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["Internal Fleet Audit Assessment"]
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[null,null,"Policy standards are governance direction for the management of Fleet"]
["Standards       ",null,"Awareness - has the Fleet Policy and Fleet Manual been read by all senior management, department heads, and the Fleet manager?"]
[null,null,"Structure - is there a clear organisational structure (with organigram) for fleet management within the country programme?"]
[null,null,"Accountability & Responsibility - Is there a member of the Senior Management Team(SMT) accountable, and a Fleet manager responsible for Fleet at the country programme?"]
[null,null,"Transparency  –  Are quality and performance results actively shared, and is fleet an agenda item at management reviews? "]
[null,null,"Internal Audit - Is an internal audit of Fleet conducted annually; and have all recommendations actions from the previous audit been taken by the Fleet manager?"]
[null,null,"Quality standards is about doing the right things, and doing them right"]
[null,null,"Timing - Is the fleet quality assessment conducted twice each year?"]
[null,null,"Together - Have the SMT member and fleet manager answered the assessment questions together, and agree on answers entered?"]
[null,null,"Assessment - Have the results of the fleet quality assessments been an agenda item at SMT review meetings​?"]
[null,null,"Annual objectives - Have the results from the assessment been used to inform annual objectives setting at start-year, and monitoring progress against objectives at mid-year"]
[]
[null,null,"Performance standards is about knowing the key performance indicators, and what good looks like"]
[null,null,"Reporting - Has fleet data & information been entered into a data capturing system at a monthly basis? "]
[null,null,"KPIs - Has the (global) key performance indicators for Fleet been understood by the SMT, SMT member responsible for Fleet, and Fleet Manager?"]
[null,null,"Dashboard - Have the results from the performance dashboard been an agenda item at SMT review meetings?​"]
[null,null,"Annual objectives - Have results from the Fleet dashboard been used to inform annual objectives setting at start-year, and monitoring progress against objectives at mid-year?"]
[]
[null,null,"Environmental standards is about our duty to care for the environment"]
[null,null,"Strategies -Are strategies are in place to reduce fuel consumed per km travelled​; and total fuel litres consumed?"]
[null,null,"Eco-Driving - Have eco-driving principles have been taught to all drivers, and these are monitored for impact?"]
[null,null,"Journeys- Are journeys are planned in advance for maximum efficiency; and have opportunities to combine passenger trips been maximised?"]
[null,null,"Lubricants - Are wastes & lubricants (such as used oil, filters and batteries) disposed in an environmentally friendly manner (both by internal and external garages)?"]
[]
[null,null,"Reporting standards are critical for managing performance​ and safety"]
[null,null,"Deadline - Are the fleet reports always completed by the agreed date of each month"]
[null,null,"Fuel & maintenance - Are fuel data and maintenance information entered into the data capturing system every month? "]
[null,null,"Housekeeping - Are fleet asset and people records in the fleet managememt system reconciled with finance and human resource records?"]
[null,null,"Road Crashes - Are all road crashes notified, reported, and updated to the road crash register?"]
[null,null,"Fleet Size is about saving money by not purchasing, owning or outsourcing  more vehicles than needed"]
["Resources",null,"Number & type - Is the  number of vehicles in the fleet adequate, and the model types are appropriate for the nature of usage?"]
[null,null,"Requirements - Is the vehicle requirements planning process is conducted during the organisations budget planning cycle?"]
[null,null,"Specification - Are the makes and models specified within the fleet composition? "]
[]
[null,null,"Acquisition is about value for money,  and the steps for adding new and used  vehicles to the fleet"]
[null,null,"Technical guidance - Is technical guidance and approval requested and received from Fleet / Procuremet before the acquisition of any new or used vehicle "]
[null,null,"Approval - Are all vehicle orders (new and used) approved in advance by the Country Director ?"]
[null,null,"Exemptions - Are import duties and other tax exemptions for new vehicles properly documented?"]
[null,null,"Registration & insurance - Are all fleet vehicles registered and insured in accordance with government regulations​?"]
[null,null,"Vehicle records - Are all vehicles recorded and properly documeted in the fleet management system (FMS)​? "]
[null,null,"Outsourcing is about commercial transportation alternatives to vehicle ownership"]
[null,null,"Outsourcing- When the organisation outsources transportation to commercial companies, documents that support this decision (such as TCO calculations) are available? "]
[null,null,"Safety criteria - Safety criteria are included in the selection process and written into in contracts; and, safety performance reviewed at least annually?"]
[null,null,"Environmental criteria - Environmental criteria are included in the selection process and written into in contracts; and, environmental performance reviewed at least annually?"]
[]
[null,null,"Manage fuel consumption for  savings opportunities, and close  the door to misuse"]
[null,null,"Supply - Contracts are in place for commercial fuel supply; and the quality of fuel supplied is analysed periodically (where necessary)?"]
[null,null,"Measurement - Fuel consumption rates are measured in L/100Km, and evaluated against pre-defined consumption norms?"]
[null,null,"Records - Fuel data is entered to logbooks and fleet management system (litres, distance, costs); and records (receipts, logbooks) are reconciled every month?"]
[null,null,"Action - Action is being taken on out of norm results by trouble shooting for administrative and technical causes of over consumption?"]
[null,null,"Transparency –  Is senior management actively provided fuel performance results and are these results being discussed in the SMT? "]
[null,null,"Maintain vehicles according to  manufacturer standards, and repair  crash damages professionally"]
[null,null,"Condition - Is  fleet is maintained in good operating condition safe for usage, and kept clean & tidy?"]
[null,null,"Contracts - Are contracts in place with garages for service and repairs?\n\n "]
[null,null,"Daily checks- Are daily vehicle checks are done every day by drivers; defects and damages reported; and action taken by the fleet manager?"]
[null,null,"Service schedules - Are manufacturer servicing schedules adhered; including the installation of original spare parts?"]
[null,null,"Records - Is maintenance data entered into the fleet management system; and physical records in the vehicle files  (job cards, invoices, repair POs)? "]
[null,null,"Repairs - Are repairs recorded separately and are (root) causes for repairs investigated and being actioned? "]
[null,null,"Disposal to monetise, or returning to donor, vehicles that are no longer used, cost effective, or operational"]
[null,null,"150,000km or 5 years - Are disposal policies being adhered to? "]
[null,null,"Approvals - Is the disposal of fleet assets approved by the country director? "]
[null,null,"Preparation - Are legal considerations verified before initiating the sale of vehicles?"]
[null,null,"Method of sale - Are the pros and cons  weighed before deciding whether to dispose by direct sale or external auction house?"]
[null,null,"Sale - Are sales records kept on file including: sale agreement between seller and buyer​, confirmed payment before handover, and disposal records? "]
[null,null,"Our drivers, managers, and directors are  the backbone of fleet & transportation  quality and performance"]
[null,null,"Competency - Do the fleet manager, dispatcher and drivers have  the required competencies? "]
[null,null,"Induction & training - Are technical induction briefing for new team members organised; and on-going technical training for existing team members?"]
[null,null,"Annual objectives - Are annual objectives set and 1:1 performance meetings held with fleet supervisory staff (monthly), and drivers (quarterly)?"]
[null,null,"Staff that drive -Are staff that drive (non-professional drivers) tested and authorised in writing by country directors? "]
[null,null,"Performance - Are performance records kept on file? "]
[null,null,"Monitoring fleet performance through the fleet management information system(s)"]
[null,null,"Fleet management system (FMS) -Is the FMS system used for managing fleet costs and administering assets and drivers? "]
[null,null,"Vehicle tracking system (VTS) - Are in vehicle tracking devices or apps operational and used to monitor driver behaviour? "]
[null,null,"Driver ID - Are all drivers (including staff that drive) assigned a driver ID, and can their behaviour be monitored? "]
[null,null,"System access and support - Is system access limited to  responsible staff, have they received user briefings and supprt?  "]
[null,null,"Provide safe transportation​ for our drivers, passengers, and the communities we serve"]
["Transportation",null,"Road crash prevention - Are proactive measures adopted to reduce road crashes, and injuries & fatalities? "]
[null,null,"Authorisation to drive - Are all drivers (including staff that drive) been formally authorised to drive; and authorisation documents are kept on file"]
[null,null,"Health & safety - are all drivers (including staff that drive) been tested for their fitness to drive annualy, are records of those tests on file and do they have up to date first aid, and defensive driving certificates on file?"]
[null,null,"Seatbelts, speed, drugs & alcohol - Is the use of seatbelt and maximum driving speed controlled; and a zero tolerance to drug and drink driving enforced?"]
[null,null,"Reporting - Are all road crashes (regardless of severity) reported; and the causes analysed; and appropriate preventive measures taken based on findings?"]
[null,null,"Provide secure transportation for our teams through​ risk management"]
[null,null,"Security training - Are all drivers (including staff that drive) provided with security training appropriate to the security risk."]
[null,null,"Risk assessment and management- Is there a risk assessment done annually adressing risk associated with fleet operations, are mitigating measures put in place and discussed in the SMT and are records of the risk assessment kept on file?"]
[null,null,"Trip security - Are field trips planned in conjunction with the security focal point and monitored from departure to arrival at trip destinations? "]
[null,null,"Roadworthiness - Are vehicles checked for roadworthiness and security of loads? Are observations towards roadworthiness documented and actioned? "]
[null,null,"Night driving - Are the movements of vehicles between dusk and dawn controlled in accordance with the rules for night driving?"]
[null,null,"Dispatch is about transportation customer service for our channels and departments"]
[null,null,"Customer service - Are there processes in place to measure the customer satisfaction at a regular bases? Are recommendations being actioned and discussed in the SMT?"]
[null,null,"Authorised use of vehicles - Are vehicles only used for official journeys, and issued only to authorised drivers? "]
[null,null,"Registration and insurance - Are all vehicles and motorcycles registered, insured and compliant with national rules and regulations"]
[null,null,"Equipment - Are all vehicles equipped with (digital) logbooks, functional seatbelts. complete tools & equipment, and emergency contact card​"]
[null,null,"Movements - Is the movement of vehicles is monitored; and keys returned by drivers upon return to the office? "]