing-a-trailer-with-a-car-or-van

Recovery operations guide
www.gov.uk/government/publications/guide-for-recovery-operations

Horsebox and trailer owners
www.gov.uk/government/publications/guidance-for-horsebox-and-trailer-owners

Driver CPC overview
www.gov.uk/driver-certificate-of-professional-competence-cpc/overview

Driving licence categories
www.gov.uk/driving-licence-categories

Driving licence codes
www.gov.uk/driving-licence-codes

Guide to graduated fixed penalties and financial deposits
www.gov.uk/government/publications/guide-to-graduated-fixed-penalties-financial-deposits

Guide to vehicle immobilisation:
www.gov.uk/government/publications/guide-to-vehicle-immobilisation

Digital drivers cards (DQC)
www.gov.uk/government/publications/digital-drivers-cards-how-to-stay-within-the-law

Enforcement sanctions policy
www.gov.uk/government/publications/enforcement-sanctions-policy

Lorry types and weights:
www.gov.uk/government/publications/guide-to-lorry-types-and-weights

HGV inspection manual (2013 consolidated version)
www.gov.uk/government/publications/consolidated-hgv-inspection-manual-2013

HGV brake test
www.gov.uk/government/publications/preparing-your-heavy-vehicle-for-brake-test

Braking connections when using a trailer:
www.gov.uk/government/publications/understanding-your-braking-connections-when-using-a-trailer

Automatic slack adjusters – maintenance guide
www.gov.uk/government/publications/automatic-slack-adjusters-maintenance-guide

Dangerous and hazardous goods vehicles inspection
www.gov.uk/government/publications/guide-to-the-inspection-of-dangerous-and-hazardous-goods-vehicles

Seat belt installations
www.gov.uk/government/publications/guide-to-changes-to-seat-belt-installations

Maintenance software and computer storage of maintenance records
http://www.gov.uk/government/publications/a-guide-to-the-use-of-maintenance-software-and-computer-storage-of-maintenance-records

Individual Vehicle Approval manuals (IVA)
https://www.gov.uk/vehicle-approval/individual-vehicle-approval-manuals

Individual Vehicle Approval (IVA) for lorries help to get a pass
https://www.gov.uk/government/publications/individual-vehicle-approval-iva-for-lorries-help-to-get-a-pass

Individual Vehicle Approval (IVA) for vans help to get a pass
https://www.gov.uk/government/publications/individual-vehicle-approval-iva-for-vans-help-to-get-a-pass

Categorisation of defects
www.gov.uk/government/publications/categorisation-of-defects

HGV operator licensing forms

All operator licensing applications and changes are carried out now online. See refer to my guide on ‘how to apply for an operators licence’.

Other helpful Links

Stoneridge Tachograph Simulator – great tool for practicing the use of a digital tachograph
http://www.se5000.com/documentation.html

Find your nearest Authorised Testing Facility (ATF) or DVSA test station:
www.gov.uk/find-atf-vosa-test-station

Check MOT test history
www.gov.uk/check-mot-history-vehicle

HGV driver daily walkaround check poster
www.gov.uk/government/publications/heavy-good-vehicle-drivers-daily-walkaround-check

Moving on – Official advice and information for lorry, bus, coach and van operators and drivers

https://movingon.blog.gov.uk

I hope you found the complete list of links to DVSA publications guides & forms, operator compliance legislation & other helpful info useful. If you did then please share by clicking the social icons below.

Or if you have any questions please do just get in touch. Here to share the knowledge!

external transport manager

The External Transport Manager and What You Need to Know

Posted on

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:

  1. Qualifications: Ensure the ETM holds the appropriate TM CPC qualification, and if operating abroad, verify if they possess the International CPC qualification
  2. Good Repute: Confirm that the ETM maintains good repute, as it is a critical element of their credibility and trustworthiness
  3. Work Ethics and Experience: Consider the ETM’s work ethics and assess the additional value they can bring to your operations.
  4. 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.
  5. Experience with FORS: If relevant, determine if the ETM has experience with the Fleet Operator Recognition Scheme (FORS)
  6. Frequency of Visits: Ensure the ETM commits to regular site visits to fulfil their responsibilities
  7. 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:

  1. 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
  2. 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
  3. Fleet Maintenance and Safety: ETMs ensure that the Operator’s fleet is well-maintained and meets all safety standards
  4. 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
  5. 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.

Policies and Procedures tm consultant

Why we like Policies and Procedures for Transport Managers

Posted on

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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!

How to Become an External Transport Manager

Posted on

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

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!