fleet & transport policy - envision international (conf 2010)
TRANSCRIPT
André Knipe12 August 2010, Johannesburg
1
The Agenda
• Policy priorities
• Drafting and implementing fleet & transport management policy
• The role of fleet & transport managers
• Reporting in fleet & transport management
• Examples of fleet & transport policies
2
Typical International Policy Priorities
National land transport issue
National land transport program response
Congestion Congestion management
Climate change Environmental improvement
Social exclusion National mobility & access
Safety & health Safety & health
3
SA’s Policy Priorities
• To support the goals of the Reconstruction and Development Programme for meeting basic needs, growing the economy, developing human resources, and democratising decision making
• To enable customers requiring transport for people or goods to access the transport system in ways which best satisfy their chosen criteria
• To improve the safety, security, reliability, quality, and speed of transporting goods and people
• To improve South Africa's competitiveness and that of its transport infrastructure and operations through greater effectiveness and efficiency to better meet the needs of different customer groups, both locally and globally
• To invest in infrastructure or transport systems in ways which satisfy social, economic, or strategic investment criteria
4
Transport Policy & Regulation
• Need for and elements of sound transport policy
• SA Road Transport Policy & legislation
• Conforming to RTQS (operator, vehicle & driver fitness)
• Loading vehicles in accordance with legislation
• Regulation pertaining to permissible loads, vehicle dimensions, mass distribution & vehicle plating
5
Public Policy Making Process
• Problem identification & formulation• Gathering of information• Policy agenda• Policy formulation• Legitimation of policy proposals• Relationship between policy formulators &
implementers• Policy implementation• Administrative feedback• Policy analysis• Policy innovation
6
Planning and Strategy Formulation
StrategicVision
Strategic Mission and
Purpose
StrategicGoals,
Objectives and
Activities
StrategyFormulation
[budget, hr plan,
procedures, org. structure,
strategies]
Environmental analysis/scoping
SWOT analysis
Service delivery environment
7
Formulating Strategies & Action Plans
• Review: SWOT provide insight into efficiency of existing strategies
• Strategy should convert weaknesses into strengths; threats into challenges
• Identify 5 types of strategies:– Offensive: exploit opportunities from a premise of strength– Developmental: convert weaknesses into strengths– Diversification: harness strengths to minimise impact of threats– Defensive: organisation is vulnerable; may require professional
help for business re-engineering– Combination: harness advantages of each; circumstances will
dictate
8
Formulating Strategic Objectives
• Break each strategy down into strategic objectives (narrowly defined area of achievement)
• Objectives should include:
– service delivery indicators;
– indicate what is to be accomplished;
– measures to quantify results
9
Consultation & Agreement
• Policy & the related strategic plan is the responsibility of Accounting Officer in consultation with relevant role players
• What to do:
– Submit and agree on policy/plan
– Amend plan according to budget allocations
– Publish plan on dates determined
10
Example of a Transport & Fleet Management Strategic Plan
• 1. Introduction– 1.1 Aim
– 1.2 Objectives
• 2. The Strategy - Meeting operational demand– 2.1 Service Provision
• 2.1.1 Key Customer Services
• 2.1.2 Service Level Agreements
• 2.1.3 Charges
• 2.1.4 Alternative Service Provision
– 2.2 Vehicle Acquisition• 2.2.1 Vehicle Evaluation and Approval
• 2.2.2 Vehicle & Equipment Specification
• 2.2.3 Fleet Matrix
• 2.2.4 Procurement
– 2.3 Vehicle Replacement & Disposal
11
Example of a Transport & Fleet Management Strategic Plan
– 2.4 Fuel
– 2.5 The Environment
– 2.6 Performance Monitoring
– 2.7 Collaboration
– 2.8 Resource Management
• 2.8.1 Staff
• 2.8.2 Sites and Security
• 2.8.3 Systems – Computer and ISO 9001:2000
• 2.8.4 Budgetary Control
• 3. Management of the Vehicle Fleet Strategy
• Appendix– Fleet Services & Supplies Staff Organisation Chart
12
Role-players and their Responsibilities
• Accounting Officer (Head of the Department)– Ensure effective, efficient & transparent systems of financial &
risk management & internal control– Prevent unauthorised, irregular, fruitless & wasteful expenditure– Take disciplinary action– Manage assets– Budgetary control (prevent unauthorised expenditure– Report on the use of vehicles
• Chief Financial Officer (CFO)– Delegated responsibilities
• Head of Supply Chain Management– Support CFO
13
Role-players and their Responsibilities
• Transport Officer– Asset register– Proper completion & administration of records & returns– Monthly vehicles performance summaries– Coordinate use of vehicles– Provide budget input– Control maintenance– Safeguard vehicles– Acts as a link– Liaise with other departments
• Drivers and other staff
14
Implementation
• Staff at all levels MUST contribute
• Following elements should be present:
– Structure:
• Organisational structure should follow strategy
– Leadership:
• Senior management should guide; must have ability, experience & personality
– Compatible culture:
• Shared values, norms & expectations
15
Implementation
• Following elements should be present:
– Team effort:
• Commitment of team; communication; problem-solving; trust; co-operation; performance evaluation aligned with strategy
– Accountability for implementation:
• Empowerment; delegation; reporting
– Access:
• Policy must be accessible to responsible people
16
Revision, Monitoring & Reporting
• Policy and related plan is a ‘living’ document; must remain dynamic to adjust to changing environment
• Improve through trial, evaluation and feedback
• Assess performance (KPAs; service standards)
• Revisit at least annually
• Management committees can be mechanism to review strategic direction and progress
17
Financial Reporting
• Value of assets reflected in balance sheet
• Expenditure on assets in income statement
• Depreciation and accumulated depreciation also reflected in balance sheet
18
Managing Transport & Fleet Services Effectively
• Establish and maintain policies and procedures for use of vehicles– Part of internal controls
• Provide systems to keep records of activities of vehicles– Management information & performance
management
• Establish an organizational structure within which vehicles can operate– Determined by strategic & operational plan
19
Managing Transport & Fleet Services Effectively
• Provisioning of human resource capacity and skills to operate vehicles– Skills development & training
• Manage the expenditure for and income/revenue from vehicles– Money collected from members of the community
– Expenditure on stock & equipment
• Management of vehicles and equipment– Regular inspections, services & maintenance
– Replacement of vehicles
20
Example of a Fleet & Transport Strategy
21
Example of Fleet & Transport Policy
22
Example of Fleet & Transport Policy
23
Example of Fleet & Transport Policy
24
Example of Fleet & Transport Policy
25
