Fleet Administration, Monitoring and Reporting

Performance Management
Organisations need to have a Fleet Management Strategy which:

is considered as part of an overall integrated asset management strategy; clearly links to the organisations objectives; identifies the business need for the fleet; challenges the need for journeys, and alternative ways of delivering their business; considers the age and condition of the fleet;

....

promotes joint working across departments and with other organisations; links to available revenue and capital resources; considers environmental issues including the reduction of emissions; and considers the needs of drivers and users.

Key Considerations

challenging whether journeys need to be made, and where they do, improving journey planning; providing driver training on fuel efficient driving techniques such as reducing speed and smooth acceleration and braking; introducing incentives to drivers that promote vehicle maintenance and safety. smarter ways of working such as better use of ICT, video conferencing and home working. promotion of a green policy which encourages greater use of car sharing, walking, bicycles and public transport;

Good Strategy and Sustainability Practices

A Fleet strategy which links to corporate priorities and other areas of asset management. Considering the views of vehicle users. Challenging the way fleet services are provided. Rationalising Fleet Management facilities. Outsourcing and working with partners to deliver fleet services. Promoting car sharing, public transport, walking and cycling. Consideration of the cost and impact of the grey fleet.

Good Procurement Practices

Use of contracts negotiated on a national or sectorspecific basis which are proven to deliver value for money. Joint procurement with partners to improve value for money. Ensuring finance and fleet staff feed into fleet procurement decisions. Consideration of the views of vehicle drivers and users in procurement decisions. Whole life costing of procurement decisions. Consideration of quality issues alongside financial factors.

Good Fleet Operational Practices

Changing fleet workshop hours to fit in with user needs. Robust systems to monitor fuel use and consumption. Fuel and mileage reduction programmes. Driver training and newsletters to assist with vehicle checks, maintenance, reducing mileage/fuel usage and avoiding accidents. Provision of user friendly driver handbooks to staff. Use of ICT solutions including satellite navigation, route planning and vehicle tracking. Consideration of health and safety issues.

Good Vehicle Disposal Practices

Replacement policies are linked to vehicle condition and mileage, and not just age. Netting off mileages of different vehicles with lease companies. Agreeing disposal values at the beginning of leases. Redeploying vehicles to other departments or selling them to other public sector organisations.

Monitoring and Reporting

Fleet safety monitoring is one of the most effective ways to improve your fleet's safety record. If you have a high-risk driver, the system should be able to help you identify him before an accident occurs. If someone is driving one of your vehicles recklessly the public should be in position to call one of your 24-hour operators to report the incident.

Vehicle Movement Board

Maintained by the Transport Manager

Vehicle Marking
(Outside)

Fleet Number Company logo Phone Contact for Bad Driving Donor logo (if donated)

Vehicle Marking
(Inside on dashboard)

Fleet Number Vehicle Safety Sticker

KK Security use only

On Board Documentation
On-board documentation should be photocopies with the originals being held by the Transport Office. Documents should be removed from the vehicle when it is not in use. On-board documentation should be photocopies with the originals being held by the Transport Office. Documents should be removed from the vehicle when it is not in use. Registration. Insurance. Vehicle Log-Sheet. Trip ticket (if applicable). KK Security contact list KK Security radio call signs list KK Security Accident Report Form KK Security Security Incident Report Form Security Contact list Authorization Documents for communications equipment (if applicable). Maps

Standard Equipment
All rented and Mercy Corps vehicles must be equipped with:

Spare tire Functioning Seatbelts Basic tool kit including all tools necessary to change a tire and Engine Drive Belts A basic first aid kit* Water* Torch* Safety Jackets x 2* Fire extinguisher* All required insurance and ownership information

* To be provided by KK Security for long-term rented vehicles. These need to be returned once contract is ended with KK Security.

Vehicle log sheet - front

Vehicle log sheet - back

Fuel Purchases

Track fuel consumption on log sheets Set up preferred supplier agreement with a gas station Set up control mechanisms to check actual filling ( on site check, fuel vouchers etc.)

Maintenance

Develop service schedule for all types of vehicles in the fleet Regular maintenance preferably in gazetted areas within KK Security environment by a company mechanic If opted for external mechanic, set up a preferred supplier agreement Drivers request services on Vehicle Service Request form

Expense and maintenance tracking

Enter data from log sheets into tracking tool Generate monthly summary for each vehicle Monthly summary filed with vehicle files Generate Monthly summary for the entire fleet Check for discrepancies between vehicles

Country Director and/or Head of Office

Insure that there are enough vehicles requested in the proposal to perform all aspects of the program including support activities. Circulate the purchase proposal to Logistics and Finance before submission to the financiers so that vehicle needs are met. Provide a final version of proposals to Logistics and Finance. Inform Logistics and Finances of the award of contracts to suppliers. Supervise the utilization of the vehicles within their respective sector. Supervise and monitor the utilization of the vehicles within the programs. Advise and set local security restrictions.

Logistics Managers and/or Transport Managers

Provide the information on vehicle purchase price, maintenance, fuel needs, special equipment such as radios, chains, first aid kits etc., and other related costs for the preparation of proposals. Procure the vehicles of all finances awarded by the Parent Company/ Donor or requested by the Head of Office. Maintain a structure to control the utilization and the maintenance of the vehicles. Implement and reinforce the vehicle policy. Monitor the utilization of the vehicles within the country. Ensure that the vehicle file is complete. Ensure vehicles used by KK Security staff are safe, roadworthy and are legally on the road Ensure vehicles carry the appropriate safety equipment Maximize efficient use of vehicles Track vehicle movements Ensure correct preventative maintenance is performed on vehicles Document all vehicle-related costs

Program Managers / Program Officers

Supervise the utilization of the vehicles for all vehicles assigned to their respective location. Submit trip tickets to the Transport Manager 24 hours in advance of planned travel to ensure vehicle allocation and vehicle movement tracking for security reasons. Maintain radio or satellite telephone communications with the control office in time periods described in the trip tickets Check mileage and sign vehicle log sheets upon completion of trips or vehicle related purchases. Ensure that vehicles are properly secured and fueled while in use by the program. Ensure that the keys and the documents are kept at night in a safe place during overnight stay in field locations.

Drivers

Report to Transport Manager or Logistics Manager. Follow all KK Security rules governing the utilization of the vehicles. Follow all applicable laws in force within the country. Must remind KK Security rules to all passengers (seat belt, no smoking). Daily vehicle checks will be carried out each morning. Clean outside of the vehicle as needed. At the end of every trip the driver will clean out all rubbish from inside of the vehicle, and wipe down any spillage stains, etc. Re-fuel the vehicle when tank is half-empty. Fill the vehicle log. Return the log sheet and the keys to the Logistics staff managing the vehicle fleet at the staffs location. Ensure that standard vehicle equipment is present and functional. Submit accident and incident reports as needed. Submit vehicle service requests as needed. Before hire, must pass a drivers test. Failure to comply with any rules of this policy is a sufficient cause for immediate sanctions including dismissal.

Driver Safety Trends

The Fleet Risk Management Industry in the developed countries have for some time employed Driver Safety Programs that acquire driving data on each driver and train each driver based on their personal driving history and prior accidents. These Programs have lowered driving accidents, driving fatalities and benefited both business and their driving employees to avoid projected accident trends. Good Driver Safety Practice now increasingly utilize additional driver personal data to assess each drivers historical driving trends; preemptively assess current driving skills of that individual driver and then before that driver goes on the road or has an accident; preemptively train that individual driver to avoid accidents to which they otherwise had been assessed to be prone. These preemptive assessments seek to further lower driving accidents and fatalities by orders of magnitude and eliminate them entirely. These tools for improving driver safety are demonstratably effective and are evolving as the industry adopts industry best practices throughout the world driving down road fatalities and reducing the risks and costs of both employers and employees.