The administration and financial management of fleet is very organisational specific. It largely depends on donor requirements and organisational policies. At a glanceFor example, in some organizations vehicles are restricted to specific projects , others are utilised in and others utilize vehicle pools to serve all projects, some are strictly organisational driver driven and others self-staff driven and coordinated in pools based on administration policies related to pooling. The multiple projects. Driving policies can vary from a strict reliance on a dedicated driver from the organization, to using staff to drive the vehicles. The administrative policies of the individual organization will dictate which approach will be utilized. This results in the custodian of the fleet management function is also very function to be very much dependant on organizational policies and structures.
- The general criteria for selection of a vehicle would vehicle should be in conformity with the standard recommended vehicles.
- The standard tender process is adopted for vehicles, as for all other goods and services, bulk items and items bought on a regular basis. In some cases, the process may result in outsourcing of some aspects of the vehicle management or leasing of vehicles (See Procurement 1 topic).
- For small daily purchases such as spark plugs, filters etc, petty cash/float may be used by the fleet manager.
Careful consideration should be given to the form of insurance selected for the vehicles belonging to the organisation. The minimum requirements of the law must legal requirements must always be complied with; this is usually at least third party cover.
- Lease agreement is drawn up between (ORGANISATION XYZ) and between the organization and the leasing company clearly specifying the terms of agreement.
- In some cases the lessee may pay a monthly bill irrespective of mileage covered or a fixed amount with additional costs per kilometre outside of a specified range.
- Depending on nature of agreement the lessor may be responsible for:
- repair and maintenance at agreed intervals;
- in some cases the vehicle may come with a driver.
- The lessee is responsible for:
- provision of competent drivers;
- monthly payment; and
- managing routing of vehicle.
- The lessee’s drivers will be responsible for good driving.
The preferred options are dependent on the organisations approved procurement or sourcing policies and operational needs. Contracting, sourcing and leasing are done in strict adherence with the organisations approved procurement policy. (See Agreement for leased transport fleet sample and refer also to the Procurement 1 section)
In emergency situations outsourcing and external leasing are common practices. In a rapid on-set emergency, it takes time to ship-in or purchase vehicles for use in the response. Organisations are sometimes left with the option of outsourcing or leasing vehicles or trucks from the local market. In the initial days of the emergency, this can prove to be an expensive option. In emergency situations, there are usually very many organisations and very few assets. The high demand may cause price increases.
- every vehicle carries a logbook;
- logbooks are checked on a weekly basis;
- vehicles are logged out and signed for before every trip. A vehicle allocation chart is recommended;
- the driver records all fuel and maintenance costs in the log book or fuel request and purchase voucher, indicating the reading on the odometer at the time of the expense;
- fuel can be purchased from a central petrol station and a receipt issued. Where there is no appointed petrol station, the vehicle fuel request form is completed and approved before funds are released for fuelling. Should the driver have to purchase fuel from their own funds or petty cash, the amount spent on the purchase will be reimbursed;
- all vehicle keys are surrendered at the end of the day;
- drivers adhere to the carrying capacity as provided by the traffic law;
- no unauthorized staff member is members are allowed to drive (ORGANISATION XYZ) vehiclesdrive the organizations vehicles. Vehicles will be assigned at the discretion of the approving officer; and
- all new staff (those who have a driving license but have not driven for a specified period), will not be allowed to drive the organisation's vehicles unless accompanied by a qualified driver or have been re-tested by the registered automobile association and authorized to drive.
This aspect of vehicle management is very sensitive and also the most is often abused. It is therefore necessary to have a clearly defined policy regarding vehicle usage and staff benefits. Understandably, most organisations do not have the capacity to assign a driver for each vehicle that they own. Under these circumstances, staff after testing, staff may be authorised to self drive, after testing. The vehicles would in most cases be pooled and rotated based on needs, except where a specific donor requirement conditions ties a vehicle to a specific project. For practical reasons, light vehicles are utilised for office operations and within urban settings and heavy vehicles for field based operations.
The key to successful observance of health and safety is the development of an organisational culture of awareness of, and compliance with health and safety issues. To ensure that this is possible the Health & Safety policy document must be practical and be incorporated within day to day tasks.
Health & Safety Specifics in Fleet Management
Some organisations manage their own routine minor repairs and vehicle service workshops. Some basic health and safety measures for workshops would be:
- clear environments around work stations;
- completed risk assessments and action taken where risks are highlighted, i.e. warning tape on raised flooring;
- practice drills for fire evacuation; and
- availability of and mandatory use of safety equipment such a goggles, boots, gloves, etc.
Health & Safety Specifics in Fleet Management
There are five areas specific to transport management where local health and safety procedures will probably need to be agreed and documented by the fleet technical staff:
Fleet management in organisations is expensive. Vehicles are valuable assets and critical for business continuity. They therefore require adequate attention.
- Oxfam (pg 91-105)
- MC (pg 73-95)
- Fritz Institute (pg 1-75)
- ICRC (pg 431-558)
- World Vision International Policies
- TransAid (pg 1-14)
Additional information on Asset Management:
- IMC (pg 128-156)
- Oxfam (pg 106-113)