Driver walk around checks and defect reporting – sharing good practice Introduction The requirement to properly maintain vehicles lies at the heart of much road transport legislation and the operator licensing system, but the actual process of achieving this is not subject to specific rules.This is a benefit to the industry as it allows individual organisations to devise systems that are appropriate to its own operations. However, it can also create uncertainty for decision makers in identifying the best course of action. The Vehicle and Operator Services Agency’s (VOSA) publication entitled Guide to Maintaining Roadworthiness (GTMR) is an industry-recognised guide to the minimum requirements of an effective preventative maintenance system and should be used by anyone looking to establish and maintain an effective system. Visit www.vosa.gov.uk or FTA members can contact the FTA Member Advice Centre for a copy. This briefing note focuses on driver walk around checks and defect reporting to identify and share good practices over and above these minimum standards. The good practices highlighted within this note are based on real-life systems used by FTA members and should be used to stimulate ideas in relation to possible improvement of your own systems.
Key system areas are:
Further resources
• driver training
• FTA’s Routine checks for large goods vehicles DVD – a DVD providing a practical demonstration of all areas that need attention during a routine walk around check for large goods vehicles. It features an 18 tonne curtainside truck, an artic combination with a tank semitrailer and a rigid fitted with a dropside body. A second disc provides a set of managers’ notes, two test papers and two answer papers to be used in conjunction with disc one. Visit www.shop. fta.co.uk or call 08717 11 11 11. • FTA’s Routine checks for vans and light goods vehicles DVD – a DVD providing a practical demonstration of all areas that need attention during a routine check for vans and light goods vehicles. It features a van, a 3.5 tonne dropsided vehicle with a trailer attached and a 7.5 tonne tipper. A second disc provides a set of managers’ notes, two test papers and two answer papers to be used in conjunction with disc one. Visit www.shop.fta.co.uk or call 08717 11 11 11. • Example of a test paper in Appendix A • Example of written instructions in Appendix B • FTA’s Drivers’ Handbook – a guide for large goods vehicle drivers to do their job safely and responsibly. With sections on staying legal, when things go wrong, driving best practice, looking after yourself and driving abroad, it
• routine vehicle checks by drivers • defect reporting • defect rectification • auditing
Driver training All drivers should be fully trained in carrying out vehicle checks and on how your defect reporting system works. Before being permitted to drive vehicles, the effectiveness of this training should be measured by way of assessment or written test (an example test paper is shown in Appendix A). Drivers should also receive written instructions (either specific or in a handbook) in relation to your defect reporting procures and should sign to say they have received and understood the information (an example is in Appendix B). All training, assessment and information received should be recorded and retained. From 10 September 2009, this training may also be used to count towards the periodic training requirement for the Driver Certificate of Professional Competence, provided it is an approved course delivered by an approved training provider (for more information see the FTA guide to Driver CPC at www.fta.co.uk).
also includes a fold out driver’s walk around check diagram. Visit www.shop. fta.co.uk or call 08717 11 11 11 • FTA’s Van Drivers’ Handbook – a guide for van drivers to do their job safely and responsibly. With sections on defensive and green driving, driver licensing and driving offences, it includes a fold out driver’s walk around check diagram. Visit www.shop.fta.co.uk or call 08717 11 11 11 • FTA’s HGV walk around check poster. Visit www.shop.fta.co.uk or call 08717 11 11 11 • FTA’s Van walk around check poster. Visit www.shop.fta.co.uk or call 08717 11 11 11 • FTA driver walk round check training. Visit www.fta.co.uk/training
Walk around checks by drivers Checks should be carried out by all drivers on taking over the use of any and every vehicle or trailer. Particular care to be taken when there is a change to the type of vehicle or trailer operated or where third party vehicles/trailers are to be used. Ensure that drivers have adequate facilities and light to carry out checks via the provision of torches or suitably illuminated areas on site.
FTA Briefing Note
Driver walk around checks and defect reporting – sharing good practice Defect reporting All drivers should be issued with defect report pads. Defect report pads can either cover both the driver’s check and the defect rectification process or organisations can use separate forms for each stage. Report pads should have serial numbers so that their issue and use can be monitored. Defect sheets must contain all elements contained in the GTMR as a minimum – these are listed in the first tier of Appendix C. The next group of items in the appendix are those that are recommended for consideration as they pick up on other legal requirements, such as tachographs, vehicle excise duty and no smoking signs. The last group are considered optional, generally because they relate to specialist vehicles or operations. Clearly, there is a balance to be had between having a thorough form and having one that is excessively long. Also, the forms need to be specific to the vehicle/combination to be used by the driver where practicable. Therefore, when looking at the recommended and optional items, it is important to choose the most relevant items to your drivers, operations and preventative maintenance systems. For example, the second recommended item is that the driver completes the date of the last inspection/ recalibration from the tachograph plaque. However, you may feel that this would be more suitable to be checked in the regular safety inspection, rather than by the driver. The appendix includes a column on the right for you to use to check against your existing forms, so you can identify the items that you don’t currently ask drivers to check, but which you may wish to consider including in the future. The final optional item on the checklist is the ability to identify damage on a vehicle. An example of this could be achieved using pictures, rather than words, as shown in Appendix D. Drivers should always complete, sign and date the form even if no defects are found – known as ‘nil’ defect reporting. These forms may help to satisfy enforcement officers that the vehicle was roadworthy when it left the depot. In the VOSA publication Enforcement Sanctions Policy, VOSA enforcement officers are guided not to issue fixed penalties to drivers if they believe that the problem happened during the journey. All reports (even ‘nil’ defects) should be retained for at least 36 months (to cover for personal injury claims as well as operator licence undertakings).
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Drivers should confirm a check has been carried out before vehicle leaves the depot by either handing in completed and signed copy report forms, or by using telematics/onboard communication system as confirmation. Post-duty or end-of-shift checks should also be carried out by drivers. If a defect is then found at the next shift, the previous driver should be interviewed to explain the discrepancy. The post-duty sheet should also ask the driver to confirm: • if driver/vehicle has been stopped at a roadside enforcement check • if driver/vehicle has been involved in an accident or incident
Further resources • Defect sheet checklist in Appendix C • Example of damage reporting sheets in Appendix D
Defect rectification Each site should have a nominated person(s) responsible for making the decision as to whether the vehicle is taken off the road or whether the vehicle can be used, whenever a defect has been reported by a driver.That person must either: • have the appropriate skills, experience and knowledge to make the decision or • have access to others who hold the appropriate skills, experience and knowledge to make the decision. The VOSA publication VOSA Categorisation of defects may help with the decision (see further resources section below) If the responsible person decides the defect requires immediate action the vehicle must be taken off the road until the defect has been rectified. There should be systems in place to ensure that vehicles taken off the road are not used (such as a whiteboard in the traffic office listing these vehicles) and that an appropriate ‘vehicle not in use’ sign is placed in the vehicle. If the responsible person decides the rectification can be deferred after determining that the vehicle is roadworthy, there should be a system to ensure it is dealt with within the required time or at the latest at the next safety inspection.The defect note should be annotated ‘deferred to next safety inspection’ or ‘deferred to [date]’ and signed by the responsible person.
All defects must be rectified and this process must be documented. The defect sheet should have either: • four copies of differing colours: –– one to be retained by the driver –– one to be handed into the office –– one to be handed into the office and then to go to the workshop –– one to be handed into the office, then to go to the workshop and, lastly, to be returned to the office once rectified and completed or • two copies: –– one to be retained by the driver –– one to be used by other parties listed above There should be a system to keep a log of outstanding defects, which records: • vehicle registration or trailer ID number • defect • date of report of defect • date of rectification Defect reports and defect logs must be retained for at least 15 months. If kept for longer for other reasons (personal injury claims for 36 months) these files should be kept separately. Note that records may be kept electronically and VOSA has issued a guidance publication – see the further resources section below.
Further resources • VOSA publication Categorisation of defects. Visit www.vosa.gov.uk and search under publications, or members can contact the FTA Member Advice Centre • VOSA publication Guide to the use of maintenance software and computer storage of maintenance records. Visit www. vosa.gov.uk and search under publications, or members can contact the FTA Member Advice Centre • FTA categorisation of defects training. Visit www.fta.co.uk/training
Auditing Operators should carry out daily random checks to ensure drivers are always carrying out routine vehicle checks. For example, supervisors should check drivers’ report pads, check tachograph records and observe drivers carrying out checks.
Driver walk around checks and defect reporting – sharing good practice To ensure the routine checks are being carried out to the required standard, random daily walk around check audits should also be carried out. This involves vehicles being stopped before they leave the depot and a routine check carried out. Anything that has been missed by the driver should be the subject of formal investigation and, as this may be a driver error, you should look to your organisation’s policy on training and disciplinary procedures as appropriate, and document any such action.
consider including the requirement for this feedback to be included formally in the service level agreement. Again, reported problems should be investigated, acted upon and documented.
identify key trends and to target resources to deal with these issues. This may be a problem with a particular driver, manager, depot, maintenance provider, test station or even an enforcement officer.
Information from your defect reporting system can also be used to highlight any specific issues with makes or models of vehicles. Where these have been identified steps need to be taken to mitigate these problems and these steps should be documented.
Finally, independent audits of the system should be carried out regularly. The appropriate frequency will depend on the circumstances, but the audits should not usually be needed more than every six months.
Further resources
The vehicle’s regular safety inspections can also be used to highlight where driver reportable defects have been missed. If you use an external maintenance provider
Information from reported defects, prohibitions, fixed penalties and the operator’s vehicle roadworthiness traffic enforcement score should be used to monitor and
• FTA driver daily walk around check audit. Visit www.fta.co.uk/vehicleinspection • FTA vehicle maintenance systems audit. Visit www.fta.co.uk/vehicleinspection
An FTA Briefing Note 3
Driver walk around checks and defect reporting – sharing good practice Appendix A: Example of a driver walk around check test paper Name........................................................................................................................................................................................ Date............................................................................................. There are 15 questions included in this test paper. To complete the test, please tick next to the relevant answer, but note that some questions may need you to tick more than one answer. 1 What legal action could be taken against you if you drive an unroadworthy vehicle? (Tick all that apply) a You could be fined b Your licence could be awarded penalty points c Your vocational licence could be revoked d You could be sent to prison [Answer – all correct] 2 Driver walk around checks are which of the following? (Choose the best answer) a A nuisance and should be done as quickly as possible b Part of your company’s regular vehicle maintenance system c The responsibility of the registered keeper of the vehicle d Only required for borrowed or hired vehicles [Answer – b Part of your company’s regular vehicle maintenance system] 3 When is the best time to do a walk around check? (Choose the best answer) a When the engine is running b Only in the morning c When taking over the vehicle for the first time d During a break or daily rest period [Answer – c When taking over the vehicle for the first time] 4 What is the main reason for looking under the front of your vehicle during your check? (Choose the best answer) a To look for ice and snow on the road b To make sure the tyres are all inflated the same c To check the line markings on the road d To look for any sign of fluid leaks such as oil or coolant [Answer – d To look for any sign of fluid leaks such as oil or coolant] 5 When should you check the oil and coolant level? (Choose the best answer) a After you start the engine, to give them both time to warm up b Before you start the engine, when the engine is cold c Whenever you remember – it makes no difference [Answer – b Before you start the engine, when the engine is cold] 6 At what stage must you start using your tachograph (assuming your activities require you to use one)? (Choose the best answer) a Once you have left the yard b After your morning tea c As soon as you take over the vehicle d When you are satisfied that all is well with your vehicle [Answer – c As soon as you take over the vehicle] 7 Amongst others, which of the items below should you check while sitting in the driver’s seat? (Tick all that apply) a Warning lamps and devices b Wheel security c Demisters and temperature controls d Operation of the parking brake [Answer – a Warning lamps and devices, c Demisters and temperature controls and d Operation of the parking brake] 8 What is the most important reason for keeping the footwell clear? (Choose the best answer) a The items could be damaged b There’s no way to tie things securely c Loose objects could obstruct operation of the pedals d The noise made by the moving objects could annoy you [Answer – c Loose objects could obstruct operation of the pedals]
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9 How could you make a quick check for excessive exhaust smoke? (Choose the best answer) a b c d
Ask a colleague to look up the exhaust pipe Rev the engine hard and then jump out the cab and look Press gently on the accelerator and use your wing mirrors You don’t need to worry about this as part of a routine check
[Answer – c Press gently on the accelerator and use your wing mirrors] 10 When walking round your vehicle checking items, you are looking to ensure everything is what? (Tick all that apply) a b c d
Secure In good condition Working Value added
[Answer – a Secure, b In good condition and c Working] 11 Tyres are important. Which of the following answers are appropriate? (Tick all that apply) a b c d
In good condition Under inflated Without bulges, tears or abrasions Less than three months old
[Answer – a In good condition and c Without bulges, tears or abrasions] 12 What should you check your fuel cap for? (Tick all that apply) a b c d
To check the fuel level To ensure the seal is in good condition To see if the vehicle uses petrol or diesel For any leaks
[Answer – b To ensure the seal is in good condition and d For any leaks] 13 If you drive an artic, what do you need to remember when checking the semi-trailer? (Tick all that apply) a b c d
Longer vehicles take up more room The trailer numberplate matches the registration of the tractor unit The suzies must be properly connected and secured To listen for air leaks
[Answer – b The trailer numberplate matches the registration of the tractor unit, c The suzies must be properly connected and secured and d To listen for air leaks] 14 If you didn’t load the vehicle yourself, should you be concerned about the load’s condition/safety once you’ve left the depot? a No, it’s the responsibility of the person/people who loaded it b Yes, it’s down to me as the driver [Answer – b Yes, it’s down to me as the driver] 15 Why is it so important to follow a regular routine when doing the walk around check? (Choose the best answer) a Because my supervisor tells me to b So I remember to check the sideguards and rear under run bar c Following a routine reduces the chance of missing anything [Answer – c Following a routine reduces the chance of missing anything]
Score............................................................................................................................................................ Comments..........................................................................................................................
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Driver walk around checks and defect reporting – sharing good practice Appendix B: Example of written instructions
DRIVERS VEHICLE CHECK INSTRUCTIONS At the commencement of your shift you should always carry out a check of your vehicle/trailer as per the checklist before leaving your depot. Any defects identified should be reported to your team leader using a defect report. (All defects should be reported in writing using the defect forms supplied.) Your Team Leader or Workshops will assess the type of defect as to whether or not it should be rectified before you leave the depot, or rectified on your return. Note: Y our vehicle/trailer must not leave the depot with any defect that could be considered safety related or which could possibly attract a prohibition notice or a fixed penalty if checked by VOSA or other enforcement agencies. Only when you are satisfied that your vehicle in your opinion is in a safe and roadworthy condition should you commence your journey after ticking the ‘nil defect’ box and signing your daily vehicle check sheet. Once your journey has commenced and during your shift you must monitor the vehicle and trailer for any defects that arise. Should any defects occur no matter how small or large these must be reported and a defect report completed on your return to depot. On return to the depot at the end of your shift you should complete the remainder of the daily defect sheet, sign it and hand in to your team leader. Please remember you must check every vehicle and trailer used during your shift and sign that you have done so. If you have any problems with the above, please contact your team leader.
Driver’s vehicle check instructions
Driver name............................................................................................................................................................................
I declare that I have received and understood the instructions above.
Name............................................................................................................................... Date..................................................................................
An FTA Briefing Note 5
Driver walk around checks and defect reporting – sharing good practice Appendix C: Defect sheet checklist Defect sheets should contain all elements contained in Guide to Maintaining Roadworthiness as a minimum – these are listed in the first tier.The next group of items are those that are recommended for consideration as they pick up on other legal requirements.The last group are considered optional, generally because they relate to specialist vehicles or operations. The right-hand column is for you to use to check against your existing forms (tick if your forms already contain these elements).
Minimum requirements of Guide to Maintaining Roadworthiness
ABS systems functioning
Fuel/oil leaks
ABS leads connected
Battery security (condition)
Vehicle/trailer exterior clean
Tyres and wheel fixing
Numberplates
Spray suppression Steering
View to front (no more than 4cm interference with swept area)
Security of load
Underrun bars
Mirrors
Sideguards
Lights
Steps and catwalk
Reflectors
Door locks
Indicators
Interior light
Wipers
Condition of load securing equipment
Washers
Load weight and distribution
Horn
Who the defect was reported to and when
Excessive engine exhaust smoke
Optional items
Brake lines (combinations)
Urea level
Coupling security (combinations) Electrical connections (combinations)
Height indicators or driver to confirm vehicle/combination/ load height on form
Brakes
Accident pack – forms and camera
Security of body/wings
Tail lift
Markers
Crane
Glass
Over height warning buzzer
Items recommended for consideration Tachograph – correct time Tachograph – calibration/inspection (date of last inspection/ recalibration)
Tipping gear Refrigeration equipment Telematics and in-cab communications On-board weighing equipment
Tachograph – spare print roll
Curtains
Tachograph – speedlimiter plaque
Night heater
Driver has digital tacho card if holds one
In-cab communications
Driver has charts/records for current day and previous 28 calendar days
Reversing aid
Driver has no charts/records over 42 calendar days old
Moveable bulkhead
Driver has Driver Qualification Card (Driver CPC) if required
Twist locks
VED
Well Driven? or other campaign stickers
Operator’s licence disk
Vulnerable load card
Plating certificate vehicle
Toll tags
Plating certificate trailer
Recovery stickers
No smoking sign Low air warning alert
Other warning devices (handbrake, fifth wheel sensors, landing legs etc)
Gauges and dials
Service week sticker
Seats
Mechanical seal
Seat belts
Post duty – has driver vehicle been stopped at roadside enforcement check?
Oil, coolant and screenwash levels Fuel cap Cab/trailer interior clean
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Shutters
London Lorry Control Scheme permits
Post duty – has driver vehicle been involved in an accident or incident? Damage (see also Appendix D)
Driver walk around checks and defect reporting – sharing good practice Appendix D: Example of damage reporting sheets
An FTA Briefing Note 7
Acknowledgements With thanks to: 3663 First for Foodservice, ASDA, Greggs plc, Menzies Distribution, Sainsbury’s, Tesco, Travis Perkins and Warburtons for providing examples of industry best practice.
Freight Transport Association Limited Hermes House St John’s Road Tunbridge Wells Kent TN4 9UZ
Telephone: 01892 526171 Fax: 01892 534989 Website: www.fta.co.uk Registered in England Number 391957 4.10/ST
