Managing a fleet involves more than just ensuring vehicles are roadworthy; fleet managers must also navigate a complex web of regulatory requirements. Staying compliant with industry standards and legal requirements is essential, but it can also be one of the most difficult aspects of the job. Below, we outline three of the top compliance challenges facing fleet managers today and offer solutions to help you tackle them head-on.
1. Fleet Management Compliance with DVSA Earned Recognition Standards
For many fleet managers, keeping up with the standards set by the Driver and Vehicle Standards Agency (DVSA) Earned Recognition scheme is a significant challenge. The scheme requires fleet operators to demonstrate compliance across multiple key performance indicators (KPIs), such as vehicle maintenance, driver checks, and defect reporting. Failing to meet these standards can result in penalties, additional inspections, or even the loss of the Earned Recognition status, which can impact your business’s reputation.
Solution: Utilising a comprehensive fleet management system can streamline the process. Truckfile empowers your business to excel within the DVSA Earned Recognition scheme, offering essential tools for meeting current regulatory requirements and achieving exemplary operator status. To comply with the scheme’s standards, fleet managers must report on the compliance of five maintenance aspects in a digital format.
Our maintenance system simplifies this process, collecting all necessary information in a secure, user-friendly format. It provides a clear overview of your compliance progress throughout the month and allows for swift issue resolution. When an inspection document is generated using our workshop management system, it automatically fulfils the associated scheduled event, streamlining the compliance process. Additionally, when actions are taken against defects using Truckfile’s Driver Check app, they are seamlessly transmitted to the system, ensuring the completion of relevant Key Performance Indicators (KPIs).
2. Maintaining Compliance with Driver Hours and Tachograph Records
Another key compliance issue for fleet managers is monitoring and maintaining accurate records of driver hours and tachograph data. Drivers must adhere to strict hours-of-service regulations to avoid fatigue, which is a major safety risk. Fleet managers are responsible for ensuring that drivers do not exceed legal driving hours and that rest periods are appropriately observed. Failing to track and record this information accurately can lead to hefty fines and other penalties.
Solution: Implement telematics systems that automatically record driving hours and integrate tachograph data directly into your fleet management software. By using systems like Truckfile’s Telematics Solutions, fleet managers can easily monitor driver hours, track driving behaviour, and ensure compliance with legal limits. These solutions help prevent driver fatigue while reducing the risk of non-compliance with legal driving hours.
3. Staying Compliant with Vehicle and Driver Safety Checks
Regular vehicle safety inspections and driver checks are critical, but ensuring that every inspection is thorough and properly recorded can be challenging, particularly for larger fleets. Missing a defect or failing to report a safety issue can lead to compliance failures, costly repairs, and increased downtime. Moreover, daily driver checks are a legal requirement for many fleets, adding another layer of responsibility for fleet managers.
Solution: The best way to stay compliant with safety checks is to use a digital system like the Truckfile Driver Check App. This app helps drivers carry out pre-trip inspections and report defects in real-time, ensuring that any safety issues are flagged and addressed immediately. The app also keeps a digital log of each inspection, making it easier for fleet managers to maintain a comprehensive record of all checks, which is crucial for compliance with DVSA standards.
Learn more about how Truckfile’s solutions can help you overcome these compliance challenges.