FORS performance management toolkit User guide

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Clare Wilkerson
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FORS performance management toolkit User guide Cover sheet COVER SHEET Select your initial options. These should not be changed once selected. Select Odometer Unit Type Choose either miles or km.

1 FORS performance management toolkit User guide Cover sheet COVER SHEET Select your initial options. These should not be changed once selected. Select Odometer Unit Type Choose either miles or km. Select Fuel Unit Type Choose either gallons or litres. Select Currency Choose either Sterling or Euros. Enter Start Date Enter the start date of for your performance data, this can be in the past. Select Data Submission Frequency Select the frequency at which you wish to submit your data from the dropdown. NB if you choose 'Free' you do not have to enter the vehicle's registration and type on this page, instead click on Go To Input Sheet Now you can input your vehicle information. If you ever need to introduce additional vehicles, return to this and add the information. If you retire a vehicle, do not delete its information held here. Vehicle Enter the vehicle's registration. Vehicle Type Enter the vehicle's type from the dropdown. Go To Input Sheet

2 Input sheet INPUT You will notice that the input sheet will have automatically populated with your initial options and vehicle information. Calculate Having clicked Calculate the input sheet will provide the time periods at which you will need to enter your performance data (eg if you chose to enter your data quarterly the time periods will be Q1, Q2, Q3, Q4). All of the date entries appear for the same vehicle in chronological order after which the next vehicle's entries are displayed. IMPORTANT NOTE If you chose your data submission frequency as 'FREE' then you will need to enter all of the details on the row, including vehicle information. This process follows the same requirements as chosen in the Cover Sheet. Odometer Enter the odometer reading as at the end of the period. This must be consistent for all readings. NB - you will have to enter a baseline odometer reading. This baseline needs to be taken from the start point of your data collection. You do not need to enter any other data for this baseline. Continue to Enter Data for that Period Fuel Used Enter the fuel used during the period. Incidents Enter the number of incidents during the period. This needs to be split by severity (fatal, serious, slight and damage only) as well as RIDDOR Reportable. Click on Incidents to for a definition of incident severity. PCNs Enter the number of PCNs during the period. This needs to be split by type (lorry control, congestion charge/lez, moving traffic, parking/unloading). Click on PCNs to for a definition of PCN types.

3 Sort Data if your submission frequency is 'Free' Return to Cover Sheet to Enter New Vehicles Calculate (Every time you enter a whole period of data) Go To Outputs

4 TfL output TfL OUTPUT This is the output that needs to be submitted to thetfl FORS team for progression. It displays your data in a consolidated form which is annually (although this is not necessarily a calendar year). It displays the: - submission date (today's date) - submission frequency - total distance travelled - total fuel used - total CO 2 output - total incidents (by severity) - total PCNs (by type) You will need to enter cost of incidents and collisions on this page. It may be that the cost of incidents and collisions time periods do not match your Start Date. From and To Dates Enter the From and To Dates of the cost of incidents and collisions. Third Party Costs Enter the value of third party costs. Own Damage Costs Enter the value of own damage costs. If you have a completed TfL Output sheet it could be time to submit the data to the TfL FORS team. Check with them for the correct time to submit your data. Create PDF Go To Graphs Go To Input Sheet

5 GRAPHS This sheet displays your performance data in a graph for easy review Continue to Review KPIs Select KPI Select the KPI you wish to review from the dropdown. Update Graph Return To Outputs CREATE PDF Creates a PDF of the TfL Outputs sheet. You will need PDF software in order to do this. This can be ed to the TfL FORS team as a submission towards progression. Alternatively, complete Annex VI with the data presented in the TfL Outputs sheet and send to TfL Continue to submit data by the periods you have selected. Submit the data to the TfL FORS team as and when required by FORS Standards. This is done via the PDF you will have created. In the near future, an online FORS Performance Management System will become available. Your data within this spreadsheet will need to go into this online System. To do this, go the Cover Sheet (where you enter new vehicles) and click on the export csv button, this will create a CSV file which you will then upload to the online System. Further details of how to do this will be available within the online FORS Performance Management System. Frequently Asked Questions What do I do if I retire a vehicle? If a vehicle is retired, simply stop entering data for it. What if I add a vehicle to my fleet? If you introduce a new vehicle to your fleet, enter its details on the Cover Sheet and start entering data from the appropriate period, don't start from your initial start date. What if I have more than 50 vehicles in my fleet? Simply download a new spreadsheet and add them in there. When you submit your data to FORS, don't forget to mention your circumstances as it will aid your appraisal.

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