Despite an increased awareness and a reduction in the number of road casualties, thousands are still killed and injured every year while driving on

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1 AlphaRisk.

2 Despite an increased awareness and a reduction in the number of road casualties, thousands are still killed and injured every year while driving on company business.

3 AlphaRisk. More safety. More savings. Our complete Risk Management solution is managed by our in house dedicated team and is based upon a structured risk management strategy to help you to reduce the risks associated with occupational driving.

4 We understand that for people associated with fleets, Duty of Care and Corporate Manslaughter are part of everyday life and appreciate that road vehicles are essential to your business. Companies should be aware of the significant risks of driving on company business for: Their drivers Their business Other parties Risk Management Cycle. Risk Management Corporate Healthcheck By implementing a structured AlphaRisk strategy you will benefit from: Increasing the safety of your employees and those around them Reducing your fleet risk Maximising compliance with current and anticipated legislation Our solution has been designed to help you continually reduce your risk by guiding you through our Risk Management Cycle, analysing corporate and driver risk profiles and delivering against your Duty of Care requirement. By ensuring your policies and processes conform to best practice, we ll put you on the fast track to full compliance and lower costs. Cultural Acceptance Risk Management Development Plan Fleet Policy Review Information Management Risk Management Strategy Risk Assessment and Mitigation

5 The law. The Road Traffic Act governs road safety, supported by the Highway Code. There are also sections relating to Duty of Care within the Health and Safety at Work Act 1971 and the Provision and Use of Work Equipment Regulations Companies are required to provide safe systems of work and take all reasonable and practicable precautions regarding work related risks towards employees and other parties. The Health and Safety Commission have produced guidelines for employers called Driving at Work: Managing Work-Related Road Safety, which is available at Organisations such as ROSPA (The Royal Society for the Prevention of Accidents) and BRAKE (the road safety charity) continue to campaign to ensure detailed investigations are carried out in relation to fatigue, working long hours, speeding, lack of training and driving defective vehicles. Management of Health and Safety at Work Regulations 1999 clearly sets out the requirements of an employer to provide adequate training for all work related activities. The Driving at Work Guidelines issued in 2003 go on to clarify this requirement includes driving on company business. With the introduction of the Corporate Manslaughter and Corporate Homicide Act 2007 there is now government-backed legislation for offences surrounding reckless killing, killing by gross carelessness, as well as corporate manslaughter. Taking responsible and timely action in relation to driver risk management is essential. Securing an audit trail for compliance purposes is even more important for today s senior managers, board directors and company owners.

6 What can we offer? As part of our AlphaRisk solution we can help you reduce your risk by guiding you through and asking you to consider the key areas including: Driver safety competency, eyesight checks, experience with vehicle type DVLA Driving Licence Validation Vehicle checks fit for purpose, safety, maintenance Nominated driver declarations Insurance and MOT checks for cash takers Communication to drivers/driver handbook Management of driver s time Journey planning Education and Communication Driver Training With the risk of prosecution increasing, failure to comply to your duty of care responsibilities could result in anything from heavy fines to a prison sentence. Doing nothing is no longer an option.

7 Customer healthcheck. Name Job title Company Name Address Type of Business What is your fleet size? Number of cars? Number of LCVs? How many employees take a cash allowance? How many employees drive private vehicles for work? Do you have a senior member of staff committed to implementing and monitoring a risk management programme, incorporating road risks? Yes or No Name of person responsible Do you have a Driver Safety policy setting out your objectives? Yes or No

8 If yes, how is this communicated to managers and employees of all levels? Has the policy been reviewed in the past twelve months? Do you have a procedure in place to carry out risk assessments on all aspects of your use of roads including journey planning, vehicle and driver safety? How are the results of risk assessments used? Do you hold information on your drivers including age, experience, accident records etc? Do you collect data in relation to employees driving patterns? Do you record detailed accident data involving all vehicles driven by employees on company business? Is this data analysed and action taken based on the findings? Are drivers interviewed following an incident and training provided where necessary? Do you consider safety as a factor when compiling your company car list? Where a vehicle is used on company business do you monitor the quality of maintenance work and check that defects are quickly repaired? Do you ensure that drivers carry out regular essential safety checks on their vehicles? Do you have a procedure in place for assessing and controlling nominated drivers?

9 Cultural Acceptance. Communication is fundamental. Many companies have yet to implement a fleet risk management programme, despite the fact general awareness and knowledge is increasing. With risk management being a key responsibility of every employer, the time to act is now. To operate an effective risk management programme you need buy-in from everyone. This can be encouraged by communicating your policies and procedures clearly and succinctly. The policy needs to be clear, robust and effectively communicated. It is essential your senior management constantly show their commitment and support to your risk management programme.

10 Our cultural acceptance solution includes: Seminars/Roadshows. Designed for all of your employees to clearly communicate your company s risk management goals and objectives. Company-wide communications. Delivering timely and effective overviews to all of your employees. Driver advice and guidance. To ensure your drivers are fully aware of your risk management policies and procedures, particularly in relation to driving on company business and what to do in the event of an accident. Advice on management and review. Ensuring the appropriate management system is established to maintain a safe and compliant fleet.

11 Fleet Policy Review. When was the last time you reviewed your fleet policy is it out of date? Despite the fact your fleet policy is a vitally important document, quite often it is overlooked and remains stuck in the past. A well structured fleet policy should always reflect: The most recent developments in legislation Your own Health and Safety policy Your specific company approach to risk management For your fleet policy to be effective it must be: Communicated clearly to all employees Fully enforced in all its elements Appropriate to the organisation

12 An all encompassing policy must incorporate all aspects of driving and safety including: Vehicle selection and fitness for purpose Vehicle usage and journey management Use of mobile phones and other in-vehicle technology Vehicle safety and maintenance Alcohol and drugs Vehicle seating usability and posture Driver fatigue Vehicle insurance How can we help. With our in-house dedicated team we have extensive experience in managing diverse fleet mixes, enabling us to review your current fleet policy from a structured risk management perspective. We will make detailed recommendations where necessary and will work in partnership with you to agree the best framework for your policy. We can also help communicate your new policy clearly and effectively to all of your employees. We will help put in place a structured review to ensure your risk management policy remains up to date with changes in legislation, and becomes an ongoing part of your organisation s safety culture.

13 Information management you and your drivers. Know your people, control your risk. For your risk management policy to be successful, it is essential to regularly monitor and assess your drivers and their vehicles. With our AlphaRisk solution we are able to manage multiple activities on your behalf. Our aim is to provide you with peace of mind and useful management information enabling you to take corrective action when required. Our solution includes: Information gathering Detailed records of all your employees driving on company business including age, driving experience, attitude and accident records Journey evaluation An assessment of high mileage drivers and effective journey planning Driving licence validations are electronically validated directly with the DVLA at least annually, removing the need to view paper versions Ensuring drivers who take cash or use their own vehicle on company business, hold valid business insurance and MOT certificates Integration with Alphabet fleet management reports Up to date vehicle information

14 Annual nominated driver management. Detailed records of nominated drivers. Annual vehicle safety checks. Checking the chosen vehicle is fit for purpose, serviced and maintained in accordance with the manufacturer s guidelines. Education and communication. It is important to create and communicate a safety culture within your organisation, ensuring all areas of the business are aware of the company s policy and objectives. Risk assessment. Our online knowledge checks and psychometric assessment tool examines drivers attitudes and opinions, thoughts and feelings toward the driving they are required to do. This helps us to identify those drivers whose attitudes place them at high risk. Driver training. There will always be a small number of drivers who require some assistance with their driving. High risk drivers can be offered on-road coaching with a qualified fleet trainer on a one to one basis. E-learning facilities are available for those drivers who, while not a high risk, still require intervention. Is AlphaRisk for you? AlphaRisk can analyse your driver risk profiles and deliver fully tailored, Duty of Care solutions using selected risk management products and services. If you d like to find out more, then talk to Alphabet today.

15 Choose Alphabet. Alphabet is a multi-marque fleet funding company, part of the BMW Group. We are known for our progressive mobility solutions for businesses and employees. We focus our systems, processes and the skills of our people solely towards providing industry-leading standards of service to fleet users. By choosing Alphabet, you will be working with a company that is committed to meeting your expectations without compromise. Find out more Tel: alphabet@alphabet.co.uk Alphabet (GB) Limited, Alphabet House, Summit Avenue, Farnborough Hampshire, GU14 0FB. Tel: Registered office address: Alphabet House, Summit Avenue, Farnborough, Hampshire GU14 0FB. Registered in England and Wales Alphabet (GB) Limited is authorised and regulated by the Financial Conduct Authority. Disclaimer: The information provided in this guide is for general information purposes only and is correct to the best of our knowledge at the time of publication (April 2014). Neither Alphabet nor the author can be held responsible for any actions or consequences arising from acting on, or refraining from taking any action, as a result of reading this.