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We need your Innovative ideas

Issue 11

Message from Clive In this issue Boerie rolls for beach clean up

“We lovin’ it”

Avis Fleet Services Cares

Avis Fleet Services

- Masterminds

Polystyrene – free initiative

Creating an Ethical Culture:

The Importance of Ethics

Vehicle roll out to the City Of

Johannesburg

Emergency Evacuation

Information

Plus many more…

Dear Colleagues, In the last edition of Code Red, we covered the need for an organisation to institute a clear Code of Conduct that all its staff can abide by. In th i s edi t ion we w i l l take a look at the importance of E th ic s. T h is feature provides a gu ide l ine to the behavioural expectations and standards which employees or peers should be seen to demonstrate as part of ‘acceptable’ work place behaviour that will protect and enhance the reputation of our business. As we move forward in our journey to unpack these work place necessities, we encourage you to read these articles and positively apply these practices into your own personal work space. Let’s make it our collective goal to enhance our working environment and make Avis Fleet Services a great company to work for.

CEO Awards: COJ Team

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It’s that time of year again where the nominations are requested for the annual Barloworld CEO Award. Having won this award outright in 2012, the Avis Fleet Services DMS Laserfische team raised the flag and without fail our 2013 submission doesn’t disappoint. The Automotive and Logistics Divisional Executives have nominated the Avis Fleet Services – City of Johannesburg Team as one of this year’s first round CEO Award Finalists.

Contact Sally or Candice

to make sure your story is

In the next issue

Following the TREKKING FOR TRASH Team Our dedicated KZN team, along with their ever supportive families gave up their Saturday and headed down to the Umgeni River Mouth to assist Michael Barretta and Camilla Howard of the Trekking for Trash team with their beach clean-up efforts. The day proved to be a typical Durban scorcher, which, thanks to the Trekking for Trash team, was made a little more bearable with their provisions of block out and sun tan lotion. Kitted out with refuse bags and loads of energy and enthusiasm, the team tackled the Nature Reserve and River Mouth area in a mammoth clean-up effort which took over two hours to complete – collecting a total of 1 860kg of waste! The team was rewarded for their efforts with soft drinks and boerie rolls – no better way to end a day of hard work in the unforgiving Durban sunshine. Tracking for Trash has walked almost 3000km’s thus far and collected 7 tons of waste. Well done to the KZN Team and their families for their amazing efforts – you guys have made us proud

Adults from left to right: Ginesh Rampersadh, Thea Lindeque, Chanell van der Westhuizen, Brendan Roux, Merlisha Haripersadh, Avern, Annette, Chris van der Westhuizen & Kenneth Graney.

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Winning the hotly contested City of Johannesburg (CoJ) contract, Avis Fleet Services together with Barloworld Motor Retail have collaborated in delivering what can only be dubbed as a comprehensive fleet management solution that was borne an already complex tender bid. After several months of tough negotiations the cork was finally popped and the implementation and roll out began in April of this year.

The team that was originally involved co-operated to put a tender together which can only be described as outstanding. The process from sales and marketing to customer administration, pricing and procurement was remarkable and the ingenuity in some of the pricing models used was ground breaking. In addition to the compilation of the bid by our Sales and Operations departments, an outstanding effort of support was provided by our Legal Services team in obtaining complex legal opinions and assisting with the negotiations.

Other areas which provided invaluable support and input, were the IT department and our colleagues at Barloworld GM City Deep who accommodated us even before the negotiations commenced. We truly believe that this gave us a competitive edge in being able to provide both IT infrastructure and a fully-fledged call centre from which to launch our emergency roll out operations.

The tender was submitted in October 2010 and finally awarded in November 2012. The staying power and unrelenting focus and attention over this period is testimony to the dedication of the team to achieving its single goal – the successful implementation of the City of Johannesburg fleet.

It’s for this remarkable reason that the success and outstanding performance of this team has been recognized and has now gone through to the 2nd round of the award adjudication. Stand with us now in supporting our team over the weeks to come and let’s hope that this incredible effort sees Avis Fleet Services hold onto the prestigious award for the 2nd year running.

Children left to right: Divakar, Dominique, Jade and baby Merav

L-R: Faiek Opperman, Bianca Woolstencroft

L-R: Bianca Woolstencroft, Amanda Driver

After some fierce competition from our competition, and despite a National deal being concluded, Avis Fleet Services Western Cape where able to pip our competitors to the winning post, signing up a local McDonald’s Franchise Owner. This fun loving Franchisee arranged a surprise handover to four staff, luring them to the McDonald’s Greenpoint franchise under false pretences of a management meeting. In order to keep up the illusion, the AFS Team were asked to hide in their vehicles until the staff were summoned outside. Screams of joy from the 4 staff members erupted as they realised that they were receiving their vehicles – after all, they were only due to be delivered in late June, early July! “As Company drivers we receive new vehicles fairly regularly, and over time we hardly display our gratitude for this otherwise sought after fringe benefit in such a public way” observed Regional Sales Manager, Bennie Blignaut. “It was quite a humbling experience”. While we doubt there was any real productivity for the remainder of their workday, we have no doubt the staff were bowled over by both their new vehicles and the great service from our Western Cape Team. Well done W Cape team – it’s always great to hear of new business being signed up – even better when we snatch it away from our competitors!

L-R: Samantha & Nasir Khan, Faiek Opperman, Brandon Barrows, Amanda Driver, Monica Mangesi, Bianca Woolstencroft

“We lovin’ it”

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The Ghana Team are currently busy with vehicle deliveries to Protea Coin Ghana Limited, who is their single biggest customer to date with their current Fleet of 17 units.

AFS Ghana entered into a Full Maintenance Lease agreement with Protea Coin on 6 September 2012 and have since then delivered 17 units based on the

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tenders awarded to them, predominantly from Goldfields Ghana to provide a range of security services on their mines in the Central and Eastern Regions.

Although the group had an existing running contract with Lease Africa (C&I Leasing) their MD, Adriaan Steyn, appointed AFS Ghana as their sole supplier of leased vehicles in future. We are not merely supplying their vehicles but also cater for all their accessories and branding requirements to comply with mine regulations as can be seen from the pictures.

This delivery was part of a batch of 8 units that are still to be delivered. It is great to see Ghana’s portfolio growing.

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It’s a rare gift when one is given the opportunity to make an impact in the lives of others – to enrich the lives of those we serve, even better. The AFS Pretoria team were given such an opportunity to make an impact and they jumped at the chance! During her customer visit to Rustenburg Municipality, Key Accounts Executive Jeanette Bossert received information that the children of the Fleet Administrators and Accounts she deals with, had never had the opportunity to visit a zoo or animal park. As a mom herself, Jeanette felt compelled to set this right. After all, every kid should have the opportunity to get up close to a majestic lion right? The team decided to spoil these moms and children and arranged a trip to the Krugersdorp Rhino and Lion Park for a Christmas picnic on a

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classic South African summer’s day. Says Jeanette, “Thinking back, I wish I could explain the whole day to all of you with the same warmth and impact it had on our hearts…. It’s incredible!!! It’s amazing to be able to provide a fun filled, laughter and worry free day, filled with explosions of joy in the little hearts of these boys and girls that joined us for the day. The content and happiness in each mother’s eyes as she sits back and just enjoys watching her kids happy!! It’s truly PRICELESS!! I can’t remember when last I saw such big smiles and eyes locked in action packed lion viewing”. Predictably, there were a few ladies running out from the Reptile and Snake Centre, but everyone

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had the most amazing time given the opportunity to view lions at arm’s length. It was a day filled with laughter, swimming, fun and most of all, bonding – the Avis Fleet Services way. Well done to our Pretoria ladies on doing such a fantastic job!!

Ghana’s Recent Vehicle Deliveries

Avis Fleet Services cares

“I am impelled, not to squeak like a grateful and apologetic mouse, but to roar like a lion out of pride in my profession” - John Steinbeck

The Avis Fleet Services Master Minds consisting of various departmental staff members participated in a fun filled evening at the VW SA HQ in Sandton, competing against our most competitive market players. By answering general brand knowledge questions as well as playing “minute to win it” we swept the floor with our fellow market “friends”. With lots of fun and laughter we once again walked away as the winners of the evening and gave truth to the fact that we are known as the market leaders!!

Back row L-R: Mncedisi Khumalo, Zaan Byleveld, Kylie Marais, Desiree Bekker, Belinda Bagley, Front row L-R: Marian Pienaar, Lee-Ann Prior, Asheka Pramchund, Yolande Smit, Theodora Crozet, Sharon van Wyk, Tanya Jooste

As global citizens we are all well aware of the challenges faced with regards to the environment, that is why Barloworld Automotive is launching the brand new Polystyrene-free initiative and we want you to get involved!!

Each month we throw away over 10 000 polystyrene cups putting more pressure on our environment through waste. We would therefore like to make use of ceramic cups in order to significantly lower this unnecessary waste.

As a Barloworld Automotive employee you will receive your very own ceramic cup. This is our gift to you as a thank you for helping us with this green initiative. In addition all floors will receive brand new coffee machines to make your coffee breaks that little bit more enjoyable.

Please note that if you lose or break the cups, it will be your responsibility to replace them.

We thank you for your co-operation in this initiative as we continue to strive to make this planet a better place to live in for future generations!

For more information please contact: Nadine Peek 011 552 9169 Nadine.peek@barloworldmotor.com

Polystyrene – free Initiative

Avis Fleet Services - Masterminds

Creating an Ethical Culture: The Importance of Ethics

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As we move forward in our journey to further understand the nature of ethics and why a strong ethical culture is so important in an organisation, we begin to look at the importance of ethics. The Importance of Ethics Ethics set the foundation for good corporate governance. Corporate governance refers to the manner in which a company is managed. It encompasses the pro- cesses, policies, rules and procedures that ‘control’ a company so that it can fulfil It’s goals and objectives in a manner that adds value to the company and is also beneficial to all stakeholders. Without ethics, a good, ‘mutually

corporate governance framework cannot be achieved. Ethics also ensure that a company remains in business. Fair and just actions build trust between a company and its stake- holders, and also create a positive reputation in the eyes of the public. This trust and reputation lead to long-term success and longevity, as people are more likely to support and invest in a company they feel is ethically sound and dependable. Looking at an organisation’s internal public - its workforce - a strong ethical tradition will decrease the likelihood of dishonest or unethical acts such as fraud. Employees will be aware that such acts are unacceptable to the organisation, and, in most cases, will refrain from them for fear of the consequences.

Employees at every level of an organisation need to know how to

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behave at work; what is acceptable and what is unacceptable behaviour. This starts with a clear tone at the top, which is set by executive and senior management, and a Code of Conduct. This is supported by a ‘zero tolerance’ culture for undesirable behaviour, with the same rules applying to all levels of employees. A Code of Conduct ideally needs to be underpinned by various company policies and rules. Open discussions and dialogues on ethics should also be allowed and encouraged, as this will assist employees in dealing with ethical concerns and dilemmas. An anonymous reporting hot-line needs to be provided, so that employees can report undesirable behaviour without fear of victimisation and reprisal.

How Can Employees Uphold Barloworld’s Ethical Reputation? • Familiarise yourself with the

Barloworld Worldwide Code of Conduct. If there is anything you don’t understand, consult with your line manager or another person of seniority.

• Speak to your line manager about

any ethical concerns or dilemmas that you may have.

• Make use of the Tip-O s

Anonymous reporting hotline to report any improper behaviour.

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• Familiarise yourself with applicable policies that apply to your specific area of responsibility.

The COJ Team have been busy over the last few months with the roll out of vehicles to the City of Johannesburg. There are approximately 1800 vehicles, of which just over 300 have already been delivered, 35 of these being Isuzu bakkies to JHB Water. These vehicles comprise of passenger, light and heavy commercial vehicles which have been delivered to JMPD, as well as JHB water. JMPD have received their first batch of their new fleet which consists of hi-tech Audi vehicles. An official hand over was done on the vehicles in the presence of high profile delegates. The acquisition of the 15 vehicles is part of the department’s plan to replenish its fleet to enhance its operational efficiency and effectiveness.

The City has embraced these new vehicles with positive sentiments and will definitely be better equipped to react and provide speedy services to the residents of Johannesburg.

Vehicle roll out to the City of Johannesburg

CoJ Team Organogram

The Evacuation drills that take place every few months in our building are of the utmost importance. It is critical that each and every staff member takes note of the Emergency Response Plan that is in place, as well as knowing who your Safety Officers are.

While the evacuation drills are definitely improving, the most recent one being much better than the last there are still a few important things to take note of:

Emergency Evacuation Information

Know your Safety Officers

1. The new dedicated emergency number (44) improved response times and the activation of the code orange and evacuation messages.

2. Some staff incorrectly evacuated after the Code Orange announcement. Code Orange is a warning that an evacuation may happen – wait for the Evacuate message before leaving.

3. Not everyone treated the assembly process with the same sense of urgency which delayed the roll call process. 4. Visitors were escorted to the assembly area and were attended to correctly. 5. The roll call process can be streamlined further, especially for the higher occupancy areas. Please pay attention

during roll call and wait for your name to be called. Assist the roll caller in performing their task if necessary. 6. The assembly area is not a designated smoking area – please consider those around you. 7. Manual airhorns have been installed on each floor near the bathroom entrances to be used in the event of a PA

system failure. An airhorn was sounded as part of the exercise to familiarise staff with the noise that will be made.

Area Floor Controller Roll Caller First Aider Fire Marshal

Ground Floor Lesiba Mogashoa Elijah Lemola Betty Mahura

Tiny Mokwebo Franz Magokoe

Canteen Lesiba Mogashoa Morne Hess Sakhumzi Rarane Moses Maila

IT Department Venod Otham

Berto Basson

Amanda van den

Berg Oliver Reddy

Hamish Dobbs Keagen Marimuthu Thulani Tshabalala

1st Floor Julie Baars Zaan Byleveld Penny Taylor Penny Taylor

Logie Chetty Petro Buitendag Martin McKeen

2nd Floor Oswell Swart Jim Mokwena Debbie Titus Jan Kruger

Harriet Buthelezi Belinda Perlee Giselle Arends Adilson Correira

3rd Floor Alison Claasen Lorraine van Niekerk Jacky Nkgadima Hester Kruger

Frieda du Toit Cleo Roro Gina Jansen Franco van der Merwe

4th Floor Dawie Grobler Aneske Heather Sharon Potgieter Les Griffin

Tasneem Bhoola Evelyn Mokone Patrick Damon Rodney Moonsamy

5th Floor

Eliza Gabriel Shoni Sengani Minette Brooker Charl Greeff

Tender Smith Chantelle Venter Willem van der

Westhuizen Cheryl Pillay

6th Floor Noleen Ferreira Lisa Keirsgieter Mavis Hlahatsi Pieter Smit

Laurelle Phillips Marina Laight Mavis Vuyiya

Gym / Archive Chantele Aucamp Minette Brooker Mavis Vuyiya

Following the last edition of Code Red where the “How to be an Avis Fleet Services Innovator” was introduced, there have been 21 new Innovative ideas that have been sent through!

Well done to these staff members that have submitted their ideas, please continue to send in your awesome ideas!

Innovators

ICAS – Employee Wellness Programme Face To Face Counselling

Avis Fleet Services have partnered with ICAS to assist you to achieve a productive life, with a healthy balance between your professional and personal goals. One of the services offered to you by the Employee Wellness Programme through ICAS, is face-to-face counselling

What is face to face counselling?

• Face-to-Face counselling is not available 24 hours a day, 7 days a week and 365 days as this counselling takes place by consultation with a counsellor.

• The need for face-to-face counselling is usually determined after an initial telephonic clinical assessment. It is during the telephonic assessment that it is determined that the client will benefit from ongoing support through the face-to-face service. Once this is determined, the client is referred for the appropriate assistance.

• All employees and their families living with them are entitled to; up to 6 face-to-face counselling sessions, per issue, per year as long as it is a different issue each time.

• Six is the maximum number of counselling sessions offered as this is a short term intervention.

• Recurring issues would require long-term counselling and would therefore be referred to either government or private resources depending on the individual situation.

• Each case that is referred for face-to-face counselling is managed by a Case Manager. The Case Manager will liaise with you on an ongoing basis until the counselling sessions are concluded.

• When providing face-to-face counselling ICAS tries to meet the individuals need as best as possible. For example, counsellors are sourced in areas that are most convenient for you i.e. either close to work or home.

• If counselling sessions are not cancelled within 24 to 48 hours of the session taking place, the client loses that session.

The Face-to-Face Referral Process

• Following the telephonic intervention, the case is assigned to a Case Consultant to manage.

• The Case Consultant identifies an appropriate affiliate based on the specified requirements of the client such as area; language preference etc.

• The Case Consultant contacts the affiliate and makes the referral verbally, followed by an e-mail confirming the referral details.

• The affiliate has 24-48 hours in which to call the client to schedule an appointment – as with a doctor’s appointment, the date and time agreed to at this point is the confirmed time; unless the client cancels or requests to re-schedule.

• Cancellations 24 hours prior to the appointed sessions result in immediate re-scheduling; and no shows are taken as the client choosing to decline services. These cases are discussed with the Case Consultant and usually get closed. They are re-opened if the client makes future contact.

• All clients are referred to affiliates in private practice. • Please note that counselling is always voluntary and therefore the onus

lies with the individual to make sure that they attend counseling sessions.

• If clients do not attend counselling sessions; it goes against the ethics of the profession for counsellors to follow up with the client.

How do you get in touch with the Employee Wellness Programme?

By simply calling the toll free number 0800 212 282. However, if you do not have access to a land line or are unable to call from your cell phone, you have the option of using a ‘please call me’. Kindly note that this option should not be used in an emergency as there is a 24-hour call back period to the ‘please call me’. Please note options for different cellular network service providers. • Vodacom users need to type

*140*0711192463# and press the call button.

• MTN users need to type

*121*0711192463# and press the call button.

• Cell C users need to type

*111*0711192463# and press the call button.

Please note that there may also be a risk of this service being affected by your cellular network infrastructure so if you do not receive a call within 24 -48 hours please phone the toll free line.

At Avis Fleet Services we have developed systems and reporting tools to advise our customers on how to run cleaner and greener fleets that cost less, and are kinder to mother nature.

We know that Sustainability isn’t just a way of thinking but a way of living. It’s because of our homegrown philosophy that we are now pioneering the way forward for our customers and their fleets.

Why walk the talk when you can drive it!

Tip Offs Anonymous Tip Offs Anonymous is a completely independent, confidential whistleblowing hotline service operating 24-hours a day, 365 days a year. It doesn't matter whether you are an employee, customer, supplier, manager or shareholder. Now you can report fraud and inappropriate activities in our organisation in a safe, confidential and the secure way.

Disclaimer Code Red is an employee publication for Avis Fleet Services. It is for internal use only. The views expressed in this publication are not necessarily those of the Group or its service providers. The publication does not imply any endorsement in respect of the goods or services described. Although reasonable precautions have been taken to ensure the accuracy of the content, Avis Fleet Services cannot accept any responsibility for damages or inconvenience that may arise as a result of the content.