Maintenance Management Policy
1 Scope
This policy is applicable to all maintenance providers to Veolia within the UK. Its purpose is
to support the provider as a source of training, induction and as a reference to in-house
Veolia maintenance facilities and third party suppliers. The areas covered within this
document are:
General workshop operations
Permanent employee and agency worker management
DVSA interaction
Fleet management systems
QHSE
Communication
Performance
Accreditation
The purpose of the policy is to ensure that all assets are maintained to the highest
standards, thus promoting safety, compliance and efficiency. Failure to follow the policies
and procedures contained within this document could allow Veolia to be exposed in the
event of legal action.
Ownership of the policy is vested with the Fleet Compliance Engineer for Veolia. Any
questions of clarification on this document should be directed to the Fleet Compliance
Engineer or appropriate Head of Fleet for Veolia.
Some processes included within the Maintenance Management Policy are completed by
the Fleet Shared Services Team, based at Kingswood, Cannock. Any process queries can be
directed to [email protected] or 0203 5672000. The Fleet shared services department are
based at Kingswood House at Cannock and are managed by the Fleet Shared Services
Manager. The 11-strong team perform the following:
MOT and operator licence compliance
Road fund renewal
Fuel card management
Vehicle hire, transfer and disposal
New vehicle orders, company car and commercial vehicle
Fleet management system support and management
Invoicing
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2 Contents
1 Scope ............................................................................................................................................ 2
2 Contents ....................................................................................................................................... 3
3 General Maintenance Operations................................................................................................... 7
Workshop Loading .................................................................................................................................... 7
3.1 Scheduled events....................................................................................................................................... 7
3.1.1 Safety Inspections ..................................................................................................................................... 8
3.2 Brake Testing............................................................................................................................................. 9
3.3 Maintenance Agreements ...................................................................................................................... 10
3.4 Servicing.................................................................................................................................................. 11
3.5 Annual Test ............................................................................................................................................. 12
3.6 Reduced Pollution Certificates (RPC) and particulate traps ................................................................... 14
3.7 Vehicle Diagnostic Equipment ................................................................................................................ 15
3.8 Diesel Particulate Filters (DPF)................................................................................................................ 16
3.9 LOLER Requirements............................................................................................................................... 17
3.10 Detailed Maintenance Inspection Process (DMIP) ................................................................................. 19
3.11 Manufacturer Recalls.............................................................................................................................. 20
3.12 Motorised Mobile Plant & Off-road Assets............................................................................................. 22
3.13 Maintenance Records ............................................................................................................................. 23
3.14 Job Cards................................................................................................................................................. 24
3.15 Standard job times .................................................................................................................................. 24
3.15.1 Vehicle Documents ................................................................................................................................. 25
3.16 Operator Licence Disc.............................................................................................................................. 25
3.16.1 Road Fund................................................................................................................................................ 25
3.16.2 VTG Plate ................................................................................................................................................. 25
3.16.3 No Smoking Notice .................................................................................................................................. 25
3.16.4 Vehicle height.......................................................................................................................................... 25
3.16.5 Tyres and Wheels.................................................................................................................................... 26
3.17 Ancillary equipment................................................................................................................................ 29
3.18 Overweight System.................................................................................................................................. 29
3.18.1 Conspicuity markings............................................................................................................................... 29
3.18.2 Additional Safety Systems ....................................................................................................................... 29
3.18.3 Safety Camera ......................................................................................................................................... 31
3.18.4 Accreditation – FORS/CLOCS/London SLS/ECO Stars equipment........................................................... 31
3.19 Parts Management .......................................................................................................................32
4 Approved suppliers ................................................................................................................................. 32
4.1 Imprest stock .......................................................................................................................................... 32
4.2 Own Stock ............................................................................................................................................... 33
4.3 Stock checks............................................................................................................................................ 33
4.4 Consumables (including lubricants) ........................................................................................................ 34
4.5 Warranty ................................................................................................................................................. 34
4.6 Van Stock ................................................................................................................................................ 34
4.7
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5 Third Party Control .......................................................................................................................35
5.1 Outsourced Maintenance ....................................................................................................................... 35
5.2 Contractors ............................................................................................................................................. 37
5.2.1 On site...................................................................................................................................................... 37
5.2.2 Roadside .................................................................................................................................................. 37
5.3 Rental Vehicles........................................................................................................................................ 38
IT Systems ....................................................................................................................................39
6 Tranman 7 ............................................................................................................................................... 39
6.1 Tranman 8 ............................................................................................................................................... 41
6.2 Agora....................................................................................................................................................... 42
6.3 RIVO Safeguard ....................................................................................................................................... 43
6.4 Crimson ................................................................................................................................................... 44
6.5 Manufacturer Electronic Service Documents ......................................................................................... 44
6.6 Fleet Management Policies ...........................................................................................................45
Fleet Management Policy – Cars............................................................................................................. 45
7 Fleet Management Policy – Commercial Vehicles up to 3500kg............................................................ 45
7.1 Fleet Management Policy – Commercial Vehicles over 3500kg ............................................................. 45
7.2 Fleet Management Policy - Motorised Mobile Plant & Off-Road Assets................................................ 45
7.3 Fuel Management Policy......................................................................................................................... 45
7.4 Asset Disposal Policy ............................................................................................................................... 45
7.5 Asset Hire Policy...................................................................................................................................... 45
7.6 QHSE............................................................................................................................................46
7.7 Facilities .................................................................................................................................................. 46
Signage .................................................................................................................................................... 46
8 Walkways and Fire Exits .......................................................................................................................... 47
8.1 Shutter Doors .......................................................................................................................................... 47
8.1.1 Vehicle Pits .............................................................................................................................................. 47
8.1.2 Vehicle Lifts.............................................................................................................................................. 47
8.1.3 Fixed Installation Electrical System Checks ............................................................................................. 48
8.1.4 PPE .......................................................................................................................................................... 49
8.1.5 Overalls.................................................................................................................................................... 49
8.1.6 Task specific (i.e. welding protection) ..................................................................................................... 49
8.2 Approved Suppliers ................................................................................................................................. 49
8.2.1 Risk Assessments .................................................................................................................................... 50
8.2.2 First Aid ................................................................................................................................................... 50
8.2.3 Fire Controls............................................................................................................................................ 50
8.3 Local Exhaust Ventilation (LEV)............................................................................................................... 50
8.4
8.5
8.6
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8.7 Equipment – Provision and Use of Work Equipment Regulations (PUWER) .......................................... 51
8.7.1 Calibration ............................................................................................................................................... 51
8.7.2 Portable Appliance Testing (PAT) ............................................................................................................ 52
8.7.3 Welding Protection.................................................................................................................................. 53
8.7.4 Portable equipment................................................................................................................................. 53
8.7.5 Static equipment ..................................................................................................................................... 53
8.7.6 Employee tools and equipment .............................................................................................................. 53
8.8 Equipment - Lifting Operations and Lifting Equipment Regulations (LOLER) ......................................... 54
8.9 Pressure Vessels (compressors, presses, tyre inflation) ......................................................................... 55
8.10 Compressed Gases.................................................................................................................................. 56
8.11 Control of Substances Hazardous to Health (COSHH) ............................................................................ 57
8.12 Working at Height ................................................................................................................................... 58
8.13 Lone Working.......................................................................................................................................... 58
8.14 Confined Spaces...................................................................................................................................... 59
8.15 Waste Control ......................................................................................................................................... 59
8.16 Inoculations............................................................................................................................................. 60
8.17 Contractor Control .................................................................................................................................. 60
8.18 Audit Process .......................................................................................................................................... 60
8.19 Accident Book / RIDDOR / RIVO.............................................................................................................. 61
8.19.1 Incident Management ............................................................................................................................. 61
8.20 Emergency Scenarios .............................................................................................................................. 62
8.20.1 Business Contingency Planning (BCP)...................................................................................................... 62
9 Permanent Employee and Agency Worker Management................................................................63
9.1 Recruitment ............................................................................................................................................ 63
9.1.1 Induction.................................................................................................................................................. 63
9.2 Technical ................................................................................................................................................. 63
9.2.1 Behavioural Assessments ........................................................................................................................ 64
9.3 Training ................................................................................................................................................... 64
9.3.1 Technical Training.................................................................................................................................... 64
9.3.2 Non-Technical Training............................................................................................................................ 65
9.3.3 Development ........................................................................................................................................... 65
9.4 Road safety ............................................................................................................................................. 66
9.4.1 Driving...................................................................................................................................................... 66
9.4.2 Breakdown attendance ........................................................................................................................... 66
9.5 Apprenticeships ...................................................................................................................................... 67
9.6 Agency Workers ...................................................................................................................................... 67
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10 Communication ............................................................................................................................68
10.1 Customers ............................................................................................................................................... 68
10.2 Out of Hours Contact .............................................................................................................................. 68
10.3 Escalation Process................................................................................................................................... 69
10.4 Supplier Management ............................................................................................................................ 69
Performance ................................................................................................................................70
11 Compliance KPI ....................................................................................................................................... 70
11.1 Productivity............................................................................................................................................. 70
11.2 Customer................................................................................................................................................. 70
11.3 Interaction (DVSA, HSE, EA)...........................................................................................................71
Annual Testing ........................................................................................................................................ 71
12 Prohibitions............................................................................................................................................. 71
12.1 Environment Agency............................................................................................................................... 73
12.2 Statutory Thorough Examinations (STE) ................................................................................................. 73
12.3 Depot Visit............................................................................................................................................... 74
12.4 Accreditation................................................................................................................................75
12.5 Authorised Testing Facility (ATF) ...................................................................................................76
Accord Dangereux Routier (ADR) & Tank Testing ...........................................................................77
13 Vehicle & Trailer Scope ........................................................................................................................... 77
14 Tank Testing ............................................................................................................................................ 78
15 Intermediate test (Leak test)................................................................................................................... 78
Periodic test (Hydraulic test) ................................................................................................................... 78
15.1 Annual DVSA ADR Inspection .................................................................................................................. 78
15.2 Non Hazardous Tank Testing .................................................................................................................. 79
15.2.1 Facilities .................................................................................................................................................. 79
15.2.2 Technicians.............................................................................................................................................. 79
15.2.3 Appendix......................................................................................................................................80
15.3 Veolia Wall Planner................................................................................................................................. 80
15.4 Veolia Service and Inspection Documents.............................................................................................. 81
15.5 Maintenance Agreement ........................................................................................................................ 82
16 MOT Flash Report (FL3) .......................................................................................................................... 83
16.1 MOT Failure Investigation Report........................................................................................................... 84
16.2 Vehicle Safety Recall Process.................................................................................................................. 85
16.3 Statutory Thorough Examination Certificate (LOLER)............................................................................. 86
16.4 Statutory Thorough Examination (LOLER) Flash Report ......................................................................... 87
16.5 Detailed Maintenance Inspection Process (DMIP) ................................................................................. 88
16.6 Standard Scheduled Service Times ......................................................................................................... 89
16.7 Prohibition Investigation Form (PI1)....................................................................................................... 90
16.8 Glossary of Terms .........................................................................................................................92
16.9 Sources of Information .................................................................................................................94
16.10
16.11
17
18
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3 General Maintenance Operations
It is assumed within this section that basic experience and maintenance abilities are present,
although many items are broken down to their simplest state. The term ‘asset’ refers to any
vehicle, trailer or mobile motorised plant equipment.
There are also many varying job titles in the regions (eg Workshop Area Manager, Fleet
Support Manager & Fleet Managers), for simplicity, these roles will be referred to as Area
Engineer in this policy. Similarly, the responsible person within the workshop may also have
different job titles, such as Workshop Manager, Supervisor or Foreman dependant on the
size of the facility, for simplicity these roles will be referred to as Workshop Manager.
3.1 Workshop Loading
Effective workshop loading is key to maximising productivity within the depot but also to
ensure the highest level of vehicle uptime, thus maintaining good customer relations.
Manual or electronic systems may be used; however the Tranman fleet management
software is designed to assist. Scheduled events such as safety inspections, tachograph
inspections and annual tests must be forward planned with enough flexibility to
accommodate any asset unscheduled events such as breakdowns and driver defects.
3.1.1 Scheduled events
Scheduled events must be forward planned for a minimum of 6 months for the operator to
comply with operator licence regulations. Veolia must adhere to these timescales, any
deviation from the plan could jeopardise legal compliance with the HSE or O licence.
Whilst the Transport Manager is accountable for planning and monitoring these
timescales, best practice indicates that the maintenance provider should run a mirrored
system to ensure compliance. This can be in an electronic format or on the standard
template that can be seen in appendix 16:1.
Routine safety inspections are dictated by the maintenance agreement which is completed
at the start of any contract and reviewed at least annually. Some scheduled events have
frequencies firmly set by legislation (such as digital tachograph inspection every two years)
with some of these reduced by Veolia policy for protection; (such as some types of
Statutory Thorough Examination under LOLER).
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3.2 Safety Inspections
Regular safety inspections are essential for an effective roadworthiness maintenance
system. The safety inspection sheets provide Veolia with a means of determining not only
the roadworthiness of individual vehicles but also the overall effectiveness of a site’s
maintenance system, thus enabling the instigation of any changes that may be necessary.
Although primarily undertaken in the interest of safe vehicle operations, safety
inspections, together with prompt remedial action are also cost effective. The early
indication of wear, damage or maladjustment may prevent sudden failure of components
resulting in unscheduled downtime and preventing premature replacement. Failure to
comply with the agreed inspection frequency could lead to operator licence sanctions
imposed by the Traffic Commissioner. The severity of the sanctions will be greater if the
DVSA investigation identifies safety failings as a result of extended intervals.
If a safety inspection cannot be completed in the correct planned week, the asset must be
taken off the road until inspected and an explanatory note placed in the relevant vehicle
file. Fleet Shared Services must be informed of all service slippages. Similarly, an inspection
must not be completed early as this will deviate from the annual service plan or could lead
to an extended interval afterwards. Additionally, an amended service schedule can indicate
to the DVSA that we, the operator, are not in control.
The frequency of safety inspections range from 4-12 weeks depending on several factors:
Fleet age and type of vehicle/trailer operated
The nature of the load or equipment carried
The ranges and type of operations completed
Distance and speeds travelled between safety inspections
The type of terrain and nature of operating environment
Site ability to comply with Veolia FMP – audit results
Accuracy of maintenance planning
Detailed study of defects arising between safety inspections
Quality of driver defect check and defect reporting
Capability of service providers maintenance regime
Manufacturers recommended safety inspection intervals
OCRS, prohibitions, FTA VIS, Veolia Simulated inspections
There are various safety inspection sheets that should be used on the Veolia fleet and they
vary depending on chassis and body type. The current sheet type and application can be
seen in the appendix 16.2.
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3.3 Brake Testing
As a responsible company Veolia are committed to ensuring that all company vehicles
comply with statutory requirements and this procedure deals with voluntary brake testing
on all ‘O’ licensed vehicles.
DVSA are now stating that more frequent vehicle brake testing must be carried out by
companies to ensure that the braking performance of vehicles is checked as regularly as
possible for safety.
Whatever the maintenance frequency, each Veolia vehicle must adhere to the company
policy with regard to brake testing and, in particular, recorded roller brake testing.
Veolia’s Fleet Policy states that, where facilities and geography allow, a recorded rolling
road brake test will be undertaken on each and every PMI.
If the above is not possible due to distance and / or geography the company policy states
that all Veolia vehicles must have a recorded rolling road brake test every 12 weeks as an
absolute minimum. For every inspection that falls between the 12-weekly recorded roller
brake tests, the vehicle must have a minimum of a recorded Tapley (Decelerometer) test.
However, be aware that the inspection that falls before the vehicle’s Annual Plating/MOT
test must also undergo a recorded rolling road brake test – this is to ensure that, wherever
possible, the risk of failing a DVSA MOT inspection is reduced to an absolute minimum.
For vehicles that fall outside the scope of operator licensing, such as 3500kg panel vans,
there must still be a measured brake test at all 12 weekly inspections. If the rolling road is
not suitable then a decelerometer test must be completed, but at least one rolling road
measurement is required annually.
All recorded brake tests must be stored in the respective vehicle file.
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3.4 Maintenance Agreements
The maintenance agreement is a requirement for an operator licence. A record of the
maintenance provider for each depot is held centrally in the fleet department and should
be updated by the depot transport or workshop function.
A maintenance agreement must be present for all maintenance repairers used at each
operating location, regardless of whether they are an internal workshop or an external
repairer. This document must be displayed in a prominent place in the
operations/transport office and the workshop.
This document is an agreement by all parties that the assets will be maintained to
recommended standards and at the correct intervals.
The maintenance agreement must specify the operating centre location, repairers name
and address, frequency of inspections, list of registrations or fleet numbers and be signed
by both parties. An example of this can be found in appendix 16:3. The agreement must be
reviewed and re-signed at least every 12 months with the maintenance provider; this
ensures that all the details are correct and current.
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3.5 Servicing
The purpose of servicing is to maintain the efficiency and uptime of the asset whilst
maintaining warranty conditions.
Various parts of the asset must be serviced using appropriate and approved methods and
timescales. Due to the complicated nature of some of Veolia’s equipment only competent
staff must undertake these tasks – there are safety risks to the technician if not completed
correctly. Engineer selection must be assessed by the Workshop Manager.
Engine and chassis servicing follows a sequence, A and B+. The following tasks are broadly
completed on each – the service sheet details all items:
A Service (completed at every safety inspection)
- Check fluid levels and top-up as necessary; Engine and Transmission Oils,
coolants, screen wash, hydraulic systems, ad blue, steering fluid etc.
- Grease pivot points and bushes where required
- Check and inflate tyre pressures
- Adjust brakes
- Check (investigate, repair and clear if necessary) ECU fault codes
B+ Service tasks in addition to those listed for an A Service (completed at least
annually and not exceeding manufacturer recommendations):
- Replace engine oil and oil filter
- Replace fuel, transmission and air filters
- Drain and renew gearbox and axle oils
- Replace pollen and air dryer filters
- Brake component strip down for certain asset types.
Note that these tasks may vary for certain asset types.
Additional servicing must be completed using the recommended service sheets as
indicated in the appendix. The following list is not exhaustive:
Basic body services (inspect and lube) including bin lifts - at every safety inspection
Major body service (change fluids and filters) – at least annually and not exceeding
manufacturer recommendations
Tail lifts
Crane
Slave engine
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3.6 Annual Test
All Veolia assets that are sent for annual test inspections must be thoroughly and properly
prepared in order to minimise the risk of a failure, and in so doing ensure that the
company’s first time pass rate is kept at the highest level.
The following steps are to be followed in each and every case:
Vehicle / trailer to be made available to repairer for a suitable period of time to
ensure that there is adequate preparation for MOT examination
Vehicle / trailer is to be fully steam cleaned prior to inspection (incl body)
Road test, dry brakes and check Speed Limiter operation (where possible)
Check and adjust brakes
Check and adjust headlights ensuring adjusters are free
Check K factor plaque, Tachograph calibration plaque and ensure that the vehicle is
carrying a spare print roll for the digital tachograph where applicable
Foreman / Supervisor to carry out QC check to ensure that all details on the VTG
plates, test certificate, tachograph date, RSL plaque and K factor plaque are
correct and in date
Present the vehicle for a multi-point test (brake test, headlight test, emissions test
& speed limiter)
A technician will carry out a full and thorough inspection of the vehicle / trailer
including the tyre load and speed index rating (relevant paperwork required, last
inspection sheet and a copy of the VTG7)
PMI sheet is to be completed as inspection is undertaken
Foreman / Supervisor to sanction any repair work that may become apparent
Completed repair work to be QC checked by Foreman / Supervisor
Final checks immediately prior to MOT test presentation to include tyre check for
under inflation, final physical torque check of all wheel nuts, operation of all lights
Wherever possible, a competent vehicle technician must take the vehicle / trailer
through the test
Additional Requirements
Technicians should challenge decisions made by the DVSA examiner if
appropriate, this challenge must be based on a professional difference of
opinion, has to be carried out whilst the vehicle / trailer is actually at the test
centre, and diplomacy must rule on each and every occasion
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Remember the 30 minute wheel security policy applies to technicians when
driving the vehicle / trailer to and from the test centre, when wheels have been
removed during preparation, the appropriate paperwork must be completed and
kept in the vehicle maintenance file
On return to the workshop, a final retorque of all wheel nuts should be
undertaken, with a retorque tag left in the vehicle (or on the trailer) for the
driver to action
Once the test certificate is issued, it must be sent without delay to Fleet Shared Services,
failure to comply causes unnecessary time in ascertaining the fleet status at month end.
If a vehicle or trailer fails its annual MOT inspection, it is the responsibility of the Transport
Manager or Workshop Manager to immediately inform a member of the Fleet Department
by telephone. Note that a PRS is counted as a fail at Veolia. The following steps are to be
taken in every case:
The Transport Manager / Workshop Manager is to immediately inform the Area
Engineer, or if they cannot be contacted, their line Manager, who is the Regional
Head of Fleet
The Area Fleet Engineer is to take control of the situation and ascertain the
following:
Current location of the vehicle
Issue the MOT flash report (FL3) (appendix 16:4.) to Transport Manager, Regional Head of
Fleet, Fleet Compliance Engineer and Fleet MOT Coordinator.
Engage with a member of the Fleet Department to identify the cause and carry out an
investigation into the issues surrounding the failure, which is to include depot staff and
staff from the repairer
Ensure that the MOT failure report, MIR1 (Appendix 16:5 ) is fully completed within five
days of the event becoming known
The report on the MOT failure will be discussed and at the outset will be copied to all
relevant and senior management and the respective Transport Manager.
The completed report will consist of:
The circumstances of the failure
The key issues surrounding the failure
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The rectification of any problems identified, whether it is an internal or external issue
Any remedial or disciplinary action, where required
Prevention of future issues and potential for best practice sharing opportunities
This report will be compiled and completed within five working days of it being made
aware to the relevant member of the Fleet Department and will be sent to all relevant staff
members , who will include:
a) Regional Head of Fleet
b) Fleet Compliance Engineer
c) Area Engineer
d) Relevant Transport Manager
All MOT failures are kept on file within the Fleet Services Department to be able to analyse
any synergies and/or trends, best practice and future improvements.
Compliance • All locations have an obligation to comply with this directive as it
directly affects the condition of the company’s operator licences.
• This procedure will be audited for compliance by the Fleet
Department.
• The Transport Manager is responsible for compliance of this procedure
3.7 Reduced Pollution Certificates (RPC) and particulate traps
Reduced pollution certificates must be planned in line with the annual test to minimise
vehicle downtime.
Certificates must be sent to ‘Fleet Shared Services’ at Kingswood, Cannock.
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3.8 Vehicle Diagnostic Equipment
All modern vehicles utilise advanced internal management systems that require interaction
with diagnostic tools, either for parameter setting, software updates or most commonly
fault finding.
Each vehicle manufacturer will use their own specific hardware and software, which is not
practical for Veolia where multiple vehicle marques are owned.
Universal equipment such as Texa is widely used for its
versatility; there are two levels of diagnostic equipment; the
TXT range and the Axone 4 as can be seen here. Both products
are warranted for two years but must have their software
updated periodically to ensure that manufacturer software
revisions are up to date. It is essential that annual
subscriptions are up to date to maintain effective use of the
system.
Technical support can be found at the following helpline –
01282 604900. The caller will need to quote their depot’s
unique six digit ID code.
Note that there is a national pricing structure agreed with the distributor, Autoquip, for
this equipment with service level reviews held periodically should any issues arise.
Training can be provided by Autoquip on a refresher basis on Veolia’s premises or
externally by Texa when a more specific training requirement is present.
Further information regarding Texa or diagnostic equipment can be obtained from the
Fleet Compliance Engineer.
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3.9 Diesel Particulate Filters (DPF)
DPFs have been fitted on some vehicles for some time in order to meet legislation changes
over the past five years, however more recently, as a result of EURO VI; they are now ever
present on compression ignition engines.
The filter collects particles generated by the engine during normal driving to prevent
escape into the atmosphere. Regeneration is the process used to remove the particles
from the filter, and involves increasing the temperature in the filter to oxidise the particles.
There are three methods of regeneration prior to the requirement for the filter to be
removed and cleaned/replaced by the dealer: passive, active and manual.
Passive Regeneration – when the temperature in the exhaust is high enough to
oxidise the collected particulates without intervention. This process occurs without
driver intervention and will not show any messages on the dashboard.
Active Regeneration – when the level of particulates is high enough and the vehicle
operating conditions allow (temperature and NOx); the vehicle will increase the
exhaust temperature (circa 500°C) and start the regeneration process. This happens
automatically without driver intervention and is normal. The driver is usually made
aware of the activity via the instrument cluster.
Manual Regeneration – if operating conditions do not allow and the level of
particulates is sufficient, a manual process will be advised via the dashboard. This
typically requires a stationary high idle whereby the vehicle cannot be moved for
between 30 and 60 minutes.
Passive regeneration (where possible) is favourable as there is no additional engine load.
Active regeneration will require additional fuel use with a manual occurrence even more
so. Unfortunately due to some ‘ultra-urban’ routes and operating conditions (low engine
load/transient drive cycle), the engine temperature will never be sufficient.
If the vehicle is driven whilst the particulate level increases, without allowing any
regeneration process to take place, the instrument cluster will illuminate warning lights to
advise the driver; if continued, the vehicle may enter a reduce speed ‘safe-mode’ and
ultimately will need main agent workshop attention. This is both costly and inconvenient.
The manufacturers guidelines must be followed for care of the filter, a periodic clean will
be required using the main dealer, with a filter replacement typically after two occasions.
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3.10 LOLER Requirements
The Lifting Operations and Lifting Equipment Regulations and the Provision and Use of
Work Equipment Regulations (1998) require Veolia to inspect specific vehicle equipment
periodically by competent persons and are enforced by the HSE.
The types of equipment covered include bin lifts, tail lifts, hook lifts, safety ropes, MHE,
cranes and PCV lifts. Some vehicle types will require two examinations (i.e. RCV with bi-
line).
The frequency of the inspection may be either six monthly or annually and is dependent on
the nature of the equipment and its operation. In Veolia’s case the competent person for a
STE (Statutory Thorough Examination; commonly known as LOLER) is a third party who
specialises in such work, currently Zurich. The insurance engineer will make an
appointment to carry out the examinations locally with the Transport Manager.
These mandatory inspections are scheduled and cannot be missed. Should it not be
possible to arrange the inspection for any reason, the asset must be taken off the road
until resolved.
STE certificates are sent electronically except in urgent defect cases, when the Transport
Manager is informed in person at the time of the examination and must sign for receipt of
the report. Where an on-site workshop is present the examining engineer will normally
liaise with the Workshop Manager regarding any defects identified. When carrying out
remedial work, the workshop must complete the defect fully and attach a copy job card so
that the documents can be placed into the vehicle’s file.
The severity of any defect identified is coded by the inspector as follows and can be seen in
the example in the appendix 16:7.
AE – Safety critical defect that is reported to HSE – Asset VOR – immediate repair
AN – Safety related defect not reportable – Asset VOR – immediate repair
B – Non-safety related defect – Asset can remain in operation - repair within 28 days
C – Observational defect – Asset can remain in operation – repair discretionary
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In A-rated defect cases, a flash report (appendix 16:8) will be circulated within 24 hours by
the depot-responsible Person (i.e. Transport/Facilities Manager/Workshop Manager), this
should include the following people:
Depot / Contract Manager
Regional QHSE Manager
Area Fleet Engineer
Regional Head of Fleet
Fleet Compliance Engineer
Fleet Compliance Coordinator
An investigation must then be completed by the fleet engineering team identifying why the
defect is present and whether it should have been identified by the driver on first use
inspection or on the previous safety inspection and what has been done to prevent a re-
occurrence.
To prevent repeat failures on other vehicles in the Veolia network, in the case of a
component or system failure, an updated report may be circulated by the Fleet Compliance
Engineer or Regional Head of Fleet. In all cases once the defect is rectified, the job sheet
should be attached to the certificate as evidence of repair.
Note that where AE rated defects are reported to the Health & Safety Executive by Zurich,
further action may be triggered by the enforcement agency which will require a formal
response by Veolia. In such an instance the contacted depot must immediately escalate to
the Regional QHSE Manager, Regional Head of Fleet and Fleet Compliance Engineer. The
issue will be added to RIVO and dealt with appropriately.
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3.11 Detailed Maintenance Inspection Process (DMIP)
Due to the complex nature of Veolia’s vehicle and trailer fleet, there is an additional
training requirement to ensure that maintenance is effective and completed safely.
In order to assist with this, all equipment over and above the standard manufacturer’s
chassis cab will have allocated to it, a detailed maintenance inspection process (DMIP)
document. The purpose of this reference document is to serve as a refresher for
experienced staff or as a guide for new staff. This is designed for use by Veolia sites and by
third party repairers unfamiliar with the Veolia body configurations.
This section will be updated during 2015; however an example can be seen in appendix
16:9, showing the process for an RCV tail gate inspection.
The detailed reference documents will allow Veolia’s service sheets to be simplified and
standardised reducing the total number in use.
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3.12 Manufacturer Recalls
Periodically a manufacturer may send out a notification to its customers that an item on a
vehicle or piece of equipment has malfunctioned in some way that may possibly affect its
safety and some sort of corrective work is required.
This is normally completed by the manufacturer, at their cost and expense, so that the
vehicle continues to function as was originally intended.
As a company, Veolia need to ensure that this notification is not ignored or forgotten
about, there is in place a process to act upon a recall, once we have received a notification.
As registered keeper of all Veolia vehicles and equipment, the Fleet Shared Services
Department at Kingswood would receive the Safety Recall notice from the manufacturer in
the first instance. The following flow diagram explains how this notification will be
actioned within the Veolia business lines.
Safety recall notice arrives at Fleet Shared Services Department (by post).
The Fleet Shared Services Department sends out original notice directly to depot (by post).
The Fleet Shared Services Department e-mails details of safety recall notice, including
campaign reference No. to respective Area Engineer(s).
Relevant Area Engineer raises a defect report and serves it upon depot concerned.
Depot books vehicle/item of equipment in with manufacturer, ensuring that original safety
recall notice sent from Fleet Shared Services Department accompanies vehicle.
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Manufacturer takes corrective action and signs original safety recall notice and returns
both back to depot.
Depot place safety recall notice in relevant vehicle/plant file and notifies Area Engineer by
e-mail.
Area Engineer inspects vehicle file on his next visit to ensure that safety recall notice is
evident and that work has been carried out.
Area Engineer signs off his raised defect, attaching copy of work carried out and places in
vehicle or plant file.
Note that the recall process above and associated flow chart in appendix 16:6 will be
amended to reflect Tranman 8.
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3.13 Motorised Mobile Plant & Off-road Assets
Where a Veolia workshop is responsible for the motorised mobile plant & off-road assets
on site, approved service and repair processes must be followed. In most cases the
equipment supplier will maintain the asset.
Only competent staff, whether internal or external, should carry out repairs using safe
working areas if undertaken in the yard rather than inside the workshop.
Where technical assistance is required from sector specialists, only the manufacturer or
approved suppliers should be used.
Further details can be found in the Veolia motorised mobile plant & off-road assets Policy
when available.
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3.14 Maintenance Records
As mentioned in section 3.2, only the approved Veolia or manufacturer’s safety inspection
and service sheets should be used, ensuring it is for the correct body type. Until such a
time as a simplified document is introduced as per section 3.10, the list of approved
documents is detailed in the appendix 16:2.
Once finished, whereby all sections are completed, especially vehicle details, dates,
odometer readings, defect and sign-offs, measured brake readings and supervisor sign off,
the document must be proof read for completion then filed in the vehicle maintenance file
either directly by workshop administration or by the depot’s transport operation. This is a
legal requirement and must not be delayed. The document may be an electronically
completed record as supplied by the manufacturer or a hand written hard copy.
MOT Speed limiter and RPC certificates must be photocopied for the vehicle file with the
originals posted to Veolia Fleet Shared Services, in a timely manner. The MOT PG14 test
card must be included.
Driver defects must be fully completed by the technician, detailing the action taken and
signed and dated. These must then be supplied for the vehicle file once the job card has
been submitted for job entry onto Tranman. A copy of the job card should be supplied with
the defect for filing.
Tachograph and speed limiter work must be accompanied by a defect or certificate
whichever is applicable and once more retained in the relevant vehicle file.
Zurich statutory thorough examinations must be filed in the vehicle file if free from defects.
However should a defect be present, then a job sheet should be raised and attached to it
as evidence of completion.
Veolia Area Engineers will audit vehicles files as part of the transport compliance audit with
any failures identified for immediate action. This will reflect badly on the depot/workshop
if the administration of maintenance records does not meet Veolia standards. A copy of
this audit can be found in the Veolia Fleet Management Policy on BMS:FLEET:POLICIES.
When Tranman 8 is released, there is a requirement to upload scanned documents onto
the system.
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3.15 Job Cards
Currently manual job cards are raised; this should be completed for every job so that parts
and labour are comprehensively recorded.
These will be system generated with future fleet management system releases.
3.15.1 Standard job times
Currently service and inspection times are pre-determined; however individual repair tasks
will also receive a standard job time in due course.
Any deviation from these times when loading job labour into the fleet management system
must be accompanied by an explanatory comment.
A list of the current standard service times can be found in appendix 16:10.
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3.16 Vehicle Documents
In cab documents and notices are generally legally required, although some advice notices
fall under scope of Veolia policy.
3.16.1 Operator Licence Disc
This blue disc (Standard national) must be displayed in the windscreen using an effective
retainer with a copy in the vehicle file. The disc must be checked for correct registration
number, date and O licence number. Any deviation must be reported to Fleet Shared Services.
3.16.2 Road Fund
There is no longer a legal requirement to display a road fund disc, the obligation to ensure
the vehicle is taxed falls with the company rather than the driver now. The renewal task is
completed by Fleet Shared Services. Expired discs should be removed if still displayed.
3.16.3 VTG Plate
The plate must be displayed in a VTG holder in an accessible place within the cab. If the
holder is ineffective or the plating document is missing, a replacement should be requested
from Fleet Shared Services. A copy of this document should be placed in the vehicle file.
3.16.4 No Smoking Notice
This is a legal requirement and if found to be missing on inspection, it
must be replaced with the approved type. See example FTA S4507.
3.16.5 Vehicle height
The vehicle’s height must legally be displayed in a visible position in the cab in all vehicles
over 3 metres in height. The letters must be at least 60mm in height and shown in imperial
first then in metric if a dual measurement.
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3.17 Tyres and Wheels
There are detailed procedures that must be followed at vehicle inspection and upon wheel
removal, the detailed policy can be found at BMS:FLEET:FLEET POLICIES.
All new vehicles will be supplied with new (first life) premium tyres only. Vehicles of less
than 3.5tonnes GVW should be fitted with new tyres only. No remoulds or regrooving is
allowed.
Veolia encourage regrooving of tyres on appropriate axles but does not permit the fitting of
re-grooved tyres to any vehicle first steer axle.
The minimum tread depth on all vehicles / trailers over 3.5tonne GVW is 2mm. Any tyre with
a remaining tread depth of 2mm or less must be removed.
Any tyre showing signs of irregular wear or differential wear of +3mm in the treaded area
across the tyre should be turned on the rim to maximize life. Should corrective action (i.e.
mechanical rectification) be required the service provider will liaise with Veolia and the
provider of laser alignment services to arrange action.
Tyres showing excessive sidewall scuffing should be turned on the rim. On twin wheel
arrangements there should be no more than 3mm difference between tyres on the same
hub. All twinned wheels should be aligned correctly to allow access to the inner valve.
Only tyres in good condition should be regrooved. When a tyre shows signs of irregular
wear, perhaps through incorrect wheel balancing or steering geometry problems, it should
not be re-grooved. Regrooving should only be carried out by a fully trained, professional tyre
operative in line with manufacturers’ approved regroove tread patterns. It is illegal to
regroove a tyre to any tread pattern other than that shown in the manufacturer's manual.
Re-grooving of tyres should be carried out when the depth of the original tread has worn
down to between 3mm and 4mm and in accordance with manufacturers' recommendations.
After regrooving, a tyre must be free of any defects, cracks, separations or exposed ply or
cord. Tread depth should always be checked at several places around the tyres to make sure
regrooving is based on lowest depth found.
All tyre repairs must comply with British Standard BSAU159d. Minor repairs can be
completed on site and are generally in the tread area. Major repairs must be removed from
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site and include repairs such as shoulder damage, these will only be carried out by approved
repairers. Tyres with major repairs MUST NOT be fitted to steer axle positions.
Only tyres with a remaining tread depth of 5mm and above shall be sent for major repair.
Minor repairs may only be carried out provided the tyres have a minimum 4mm usable tread
remaining.
In the event of a tyre failing in service due to a perceived manufacturing defect the tyre
must be isolated by the tyre supplier, a failure report will then be sent to Veolia, identifying
where there may be third party or collateral damage.
On no account should loose wheel nuts be re-torqued without further investigation into the
cause and the extent of any wear or damage being established. All vehicles must have a
system of retaining or indicating the wheel fastenings are secure, in order to prevent the
detachment of any road wheel. If for technical reasons (eg wheel rims are fitted) Ric-Clips
(first choice) cannot be fitted, then the yellow wheel nut indicators should be used. A Ric-
Clip device and or yellow wheel nut indicators must be fitted to all vehicles and trailers. A
Ric-Clip or indicator should not be solely relied on for wheel security and regular torque
checking of the wheel nuts must be carried out at planned maintenance inspection.
If a wheel is removed for any reason at maintenance or by a tyre service provider, it will be
the responsibility of the same service provider to ensure that all wheel nuts are tightened in
strict accordance with the manufacturers’ recommended settings, using a calibrated torque
wrench, and in line with the IRTE Code of Practice.
It is the responsibility of the Veolia driver / manager to insist that the service provider
ensures that when a wheel has been initially refitted, the nuts must be tightened as above
and also that the wheel nuts must be re-checked for tightness after a 30 minutes stand
time. In the event of a road-side wheel change this may be completed at the nearest safe
location.
When a wheel has been refitted and initially tightened in strict accordance with the
manufacturers recommended settings The Ric-Clips or yellow wheel nut indicators will
always be refitted. In addition, two red wheel nut indicators will be fitted to the wheel and a
wheel re-torque tag placed in a suitable place in the vehicle, to warn the driver / manager
that the wheels will need to be re-torqued.
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A final retorque will be carried out at the end of the driver’s shift at the Veolia or supplier
premises and it is the responsibility of the driver / manager to ensure that a competent
person must carry out the re-torque. It is also the responsibility of the competent person, to
ensure that the Ric-Clips and or yellow wheel nut indicators are refitted and the red wheel
nut indicators are stored in an appropriate place in the vehicle cab or specific chassis
mounted box if fitted. Written evidence must also be provided for the re-torque, such as a
wheel re-torque register.
Any wheel removed from the vehicle should be checked for:
Visual defects which include, elongation of the stud holes, cracks between stud
holes, damage to the nave face.
Damage to the wheel nuts, studs or threads.
All mating surfaces are wiped clean and are free of grease and rust.
Periodic checking of the wheel nuts for security, will be carried out by the vehicle
maintenance provider in line with the vehicle’s scheduled maintenance inspections, and will
be recorded on the relevant inspection sheet for future reference. No vehicle that is in scope
of operator licensing shall be permitted to exceed 42 days (6 WEEKS) without a
comprehensive inspection.
The tyre supplier will supply pressure stickers with the recommended pressures for each
tyre on the vehicle, these to be located on the mud wings above each axle. The tyre supplier
will make monthly visual checks of tyre pressures at the same time as the tread depths and
overall condition. Wheels requiring pressure rectification or other remedial work will be
dealt with at the time of inspection.
The vehicle maintenance provider will check the tyres for correct pressure in line with the
vehicle’s scheduled maintenance inspections, and results will be recorded on the relevant
inspection sheet for future reference.
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3.18 Ancillary equipment
There are many additional systems installed on Veolia’s fleet, with some requiring specific
testing and others merely a visual check at periodic safety inspections. Details follow below:
3.18.1 Overweight System
The on-board weighing equipment will receive daily operational checks and periodic
calibration by the driver where calibrated skips/weights are present.
When the vehicle is in for service/inspection, the technician must ensure that all visual
components such as wiring looms, plugs, sensors, monitors and control units are secure
and free from damage. Any defects identified should be reported back through to the
system provider ensuring that the transport department are aware.
3.18.2 Conspicuity markings
Any conspicuity marking that is damaged must be replaced with the approved type ‘E104’
and colour in line with Veolia policy:
Sides – White tape
Rear – Red tape
3.18.3 Additional Safety Systems
Depending on the vehicle specification, age profile, contract and customer, there may be
an additional safety system fitted to a vehicle. If fitted the system needs to be inspected
and maintained as with any other area of the vehicle.
There are several systems that are now mandatory on all new builds such as Sentinel,
however there may be older vehicles that are running without. In some cases the specialist
equipment will be retro-fitted such as the vulnerable road user turn alarm.
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Sentinel
The Sentinel Safety-Stop system is a mandatory fitment from new build to all RCVs. The
system in its latest format uses one or two radar heads to detect motion and automatically
apply the brakes. The aim is to automatically halt the vehicles rearward movement should
a pedestrian or other object remain in the path. On some earlier models the sensing is
done by ultra-sonics and may also only alert the driver rather than apply the brakes as the
safety stop applies to pneumatic systems and not hydraulic.
If the system is defective, the vehicle may still be used, however, the rectification must
be completed as soon as is practical and in any case no longer than one week from the
point of defect.
Turn Alarm
The turn alarm is a mandatory fitment at Veolia on new build vehicles and is currently
subject to a national retrofit for all vehicles over 3500kg. The system is an audible and
visual deterrent to vulnerable road users and is activated when the vehicle left turn
indicator is switched by the driver.
If the system is defective, the vehicle may still be used, however, the rectification must
be completed as soon as is practical and in any case no longer than one week from the
point of defect.
Driver Aid Cameras
If a reverse, side view or 360 degree camera is fitted to a vehicle purely for the purpose of
aiding the driver when reversing, turning or manoeuvring, then it must be maintained as
with any other system but once more if the system is defective, the vehicle may still be
used, however, the rectification must be completed as soon as is practical and in any
case no longer than one week from the point of defect.
There is more than one supplier of camera systems to Veolia, care should be given to
stocking the correct spares for the depot’s fleet.
Vehicle telematics and hands-free equipment
It is unlikely that repairs can be made to these systems if found to be faulty at inspection,
and that a specialist will be required. However, technicians should ensure that any
equipment visible (i.e. phone cradle, display, microphone), is secure and free from
damage.
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Drivers door automatic lock
This safety system was fitted to a small batch only and is no longer current specification. If
fitted however it must be maintained but will not render the vehicle VOR. Its purpose was
to prevent early exit of a moving vehicle.
Note that should more than one safety aid become defective at the same time,
consideration should be given to the vehicles usable status.
3.18.4 Safety Camera
BS EN 1501-1:1998, Part 1 for rear loaded Refuse Collection Vehicles requires the provision
of CCTV on vehicles manufactured since 1999. The reason for the requirement in this
standard is to enable the driver to see colleagues loading at the rear of the vehicle but it is
likely that CCTV equipment will be of benefit before and during reversing.
National accident statistics from the HSE indicate that approximately 40% of all workplace
fatal accidents where pedestrians are struck by a vehicle involve an LGV and of these
approximately 30% involve a reversing LGV. Over the past three years (to 2014), about 12
fatal accidents involving reversing large road vehicles may have been prevented if CCTV
reversing aids had been fitted.
In this case, if a safety camera is defective, it will render the vehicle unfit for use until
repaired. It is essential that sufficient stock is retained at the workshop to enable an
immediate repair where practical.
3.19 Accreditation – FORS/CLOCS/London SLS/ECO Stars equipment
Some equipment will have been retro-fitted to the Veolia fleet in order to meet
accreditation requirements, such as lateral side protection and class V and VI mirrors for the
London Safer Lorry Scheme (SLS). These may not be legal requirements under Construction
and Use Regulations; however there may be penalties if not fitted on a vehicle travelling
within the London Low Emission Zone (LEZ).
If any of these devices are present, they must be repaired or renewed if damaged.
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4 Parts Management
4.1 Approved suppliers
Vehicles and equipment still under manufacturer warranty terms and conditions must use
genuine parts to prevent invalid claims. The correct process as stipulated by the supplier
must be followed.
It is good practice to use genuine OE parts where possible, however if not competitively
priced, a factor may be used. If factored parts are sourced, the supplier must be approved
by fleet and procurement, contact Fleet Shared Services to verify an individual supplier.
If an approved supplier is not used, the part may not attract the correct levels of discount,
may not be of the correct quality and could jeopardise written agreements. Action may be
taken against any employee not following the correct process.
The above statement is correct whether components are fitted to the cab, chassis, body or
ancillary equipment.
4.2 Imprest stock
Where possible, retained stock on site should be imprest, whereby the supplier introduces
and manages levels for quantity and suitability. Imprest stock may be introduced by main
dealer or factor, but always from an approved supplier. Liability for the stock in the case of
loss, damage or shortfall lies with Veolia so must be closely managed.
If slow moving parts are not sold, they may be returned without penalty to the supplier, as
long as the condition is acceptable, suitable storage is essential.
Stock levels should be suitable for the size of the workshop. The stores must be capable of
adequately displaying parts so they can be identified quickly for selection and for stock
takings, they must also be laid out for safe retrieval.
Careful management must be carried out to make sure all costs are captured and
transferred to relevant fleet job cards, whether the booking process in permanently
manned, electronic or by manual log.
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4.3 Own Stock
Managed locally this could be made up of various consumable products, oils, greases,
paints and any other inherited or owned parts which are not available on imprest. This
stock should be kept to a minimum.
If parts become obsolete, they should be appropriately disposed of to maintain an efficient
work area. If a larger cost or less common stock item is held, it may be shared on Tranman
for visibility and use by other Veolia depots.
Veolia’s truck salvage operation breaks and recycles end of life Veolia vehicles, holding
major components in a central stores and available to all depots. The remainder of the
vehicle is recycled using an internal MRF.
4.4 Stock checks
Must be carried out regularly, best practice indicates a time period of no greater than
three months, though some imprest stock suppliers may require more frequent timescales.
A stock check may be a manual register, however with the pending introduction of
Tranman 8, an electronic stock check is possible. This system will also allow for auto
reordering of parts which effectively maintains stock levels as longs as the system is set up
with appropriate re-order points.
All stock checks should be recorded, signed and retained for audit purposes. Supplier stock
checks should also be signed and dated once agreed by both parties then retained.
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4.5 Consumables (including lubricants)
To operate an efficient workshop various oil and consumable stock needs to be held at the
location. Oils and lubricants should be stored as per the regulations with all relevant
COSHH documentation in place.
Whilst many grades of lubricant are available, the number of variants should be kept to a
minimum for a simpler operation and replacement. Note that some manufacturer
warranty conditions will stipulate specific grades.
Consumable products like nuts, bolts, electrical terminals should be stored and managed
locally but sourced through approved channels.
In the majority of cases, consumables should be booked into a depot central consumable
stock location and booked out in units of £10. Oil should however still be booked out as a
separate part due to the high value of the item.
4.6 Warranty
It is vital that a stock entry is made on to a job card and that correct stores records are
maintained to manage parts warranty claims. A claim will be likely to fail if there are no
installation date, mileage and purchase details quoted. The outcome of the warranty claim
should be recorded.
Repetitive warranty claims of a similar nature should be escalated to the Area Workshop
Engineer to allow the matter to be raised at supplier review meetings.
4.7 Van Stock
Vehicle components or consumables on workshop vans must be treated in the same
manner as depot stock, such as stock checks, safe storage and usage.
A van itinerary must be held in the event that theft or loss occurs. Care should be taken
when considering van locations, if unsecured parking is the only option, the van should be
stored at the depot.
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5 Third Party Control
5.1 Outsourced Maintenance
In some circumstances such as satellite sites or where site development renders an on-site
workshop temporarily unusable, maintenance may be outsourced to other Veolia
workshops or third party maintenance providers.
In the case of the latter, strict controls and management of the third party must be in
place; this is to control quality, throughput and cost. A maintenance provider service level
agreement must be in place, this is available on BMS. This document stipulates the
parameters below and is agreed and signed by both Veolia and the maintenance provider:
Cost (all types of labour rates including call out)
Parts mark-up %
Service frequency (maintenance agreement)
Type of work offered
Opening hours
Standards and Key performance Indicators
Agreement termination rules
In order to maintain control and standards, an effective review process is required, ideally
regular reviews with key operational personnel. Attendees should include:
Veolia Fleet
Veolia Depot Operations
Supplier Service/Aftersales Manager
Account Manager in the case of larger contracts or where lease/rental assets are used
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The review should be formally recorded and circulated and contain the following areas of
discussion:
Outstanding items from previous minutes
Services completed in period and issues arising (measure on time compliance)
Defects completed with any repairs outstanding
Roadside and on-site breakdown details and trends
Details of any prohibitions, LOLER or EA non compliance
MOTs completed in period with first time pass rate including details of any failures
Tyre issues
Financial issues including order numbers, invoices and queries
AOB
Note that third parties (including rental or lease companies) must follow the Veolia MOT
process to the same standards however the communication process needs to be enhanced
to keep Veolia up to date. On occasion failures or PRS have occurred but not reported back
to the Veolia depot and only identified at the point where DVSA statistics are received at
Kingswood.
At least annually, the repair dealer agreement must be reviewed and re-signed with copies
retained by the workshop, the Veolia depot and Fleet Shared Services at Kingswood.
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5.2 Contractors
Only approved contractors must be used for on-site and roadside repairs and when called
upon must adhere to agreed processes.
A list of approved contractors is displayed on Agora. Any queries or exceptions should be
directed to the appropriate Area Fleet Engineer or Regional Head of Fleet. In all cases
appropriate quality, health & safety and environmental processes must be adhered to as
discussed in section 8.
5.2.1 On site
On site contractors are required where specialist equipment or technical knowledge is
needed and include the following non-exhaustive list:
Hydraulic hose repairs
Windscreen repair/replacement
Tail lift repairs and servicing
Chassis/engine/body manufacturer support
Rental vehicle/Lease agent suppliers
Gemco facilities repairs
Tyre repairs/replacement/management
Tank repairs and jetting
5.2.2 Roadside
Occasionally vehicle/trailer attendance is required at the roadside by a third party, most
commonly with a tyre failure or a mechanical/damage related breakdown that needs
recovery.
Controls are more difficult to enforce in a remote situation, however approved suppliers
will have committed to Veolia’s requirements for safe working and our drivers will have
been instructed where possible to pull over at a place of safety.
It is vital for the breakdown handler, usually the Workshop Manager to maintain contact
with the third party in order to provide guidance to them and to provide status updates to
Veolia operations.
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5.3 Rental Vehicles
Occasionally rental vehicles will be hired or loaned to Veolia. Every Veolia vehicle must be
operated legally, including those that are not part of Veolia core fleet, but are in addition
to.
This is in addition to the Transport Manager’s duty to ensure receipt of the necessary
legally required documentary evidence of compliance:
Annual Test (MOT)
Statutory Thorough Examination (LOLER)
Road fund
Tachograph
Last safety inspection
At the time of signing for the condition of the vehicle, it is imperative that the vehicle is
thoroughly inspected by a competent person and any damage listed. (In the event of a
dispute this could save the site any unreasonable recharge costs at the end of the rental
period). On arrival at site, a pre-use inspection must be carried out on all spot hire vehicles
immediately. If possible, the vehicle should be inspected by the workshop to ensure that it
is fit for service. The delivery paperwork from the hire company is to be regarded as
damage control only. Pre-use inspections should then be carried out as per Veolia
standards until dehire of vehicle.
A short term rental vehicle can only be kept up to a maximum of 28 days, after this period
it must be specified on the relevant operator licence. This process is controlled via the Hire
Notification Form (H1). There must be sufficient margin on the operator licence to facilitate
the rental asset regardless of the 28 day rule. If there is no margin on the licence further
vehicles including rental must not be utilised. it is NOT acceptable to enforcement
authorities to continually spot hire a vehicle for short periods, returning it to the hire
company with the intention of rehiring it shortly afterwards.
Vehicles should be treated as any other Veolia vehicle and will adhere to the same
inspection frequency as the core fleet.
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6 IT Systems
There are various IT systems now in use within the workshop environment; training for new
starters will be provided when access is given. However there are user guides that are
available on the Veolia Intranet, see specific details below. If unclear how to progress, then
rather than permit errors, advice should be sought from colleagues. Fleet Shared Services or
the Area Workshop Engineer.
6.1 Tranman 7
Used currently to raise job cards electronically to record work undertaken in the workshop,
book parts and to provide an asset database, see sample page below:
The system allows for reporting on stock management and work in progress. The flow chart
on the next page shows the basic process, however comprehensive user guides are available
on the BMS:Fleet:Tranman.
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6.2 Tranman 8
The existing Tranman has been used at Veolia for a number of years and is currently being
updated with Tranman Release 8. This enables much improved job card creation, WIP
management, labour reporting, stock control, warranty & recall management, asset detail
and will create a user-friendly fleet management process.
Scheduled events will be managed in the planning section providing for better reporting of
work completed and overdues. The system will also allow for a depot dashboard to be
displayed aiding all aspects of the day to day workshop management as per the example
below:
Service documents such as service sheets, brake test reports, annual test certificates,
PG14s and tachograph calibration certificates must be scanned into the system in order to
close the job. This allows for excellent document availability and audit capability.
Accompanying the Tranman 8 implementation, a comprehensive user guide and training is
provided to staff. System support is provided by Fleet Shared Services on 0203 567 2344 or
0203 567 2359.
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6.3 Agora
Agora is a SAP purchase ordering system that is used for all items, not just Tranman related
parts. User manuals can be found on the Veolia Intranet by searching R2P and selecting
‘Training Resources’ or using the link below:
http://teamworks.vesuk.local/R2P/Training%20Resources/Forms/WebFldr.aspx
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6.4 RIVO Safeguard
Rivo is an incident reporting system used by all managers to report, record, and investigate
incidents. Guidance can be sought from the library header in the system:
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6.5 Crimson
Crimson is a Zurich owned system for monitoring the statutory thorough examinations and
inspections under LOLER and PUWER.
The user guide can be found on the Veolia intranet at BMS:FLEET:USERGUIDES
The system allows defects and services complete reports to be run and checked.
6.6 Manufacturer Electronic Service Documents
Main dealers will utilise electronic systems such as Truck file and R2C. Access to the system
will be provided by the dealer. Records such as these are accepted by DVSA as long as they
are original documents rather than photocopies; all copies retained must be legible.
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7 Fleet Management Policies
There are various fleet management policies in place at Veolia that are located on the BMS for
use by Transport Departments and Workshops. Details and locations are listed below.
7.1 Fleet Management Policy – Cars
The policy is located at FLT.1.FS.CAR01 and was last updated May 2014.
7.2 Fleet Management Policy – Commercial Vehicles up to 3500kg
This policy is currently being written.
7.3 Fleet Management Policy – Commercial Vehicles over
3500kg
The policy on the right can be located at FLT.1.FS.FP01 and
was last updated December 2014.
7.4 Fleet Management Policy - Motorised Mobile Plant & Off-Road Assets
This policy is currently being written.
7.5 Fuel Management Policy
This policy is currently being written.
7.6 Asset Disposal Policy
This policy is currently being written.
7.7 Asset Hire Policy
This policy is currently being written.
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8 QHSE
8.1 Facilities
Each workshop should, as a minimum have adequate heating and lighting. Suitable seating
area away from workshop floor to use for breaks, it needs to be clean and located where
food will not get contaminated, and a means of heating food or water for hot drinks. There
should be washing facilities nearby (to include dispenser for barrier cream, soap and
recovery cream). All facilities must be kept clean and in good condition and ensure adequate
supply of toilet paper, soap etc.
Each workshop shall have or access to an office, desk chair, computer, printer, telephone,
scanner, filing cabinet, photocopier and laminator.
8.1.1 Signage
Workshops must have appropriate signage clearly stating restricted access and directing
persons to workshop reception/office. Mandatory signage (including door height) to be
clearly displayed and up to date i.e. Health & Safety Law Poster, Abrasive Wheel Poster etc.
8.1.2. Notice Boards
Veolia workshop noticeboards must contain up to date corporate information as indicated
by Veolia Communications or QHSE function.
This will include policies (such as accident, emergency, health & Safety and environmental),
licences (such as employers liability and waster carrier) and operational information (such
as LTI stats, maintenance agreements and operator licenses).
All workshops should have a general noticeboard in addition to the above Veolia corporate
noticeboard for current Fleet and QHSE Alerts and Memos etc. All noticeboards to be
maintained and updated.
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8.1.2 Walkways and Fire Exits
All fire exits and walkways must be clearly identified and kept free from obstruction.
8.1.3 Shutter Doors
Annual inspection regime should be in place with an approved supplier.
8.1.4 Vehicle Pits
Where possible, pits should be physically segregated or the layout of the workplace
modified to keep non-authorised people away from the pit area (for example by making
clearly defined pedestrian routes and using barriers and partitions). There must be
sufficient signs provided and supervised to enforce this segregation.
Where practical, pit openings should be covered when they are not in use. Areas of the pit
that are left exposed when a vehicle is present must also be covered. All pits must have
means of safe cross over in place.
Pits require safe means of entry and exit. At least one fixed entry/exit point with
additional, separate, usable means of escape is required, with a handrail where possible.
Pit floors must remain free from substances that may cause someone to trip, slip or fall. All
pit lights should be working and kept clean to give maximum illumination. The pit edge
must be clearly marked and free from substances that could cause trips, slips and falls.
Openings within a pit must have all hazardous edges highlighted with black and yellow
hazard markings. All lifting equipment must be annually inspected. All defects must be
reported and the item removed from service. The pit must be guarded to prevent persons
falling at all times when it is not in use, stairs should be clearly marked with edges
highlighted and free from slippery services
8.1.5 Vehicle Lifts
All Workshops with vehicle lifts must have appropriate stands, a maintenance/inspection
regime and have adequate familiarisation training for staff.
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8.1.6 Fixed Installation Electrical System Checks
Periodic inspection and testing is carried out to ensure that the electrical installation is safe
and fit for use in accordance with the requirements of the Seventeenth Edition of the IET
Wiring Regulations including the recent amendment A1. Details on the Veolia policy can be
found at BMS HS/2/032.
The word ‘system’ includes fixed electrical installations, i.e. the wiring and switchgear
installed in the building, and fixed equipment, i.e. equipment that is permanently fixed and
can only be moved if fixings are removed, e.g. motors, conveyors, compressors, heaters,
lights etc. Fixed electrical equipment should be tested at the same time as, and no less
frequently than, the fixed installation.
Managers are reminded that they have an obligation to ensure that the following
requirements are met:
Frequency of Inspection; Every 5 years
Offices (including fixed pre-fabricated units), weighbridge buildings
Municipal and Commercial buildings (without any Transfer or other similar operations)
Welfare units, canteens etc in low use or purpose built locations.
Any of the above following a change of occupancy
Every 3 years
All Industrial premises, including MRF’s ERF’s, MBT etc.
Welfare and canteen units on Landfills and other ‘hostile’ environments
Landscapes’ on site buildings, cabins etc.
Fleet workshops
The inspection must be carried out by a qualified electrical contractor who is registered by
the NICEIC, or an in house electrician who is qualified and holds a City & Guilds 2391-10
certificate.
Inspection and test results will be presented in the form of a report showing details of the
installation. The report will identify defects, categorise them as Code 1, 2 or 3 and state
whether the installation is SATISFACTORY or UNSATISFACTORY.
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8.2 PPE
Only authorised suppliers of PPE may be used and all items must have been approved for
issue by the relevant business line QHS Manager.
PPE Issue Record (HS2/026/001) must be completed at all times when PPE is issued. As a
minimum all workshop employees should be issued with hearing, eye, hand and face
protection, hard hat, bump cap, safety boots (with ankle support, toe and mid-sole
protection), high vis clothing, t-shirts, sweat shirts, fleece and high vis winter jacket/body
Warmer.
Consumable items consist of latex gloves, dust marks, disposable ear plugs.
8.2.1 Overalls
Sufficient laundered flame retardant overalls must be issued to each employee (or
Chemical resistant if required). Each employee should have an allocated locker for clean
overalls and receptacles for both dirty and overalls requiring mending.
8.2.2 Task specific (i.e. welding protection)
PPE Risk Assessment to be undertaken to ensure correct PPE is used – refer to procedure
on BMS HS/2/026.
8.2.3 Approved Suppliers
Only approved suppliers to be used, purchase order to be obtained before placing order.
Check for approved suppliers on Agora – EEC – MK03 search.
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8.3 Risk Assessments
All workshops should have access to a risk assessment folder for workshop activities and any
local risk assessments (including manual handling risk assessments). Generic risk
assessments can be found in the RIVO Library; document reference HS/2/004/002.
8.4 First Aid
Workshops must have adequate first aid and eye wash stations; these should be annotated
on the workshop plan (emergency management plan). The first aid risk assessment needs to
be completed on HS/2/023/001. The first aid box contents should be checked monthly using
the following list on BMS (HS/2/023/002). A sign must be present detailing the nominated
first aider on site, there must be adequate cover in place for all shifts at all times.
8.5 Fire Controls
All workshops must complete a fire risk assessment (HS/2/028/002) and ensure that there
are an appropriate number of fire extinguishers noted on the emergency plan. Flammable
materials must be contained and separated from sources of ignition, there must be good
housekeeping so that the workplace is kept tidy and gangways and exits are kept clear. All
Workshops require emergency internal lighting; this must be inspected and tested at regular
intervals in accordance with BS5266, ‘Code of Practice for Emergency Lighting of Premises’.
Locations should ensure that defects identified are promptly repaired. An effective policy to
control smoking must be present in line with BMS HR/1/019.
8.6 Local Exhaust Ventilation (LEV)
All workshops shall have adequate exhaust ventilation (relevant to size of workshop) and to
undergo thorough examination and testing at least once every 14 months (Gemco).
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