Transport Systems and Operator Licence Audit

Understanding and implementing everything you need to maintain a healthy Operator Compliance Risk Score (OCRS) isn't easy, but you must maintain a healthy OCRS or risk losing your business. Three or more unsatisfactory risk scores can be enough to bring you to the notice of a Traffic Commissioner or, if your shortcomings are serious enough, can be sufficient to lose your Operator Licence or Restricted Operator Licence and put you out of business.

Our highly cost effective Transport Systems Audit will highlight any areas in which your organisation is weaker, before they come to the attention of a Traffic Commissioner. We'll show you what you are doing wrong, or failing to do, and advise you on best practice. For a modest investment, this is a valuable opportunity to strengthen your processes to make them compliant, so that you can operate legally and profitably in the future.

Depending on your specific requirements, issues covered will include the following:

Operator Licence undertakings

  • The laws relating to the driving and operation of vehicles used under this licence are observed.
  • The rules on drivers' hours and tachographs are observed, proper records are kept and that these are available on request.
  • Vehicles and trailers are not overloaded.
  • Vehicles operate within speed limits.
  • Vehicles and trailers, including hired vehicles and trailers, are kept in a fit and serviceable condition.
  • Drivers report promptly any defects or symptoms of defects that could prevent the safe operation of vehicles and/or trailers and that any defects are recorded in writing.
  • Records are kept (for 15 months) of all driver reports which record defects, all safety inspections, routine maintenance and repairs to vehicles, and these can be made available on request.
  • The number of vehicles and the number of trailers kept will not exceed the maximum numbers authorised at each operating centre (which will be noted on licence).
  • An unauthorised centre is not used in any traffic area.
  • You will notify the Traffic Commissioner of any convictions against yourself, or the company, business partner(s), the company directors, nominated transport manager(s) named in the application, or employees or agents of the applicant for this licence and if the licence is issued, convictions against the licence holder or employees or agents of the licence holder.
  • You will ensure that the Traffic Commissioner is notified within 28 days of any other changes; for example, a change to the proposed maintenance arrangements; a change in the financial status of licence holder [e.g. if placed in liquidation or receivership]; or a change to Limited Company status or partnership; that might affect the licence if issued.

Our assessor will assist you in determining if you are observing these undertakings.

Safety inspections

Digital & analogue tachograph procedures

  • Issue of charts for use and return of used charts for storage.
  • Drivers' hours compliance analysis.
  • Analysis follow-up.
  • Tachograph inspection and calibration.

Driver training

  • Interviewing and training.
  • Agency drivers.
  • New and existing drivers
  • Records of work - time sheets, tachographs charts and pay records.
  • Drivers' hours systems - advice, monitoring, analysis, non-compliance action.
  • Accident records, Health and Safety.
  • Disciplinary procedures.

Our detailed reports will include

  • Discrepancies between required and actual performance.
  • Problem area analysis.
  • Improvements that should be implemented.
  • Performance comparisons between depots.

Understanding OCRS

Our assessor will advise you how this system works and how an operator can use this important system as a means of monitoring their performance and protecting their reputation as a compliant operator.

Dealing with DVSA, Police and other enforcement agencies

During the course of the audit, our assessor will also advise you of the possible procedures an enforcement inspection could entail.

Following a Novadata audit, you can be confident your company has the necessary information to operate legally and efficiently.

For further information please call 01376 552999 or email enquiries@novadata.co.uk.