Software solutions
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The multitude of legal requirements around staff and vehicles makes managing a transport business complex and potentially stressful. CM looks at Tachotrain, the IT solution from Tachodisc
Words: Toby Clark Tachodisc has introduced Tachotrain, which it describes as a “haulier management system”. At its most basic, this is a scheduling service that provides a diary function and alerts to keep an operator up-to-date with employees’ training and compliance requirements.
The system holds a record of staff qualifications and ongoing training requirements; it tracks, identifies and automatically notifies line managers of revalidations and training needs. It can also generate reports broken down by employee, job description, location and reporting line. “This is a valuable management tool, especially for managing Driver CPC,” says Tachodisc VID Karen Crispe. “The system tracks and reports on how many CPC hours each driver has done and when, and visibly flags up what needs to be achieved to meet the deadline.
“We started off doing something that covered the Driver CPC,” adds Crispe, but says the finished product goes further. “Before training expires it tells personnel that, for instance, their First Aid licence is about to run out.” Other alerts include licence renewal and Health and Safety Executive requirements, like forklift truck certification.
As well as immediate alerts and scheduling, the system can help with longer-term resource planning and budgeting. “The system aggregates data,” explains Crispe. “You can run a query such as ‘how much training do I need for the next year?’ – you set the timescale.”
Virtual training area
But Tachotrain is more than just a diary service: a central part is driver training and assessment. It includes a virtual training area, with multiple-choice tests devised by training experts, covering subjects including drivers’ hours law, Road Transport Directives and roadworthiness. Assessment tests can be issued at any time: the employee is sent a key code that can only be used once, and lasts 24 hours from when it is first entered. Once the test is complete, the score goes to the appropriate managers and the employee is shown the correct answers.
“Tachotrain gives companies the flexibility to schedule testing around work schedules from any location,” says Crispe. “The tests are also a great tool for hiring managers, allowing candidates’ knowledge to be quickly assessed during the recruitment process.” Tachotrain is web-based rather than a standalone software package. This avoids issues with software updates and hardware specifications – all that is required is a computer or handheld device with an internet connection and a browser. “Most of the stuff we do these days is web-based,” says Crispe.
Users are categorised into three types – head office, manager or staff – with different levels of access to the system and abilities to alter information. Staff can also be grouped into categories defined by a manager.
As you would expect, the system is designed to keep important information safe and secure: data is hosted in a UK datacentre with multiple servers – if one server fails, another will take over seamlessly. The data is backed up daily to remote locations, and held completely confidentially – Tachodisc staff do not have access to training or qualification information.
Crispe says: “With Vosa stating that drivers’ hours abuse is still the most common reason for prosecutions, continuously testing drivers’ knowledge and assessing their training needs is imperative.” n
MAINTENANCE AND INSPECTION SCHEDULING
Contracting out maintenance can remove some of the headache of operating trucks, but Ray Engley, head of technical services at the Road Haulage Association (RHA), warns: “Maintenance contracts and safety inspections are not one and the same, and that’s where operators go adrift. Any servicing schedule needs to take into account when safety inspections are needed.” Andy Mair, head of engineering policy at the Freight Transport Association (FTA), adds: “The driver is the only eyes on the vehicle between inspections.” The driver’s daily check needs to be recorded and acted upon.
There are numerous systems for monitoring and scheduling maintenance and inspections – but be aware that Vosa’s Guide to the Use of Maintenance Software and Computer Storage of Maintenance Records (see link) states: “It is ultimately the operator’s responsibility to ensure that the maintenance system used does not jeopardise their operator licence.” Manufacturers provide schemes such as DAFcheck, which record maintenance and repair operations undertaken at franchised dealerships. If you want to automate daily checks and inspections – for ancillary equipment subject to lifting operations and equipment regulations, and provision and use of work equipment regulations – you need to look at third-party systems.
Some are incorporated into other packages: for example, Amethyst Systems’ delivery management system (DMS) uses handheld devices primarily for PoD scanning and to send job and route information to the driver, but it also includes a system to prompt the driver to make daily checks. The results are recorded on the handheld device, and transmitted to the depot.
TAAP’s system is used by the RAC for booking, job allocation and scheduling of its vehicle inspectors, as well as for capturing inspection data. The RAC also uses TAAP to check the roadworthiness and operational readiness of its own fleet and accessories such as trolleys and jacks.
Truckfile is a web-based scheduling system that includes email notification of inspections, and uses QR codes – which can be scanned by a mobile phone – to identify areas that are part of the daily check. The driver scans each code as he walks round the vehicle to confirm that he has undertaken a check.
R2C Online is another booking and scheduling service, but it claims to offer more: both operators and suppliers can use it. MD Nick Walls says: “It’s like a trading platform to share information along the supply chain.” The system can automatically authorise work, using a ‘rules engine’ that applies the relevant trading terms and centralises invoicing.
Knights of Old uses R2C with service contractor Scania TruckEast, and also uses it for defect reporting: “Faults can be dealt with separately or attached to the next operation,” says Walls. “Paperwork can’t go missing, mistakes can’t be made.” The firm’s customers include around 3,000 fleets, says Walls. It can be used with any type of asset: Avon Fire & Rescue Service uses it for ladders and even an inflatable boat.
Further information
Amethyst www.amethystsystems.net 01275 390416 R2C www.r2conline.com 01142626123 TAAP www.ontaap.com 0845 230 9787 Tachodisc www.tachotrain.co.uk 01925 283328 TruckFile www.truckfile.co.uk 0845 872 0400 Vosa Guide to the use of maintenance software: http://bit.ly/vosaguide