Maintaining road safety and vehicle efficiency is a critical responsibility for any company operating Heavy Goods Vehicles (HGVs). The Driver and Vehicle Standards Agency (DVSA) mandates that all HGV drivers conduct thorough daily vehicle checks before setting off on their journeys. Failure to do so can result in serious safety hazards, penalties, and reputational damage. To ensure compliance and operational efficiency, companies must implement a robust process that guarantees drivers are performing these checks correctly.
You may well assume that your company has robust processes in place, but many will be surprised by the startling fact that, between July and September 2024, the DVSA reported that over 44% of the vehicles they routinely stopped had Category 1 defects [Category 1 – an immediate prohibition, including an immediate brake, steering, or tyre defect], Source: DVSA.
1. Ensuring Effective Defect Checking
“Daily walkaround checks are a legal requirement, and operators must ensure they are carried out correctly. A thorough check helps to prevent road safety hazards and costly breakdowns.” – DVSA*
Daily vehicle checks are designed to identify any defects that could impact the safety of the vehicle, driver, and other road users. These inspections cover a wide range of components, including but not limited to:
To ensure compliance, companies must educate their drivers on the importance of vehicle checks and provide detailed training on how to conduct thorough inspections in line with DVSA standards. A structured checklist, aligned with DVSA guidelines, should be used by all drivers to perform vehicle inspections. Digital solutions, such as mobile apps, can enhance accuracy and provide real-time reporting.
Digital checklists and mobile applications can streamline defect reporting, ensuring that all required checks are completed and logged accurately. Checks can be customised to meet the requirements of different types of vehicles and provide helpful photographic evidence. Management can monitor compliance in real-time. However, it is still imperative to regularly audit such inspections, as there will inevitably be drivers who find workarounds or simply circumvent their obligations for an easier life.
2. Auditing Defect Checks [Gate Checks]
“Regular auditing of defect reports ensures compliance and highlights recurring issues that need addressing. Operators should maintain clear records to demonstrate adherence to safety regulations.” – DVSA*
To maintain high compliance levels, companies should implement a structured auditing process for their defect checks. This involves reviewing completed checklists, verifying their accuracy, and ensuring that defects are being reported appropriately. Audits can be performed periodically by management or external auditors to maintain an unbiased assessment of compliance.
Gate checks serve as an additional layer of accountability by ensuring that drivers are conducting proper vehicle inspections before leaving the premises. These random spot checks can be carried out by fleet managers or designated staff to verify that all essential checks have been completed correctly. If deficiencies are found, immediate corrective action can be taken, preventing unsafe vehicles from being on the road.
Data collected from audits can help identify trends, such as recurring defects or patterns of non-compliance, allowing companies to take proactive measures to address underlying issues.
A proficient software solution will facilitate the direct comparison of a Gate Check to the last known vehicle inspection by a driver. This provides a digital audit trail that can highlight trends, flag missed checks, and ensure that all records are stored securely for compliance purposes. Most importantly, the results of cross-checking can feed into training requirements for drivers or, at the extreme, disciplinary action.
3. Creating Job Cards from Defects
“Defects must be reported and actioned promptly. A structured job card system helps ensure that faults are repaired in a timely and accountable manner.” – DVSA*
When a defect is identified, it is crucial to ensure that the issue is documented and actioned promptly. An effective way to manage defect repairs is through a job card system, be it manual or computerised. These documents outline the specific defect, the required repairs, and the assigned technician responsible for fixing the issue.
A well-structured job card system should include:
By formalising defect reporting and repair, companies can ensure that defects are addressed systematically, preventing unroadworthy vehicles from being used.
An integrated fleet management system can allow users to generate job cards directly from reported defects, assign tasks to mechanics, and track progress until completion. This ensures that no defect goes unaddressed. For companies using external resources, systems can allocate work to third parties and provide a tracking process, including the storage of all supplied paperwork. The best systems will also allow companies to monitor all associated costs throughout the lifetime of a vehicle.
4. Auditing Defect Repairs
“Defect repairs should be properly recorded and audited to verify their completion and effectiveness. This is key to maintaining vehicle safety and compliance.” – DVSA*
Whilst systems may be in place to highlight defects – and furthermore, that process may include the generation of job cards or worksheets – it is still critical that repairs are carried out to the required standards. Companies should establish a system where all completed repairs undergo a final inspection before the vehicle is released back into service. Regular audits of repair records can help track the performance of maintenance teams, identify recurring issues, and prevent potential failures.
Whilst vehicles will be formally assessed during their PMI every 4 to 13 weeks [depending on vehicle type, age, and usage], it is not sufficient to await the outcome of these checks as some form of defect checklist. In fact, in most cases, any highlighted faults in the PMI should be viewed as a failure in a company’s own defect reporting and auditing processes.
Asset Management software can keep a record of all required defect repairs and allow the company to develop highly specific processes for different types of repairs. Systems can also schedule and manage all activities required for a vehicle, such as PMIs, MOTs, Tax, Servicing, Loler, etc. Records of repairs can be linked to an original defect, allowing auditors to verify that issues were resolved correctly. Automated alerts can ensure that follow-up inspections are scheduled and completed as required.
Conclusion
In conclusion, a comprehensive and well-enforced vehicle checking process is crucial for the safety, efficiency, and legal compliance of any HGV operation. By providing proper training, utilising standardised checklists, conducting gate checks, auditing defect checks, implementing job cards, and ensuring thorough audits of repairs, companies can significantly reduce the risks associated with vehicle defects. Ensuring that drivers perform their checks correctly not only protects the business from legal repercussions but also contributes to a safer transport industry for everyone on the road.
“Implementing digital solutions for vehicle checks and defect reporting not only improves compliance but also enhances efficiency. An effective system ensures that all defects are logged, addressed, and audited seamlessly.” – Aquarius IT
Aquarius has known and worked with Chris for more than 16 years; since his early days at Tachosys when he was the Sales and Marketing Director. Today, using his vast experience of tachographs and software, he works as a freelance consultant alongside the management team at Aquarius.
*Extracts taken from the DVSA guide to maintaining roadworthiness.
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