- Lack of awareness of responsibilities
- Lack of resources
- Lack of relevant expertise
1. Lack of awareness of responsibilities
This client had created a multi-functional back office dealing with all non-operational matters under the HR Manager. Fleet size was approximately 45 vehicles.
Fleet Management was therefore the responsibility of the HR Manager and vehicles had been sourced from a variety of sources.
Until a briefing on the Health & Safety Guidelines on managing work related road safety attended by the HR Manager, driving licences had been checked on an ad hoc basis when new starters collected their new car on joining.
The Licence Bureau briefed the HR Team on their responsibilities and provided the necessary reference material to support the process. The Licence Bureau website provides advice and guidance on driving licences and details the entitlements of all categories of licence.
The site contains useful links to relevant information sources on other driving matters.
2. Lack of resources
The client operates a department staffed by HR specialists rather than fleet or vehicle management experts. There was a knowledge gap but equally as relevant was the lack of resources to manage effectively the manual process of periodically checking all the employee’s driving licences on a regular basis.
Outsourcing the process of licence checking to The Licence Bureau removed the time consuming mechanical demands of a manual licence checking process that required original licences to be collected and inspected from a large number of drivers. Once the client provided us with a list of the names, addresses and contact details for all their drivers the Licence Bureau took responsibility for obtaining the consent of the drivers for a check of their records with the DVLA.
Once consent was obtained the up-to-date driver record was obtained and reports generated for the benefit of the client.
Once the initial check had been carried out the data was provided in an accessible format to the client and it was clear which drivers were most ‘at risk’ in terms of their accumulated points.
The Licence Bureau operates a system of regular checks based on the current points tally for each driver:
Under 4 Points: Annual Check
4-7 Points: 6-Monthly Check
8+ Points: 3-Monthly Check
These are only our recommendations; we can generate checks at whatever intervals the customer wishes.
Drivers are automatically flagged for a recheck by our system according to their points total. Once the client has confirmed that the drivers due for recheck are still employed and still driving on their behalf the Licence Bureau processes the request for data with the DVLA and updates the clients records.
3. Lack of relevant expertise
On this occasion the licence was checked by the line manager although no copy of the licence was systematically retained on file and no subsequent checks were undertaken for the remainder of that employee’s time with the Company.
The HR Manager was unaware of the liabilities and lacked the knowledge and resources to manage a robust licence checking regime of initial and periodic licence checks by knowledgeable individuals.
The Licence Bureau reporting system highlights those drivers with no driving licence, with a provisional licence only, that are disqualified, have had their licence revoked or have an expired LGV/PCV. Our reports highlight any LGV/PCV licences that need renewal in the next twelve months.
If a question arises over whether a driver can drive a vehicle other than a motor car, the resources available on the Licence Bureau website make it easy to check the categories of licence and the entitlements, as well as any restrictions in terms of eyesight held by the driver.