We operate VMS which has been in place since June 2012 on a number of fleet vehicles, mainly emergency response. The software will enable us to operate its fleet in an efficient manner and effect improved delivery of services.
We have a duty of care to ensure health, safety and wellbeing of its employees whilst at work. Through the introduction of VMS and the use of such functionality as in-cab alert buttons coupled with precise location information, VMS will assist in helping to mitigate risk, especially in higher risk lone working situations.
Purpose
The purpose of this policy is to ensure that employees at all levels are aware that all our core fleet vehicles will be installed with VMS software, its purpose and the associated data that will be gathered, accessed and utilised to support service delivery across the authority.
Scope
This policy applies to all our employees who undertake designated driving duties in our vehicles. This policy also applies to elected members, contractors, agency workers, volunteers and those on apprenticeships and student / work experience placements, working on our behalf and undertaking designated driving duties in our vehicles. This policy should be read in conjunction with the employee code of conduct, transport code of practice, lone working policy and the management of occupational road risk policy.
Key principles
Information recorded within VMS
The system uses a combination of technologies to gather data on the usage of a vehicle. The information will include:
- vehicle fleet / vehicle registration number(s)
- time and locations of vehicle actions at all times
- vehicle speeds and direction of travel
- acceleration and braking events
- engine idling
- vehicle usage, including authorised, unauthorised and out of hours use
- vehicle sensors showing function activation / activities
- emergency alert button status and frequency of activation
- driver details and contact telephone number
- manager details and contact telephone number
- emergency contact telephone numbers
Accessing information recorded within VMS
The data is generated through the vehicle sensors which are linked to the VMS console and this information can only be accessed via 2 channels:
- live interactive use of the VMS console, functionality for both drivers and authorised users of VMS
- VMS generated reports based on data collected by the secure VMS console
Access to data and the console is controlled by a User ID / Password combination which is restricted, by vehicles and service areas, to those required to undertake specific tasks relating to vehicle and / or operations management.
The data collected within VMS must not be supplied to anyone outside the council without the driver’s knowledge and without their prior agreement unless that disclosure is:
- already covered by our policy
- has to be made available as a result of legal action required for regulatory compliance with external organisations such as DVSA, DVLA, traffic commissioners and the Police
The use of VMS is recorded with all activities logged and any suspected inappropriate access or use of VMS may result an individual’s access being suspended and disciplinary action being taken.
Use of information recorded within VMS
The use of VMS brings a number of benefits to us and our employees, ranging from safeguarding the wellbeing of drivers and their passengers, through to the provision of management information to enable improved service delivery and efficiencies. The data recorded in VMS will be utilised to:
- ensure the health and safety of drivers and their passengers
- identify drivers where emergency contact is required
- assist in work planning (for example, planning routes and schedules, reducing unnecessary mileage, improving response times for emergency works, making the best use of vehicles)
- reduce carbon emissions and costs by monitoring and improving fuel efficiency
- support individuals to drive and operate vehicles safely and, where necessary, access training to improve safety
- improve the security of our fleet and assist in the recovery of stolen vehicles
- help defend insurance claims
The information recorded will be used by us to ensure that our vehicles are utilised appropriately and in line with the guidance outlined under "Use of information recorded within VMS" and in accordance with the Data Protection Act. Where reasonable evidence exists, the information may also be used to support managers to investigate cases of suspected inappropriate activity in breach of our terms and conditions, the legal obligations of drivers and the highway code.
Retention of information recorded within VMS
All telematics data is retained on the on-line portal for the contract term plus 5 years. The camera’s video data is retained for 72 hours on the internal DVR unit and then overwritten unless a download is requested, from which the video data is then retained on-line for the contract term plus 5 years.
Holding this data means that we can confidently respond to requests for information and process any third-party claims made against it in a timely manner.
Roles and responsibilities
Employees have a responsibility to:
- adhere to driver guidance on the in-vehicle use of VMS
- use driver ID fob at all times when driving our vehicle
- act responsibly when driving our vehicles
- report any issues or damages to Council vehicles in accordance with the transport code of practice
- familiarise themselves with this policy and employee guidelines on VMS in the employee guidance on the vehicle management system (VMS) section
Managers have a responsibility to:
- familiarise themselves with this policy, manager guidelines and employee guidelines on VMS in the employee guidance on the vehicle management system (VMS) section
- ensure that staff are aware of this policy and employee guidelines
- ensure that any complaints received are dealt with fairly and consistently, and in accordance with this policy and other employment policies where appropriate
Further guidance
An employee guide to VMS and manager guide to VMS are attached in the employee guidance on the vehicle management system (VMS) section.
This policy also works alongside other policies and procedures including:
- employee code of conduct
- transport code of practice
- lone working policy
- management of occupational road risk policy disciplinary procedure
- harassment and bullying procedure
Employee guidance on the vehicle management system (VMS)
- designated drivers of our vehicles must engage in all necessary training and instructions on the in-vehicle use of VMS
- our vehicles must only be driven by designated drivers for council related purposes. Vehicles must not be used for personal use unless authorised by the drivers' line manager
- designated drivers will be issued with a personalised driver identification fob (ID fob). This must be used at all times when driving our vehicle
- ID fobs are personal to each driver and must not be shared with other drivers or colleagues - ID fobs must not be shared unless authorised by a line manager
- ID fobs must not be left unattended in a vehicle at any time
- employees are responsible for proving they were not the driver of a vehicle if their ID fob is used in their absence
- employees are responsible for keeping their ID fob safe and operational
- employees are responsible for ensuring that damaged, lost or stolen ID fobs are reported at the earliest opportunity to county transport via their supervisor / line manager and the departmental transport officer
- drivers are responsible for carrying out daily walk-around checks and for reporting any defects or faults with their vehicle to their supervisor / line manager and notifying county transport to arrange a repair of the vehicle. Where a defect is identified the driver must note the defect in the daily walk-around check book and arrange for repair with county transport before using the vehicle. These daily walk-around checks are to be undertaken in line with Section F, part 4 of the transport code of practice
- employees are responsible for reporting any accidents in our vehicles to their supervisor / line manager and the departmental transport officer in accordance with the transport code of practice
- where drivers are identified by VMS and the driver fob in function, they will be held responsible for any driving offences committed whilst they are the designated driver. This includes personal liability for any; penalty points, fines including parking fines that are issued
- tampering with any of the VMS hardware, including driver ID fobs, could result in disciplinary action
Failure to comply with any of the employee guidance on VMS listed could result in disciplinary action.
Manager guidance on the vehicle management system (VMS)
- managers are expected to use VMS to assist with day to day operations to make best use of vehicles to improve the productivity and efficiency of service delivery by ensuring that attendance, travel times and mileage are accurately recorded
- managers are expected to use VMS to generate reports on both driver and vehicle performance with a view to improving driving styles that improve road safety and/or increase fuel efficiency
- managers must ensure that all designated drivers, including agency workers, contractors and volunteers, are briefed on the use of VMS as part of their inductions and provided with the VMS policy and user guides
- managers must ensure that all designated drivers, including agency workers, contractors and volunteers, are briefed on and issued with an ID fob, together with instructions for use.
- managers must ensure that all designated drivers, including agency workers, contractors and volunteers, are aware of and understand the reporting procedure for damaged, lost or stolen ID fobs
- managers must ensure that all designated drivers, including agency workers, contractors and volunteers, are aware of and understand the reporting procedure should a Council vehicle be involved in an accident or incur damage
- managers must ensure that staff are aware of this policy and employee guidelines.
- managers must act upon any panic alert monitoring and testing to ensure that safe practices are achieved at all times and implement the agreed departmental procedure as required
- where managers have reasonable evidence, they are expected to use VMS to investigate cases of suspected inappropriate activity. This will determine whether there is an issue to be addressed. The information available through VMS may also assist to clear a driver of any wrong doing