vehicle and traffic management guidance v2 26.10.10

7/30/2019 Vehicle and Traffic Management Guidance V2 26.10.10

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PROPRIETARY NOTICETHIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE ISEXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.

IMPORTANT

Only document with stamps are considered official.

Power & Water Utility Company forJubail and Yanbu (MARAFIQ)

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Valid Until : September 2010

GUIDANCE DOCUMENT

VEHICLE AND TRAFFIC MANAGEMENT

ITLE OF DOCUMENT Guidance Document – Vehicle and Traffic

Management

Revision No Date Revision Details Section Revised

PREPARED BY

Signature

Name

Date

REVIEWED BY GMs

Signature

Name

Date

APPROVED BY

Signature

Name

Date

ISSUED BY

Signature

Name

Date

DISTRIBUTION LIST




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Date of issue: September 2010

GUIDANCE DOCUMENT



IMPORTANT


1.0 PURPOSE

To provide guidance to support the Vehicle and Traffic Management Procedure.To ensure that all persons affected by the way we operate the vehicles we ownor use and the roadways we manage are protected from injury and ill-health. Toprevent damage to vehicles, structures, plant and to reduce our impact on theenvironment.

2.0 SCOPE

All vehicles owned or used by Marafiq and its representatives. All driversemployed by Marafiq. All areas owned or managed by Marafiq where vehiclemovement takes place.

3.0 DEFINITIONS & ACRONYMS

3.1 Acronyms:

MVA – Motor Vehicle AccidentPPM – Planned Preventive MaintenanceTMP – Traffic Management Plan

3.2 Definition

None

4. RESPONSIBILITIES

4.1 Transport Department – The Transport Department is responsible for

procuring and maintaining safe and efficient vehicles and for assisting in therecovery of damaged vehicles and the collection of stranded drivers andpassengers. The Transport Department manages the process of assessingdrivers for their suitability to drive, rectifying shortcomings and authorizingdrivers.




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IMPORTANT


4.2 Safety Department – The Safety Department is responsible for monitoringadherence to this procedure and for contributing to reviews of TrafficManagement Plans.

4.3 Line Managers – Line Managers of drivers are responsible for monitoringdrivers’ compliance with the Marafiq safe driving standards, the training theyreceive and the Kingdom of Saudi Arabia rules for vehicles and driving. LineManagers are responsible for monitoring the completion and recording of vehicle inspections by drivers, Journey Plans and for tracking drivers againsttheir Journey Plans.

4.4 Drivers – Drivers are responsible for checking and inspecting their vehicle to

identify and enable the prompt rectification of defects. They are responsiblefor adhering to the Marafiq safe driving standards, the training they receiveand the Kingdom of Saudi Arabia rules for vehicles and driving. Drivers areresponsible for planning journeys and for managing journeys against their Journey Plans. Drivers are responsible for their passengers and for thegoods being transported.

4.5 Passengers – Passengers are responsible for behaving in a manner thatdoes not distract the driver or threaten the health or safety of themselves, thedriver, other passengers or road users. Passengers are responsible for assisting the driver by communicating safety issues that he may havemissed.




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IMPORTANTOnly document with stamps are considered official.

5.0 PROCEDURE CHART5.1 Safe and Efficient Vehicles

No

No MVA

Step 1Need for a vehicle identified

Step 2Vehicle specification and

Step 3

Vehicle trials, comparison and

Step 4Vehicle inspection, PPM schedule,accessories, insurance and release

Step 5Vehicle in use

Step 6Driver vehicle checks – Any

significant defects?

Step 7PPM maintenance and inspection –

Any significant defects?

Step 8MVA

Any significant defects?

Step 9Detailed vehicle examination

Step 10Is repair a sensible option?

Step 11Repair the vehicle

Step 12Dispose of the vehicle

No

Yes

Yes

Yes

Yes




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5.2 Traffic Management on Sites

Step 1Identify a Marafiq controlled site

Step 2Survey the site and assess the

traffic management risks

Step 3Develop a Traffic Management Plan

Step 4Implement the Traffic Management

Plan

Step 6 Any MVAs on site?

Step 7Changes to the road layout use or

walkways?

Step 8

Time for annual review

Step 9Review and amend the Traffic

Management Plan

Step 5Maintain and enforce the traffic

management measures

No

No

Yes

Yes




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5.3 Safe Driver

Yes

Yes

No

Yes

Yes

Yes

Yes

Yes

Yes

No

No

No

No

No

No

No

No

No

Yes

Yes

Step 1Potential Marafiq driver identified

Step 2Medical Assessment

Fit to drive?

Step 3Valid Driving License

Step 4Driving assessment

Satisfactory?

Step 5Basic Safe Driver training

Step 6

Will the driver drive off-road?

Step 7Will the driver drive heavy goods

vehicles?

Rectify the medical issue if practicable?

Achieve a valid driving license if practicable?

Correct poor driving practice if practicable?

Driver rejected

Off-road driver training

Step 8 Authorize driver for vehicle types

Heavy goods vehicle training

Step 9Evaluate driver performance

(Annual, MVA, Medical condition,observed behavior)

Satisfactory?

Step 11Refresh basic safe driver training

Step 10

Rectify the situation if practicable?




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5.4 Safe Journey

Yes

Yes

Yes

Yes No

Yes

No

No

No

No

Safe Driver Safe Vehicle

Step 1Vehicle journey identified

Step 2Will any leg of the journey exceed 3

hours or 300km?

Step 4Plan the journey and

record it usin a Journe PlanStep 3

Plan the journey

Step 5Commence the journey in line with

the lan and drive safel

Step 4Lodge copy of Journey Plan with

de artment

Step 6Did the journey involve any adverse

events?

Step 9Is the driver overdue by more than

1 hour?

Step 6Record the details and report the

adverse event

Step 10 Attempt to contact the driver and

contacts at destination(s)Driver located?

Step 13Complete the journey

Step 7Is the vehicle safe to drive?

Step 8 Arrange for recovery and collection

Step 11 Agree new target time(s) for arrival

Step 12Emergency protocol to locate driver

and vehicle




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6.0 RELATED DOCUMENTS

5.1 Safe and Efficient Vehicles 5.2 Traffic Management on Sites 5.3 Safe Driver 5.4 Safe Journey Vehicle Safety Inspection Record

7.0 GUIDANCE

7.1 Safe and Efficient Vehicles

Step 1 – The Need for a Vehicle A manager within the business identifies the need for a vehicle and communicates this tothe Transport Department. The manager provides an outline of the type of vehicleneeded such as saloon car, 4x4 vehicle, van, lorry or tanker.

Step 2 – Specification and identificationThe Transport Department receives the request for a vehicle and requests any further information necessary from the requesting manager. Using this information theTransport Department prepares a specification for the vehicle to meet the details of the

request. The specification is issued to the requesting manager to be signed off beforeproceeding. The Transport Department will then search the market to identify vehicleswhich match the specification. Preference will be given to vehicles supplied throughexisting preferred suppliers.

Step 3 – Trials, Comparison and SelectionWhere practicable, the Transport Department will arrange for one or more vehicles to betrialed or tested by the requesting manager or his representatives. Feedback from thetrials and tests will be analyzed by the Transport Department and the vehicles will becompared. The comparison will address function, economy, protection, comfort,durability, maintainability, cost, delivery dates and company image. The TransportDepartment will, with agreement from the requesting manager, select the most suitable

vehicle and arrange purchase.

Step 4 – Pre-Use Vehicle PreparationPrior to releasing the vehicle the Transport Department will inspect the vehicle to ensurethat is free from defects and fit for safe use. Where the vehicle is new to the fleet theTransport Department will research the information supplied by the manufacturer todetermine appropriate PPM schedules. The vehicle will be fitted with the accessories




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necessary to meet the specification and company standards. This may include roll-bars,vehicle monitoring systems, hands-free phone kits, tow-bars and company logos. Thevehicle will be added to the insurance cover and then released for use by the requestingmanager. The requesting manager, or his representative, will sign to acknowledgereceipt of the vehicle and any important information regarding correct operation andmaintenance.

Step 5 – Vehicle in UseThe vehicle is used by the requesting department for the purpose intended. Note thatany change in purpose should be communicated to the Transport Department who mayrequire modifications to meet a revised specification.

Step 6 – Driver Vehicle ChecksDrivers will conduct a pre-use check of their vehicle at least once per shift. Pre-usechecks are not recorded. At least once per week the driver will complete a formal checkof the vehicle and will record the findings of the formal check. Completed check sheetswill be forwarded to the line manager who will review them before forwarding to theTransport Department. The Transport Department will log completed check sheets,review comments, chase missing check sheets and report on the findings. If, duringeither daily checks or weekly formal checks, the driver identifies a significant defect hewill report the defect to the Transport Department who will arrange for examination of thedefect. Significant defects likely to be detected during formal checks include, but are notlimited to:

Damage to vehicle lights or failure to illuminate

Cracked, missing or badly chipped windscreen and other windows Fluid leaks requiring topping up more than once every 2 weeks

A puncture, tire damage or tire wear that makes a tire illegal to use

Damaged body panels with sharp edges or missing body panels

Wobbling or vibration while driving outside of the normal driving experience

Mechanical noise suggesting worn or damaged parts

Damaged door locks

Rust leading to localized weakening of panels and components

Deterioration of the brakes

Sticking accelerator pedal or lack of response to release

Step 7 – PPM Maintenance and InspectionThe Transport Department will arrange for vehicles to be recalled in time for their PPMschedule activities. Maintenance and inspection activities will be undertaken in line withmanufacturers’ recommendations. All activities will be logged and any minor defectscorrected. Significant defects identified during the maintenance and inspection willwarrant detailed examination of the vehicle. Otherwise, the vehicle will be returned for use.




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Step 8 – Motor Vehicle AccidentIf a vehicle is involved in a MVA, the driver will conduct an inspection of the vehicle assoon as it is safe and legal to do so. Note that the police may require the vehicle to beleft in position until their investigations are complete in serious MVAs. Minor vehicledamage that does not affect the performance or safety of the vehicle must be reported tothe Transport Department who will decide on an appropriate time for repair. If thevehicle has significant defects, such as those listed in step 6, which render the vehicleunsafe, the driver will inform the Transport Department immediately and arrange for collection and recovery.

Step 9 – Detailed Vehicle ExaminationIn the event that a vehicle suffers significant damage or has significant defects theTransport Department will arrange for a detailed examination to establish the full extentof the damage or defect and the road worthiness of the vehicle. The output from theexamination will include a list of corrective action, an estimate of the cost of repair and aprediction for the longevity of the repairs and effect on performance and function. Notethat any vehicles in the process of examination, repair and disposal must be madeinaccessible to persons not involved in these operations to prevent unauthorized driving.

Step 10 – Is Repair a Sensible OptionBased on the information gained from the detailed examination, the TransportDepartment will determine whether it is cost effective and safe to repair the vehicle.

Step 11 – Repair the VehicleWhere repairing the vehicle is a sensible option the Transport Department will arrangefor repairs to be carried out to bring the vehicle to full roadworthiness and efficiency.Once the vehicle has been inspected it will be released back to the driver or hismanager.

Step 12 – Dispose of the vehicleIf a vehicle is beyond safe or efficient repair the Transport Department will arrange for disposal via an approved disposal route. Items of value such as accessories or partswhich may be of use as spares may be salvaged before disposal.

7.2 Traffic Management on Site

Step 1 – Identification of Marafiq Controlled SitesMarafiq can only implement traffic management measures on sites where it has sole or primary control of the roadways, footpaths and vehicle movement areas. Marafiq is notresponsible for traffic management on public highways, open land or customer controlledroads and land. Consequently, the sites covered by this procedure are likely to be




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headquarters or regional office complexes containing roadways, compounds for vehiclesand stores and construction sites managed by Marafiq.

Step 2 – Survey and Risk AssessmentOnce a Marafiq controlled site has been identified, the department responsible for management of the site will conduct a survey to establish the existing layout, traffic flow,pedestrian flow and traffic management measures. The survey will be reproduced asan annotated drawing and used as the basis for risk assessment. The risk assessmentprocess will identify hazards, control measures, determine the levels of risk from thehazards and identify additional control measures to reduce the risks to an acceptablelevel.

Step 3 – Traffic Management Plan A Traffic Management Plan is a document or collection of documents that explain theflow of traffic and pedestrians on a road and path system such that collision, injury anddamage are prevented and reduced in likelihood and severity. Typically, the coredocument within a Traffic Management Plan (TMP) will be a layout drawing of the site or road and path network. The drawing will indicate directions and paths of flow, speedlimits, parking areas, storage areas, turning areas, crossing points, rights of way, speedlimiting devices, signs and other restrictions on the movement of pedestrians or vehicles.The drawing may be accompanied by explanatory documents or rules for safe driving onthe site. When developing the TMP, great care must be given to developing a practicalplan that protects all involved with control, clarity and realistic expectations. Anymeasures that cause significant inconvenience are likely to be met with resistance or

ignored.

The department responsible for the site or road and footpath network in question willdevelop the TMP. The Safety Department may be consulted during development of theTMP and will assist with reviews of the TMPs.

Step 4 – Implement the Traffic Management PlanThe department responsible for the site will implement the measures described in theTMP in good time and in a way that does not increase risk. Changes to direction, rightsof way and road layout will be communicated in advance and actively managed duringand immediately after the changes.

Step 5 – Maintain and EnforceThe department responsible for the site will maintain the measures describe in the TMP.This will include maintaining road markings, barriers, signs, displaying the TMP,communicating rules for safe driving on the site, maintaining the roads and the paths ingood condition. The department will also enforce the measures in the TMP bymonitoring speed, adherence to lanes, direction restrictions, parking and pedestrianbehaviour. Unsafe or inconsiderate driving or pedestrian behaviour must be challengedand corrected.




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Step 6 – Motor Vehicle AccidentsIf an MVA occurs on the site, the department responsible for the site must investigate theMVA and identify whether the TMP contributed to the event or whether a change to theTMP could prevent recurrence. The TMP must be reviewed to reflect the findings of theinvestigation.

Step 7 – Changes to Layout or UseIf, for operational or other reasons, the layout of paths or roads change or if the use of whole or part of the site changes, the department responsible for the site must review

the TMP.

Step 8 – Annual ReviewThe department responsible for the site will review the TMP at least once every 12months to check validity.

Step 9 – Review and Amendment A review of the TMP will include contribution from the departments present on the siteand will involve a tour of the site and discussion around the drawings and supportingdocuments. The purpose of the review is to challenge the validity and effectiveness of the TMP in the face of actual circumstances on site or new information. Any proposedchanges to the TMP must be risk assessed before being accepted. Changes to the TMP

must then be communicated and implemented in a controlled manner.

7.3 Guidance – Safe Driver

Step 1 – Identification of a Driver Any department within Marafiq may identify a potential driver. The potential driver maybe a new employee within the company, they may have moved from another departmentor they may be changing job within a department. The department responsible for thedriver will submit the driver details to the Transport Department to commence the safedriver process.

Step 2 – Medical Assessment

The Transport Department will arrange for a medical assessment of the driver. Themedical assessment will include the following as a minimum:

Eye and eye-sight tests

A declaration by the driver on their fitness to drive

A check of past medical history with their doctor

Blood pressure




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Some conditions will raise questions about the driver’s fitness to drive. Issues such ashigh blood pressure and poor long-distance vision cab be corrected or managed. Oncesuch conditions are rectified the driver may be re-assessed and their fitness to drivechanged to reflect this situation. If required, fitness to drive may include certainconditions such as “Must wear corrective eye-wear”. However, other conditions presentunacceptable risk to the driver and other road users. Examples include inoperable eyedefects that cannot be corrected with eye-wear, sleep apnea, epilepsy or fits that cannotbe controlled with medication or serious heart conditions that cannot be managed. Inthese circumstances the employee will be rejected as a potential driver and referred toHuman Resources for further assistance.

In some circumstances the need for an employee to be accepted as a driver may be

outweighed by the time, inconvenience and cost required to rectify their condition andthe Transport Department will agree with the employee’s department the appropriatecourse of action. If no action is to be taken and the medical condition remainsunchanged, the employee will be rejected as a driver.

Step 3 – Valid Driving LicenseThe Transport Department will request and review the original driving license of theprospective driver. They will also check with the police for any information that mayinvalidate the license. All drivers must hold a driving license valid for the Kingdom of Saudi Arabia. The class of vehicle for which the driver is licensed will be noted andcompared with the proposed vehicles to be driven. Where a driver does not possess avalid driving license the Transport Department and the employee’s department will agree

a course of action either to pursue a license or not. If the employee obtains a validlicense he may move onto the next stage, if not, he will be rejected.

Step 4 – Driving AssessmentThe Transport Department will conduct an assessment of the prospective employee’sdriving ability. This will involve an experienced driver from the Transport Department or an external driving specialist accompanying the prospective driver on one or more short

journeys in a suitable vehicle. The examiner will look for the ability to operate vehiclecontrols correctly and efficiently, safe driving techniques, adherence to the rules of theroad and confidence. Some drivers, including new drivers, those who drive infrequentlyand some older drivers present a risk to themselves and others because of their drivingstyle. Their style may be aggressive, reckless, over-cautions, too slow, too fast or

without regard for other road users. In these circumstances the examiner may attemptto correct poor driving practice. If the poor driving practice can be corrected the driver may be re-assessed. If the poor driving practice cannot be corrected or if the effortrequired is considered to be disproportionate to the need, the employee will be rejectedas an employee.

Step 5 – Safe Driver Training




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The Transport Department will arrange for the prospective driver to complete safe driver training. As a minimum, safe driver training will include an e-learning course with anevaluation of learning. The purpose of the training will be to communicate safe drivingpractices and the standards of driving expected from Marafiq employees.

Step 6 – Off-Road DrivingIf the driver will be expected to drive vehicles off-road or on metalled roads in remoteareas he must complete off-road driver training. This training will be practical and willinclude techniques of driving 4x4 vehicles on surfaces and in conditions likely to beencountered. If the driver fails this training they may either repeat the training and test or

be restricted to driving on blacktop roads.

Step 7 – Heavy Goods VehiclesIf the driver will be expected to drive heavy goods vehicles he must complete heavygoods vehicle training. This training will be practical and will include techniques of driving heavy goods vehicles on surfaces and in conditions likely to be encountered. If the driver fails his test he may either repeat the training and test or be restricted todriving smaller vehicles.

Step 8 – Driver AuthorizationThe Transport Department will issue the driver with authorization to drive on behalf of Maraf iq in the form of a letter or pass and will add the driver’s details to the register of

authorized drivers. The authorization will reflect the types of vehicles and whether thedriver may drive off-road.

Step 9 – Evaluate Driver PerformanceThe triggers for an evaluation of driver performance include but are not limited to:

12 months since the last evaluation

Involvement in a MVA

Discovery of a medical condition

A report of unsafe driving

Driver performance evaluation will include an assessment by an experienced driver fromthe Transport Department or an external driving specialist. The assessment will repeat

the driving assessment in step 4, the ability to read number plates at distance and aninterview related to the reason for the evaluation. Where the examiner considers thedriver to be unsatisfactory this will be recorded and, if necessary, the driver will besuspended.

Step 10 – Performance Rectification




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Where practicable, poor driving practice or medical conditions will be rectified withfurther training, coaching, removal of authorization classes or medical intervention.Where the situation cannot be rectified or where rectification would requiredisproportionate time, inconvenience or cost the driver’s authorization will be removed.If the situation is rectified satisfactorily the driver may continue driving.Step 11 – Refresher Training

At least once every 12 months all drivers must complete refresher training on safedriving. As a minimum this will involve an e-learning course with a form of evaluation.Following successful completion of the training the driver will be authorized to drive for afurther 12 months.

7.4 Guidance – Safe Journey

Step 1 – Vehicle Journey Identified A driver, employee or manager identifies the need for a journey. The procedures for safe vehicles and safe drivers ensure that these elements of the journey are controlled.

Step 2 – High Risk JourneyThe driver will estimate the distance to be driven and the time required to complete alllegs of the journey. Where any leg of the journey is likely to exceed 3 hours or 300km,the journey will be classed as high risk. Other journeys may be classed as high riskbecause of the route, nature of the destination, possible threats or the travel during thehours of darkness. Most journeys will not be high-risk.

Step 3 – Plan the JourneyLow risk journeys (this will account for the majority of journeys) will be planned by thedriver. The plan will include identification of the safest route, alternative routes, likelylocations to stop for fuel or rest and any precautions required. The driver will check thatthe vehicle has enough fuel to reach one or more fuel stops. There is no need todocument this plan.

Step 4 – Journey PlanFor high-risk journeys the driver will prepare and document a Journey Plan. TheJourney Plan will include:

An indication of the starting point, way points and final destination for the journey

Estimated arrival times and mileage

Contacts at the way-points and destination where known Details of passengers and significant cargo

The vehicle details

Contact numbers for the driver and/or passengers (where known)

Details of any threats or perceived significant risks




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The driver will issue a copy of the Journey Plan with his line manager or a nominatedrepresentative from his department and retain the original during the journey.

Step 5 – Commence the JourneyThe driver will check the vehicle in line with the Safe Vehicle procedure and commencethe journey. The driver will drive in accordance with Marafiq guidance on safe drivingand with the Kingdom of Saudi Arabia rules.

Step 6 – Events During the Journey

If, during the journey, the driver or vehicle experience an adverse event, the driver willrecord the details. Serious accidents must be reported by the driver immediately butlesser events may be reported on return to his department.

Step 7 – Is the Vehicle Safe to Drive? After an event involving the vehicle the driver will inspect the vehicle to determinewhether it is safe and legal to drive.

Step 8 – Collection and RecoveryIn the event that a vehicle is not safe or legal to drive, the driver will contact hisdepartment and/or the Transport Department. The driver will communicate the conditionof the vehicle, its location and will agree the method of vehicle recovery and the method

for continuing the journey or returning. Every effort must be made to secure the safetyand wellbeing of the driver and passengers while awaiting collection.

Step 9 – Is the Driver Overdue At least once every four hours, or on arrival at the destination whichever is sooner, thedriver should contact his line manager or the nominated person to communicateprogress and/or arrival. Where the driver is aware of significant delays he will agreerevised timings for the Jour ney Plan. The driver’s department and the contact at thedestination will monitor whether drivers have arrived within one hour of the anticipatedarrival time. Failure to arrive within one hour of the intended arrival time will trigger efforts to locate the driver.

Step 10 – Contact the Driver The line manager or nominated representative and the contact at the destination willcommunicate with each other to establish if the driver has arrived or made contact. If not, one of them will agree to contact the driver or passengers.

Step 11 – New Target TimeIf contact is made successfully, a new target arrival time will be agreed and the other parties monitoring the journey will be informed.




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Step 12 – Emergency ProtocolIf contact cannot be made the line manager or nominated person will initiate anemergency protocol to locate the driver, vehicle and passengers. The emergencyprotocol will include the following:

Contacting the Transport Department to determine if a request for recovery hasbeen made

Requesting the contact at the destination to search for the vehicle, driver or passengers

Checking that the driver, passengers or vehicle have not returned

Contacting the police to determine if the vehicle was involved in a MVA

Sending one or more drivers to locate the missing vehicle and driver

Step 13 – Completing the JourneyOn completion of the journey the driver will contact the line manager or responsibleperson and, where relevant, the contact at the destination.

7.5 Safe Driving Behaviours

The following behaviours define safe driving for Marafiq employees and passengers.Deviation from these safe behaviours will be noticed, commented on and will attractcorrective advice or requests from passengers or other drivers.

1. I will obey the speed limits of the road

2. I will keep a safe distance between my vehicle and the vehicle in front of me3. I will wear my seatbelt whenever I am driving4. I will ensure that my passengers wear their seatbelts when I am driving5. I will use my indicators correctly to communicate my intentions to other road users6. I will be courteous to other drivers and respect their need to use the road safely7. I will not drive when I am tired or ill8. I will pay attention to the lane markings and will not cross solid lane markings9. I will choose the correct lane at roundabouts and traffic lights10. I will think ahead and adjust my speed instead of braking sharply11. I will accelerate gradually to save fuel12. I will keep both hands on the wheel when I am not using one hand for another driving

task

13. I will check that my vehicle is safe to drive every day14. I will not use a hand-held mobile phone while driving15. I will not send or receive text messages or select music from MP3 players while

driving16. I will not initiate a phone call while I am driving17. I will only receive phone calls when driving with a hands-free set and keep these

calls short




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18. I will park my vehicle considerately and so that I can drive away forwards19. I will keep the vehicle clean and tidy so that it can be used by anyone after me20. I will rest at least every two hours when driving

8.0 GUIDANCE – FORMS

8.1 Guidance – Vehicle Safety Inspection Record

Section 1 – Vehicle and Driver DetailsIn this section enter the vehicle registration number, make, model and the odometer reading (km). Record the date of the inspection, the name of the driver assigned to this

vehicle and also the name of the person completing the inspection with their signature.

Section 2 - ChecklistFor each item listed, conduct an inspection of the relevant parts of the vehicle and notethe condition in the “Serviceable” column. If the condition is satisfactory enter “S”. If adefect is detected that does not require immediate repair enter “D”. If a defect isdetected that requires immediate repair enter “R”. If the checklist item is not relevant for this vehicle enter “N/A”. Where defects are detected, enter the detail in the column onthe right.

Section 3 – Action TakenThis section is completed by the person who corrects the defect. If the defect is

corrected by the person inspection the vehicle, they can record their action and name. An example of this could be refilling the washer bottle, radiator or topping up with oil. Itis important to capture actions such as these because they may indicate a mechanicalproblem. Where defects are rectified by the Transport Department they will recordcorrective action here to ensure that all defects are addressed. The TransportDepartment will retain these forms for a period of at least six months.

8.2 Guidance – Journey Plan

Section 1 – Driver, Vehicle and Passenger DetailsIn this section enter the name of the driver, the names of passengers, the vehicleregistration, type and any significant goods being transported.

Section 2 – Journey DetailsIn the “Location” column list the starting location first, the final destination last and anysignificant way-points in between. Way-points may include Marafiq sites or assetsvisited, locations of meetings or locations for prayer or rest. In the “Estimated Distance”column record the approximate distance in km between the previous location and thisone. Note that the distance for the first location is 0. Then, in the “Estimated Time”column record the approximate time for arrival at the location. In the final column,




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estimate the time to be spent at each location. Completing this table will help the driver to estimate realistic timings for the whole of the journey.

Section 3 – Contact DetailsIn this section enter the name and contact telephone number for the driver, the person intheir department responsible for monitoring their journey, two passengers and one or more contacts at the destination or way-points where appropriate.

Section 4 – Proposed RoutesOn the left-hand side list the main road numbers to be used and towns or landmarks onthe route to enable someone else to trace the route if required. Describe an alternativeroute in case the primary route becomes blocked. When the form is completed up to thispoint the driver will submit a copy to the line manager or nominated person in hisdepartment responsible for monitoring the journey.

Section 5The driver uses this section of the form immediately before the journey to check that it issafe to commence the journey. Tick the boxes as a means of checking each item.




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9.0 Form Templates

Vehicle Safety Inspection Record Section 1Vehicle Registration No. Odometer Reading

Make and Type:

Date of Inspection: Monthly Driver:

Name and Signature of PersonUndertaking InspectionSection 2In “Serviceable column enter the appropriate code: Signature = Satisfactory D= Safety defect item R= Repair required N/A = NotapplicableItemNo.

Item Inspected Serviceable Defect Found

1 Windscreen wipers and

washers2 Wash level

3 Horn4 Seat belts

5 Mirrors

6 Speedometer

7 Indicators8 Foot brake

9 Hand brake

10 Condition of glass

11 Play at steering wheel

12 Steering wheel

13 Tyres (condition and wear)14 Oil level15 Exhaust condition

16 Exhaust emission (noexcessive smoke)

17 Shock absorbers

18 Transmission




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19 Front lights - condition20 Front lights - operation

21 Rear lights – condition

22 Rear lights – operation

23 Body panels24 Vehicle tax

Section 3 - Action Taken on Defects FoundItemNo.

Action Details Rectified By




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Journey Plan

Section 1 – Driver, Vehicle and Passenger Details

Driver Name

VehicleReg.

Passengers

Passengers

VehicleType

Goods

Section 2 – Journey DetailsLocation Estimated

DistanceEstimatedTime

Duration atLocation

-

Section 3 – Contact Details

Driver Department

Passenger Passenger

Destination Destination

Section 4 – Proposed Route(s)




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Primary Route Alternative Route

Section 5 – Pre-Journey ChecksVehicle check Enough fuel Food and water

Phone/radio Traffic warnings Weather warnings

vehicle and traffic management guidance v2 26.10.10

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