Tag Archives: Help with FORS

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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!

FORS audit

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!

 

FORS Help

Looking to achieve or maintain your FORS accreditation? Whether you're working towards Bronze, Silver, or Gold, our FORS Help service gives you the tools and support to succeed quickly, efficiently, and with expert guidance. We offer two tailored options for Bronze, and one each for Silver and Gold, all clearly priced so you can choose the right level of support for your business

 

FORS Bronze Help DIY
£399+vat

Policy & Procedural Templates

Risk Assessment Templates

Forms and Declarations

To do list/Status

Helpful Tools

Product & Tech Support

More info
FORS Bronze Help Support
£599+vat

Everything in the Basic Package plus....

Phone & e-support from start to pass.

More info
FORS Silver Help
£799+vat

Dedicated Practitioner Consultant

Silver Policies, Processes and Risk Assessment Templates

Phone/email support

More info
FORS Gold Help
£999+vat

Dedicated Practitioner Consultant

Gold Policies, Processes and Risk Assessment Templates

Phone/email support

More info

Prefer to talk to someone?

Get in touch, we’re here to share the knowledge!

Get in Touch

How to Become an External Transport Manager

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

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

Step 1. Getting Qualified

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

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

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

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

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

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

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

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

Step 2. Getting ETM work

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

Get help/support

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

Be on top of your game

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

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

ETM Finder services

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

New Operators

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

Restricted Licence Holders

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

How many operators can I work for?

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

How much can I charge as an external transport manager?

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

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

When can I start to charge my fee?

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

The Contract

You will need a comprehensive contract that covers:

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

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

Considerations

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

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

Step 3. Transport Compliance Systems

Handbooks

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

Management tools

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

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

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

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

  • Policies and procedures
  • Forms and stationery
  • Risk assessments
  • Declarations
  • Management tools

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

Tachograph analysis

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

Step 4. Add extra value to your offering

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

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!