We know that properly completing first use daily vehicle walkaround safety checks is the responsibility of drivers. The DVSA specifically points out that:
“As the driver, you are responsible for the condition of your vehicle when in use on the road.”
Thorough checks should be completed by a driver at the start of every shift. Providing there are no defects to report, the driver can confirm that the vehicle is roadworthy and begin their shift right away.
But what happens when the driver does report a defect? Who has the responsibility for final sign off as safe to use?
According to the FTA (Freight Transport Association):
“Each site should have a nominated person(s) responsible for making the decision as to whether the vehicle is taken off the road or whether the vehicle can be used, whenever a defect has been reported by a driver”
At first, this seems pretty clear: drivers have responsibility for the checks and can sign off a vehicle as roadworthy if nil defects are reported; and a ‘nominated person’ (with the knowledge and skills necessary to identify and resolve defects) has responsibility for signing a vehicle off as roadworthy (or otherwise) where defects are reported by the driver.
But this does leave some ambiguity for drivers to understand exactly who has responsibility for declaring vehicles as safe, and who has final culpability for defects that cause safety issues down the line.
This ambiguity can lead to wasted resources and non-compliant vehicles. Drivers can end up either second-guessing whether problems need final sign off, reluctant to take the responsibility for defects, and potentially wasting the time and resources of your maintenance team; or (perhaps more likely) assuming that the responsibility lies with someone else and potentially rendering your fleet non-compliant, or even unsafe, if they fail to complete, report and record checks properly.
Putting a thorough system in place, by switching from a paper defects book to an electronic system, can protect drivers whilst making your fleet more compliant.
STREAM’s driver daily walkaround check app is a system that goes beyond simple checks and into more comprehensive vehicle maintenance management. Between the app and the back-office system, defects are followed through to resolution, with clear ownership and responsibilities for issues.
The app can also guide drivers and maintenance team members in knowing which issues prevent a vehicle from being roadworthy. When a defect is recorded in the mobile app, the driver is prompted to assess the seriousness of the issue, and the maintenance team are immediately notified to:
- Sign-off the vehicle as safe to drive (for example, a slightly loose windscreen wiper may be safe to drive with, and can be tightened later to prevent escalation of the defect)
- Perform a quick-fix on the vehicle before signing it off as safe to drive (for example, a very loose windscreen wiper can be quickly fixed back in place)
- Sign the vehicle out of action until a more complex resolution can be performed (for example, a missing windscreen wiper may require new parts to be ordered before it can be fixed)
An electronic maintenance system protects drivers with a clear reporting trail. It leaves less room for error than in a paper-based system, giving you a more comprehensive record of maintenance issues (and where the responsibility for resolving those issues lies).
Drivers can be more confident in the chain of command, and your whole team knows where responsibilities for compliance start and end.
Ultimately, drivers are more likely to have daily checks completed properly when they have a system in place that protects them.
Book a demo of the app to speak to us about how the STREAM Driver Daily Walkaround App can help you to ensure drivers complete their checks.