Trace Systems

Complete Fleet, Garage and
Workshop Management Software
Designed to Save You Time and Money

01676 534746 or email

Keep DVSA compliant when they introduce remote enforcement

Helping you to stay DVSA compliant
How is the DVSA’s remote enforcement going to affect the transport industry?
Transport Operator recently reported that the DVSA’s intended to introduce ‘Remote Enforcement’ which will see them checking on companies’ compliance remotely, using desk-based assessments and data collection.

But how easy is it going to be for companies to respond quickly to requests from the DVSA? From what we’ve seen reported in the media, it seems that the DVSA realise this new initiative will be challenging for many businesses who are currently manually collecting and retaining data, such as job cards and inspection sheets, but this won’t be seen as an excuse for not complying with requests. So what better incentive to introduce a recognised fleet, workshop and garage management system such as ours in 2016? Not only will it make your life a whole lot easier generally, but it will enable you to quickly and easily access the information the DVSA want from you.

Here’s an example of how simple it could be: one of our customers recently told us about how he had received planning permission for his business but only as long as he maintained only commercial vehicles in his garage and explicitly not cars. Once a year he was visited by the local council ‘accusing’ him of maintaining cars in the garage which he resolutely denied. After many years of annual visits, he bought our system and we worked with him to digitise his historical paper data. On the next visit, he offered to provide his visitors with a complete history of every vehicle the garage had ever worked on and said he could provide consecutive job numbers to show nothing had been missed; all he asked, in return, was that they ceased the accusations if all was proved to be above board. His visitors agreed but requested all of the information was delivered within two weeks. Our client’s reply was, “Hang on. I’ll give it to you now.” Within a few minutes he pulled the data out of TRACE and delivered it on a CD to the council visitors. It’s not only the local council in the case above or the DVSA who can benefit from quick access to vehicle data through a system such as ours – a number of our commercial vehicle garage clients use the functionality within TRACE to give their customers the opportunity to quickly and simply view their own vehicle and maintenance histories (although, they are obviously restricted to their own vehicle record data). Our clients report that their customers see this as a value added service and competitive advantage.  

Back to the DVSA, what else does TRACE do to help with DVSA compliance? Our integrated defect reporting system enables you to log a defect from any location and on numerous devices: for example, you could report a fault using an Android phone or tablet during a driver walk round check; using our system, the reported fault could be immediately sent to multiple relevant touch-points within the business such as the fleet manager and to the repairing garage. TRACE will also enable you to quickly create a job card for immediate rectification of a reported defect or will flag the defect as as an item to be dealt with at the next visit. Using our integrated inspection system, you’ll be able to immediately create job lines on the same job card for items marked as ‘Failed’; these can be deferred for later or can be rectified immediately and either of these operations will update the inspection sheet, leaving you with a full audit trail that’s accessible in one place.

TRACE scheduling also meets DVSA requirements by offering both ‘Fixed’ and ‘Variable’ schedules. With ‘Fixed’ schedules, our system uses the date that the service should have been done to calculate the next inspection date, rather than the date it was ‘actually’ done. Many of our local authority clients schedule groups of vehicles for a monday, knowing that the inspection will be carried out that week; DVSA rules permit this as long as the inspection is completed before midnight on sunday of the same week. In TRACE, once the inspection has started, the schedule moves on according to the rules you set for it (six weekly, eight weekly etc), based on the date it should have been done. TRACE produces a yearly planner that outputs to Excel, designed to comply with DVSA guidelines. Our planner produces a monthly, weekly and daily plan and can be used for much more than just inspections, depending on your needs –  MOT’s, Tacho’s, Loler and any other scheduled event can be incorporated. Our planner is dynamic, always up-to-date and is searchable against a wide range of criteria, including customer or department, so it’s quick and easy to give the DVSA what they might want.

So, why make it difficult for yourself? By using a system such as TRACE, you can ensure that your essential data and events are consolidated, dynamically managed and quick to retrieve which is just what you’ll want if a DVSA letter arrives.

To get a free demonstration of TRACE or to learn more, get in touch 

 

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