FLT.1.FS.FP02 - Maintenance Management Policy

Maintenance Management Policy

8.7 Equipment – Provision and Use of Work Equipment Regulations (PUWER)

The scope of 'work equipment' is extremely wide. It covers almost any equipment used at
work, including: 'tool box tools' such as hammers, handsaws etc.; single machines such as
drilling machines, circular saws, photocopiers, loading shovels, dumper trucks, etc.;
apparatus such as laboratory apparatus (Bunsen burners etc.); lifting equipment such as
hoists, lift trucks, elevating work platforms, lifting slings, etc.; other equipment such as
ladders, pressure water cleaners etc.; Power presses and mobile plant i.e. FLT’s MEWP’s etc.
All equipment needs to be suitable and safe for the intended use, maintained in a safe
condition and, in certain circumstances inspected to ensure this remains the case. They must
only be used by people who have received adequate information, instruction and training;
and accompanied by suitable safety measures. These will normally include emergency stop
devices, adequate means of isolation from sources of energy, clearly visible markings and
warning devices. Further information can be found in HS/2/008 in the BMS.
Hand-arm vibration must be monitored, all applicable Workshop equipment will be subject
to periodic testing, however all equipment must be tested at least once per year unless
longer periods between testing are agreed in conjunction with the QHS advisor. Thought
should be given to the safety and effectiveness of replacement equipment.
The test meter (if owned by Veolia) shall be calibrated on an annual basis. Where the service
is out sourced calibration certificates are to be obtained and held on file for our records.
Further information can be found in HS/02/012.

8.7.1 Calibration
The calibration frequency will be defined as a minimum by the manufacturer’s guidelines
or possibly more frequently if advised by Veolia company policy. Examples of equipment
that will require calibration are torque wrenches, tyre inflation gauges, electronic test
meters, hydraulic and pneumatic test gauges etc. Personally owned equipment must also
be calibrated and be fit for use, complying with the same standard as Veolia’s equipment.
A typical calibration time frame for a torque wrench will be annually except where the
wrench is used for wheel nut security whereby a six monthly frequency is required by
Veolia.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 51 of 95

Maintenance Management Policy

The maintenance/calibration/inspection record shall include the following information:
Brief description of equipment
Location of equipment
Identification and/or serial number
Maintenance/calibration/inspection frequency
Calibration tolerance limit of the equipment (where applicable)
Date and details of maintenance/calibration/inspection work
Person(s) approved for maintenance/calibration/inspection

The Workshop Manager shall ensure that critical equipment which no longer holds a valid
calibration certificate is withdrawn from use. Where this is not practical, the equipment
shall be clearly marked 'Do Not Use'. Further information and an example of an Inspection
Record can be found in SYS/2/011.
8.7.2 Portable Appliance Testing (PAT)
In accordance with the ‘Electricity at Work Regulations 1989’ and with reference to HSE
guidance HSG107, all portable electrical tools and appliances shall be regularly inspected
and tested.
Where possible, all hand held electrical tools should operate at a maximum of 110 Volts
AC, however PAT testing applies to all voltages of portable equipment (i.e. 240-415v). All
portable electrical tools and appliances must carry a unique equipment identification and a
‘Tested for Electrical Safety/Re-test due’ label. No portable electrical tools or appliances
shall be used if either the identification or test label is missing or the re-test date has
expired. The workshop shall maintain an equipment register listing all portable electrical
tools and appliances, showing a new date, last/next full test dates, frequency and pass
status of each item.
It is the responsibility of all users of portable electrical tools and appliances to carry out a
visual inspection of each item every time before use paying particular attention to the
mains lead and plug. If there are any signs of damage the item must be removed from
service and a ‘Do Not Use’ notice attached.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 52 of 95

Maintenance Management Policy

8.7.3 Welding Protection
All workshops that have access to welding and cutting equipment, will provide adequate
PPE such as: eye protection, helmets, flame resistant gloves, limb/body protection and
respiratory protection. While performing overhead or vertical welding, personnel must
wear suitable personal protective equipment (shoulder, head, and ear covers). All welders
should wear flame-retardant aprons, coveralls, gauntlet gloves and shirts with sleeves of
sufficient length and construction to protect the arms from heat, UV radiation, and sparks.

8.7.4 Portable equipment
Tools stored, carried and used from mobile vans etc. must be maintained in the same
fashion as workshop tools and conform to the same calibration frequencies. These must be
included on the equipment asset register.
Care must be taken when loading vans with equipment that the vehicle will not be overloaded
once parts, tools and the driver are on board. This does not only have a bearing on the legality
of the GVW, but also on the handling and braking safety characteristics of the vehicle.

8.7.5 Static equipment
Workshops will commonly have as a minimum the following static equipment: pedestal
drill, bench grinder, headlight beam testers and rolling road brake testers.
The equipment must be serviced and maintained, including calibration, by competent
persons such as Gemco currently. Staff must be trained in the correct use of the equipment
with periodic refreshers recommended.

8.7.6 Employee tools and equipment
All workshop employees must have an adequate supply of personal tools with a list made
of all items for insurance purposes. A copy of the list will be verified by the Workshop
Manager/Area Engineer and kept on record.
Major tools will be supplied by the company such as impact wrenches, lifting equipment
and safety equipment etc.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 53 of 95

Maintenance Management Policy

8.8 Equipment - Lifting Operations and Lifting Equipment Regulations (LOLER)

LOLER applies to any item of equipment used for lifting or lowering loads and any operation
concerned with lifting or lowering of a load, such as jacks, cranes, axle stands and wheel
trolleys.
All workshops must have suitable jacks with appropriate weight lift requirement, to include
transmission jacks, supply of axle stands, body props, wheel trolleys. It is a requirement that
all equipment is strong and stable enough for the particular use and marked to indicate safe
working loads (SWL), it must be marked with unique identification number or code.
The task undertaken must use the equipment so that it is positioned and installed to
minimise any risks, used safely and planned, organised and performed by competent people.
Equipment in scope of LOLER is subject to on-going periodic thorough examinations (by
Zurich); refer to HS/2/009 for more information. An up to date register of all lifting
equipment (example HS02/009/001) also needs to be maintained.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 54 of 95

Maintenance Management Policy

8.9 Pressure Vessels (compressors, presses, tyre inflation)

The types of equipment that fall within scope are compressors, presses and tyre inflation
devices. Under Pressure System Safety Regulations 2000 (PSSR), the written scheme of
examination and a thorough examination is required if the air receiver operates above 0.5
bar and is larger than 250 bar litres. This is the maximum working pressure multiplied by the
volume of the receiver in litres. One bar is approximately equivalent to 15 psi.
For example an air receiver with a maximum working pressure of 11 bar and a volume of 50
litres would be 550 bar/litres and as such would require a written scheme of examination.
The other components of the air compressor set (i.e. compressor and motor) can be
exempted from periodic inspections under the PSSR. If an air compressor has no receiver it
does not need an inspection.
Even if an air receiver falls below 250 bar, it may still require periodic inspection by a
competent person under Regulation 6 of PUWER, if it is subject to deterioration that could
result in danger. This will be determined by a risk assessment; also other PSSR regulations
will still apply, such as safe operation and maintenance.
The written scheme of examination will include the type and frequency of examination for
each air receiver. It is common for a thorough examination (internal and external) to be
carried out at least once every two years.
An annual inspection may be required if the particular vessel or conditions of operation
warrant it, or if deemed necessary by QSH, in most cases, this will take the form of an
intermediate external examination, between the thorough examinations.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 55 of 95

Maintenance Management Policy

8.10 Compressed Gases

All gas cylinders’ pressure gauges must be calibrated on an annual basis (CP7 and CN7
Checks).
All compressed gas cylinders must be on a rental agreement with BOC, who will also carry
out annual checks.
Cylinders must be stored in a well-ventilated, covered area, preferably outside on a level,
well drained surface, they should be stored vertically and securely to prevent them from
toppling over.
Full and empty cylinders must be stored separately, rotating the cylinder stock so the oldest
cylinders are used first. Cylinders should be segregated accordingly by the properties of the
gas (flammable, inert, oxidant). Appropriate signage must be used.
Cylinder stock should be maintained to minimum practical quantities, ensuring that the
storage cage safe capacity is not exceeded. A risk assessment should be present, stating the
maximum number of cylinders to be stored at any one time.
As ‘empty’ cylinders still contain gas and remain a hazard, care must always be taken and
only ‘treated’ cylinders can be regarded as being completely free of gas.
Material safety data sheets need to be retained, these can be obtained from BOC, a COSHH
assessment must be completed.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 56 of 95

Maintenance Management Policy

8.11 Control of Substances Hazardous to Health (COSHH)

COSHH assessments must be carried out and recorded on HS/2/002/001, where the
wellbeing of personnel must be the primary consideration, the potential impact substances
may have on the environment, in terms of soil contamination or entry into water courses
must also be considered.
All workshop employees must be provided with suitable and sufficient information,
instruction and training that should include:

The names of the substances they work with, or could be exposed to
The risks created by such exposure and access to any safety data sheets that apply to
those substances
The main findings of the risk assessment
The precautions that should be taken to protect themselves and other employees
How to use personal protective equipment and clothing provided
Emergency procedures, which need to be followed, to include what action must be
taken in the event of a spill or should the substance enter the drainage system or
leave the site boundary
All workshop employees should have received the ‘Work Related Skin Disease & COSHH
Presentation’ and receive regular health surveillance checks to be recorded on Document
HS/2/002/002 (Records to be kept for at least 40 years).
Prior to purchase of chemicals/hazardous substances, consideration must be given to the
suitability and whether any non-hazardous alternatives and to minimising quantities
purchased or used and that suitable storage (flameproof cabinet with statutory signage) is
available for all hazardous substances brought into Veolia Workshop.
Ensure that areas containing substances that are incompatible are suitably isolated and
stored correctly (e.g. oxidizing and reducing substances). All chemicals/hazardous
substances must also be correctly and legibly labelled.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 57 of 95

Maintenance Management Policy

8.12 Working at Height

There are safety processes that must be adhered to when working at height, details can be
found in the ‘working at height’ policy located on the BMS at HS/2/011 and OPS/2/019.
As well as working at height above ground, the policies also cover work below ground
where there is the risk of injury due to falling (e.g. manholes, shafts).
The Working at Height Regulations requires suitable and effective safeguards to protect
against any person falling a distance likely to cause personal injury.

8.13 Lone Working

Lone work is work that is specifically intended to be carried out unaccompanied or without
immediate access to another person for assistance. Lone working can occur:

During normal working hours at one man sites or at a remote location either within the
normal workplace or off site,
When working outside normal working hours.
The following lone working policy located on the BMS at HS/02/027 aims to ensure the
health, safety and welfare of lone workers at Veolia sites. Veolia recognises that some
employees are required to work by themselves for significant periods of time without close
supervision or direct supervision, in isolated work areas and sometimes out of normal work
hours. The purpose of this procedure is to protect employees, so far as is reasonably
practicable, from the risks of lone working.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 58 of 95

Maintenance Management Policy

8.14 Confined Spaces

Veolia has policies to cover working in confined spaces, these can be found on the BMS
under HS/2/007 and OPS/2/012.
Working in the rear of an RCV is not classed as a confined space.
The guidance contained in the OPS work instruction is to ensure that those employees who
enter the body of compaction refuse vehicles are:

Aware of the dangers and risks of working in substantially enclosed spaces.
Informed of the existing safety devices, methods of communication and emergency
procedures.
Provided with the appropriate training which must be recorded.
If a space is Restricted, but there is no Specified Risk it is not a Confined Space, similarly if
there is a Specified Risk in a space that is not substantially enclosed, it is not a Confined
Space.
The reason that the Specified Risks are so important is, that if not controlled they present
an immediate danger to those working in the Confined Space, or in the event of an
emergency, their rescuers will be at risk.
A Restricted space without a Specified Risk may become a Confined Space due to the
nature of the work being undertaken within it.

8.15 Waste Control

Workshops must use specified containers for specific waste streams and to be disposed of
through the Veolia hazardous waste department. Consignment notes need to be filed and
kept on site for minimum of three years.
Adequate pest control measures must be in place. Approved Supplier: NBC Pest Control
Services - SAP Number: 1000047418.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 59 of 95

Maintenance Management Policy

8.16 Inoculations

Regarding the inoculations for Workshop Engineers, the BMS policy HS/2/035
‘Occupational Health’ refers to a Vaccination Decision Form - which states:
‘Veolia recommend that those persons indicated to be at risk of contracting Hepatitis B and
Tetanus, as identified in Section 5.5.8 of the procedure, obtain vaccination from their
doctor or local hospital to protect them. It also states that they will be reimbursed for any
cost incurred.

8.17 Contractor Control

All Contractors must be inducted following the HS/2/013 procedure and using
HS/2//013/001 induction Form.
Risk assessments and method statements must be obtained and held on file (review every
two years). All Contractors must be monitored regularly using HS/2/013/002 Form.
Liability and motor insurance is held by procurement, but a copy should also be retained on
site.

8.18 Audit Process

Each Workshop will undergo an annual QHSE Audit and will be audited against the Lloyds
Registered Quality Assurance standards ISO 9001, 14001 and 18001.
Workshop Managers must complete a daily site check and a more detailed monthly audit of
their own maintenance facility which covers basic health, safety and environmental areas.
This should be reported to the Area Fleet Engineer.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 60 of 95

Maintenance Management Policy

8.19 Accident Book / RIDDOR / RIVO

All accidents should be recorded into a statutory accident book held in the workshop or
operations depot, the accident report then needs to be filed and placed in a locked cabinet
(Data Protection).
All accidents will then be entered on to RIVO (need to note RIVO number on accident
report and in accident book for audit purposes), escalating information up to area
management and QHSE if accident is likely to result in a lost time incident (LTI).
Reporting Injuries Diseases Dangerous Occurrences Regulations (RIDDOR) must be
discussed with QHS – there is a link to the RIDDOR online reporting via RIVO.
Definitions of more common RIDDOR incidents are:

Absent from work for 7 days or more or unable to perform their regular duties
Fractures other than fingers and toes
For more information regarding accident reporting, refer to SYS/2/037 ‘Reporting
Accidents Incidents Near Misses and Enforcement Authority Communications’ under
‘Systems’ on the BMS.

8.19.1 Incident Management
Veolia Crisis Telephone Number is 08450 710 755, full details of use can be found on home
page of Intranet.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 61 of 95

Maintenance Management Policy

8.20 Emergency Scenarios

All workshops must have an emergency plan on display with plan view of workshop showing
where oils, first aid kits, fire extinguishers are (refer to SYS/2/027).
It will also include power shut off, hydrants, authority reporting and internal reporting.

8.20.1 Business Contingency Planning (BCP)
Workshops will usually have their own BCP (SYS/2/028/001) or be part of a multi-location
or site BCP. The plan will have been designed to prepare the site to cope with the effects
that a disruption may cause to the functioning and operation of normal business activities.
It is intended that this document will provide the basis and assistance for a relatively quick
and painless return to “business as usual” and to keep the business functioning throughout
the disruption regardless of the cause.
The plan will also highlight and help provide an understanding of the business critical
functions and activities whilst setting out realistic timescales in which these functions and
activities are to be recovered. It will provide details of the resources required for each
critical function/activity and the resource levels required for recovery (BIA – business
impact analysis).
This plan will provide a source of all the contacts that are required for responding to a
disruption. It will set out to identify key roles and responsibilities which are to be taken
when required.
Each BCP will have a plan owner who is responsible for its continual maintenance, updating
and distribution. This is not an emergency plan nor does it provide information on how to
respond to an emergency situation; this should be covered in a separate supporting
document in line with SYS/2/027 emergency management plan. This plan does not replace
the crisis management procedure which should be followed before the BCP.
In the event of an emergency situation, the BCP will help you to plan and respond to
incidents and business disruptions in order to continue business at an acceptable level.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 62 of 95

Maintenance Management Policy

9 Permanent Employee and Agency Worker Management

Standard HR policies can be found on BMS under HR and apply to:
Annual & Special Leave (HR/1/055)
Sickness Absence (HR/1/054)
Equal Opportunities (Company Handbook)
Whistleblowing (HR/1/002)
Dignity at Work (Company Handbook)
Disciplinary (Company Handbook)
Grievance (Company Handbook)

Pension and pay rates are contained within an individual contracts of employment. Assistance
can be found from the area fleet engineer or the relevant HR business partner.

9.1 Recruitment

All new staff need to have a ‘right to work check’ carried out before being offered a position,
as detailed in ‘Prevention of Illegal Employment’ found on the BMS HR section.
There is a recruitment toolkit that can be found on the Intranet in the HR Section of the BMS
under ‘Resourcing’.

9.1.1 Induction
Permanent employees and agency workers should have the same ‘CORE’ induction as per
HS/2/018 – Induction, Training and Awareness. Refer to OPS/02/022 and induction checklist
OPS/S/022/01.

9.2 Technical

Technical assessments may be used for new starters at selection or for existing employees.
External assessments such as IRTEC are a useful tool for performance measuring and are an
initial step towards accreditation.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 63 of 95

Maintenance Management Policy

Performance Review (Talk Listen Act and PDP) are managed in-house.
9.2.1 Behavioural Assessments

Annual Objectives will take into account behavioural capabilities and attitudes in line with
Veolia’s core values:

Truth
Innovate
Measure
Empowerment
Focus
Teamwork
Deliver
Customers

9.3 Training

All training undertaken whether internal Campus or external should be recorded on a
training matrix and provided to HRSSC, and may include a tool box talk, formal classroom
training, manual handling, driving, bi-line, etc. Copies of document control sheets and
certificates should be placed on the individual’s personnel-file.
9.3.1 Technical Training
Various course are available and are individually selected for the appropriate individual, these
may include courses or training from:

Manufacturer
FTA/DVSA
Colleges
It is important that a technician’s continuing professional development (CPD) is updated.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 64 of 95

Maintenance Management Policy

9.3.2 Non-Technical Training
There are many courses that can be booked through the learning area of the ESS/MSS portal:
Vocational Driving (Campus)
FLT (Campus)
Safety – i.e. abrasive wheel (Campus)
Driver CPC (Campus & FTA)
Soft Skills (Administration) – NVQ Business Administration (Campus)
Operator Licence awareness (FTA)
Tool box talks (TBT) – when issued this must be recorded on a document control sheet
(SYS/02/005/01) and placed in P-file.

9.3.3 Development
In addition to training, an employee may decide to opt for Professional Registration
(IRTE/SOE ECUK or CIWM). This is supported by Veolia. Staff development may also be less
formal and based on expanding an employee’s knowledge of the company or industry by
visiting or working at different locations.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 65 of 95

Maintenance Management Policy

9.4 Road safety

9.4.1 Driving
All workshop employees who need to move vehicles on site for maintenance purposes and
do not possess the necessary category licence for the vehicles that they are driving need to
gain their provisional licence for the appropriate class. The driver must also undertake and
pass a driving assessment (approximate duration two hours) run by Veolia Campus, they
will then be issued with a shunter driver certificate to be place on their P-File.
Appropriate training should be provided for workshop personnel driving pool cars or vans
in the course of their work in accordance with the company driving policy.

9.4.2 Breakdown attendance
It is the responsibility of management to ensure that all competent persons who attend
vehicle breakdowns/recovery on the highway are familiar with and trained in the operation
of the vehicle to be recovered/repaired. Additionally, they must be informed about the
existing safety devices, made aware of all foreseeable risks, are in possession of relevant
personal protective equipment and have been instructed to wear it when appropriate to
do so. They must be declared competent in such activities, having understood all the
instructions provided. Such training/instruction is to be recorded and regularly updated
with toolbox talks.
Roadside attendees must be equipped with a suitable communication system from place of
work to mobile position, carry with them, tools and equipment necessary to carry out
necessary work in a safe and professional manner (Safety Equipment Checklist (Document
OPS/2/017/001).
The vehicle should be conspicuous in colour and have the ability to signify its presence by a
minimum of two independent amber flashing beacons. The vehicle should have reflective
markings at rear of vehicle covering 50% of surface area (excluding rear windows) and
display a highway maintenance or recovery sticker; all drivers must comply with the
requirements of the Road Traffic Act; possess the items of personal protective equipment
as detailed in HS/02/017.

-

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 66 of 95

Maintenance Management Policy

9.5 Apprenticeships

Veolia have several apprenticeships managed by one of the following bodies:
Skillnet
Campus

Discussions are underway to determine a standard position for apprentice selection and
recruitment, training content, development, further career progress and benefits. Further
information can be obtained from the relevant Regional Head of Fleet.

9.6 Agency Workers

The ‘Agency Workers Regulations’ (AWR) came into force on 1 October 2011 and apply to
agency workers who are assigned to do temporary work through temporary work agencies.
The new regulations entitle agency workers to the same working facilities (canteen, parking
etc.) and access to internal jobs from day one. They are entitled to PER (permanent
equivalent rate) pay after 12 weeks.
The regulations do not change the employment status of agency workers – they continue to
be employed by the agency, rather than the hirer, provided that appropriate agreement or
arrangements are in place confirming this.
It is not possible to contract out of the regulations and effective means of avoiding AWR are
limited. Penalties of £20,000 per agency worker are imposed for non-compliance. For more
information please refer to BMS / procurement / agency Labour.
All agency workers hours need to be reported through De Poel. Before taking on agency
workers you need to make sure that the Agency is approved by De Poel.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 67 of 95

Maintenance Management Policy

10 Communication

Communication is the most vital element of effective fleet management whether liaising
with customers, suppliers or staff. Inevitably when errors occur it is a failure in
communication identified as the root cause.

10.1 Customers

Regular reviews are necessary to maintain good customer relations and ensure the highest
levels of confidence in the fleet department.
A customer may be internal or external to Veolia and could include the Veolia operations
depot, the Veolia contract management team, and the local authority contract in some
cases, the central fleet department or even a bid tender team.
These reviews should be recorded and may coincide with the supplier review mentioned
earlier in section 5 and include a section on customer complaints.
More regular verbal communication is needed on a day to day basis to keep the customer
abreast of various fleet issues such as vehicles off the road for repair, vehicle/trailer
breakdowns, compliance issues etc. There is also the benefit of maintaining an effective
communication channel so that two way discussions occur, for example the timely
reporting of a driver traffic compliance issue with the DVSA.
The verbal discussion should be followed up for the purposes of auditing and wider
awareness with an email such as a daily VOR log, service list or MOT failure flash report.

10.2 Out of Hours Contact

Communication becomes more of a challenge outside of the depot/contracts regular
working hours and when required is often of an urgent nature.
Ensure that out of hours contact names and numbers are provided to the customer and
are regularly updated when a change occurs.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 68 of 95

Maintenance Management Policy

10.3 Escalation Process

Should a contact be unreachable or there is an issue which cannot be resolved locally, an
escalation process can be followed. The process should be made available locally at the
commencement of a contract; there is no need for it to be overly complicated.

10.4 Supplier Management

In the same way that third party maintenance providers have a formal review process, a
regular written review should take place with parts suppliers. This will not necessarily
require such a frequent review, perhaps quarterly, six monthly or annually is sufficient
dependant on the volume and spend.
It is essential though so that any issues arising can be dealt with in a timely manner, if
something is left too long it can be hard to establish a root cause of a failure, recollections
of discussions can be difficult or email records can have been deleted.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 69 of 95

Maintenance Management Policy

11 Performance

Measuring key business indicators is commonplace within blue chip companies, and Veolia
is no different. To deliver the highest levels of customer service and demonstrate best
practice in the industry, standards must be high and therefore measured, managed, shared
and reviewed. Quality control is required at several stages within Veolia fleet from new
vehicle delivery to pre MOT checks. Robust QC controls correlates with high standards.

11.1 Compliance KPI

Compliance with legal regulations is the most critical in the logistics industry as failure can
lead to enhanced regulator focus and ultimately closure of a regional operation.
The fleet measures used within Veolia are:

Operator Compliance Risk Score – Target green Roadworthiness and Traffic scores
Annual first time pass rate at least 95%
Prohibitions target zero
Safety inspection completed in the correct week 100%
Statutory Thorough Examinations under LOLER zero AE rated defects
Workshop Fleet Audit compliance above 95%

11.2 Productivity

Secondary to compliance, but only just, are measures that affect business performance
and profit. These are:

Asset uptime for unscheduled events above 95%
Breakdown rates recorded by location, asset type, manufacturer, model and weight
Workshop productivity by technician, depot and region
Cost management, spend measured by asset, type, workshop, depot and region
Fuel performance is measured by asset, type and location

11.3 Customer

Customer complaints are treated extremely seriously and discussed at review meetings
with swift resolution expected. The frequency of complaints should be measured.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 70 of 95

Maintenance Management Policy

12 Interaction (DVSA, HSE, EA)

12.1 Annual Testing

The process surrounding the annual testing of assets is described in section 3.6. Failure
investigation must be completed in a timely manner so that trends can be identified and
senior business reporting is prompt.
Should a depot, area or region fall below acceptable standards, Veolia will appoint an
external and independent body to complete quality control inspections prior to the DVSA
test in an attempt to remedy the negative situation.

12.2 Prohibitions

A Prohibition Notice (PG9 or TE160) is a ban on the use of a vehicle on a public road. A
prohibition will normally be issued where a vehicle is found by an examiner to be, or likely
to become, unfit for use or where driving of the vehicle would involve a risk of injury to any
person. DVSA are required to notify the Traffic Commissioner of all prohibitions issued.
The Transport Manager must inform the relevant Head of Fleet and Fleet Compliance
Engineer by email, with a follow up telephone call immediately after a prohibition notice is
issued. This will be done by the repair agent or Workshop Manager if the prohibition is
issued while the vehicle/trailer is in the care of the maintenance provider.
A prohibition might take effect immediately or could be delayed for up to ten days.
Immediate prohibitions (indicated by PG9 ‘I’) are issued where, in the opinion of an
examiner, the defects on the vehicle are such that further driving of it would involve a risk
of injury to any person.
Where, in the examiner’s opinion, no such risk exists, the prohibition will come into force
at such time, not later than ten days from the date of the inspection (known as a delayed
prohibition and indicated as PG9 ‘D’) as deemed appropriate to the examiner. A delayed
prohibition allows continued use of the vehicle until the prohibition comes into force.
Should a delayed prohibition be applied to a Veolia vehicle, it must return to base rather
than continue operational use for the duration of the allowed timescale.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 71 of 95

Maintenance Management Policy

Where examiners find roadworthiness defects that are not serious enough to warrant
prohibition, they will notify the Veolia driver using a vehicle inspection notice (indicated as
PG35EC ‘IN’). This notice is advisory only and does not in itself prevent further use of the
vehicle. However, even if not prohibitable, some of the defects may mean that the
vehicle/trailer is unroadworthy and does not comply with the law. Continued use of a
vehicle issued with either a delayed prohibition or a vehicle inspection notice is not
permitted by Veolia.
Before a prohibited vehicle can be used again on a public road the prohibition notice must
be removed by the issue of a ‘removal of prohibition’ notice (PG10). An examiner is
allowed to remove a roadworthiness prohibition when satisfied that the vehicle is “fit for
service”.
Accordingly, where a further more extensive inspection is required and the available
inspection facilities are inadequate for that purpose, an examiner may direct the vehicle to
a testing station for an inspection prior to removing the prohibition.
Following the issue of any prohibition, the relevant Regional Head of Fleet will arrange an
investigation as soon as possible. The person will investigate the prohibition and take
whatever action is deemed necessary to correct the systems failure that led to the issue of
the prohibition notice. The following steps must be followed:
1. Transport Manager/Workshop Manager to inform the respective Area Fleet
Engineer immediately.
2. The Area Fleet Engineer is to immediately take control of the situation and
ascertain/arrange the following:

Current location of the vehicle
Dispatch the nearest appropriate Veolia engineer
Identify the cause of the Prohibition and status of vehicle
Circulate a ‘prohibition flash’ to:

i. Transport Manager
ii. Contract Manager
iii. Fleet Compliance Engineer
iv. Regional Heads of Fleet
v. Fleet Director
Remove prohibition as appropriate

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 72 of 95

Maintenance Management Policy

Carry out an investigation into the issues surrounding the prohibition, which
may include depot staff and staff from the repairer
Ensure that the Prohibition Investigation Form (Appendix 16:12) is fully
completed within five days of the event becoming known with copies of
enforcement documentation.
3. The prohibition investigation will be circulated to the Fleet Director, Fleet
Compliance Engineer and Regional Heads of Fleet who will discuss the causes of the
prohibition, corrective action and ongoing prevention/best practice.
A completed report will consist of:
The circumstances, root cause and key issues surrounding the Prohibition
The rectification action and timescale
Any remedial or investigation against employees
Action taken against third parties
Best practice sharing if appropriate
4. Upon conclusion of the above report, the Fleet Compliance Engineer will notify the
Traffic Commissioner in writing as required by the operator licence undertakings.

12.3 Environment Agency

Care should be taken when working on a vehicle that drain valves, tail gate seals and pipes
are fully functional and stowed correctly. A penalty of £2500 can be imposed by the
Environmental Agency for non-compliance.

12.4 Statutory Thorough Examinations (STE)

The remedy and reporting process within Veolia is noted in section 3.10.
Once the defect is rectified and investigation concluded, best practice, if applicable, will be
shared with other depots and regions.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 73 of 95

Maintenance Management Policy

12.5 Depot Visit

Following an operator licence renewal, or enforcement action, the DVSA may decide to
carry out a maintenance assessment of an operating centre. The DVSA are not required to
notify Veolia in advance and have the power to attend unannounced. Should this happen
or if they make a booking in advance, the relevant Regional Head of Fleet and Fleet
Compliance Engineer must be notified, so that appropriate action may be taken. Where
possible a member of the fleet team will be present to support this visit.
In the course of a maintenance assessment, vehicle examiners may wish to examine
vehicles, examine records of vehicle safety inspections, and inspect maintenance facilities.
The extent to which records are inspected will depend on vehicle condition and the depot
history.
The Vehicle Examiner may discuss with the depot appropriate safety inspection procedures
and will report whether they consider the maintenance arrangements to be satisfactory;
any deficiency may result in an unsatisfactory report, leading to possible regulatory action
by the relevant Traffic Commissioner. In certain circumstances, e.g. where facilities at the
operating centre do not allow adequate inspection, Veolia could be asked to bring vehicles
and records into a testing station for inspection.
When a site is visited by the Police or DVSA, the Senior Manager on site should co-ordinate
the required activities. If requested to make a statement under caution, care should be
taken to keep to the known facts, as any statement may be included in evidence. Legal
advice (from the in-house legal department) must be sought prior to a statement being
made under caution. It is preferable that a Regional Head of Fleet or Compliance Engineer
would be the individual interviewed. Notification will be made to HR.
Once the visit is complete, the DVSA ‘Summary of Findings’ form detailing the required
actions (PG13F/G) and associated report should be emailed to the previously mentioned
group along.
Following the visit and internal discussion with the senior fleet team, the Veolia response
will be submitted by the Fleet Compliance Engineer to the examiner(s) containing all
requested information and improvement actions where required.
The same principle applies to visits by the Health & Safety Executive and the Environment
Agency with additional notification made to the relevant QHSE Manager.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 74 of 95

Maintenance Management Policy

13 Accreditation

Certain processes are in place as a result of an accreditation attained by Veolia. Should
there be a query relating to one of these areas, the appropriate manager should be
contacted, or if this is not known the Fleet Compliance Engineer or relevant Regional Head
of Fleet can be contacted for support.
The accreditations demonstrate best practice in the industry to which it relates whether a
general or industry specific area. There may be certain inspections and audits that are
required periodically; these will be communicated to each location in good time.
The accreditations relating to the operation of the Veolia fleet are:

International Standards Organisation (ISO)9001
Fleet Operator Recognition Scheme (FORS) Silver working towards Gold
IRTE Certification (IRTEC) for engineers - in progress regionally
Construction Logistics Operators Cycle Safety (CLOCS) - under consideration
Institute of Road Transport Engineers (IRTE) Workshop Accreditation - under
consideration
Freight Transport Association, Van Excellence - under consideration
ECO Stars Fleet Recognition Scheme – under consideration

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 75 of 95

Maintenance Management Policy

14 Authorised Testing Facility (ATF)

An authorised Testing Facility tests that heavy goods vehicles, trailers and public service
vehicles are roadworthy and meet safety and environmental standards.
Veolia currently operate two ATFs, Garrison Street, Birmingham and Westlinks, London. To
become an ATF, an application must be made to the DVSA, who will carry out an
assessment and an onsite inspection.
There are strict requirements such as:

A testing area that is at least two metres wider than the vehicles to be tested
A permanent weatherproof building
Approved testing equipment such as headlamp tester, rolling road brake tester, pit
and jack, communication system, inspection lamps, load simulation provision,
emissions analyser etc.
Offices that the DVSA can work from
Appropriate signage
Contractual obligation
Any wishes to progress an ATF application should be approved via the relevant Regional
Head of Fleet.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 76 of 95

Maintenance Management Policy

15 Accord Dangereux Routier (ADR) & Tank Testing

15.1 Vehicle & Trailer Scope

The ADR is a specialist test for vehicles carrying dangerous or hazardous goods by bulk by
road or rail. The vehicle must pass an ADR test if it’s a vehicle or trailer within scope of
operator licensing and used to carry hazardous materials or waste, whether it’s used in the
UK or abroad.
A vehicle will be considered in scope if it is to carry dangerous goods in a fixed tank,
demountable tank or a fixed battery of pressure vessels over 1,000 litres capacity.
Alternatively, for carrying dangerous goods in a container or portable tank or battery of
pressure vessels of over 3,000 litres capacity.
The test varies depending on the type of goods you want to carry.
There are different tank builds within Veolia, ADR / ACOP / Non Haz / Fuel Tankers & ISO-
tanks, all of which have different testing criteria. You will need familiarise yourself with
which specific types of tanks you are dealing with, contact the relevant Regional Head of
Fleet or Fleet Compliance Engineer.
If the tank used is of a non-hazardous design, it must still be tested for working capabilities
and tank integrity on an annual basis. The test must be carried out a minimum of two
weeks prior to its annual MOT test. This is done so that any repairs can be evaluated and
carried out before the expiry of the current tank test certificate. The reason for this is that
should any tank fail its inspection then there will still be sufficient time for a decision to be
made on the future of the vehicle and any MOT costs could potentially be avoided.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 77 of 95

Maintenance Management Policy

15.2 Tank Testing

Done by approved insurance certified companies, these are organised via the approved
repairer chosen by Veolia to carry out pre-inspections.

15.2.1 Intermediate test (Leak test)
This is done three years from date initially tested, once passed a valid VCA (or previously
TC3) certificate will be issued.

15.2.2 Periodic test (Hydraulic test)
This is done six years from date initially tested, once passed a valid VCA (or previously a
TC3) certificate will be issued.

15.2.3 Annual DVSA ADR Inspection
If an initial ADR application is required a DVSA ADR III form should be completed. If an
annual test is required, a DVSA ADR IIIS form should be completed.
When a vehicle / trailer ADR application is completed a colour copy of the valid TC2 and
VCA/TC3 certificates will need to be provided as part of the application & presented on the
day of the test.
For a vehicle / trailer reaching its first Intermediate test (three years), a valid TC2 certificate
will need to be provided - this is usually supplied by the manufacturer.
When completing the form, the vehicle / trailer that is to be tested needs to specify
whether it will be presented carrying dangerous goods (or their residue) – DVSA will make
arrangements for this at the testing centre.
The application is sent with all relevant insurance certificates TC2, VCA/TC3 certification at
least ten days before the test, the application cannot be made any further forward than 93
days of the date of the appointment.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 78 of 95

Maintenance Management Policy

If an insurance certificate has run out an ADR test will not be allowed, and another
consideration is that if an intermediate or periodic test runs out, the ADR test certificate
will only be valid for three months from that date.
Once the new intermediate or periodic test is carried out, the certificate will need to be
presented at a testing station so the ADR test certificate can be extended.
The test involves various checks for ADR approved wiring, bare wires, covers on battery
terminals and starter motors and anything specified in the guide to ADR tests. The fee is
usually taken out of a Veolia prefunded account.

15.3 Non Hazardous Tank Testing

This must be done on an annual basis and must be completed within 12 months of the
inspection date on the current certificate, any recorded Imminent Danger work must be
carried out immediately, whilst mandatory work is to be completed within 28 days of the
tank inspection. A copy of the Tank Test certificate and inspection report must be available
in the vehicle / trailer file at all times.

15.4 Facilities

Gas monitoring equipment including explosive tester are examples of the additional
workshop equipment required for ADR work. For further information consult the Regional
Head of Fleet or Compliance Engineer.

15.5 Technicians

When driving ADR vehicles for service or testing and with no load carried, no additional
licensing is required. A copy of a valid tank wash-out certificate must be carried and no
hazard boards should be displayed.
If however product is carried, then an ADR licence must be obtained, either via Campus or
externally. Technical training is recommended when working on equipment involved with
ADR because of the additional risks involved, contact Fleet Compliance Engineer for details.

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 79 of 95

Maintenance Management Policy

16 Appendix

16.1 Veolia Wall Planner

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 80 of 95

Maintenance Management Policy

16.2 Veolia Service and Inspection Documents

VES 016 – Chassis Inspection Sheet
VES 022 – Trailer Inspection Sheet
VES 367 – PSV Inspection Sheet
VES 0432 – Light Goods Vehicle Inspection Sheet
VES 017 – Trade Waste Body Inspection Sheet
VES 018 – Vacuum Tank Body Inspection Sheet
VES 020 – FEL Body Inspection Sheet
VES 021 – Skip Loader Body Inspection Sheet
VES 023 – Hydraulic Demountable Body Inspection Sheet
VES 024 – REL Body Inspection Sheet
VES 025 – Cage / Tail Lift Body Inspection Sheet
VES 062 – Mechanical Sweeper Inspection Sheet
VES 112 – Top / Side Loader Body Inspection Sheet
VES 339 – Landscapes Small Equipment Periodic Inspection Sheet
VES 347 – Crane / Hiab Inspection Sheet
VES 351 – Cantonet Defect Sheet
VES 442 – Drawbar Coupling Inspection Sheet
VES 443 – Spark Arrestor / Chalwyn Valve Inspection Sheet
VES 468 – Defect Continuation Sheet
VES 480 – Walking Floor Inspection Sheet
VES 485cs – Compact Sweeper Inspection Sheet
VES 485ev – Electric Vehicle Inspection Sheet

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 81 of 95

Maintenance Management Policy

16.3 Maintenance Agreement

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 82 of 95

Maintenance Management Policy

16.4 MOT Flash Report (FL3)

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 83 of 95

Maintenance Management Policy

16.5 MOT Failure Investigation Report

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 84 of 95

Maintenance Management Policy

16.6 Vehicle Safety Recall Process

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 85 of 95

Maintenance Management Policy

16.7 Statutory Thorough Examination Certificate (LOLER)

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 86 of 95

Maintenance Management Policy

16.8 Statutory Thorough Examination (LOLER) Flash Report

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 87 of 95

Maintenance Management Policy

16.9 Detailed Maintenance Inspection Process (DMIP)

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 88 of 95

Maintenance Management Policy

16.10 Standard Scheduled Service Times

Author: Michael Colbourne Owner: John Matthews Date: 06/15 Ref: FLT.1.FS.FP02 Page: 89 of 95