Transport and Fleet Management Strategies

Transport and Fleet Management Strategies

OBJECTIVES

• Identifying Role-Players and their Responsibilities for Transport and Fleet Management
• Understanding General rules relating to the usage of government owned transport
• Managing the Fleet and Transport Function
• Applying Risk Management and Internal Controls to Enhance Loss Control in Transport Management
• Developing and Implementing Strategies For Transport and Fleet Management
• Monitoring Implementation Of Strategies For Transport and Fleet Management

WHO SHOULD ATTEND?

• Fleet Managers
• Transport Managers and Officers
• Vehicle Maintenance Managers
• Technical Service Managers
• Logistics Managers
• Operations Managers
• Head of Departments

COURSE OUTLINE

An Overview of Transport and Fleet Management

Role-Players and their Responsibilities for Transport and Fleet Management

• Department of Transport (DoT)
• Line Department
• Accounting Officer (Head of DoT)
• Chief Financial Officer (CFO)
• Accounting Officer (Head of Line Department)
• Chief Financial Officer (Head of Line Department)
• Head of Supply Chain management
• Transport Officer œ Line Department
• Drivers and staff using vehicles œ Line Department

Transport and Fleet Management Based on Asset Management Practices

• Description of the term —assets“
• Determining the value of assets
• Classification of assets
• Objectives of good asset management
• Requirement for asset management
• Asset management processes
• Safe-guarding of vehicles (assets)
• Asset verification/audits
• Damages and losses
• Disposal of assets
• Reporting on the status of movable assets

Government Owned Transport

• General rules relating to the usage of government owned transport
• Indemnity clauses applicable to all users
• Record-keeping of official transport
• Parking of government owned vehicles
• Insurance
• Accident procedure
• Fuel card control
• Repairs and replacement of tyres and spare parts

Subsidized Motor Transport

• Subsidized Motor Scheme A
• Subsidized Motor Scheme B

Outsourcing of Government Transport

• Reasons for outsourcing
• Benefits of outsourcing
• Aspects to be addressed in outsourcing contract
• Control over outsourced transport

Managing the Fleet and Transport Function

• Establish and maintain policies to govern use of vehicles
• Establish and maintain policies procedures for the use of vehicles
• Provide systems to keep records of fleet and transport management activities
• Establish an organizational structure within which transport and fleet management function can operate
• Provisioning of human resource capacity and skills to manage the transport and fleet management function
• Manage the expenditure of the fleet and transport function
• Management of accounts
• Electronic importing and exporting of tax invoices
• Fuel management
• Management of vehicles and equipment
• Driver training:
• Training on basic maintenance ofVehicles
• Training to improve driving skills
• Procedures to follow when involved
• in accidents

Loss Control in Transport and Fleet Management

• Preventing fraud and corruption in transport and fleet management
• Preventing the abuse of government vehicles
• Preventing damages to government vehicles
• Preventing losses caused by theft and criminal activities
• Preventing losses caused by negligence of officials
• Dealing with losses as a result of major circumstances

Risk Management and Internal Controls to Enhance Loss Control in Transport Management

• Risk identification and control
• Importance of risk for decision-makers and management
• Risk management components
• Risk management process
• Internal control:
• Definition of the concept —internal
• control“
• Internal control process
• Elements of the control environment
• Types of internal controls
• Need to maintain internal control
• Factors influencing the control process
• Link between internal control and risk management

Transport and Fleet Management Performance

• Assessing the state of transport and fleet management in public institutions
• Determining a public institution‘s ability to improve Transport and Fleet Management
• Establishing measures to determine the economy, efficiency and effectiveness of Transport and Fleet Management
• Components of performanceManagement
• Value-for-money chain
• Performance indicators

Developing Strategies for Transport and Fleet Management

• Involvement of role-players

Transport and Fleet Management strategies as

• part of strategic planning and budgeting process
• Transport and Fleet Management structures reviewed
• Development of systems and procedures for Transport and Fleet Management
• Development of a performance management syste

Implementing Strategies for Transport And Fleet Management

• Communicate Transport and Fleet Management strategies
• Training of end-users and transport officers
• Actual implementation of systems and procedures for Transport and Fleet Management
• Actual implementation of structures for Transport and Fleet Management
• Actual implementation of Transport and Fleet Management strategies
• Actual implementation of performance management system

Monitoring Implementation Of Strategies For Transport and Fleet Management

• Recording progress
• Regular in-year reporting
• Taking corrective actions

Reporting on Strategies for Transport and Fleet Management

• Consolidate monthly and quarterly reports
• Reconcile divisional expenditure with departmental expenditure
• Draft annual report based on in-year reports
• Ensure alignment of annual report with Transport and Fleet Management strategies included in strategic plan
• Communicate results achieved to end-users in department

Review Strategies for Transport and Fleet Management

• Utilize annual report to review Transport and
• Fleet Management strategies
• Adapt strategic plan based on results of the review of the Transport and Fleet Management strategies