Quality control helps you stay within law
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Quality control procedures can help you win new business—and they underpin your 0-licence obligations.
Quality standards such as BS575o and ISO 9002 are increasingly required as a condition for obtaining material contracts with major suppliers. What is not often appreciated is that quality control is even more important in the regulation of the industry through the Operator's Licence system and in relation to possible criminal offences. How many readers can remember when they last filled in the application form for an 0-licence? How many remember the pre-printed undertakings that were displayed prominently above their signature? The person signing the application form confirms in writing that he will make proper arrangements so that: + The drivers' hours and tachograph rules are observed and proper records are kept; + Trucks and trailers are not overloaded; + Vehicles operate within the speed limits;
+ Trucks and trailers, including hired trucks' and trailers, are kept in a fit and serviceable condition; + Drivers report promptly any defects or symptoms of defects that could prevent the safe operation of trucks and trailers;
+ Defects are promptly recorded in writing.
Operators who fail to comply with any of these conditions can be called to Public Inquiry, and their 0-licences can be suspended, curtailed or revoked.
These days public expectations of the industry are high, and safety demands are even higher. Traffic Commissioners will enforce those standards. It is therefore critically important that all operators, from owner-drivers to the largest international groups, should operate quality systems designed specifically to address the undertakings listed above.
If you hold the Operator's Licence you can delegate the responsibility— but not the consequences of failure. Remember, if your nominated transport manager, maintenance subcontractor or tachograph analyst falls down on the job, it is your licence that could be lost, not his.
POINTS TO PONDER
Undertakings on an 0-licence application cover: Drivers hours • Overloading • Speed limits • Maintenance • Records Remember: Breach of these undertakings leads to possible revocation of your 0-licence
Quality systems must be put in place to address each of these points, and you must keep records. Delegation does not mean absolution!
Hired or owned: it's all the same
An operator's obligation to maintain trucks and trailers applies to all vehicles on the licence and all trailers in his possession. It applies whether or not you actually own the vehicles and trailers: you have just the same obligation for leased and hired vehicles and trailers.
If you use somebody else's trailer you will be using it under your 0-licence and you have an obligation to ensure it is in a fit and serviceable condition.
Any quality maintenance system must include periodic inspections. You must state the inspection time in your application for a licence, and who is doing the maintenance—you and your employees, or a subcontracted garage.
All nn.,rators would be well advised to PI ".rfrie to Maintaining Road h 'ram any Traffic Area
P Inspectorate at PO 4 .A1 1BP, phone 01792 tb—
it the basis of a good mainteii. .. system. Here are some important guidelines:
The true test of the effectiveness of any maintenance system is the condition of the vehicles on the road. Be prepared to reduce your inspection intervals.
Do not regard the records of the maintenance inspections as merely records—the operator should read and learn from them. They may indicate that a driver has not been inspecting his vehicle properly in the morning, or that sealed units from a supplier are failing—is the supplier's standard adequate? They may indicate previous failures on the part of maintenance staff, or poor driving techniques.
Convince the drivers that they are essential to the maintenance system.
Make sure drivers inspect the vehicles daily and complete a nil defect record.
If you instruct an outside
contractor you might feel bulletproof, particularly if it happens to be a vehicle main dealer. You are not: the liability is still yours, so check the quality of service being provided.
Consider the advisability of having an intermediate quality control inspection once or twice a year: the RHA and the ETA offer comprehensive services.
Any changes in your maintenance system must be reported to the Traffic Commissioner, who will forward them to the Vehicle Inspectorate.