Digital compliance

Whether an operator chooses to outsource R&M work or carry it out internally, it is vital for transport managers to keep a tight rein on their fl eet maintenance regime. Th eir role requires them to ensure vehicles remain roadworthy at all times, comply with all legal requirements and ensure comprehensive records are in order and acted upon when necessary.

Not only do transport managers have to do this to keep vehicles and drivers safe while staying on the right side of the traffi c commissioner, but they also have to drive effi ciencies into the wider operation by minimising HGV downtime and reducing fuel emissions and costs.

We asked operators how their transport managers preferred to keep track of maintenance records. It was quite an even split between those opting for a predominantly digital-based system (46%) and those preferring paper records (41%), while 9% had a combined approach. A small minority (4%) of operators said they did not keep track of maintenance records as they relied on a third party to do so. Weekly checks of maintenance records were the most popular with respondents to our survey, with nearly half (47%) doing this. Th is was followed by 23% of operators checking records every 28 days (to possibly align with DVSA Earned Recognition KPI requirements) and an equal 23% checking records six-weekly to tie in with PMIs. Th e remaining 7% ranged from those checking R&M records daily through to periods up to 10 weeks.

Digital compliance soft ware has advanced signifi cantly over the past few years, with systems developed to check everything from vehicle idling through to workshop scheduling and everything in-between.

Th e most popular use of digital compliance equipment was for maintenance and inspection report scheduling, with more than half of operators using it for this purpose (55%). Th is was closely followed by driver walk-around checks and defect reporting systems (52%). Other uses included MoT initial pass rate monitoring, tyre-pressure monitoring and incident reporting.

Frequency transport manager checks maintenance records

Weekly

47%

Six-weekly (after PMIs)

23%

28 days*

23%

Other

7%

0 10 20 30 40 50 * Earned Recognition recognised Shutterstock

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DIGITAL COMPLIANCE

Are you a member of the DVSA’s Earned Recognition scheme?

26%

No

11%

Yes

63%

No, but considering it in next 12 months

In a question posed by sponsor Hireco, 71% of respondents said they thought a digital checklist for drivers to help them go paperless would be a helpful compliance aid.

A well-run fleet maintenance regime plays a crucial role in the DVSA’s flagship Earned Recognition scheme.

The voluntary scheme is a way for operators of all sizes to prove their fleet meets required compliance standards by regularly sharing performance information with the DVSA.

To do this, operators must use a DVSA-validated IT system for vehicle maintenance and drivers’ hours records, which will monitor an agreed set of key performance indicators.

Every four weeks, the system tells the DVSA if any KPIs have been missed by a set amount. If this happens, the DVSA will work with operators to help fix any problems. The DVSA does not have any direct access to operators’ data or systems. Benefits to businesses for signing up to Earned Recognition include proving they are an exemplary operator when bidding for key contracts, but it also means their vehicles are less likely to be stopped during roadside checks or to receive on-site visits.

Around 11% of respondents to this survey had joined the DVSA scheme, but a further 26% were looking to join in the next 12 months, which shows an increasing interest in the initiative.

Larger operators running 50-plus HGVs were far more likely to have signed up to Earned Recognition, with 18% already on-board and a further 23% looking to do so in the next year. While the smallest operators (1-10 trucks) showed only 6% had joined up to date, a significant number (27%) planned to in the next 12 months.

Medium-sized operators, with between 11 and 49 trucks, revealed that 13% had already joined the scheme and a further 27% planned to do so.

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