Chain of Responsibility (CoR) has been developed to ensure that all parties in the “Chain” are taking a responsible and active role to ensure compliance with applicable road laws covering Fatigue, Mass, Dimension, Vehicle Maintenance and Speed.
Chain of Responsibility documents evidence that your fleet management practices lead to the safe operation of your fleet items and that you have the appropriate processes and control measures in place.
CoR for Vehicle Maintenance is delivered in the system, using the following functions:
- Inspections for Daily Pre-Start Checklists
- Inspections for Annual Roadworthy Checks
- Issues for recording and actioning identified vehicle defects
- Routine Maintenance for regular scheduled servicing of fleet items
- Work Order management to ensure that identified Issues are rectified in a timely manner and that routine servicing is carried out promptly and on time.
Inspections gather information about a vehicle using a series of Question and Answer responses. The set of Questions and possible Answers are user defined by Inspection Type. An organisation can have any number of Inspection Types defined, for different purposes. Inspections can be used for a number of functions on a vehicle:
- Driver Pre-Start Checklists
- Workshop Post-Service Checklists
- Annual Roadworthy Inspection
- Customer / Location Audit Compliance
As a result of an Inspection, some answer responses may indicate that a defect or issue exists with the fleet item. In this case, an Issue can be manually or automatically be generated. Depending on user settings.
Typical Driver Pre-Start Checklist
A typical Driver Pre-Start Inspection Type would have Questions that cover:
- Visual inspection of wheels for security, tyre pressure, tread, and sidewall condition.
- Checking all lights – headlights, brake & tail lights, clearance and side marker lights – and reflectors for operation and damage.
- Check and clean windscreen for clear vision ensuring that wipers and washers operate.
- Ensure rear view mirrors are serviceable, adjusted correctly and clean.
- Check any panel or strctural damage.
- Check for any fluid leaks – oil, fuel, hydraulic, brakge, refrigerant – and excessive smoke.
- Check air systems and couplings for leaks.
- Visual inspection of brakes, suspension, airbags and components.
- On engine start listen for non standard noises, and check all indicators, guages, and instruments.
- Check horn and seat belt operation.
- Check other attachments, spares, couplings as required.
- Note any issues.
Issues provide a way of recording and tracking issues / defects with assets. Once created an Issue can be reviewed for Severity and Actioned. An issue is actioned by:
- Creating a Work Order for the Workshop to rectify the issue.
- Comments can be added as extra information to the issue.
- The severity of the issue can be assessed and set.
- The issue can be closed.
Routine Maintenance / Work Orders
Routine Maintenance sets service schedules against fleet items and ensures that when odometer, engine hour, and other readings come in, that the appropriate service condition is triggered and a Work Order generated to service that fleet item.
Once a Work Order has ben generated, it can be scheduled and resourced as required. When a Work Order is completed it updates that fleet items service schedule so that a full record of all work undertaken on a fleet item is always available.
Work Orders can be directly created from Issues to rectify and action the Issue.