Planned Vehicle Fleet Inspection Maintenance Systems for Safety and Regulatory Compliance


SAFETY is the core focus of a Planned fleet vehicle maintenance system programming IN SERVICE RELIABILITY and VEHICLE AVAILABILITY as a natural flow from a safe system of work.

Commercial Vehicle Operator Legal Compliance

Legal compliance encourages the vehicle operator to run a safe vehicle fleet which meets regulatory standards of roadworthiness and licencing.

Safe Daily Vehicle Operations

Safe systems of work are put in place to ensure immediate action can be taken to prevent operation of unsafe vehicles. Safe working practices may include

  • Regular schedules of preventative maintenance inspections to reduce risk of vehicle components becoming defective
  • Increasing vehicle visibility by addition of extra lighting and reflective hi-visibility strips
  • Increasing driver vision by selecting cab design, adding camera and proximity detection systems
  • Careful route planning and scheduling
  • Introducing risk assessment policies which can be actioned
  • Increased Fleet Reliability with Reduced Vehicle Downtime

    Flows from safe operating systems

    Planned Maintenance - Scheduled vehicle safety inspection

    A preventative policy of ongoing vehicle condition monitoring imposing immediate rectification of dangerous defects and scheduled repairs based on urgency

    Fleet breakdown repairs

    Reactive policy to keep vehicles in operation

    Scheduled vehicle servicing

    Based on time interval or vehicle usage eg Mileage / Hours.

    Effective vehicle asset management and disposal

    The DVSA guide to maintaining roadworthiness of Commercial vehicles can be downloaded from the business link website pdf download link

    Driver's Daily Walkaround Check and Report System

    Vehicle drivers and operators have legal responsibility for safety compliant vehicle operation. Vehicle drivers often notice vehicle performance faults, damage, and safety defects first.

    Vehicle on-board computer systems often monitor operation of performance and safety critical vehicle components including engine transmission steering and braking systems with capability to alert the vehicle driver of defect by illumination of a visual warning lamp or audible warning. Vehicle computer systems interfaced to global positioning system (gps) fleet tracking can provide real time data of operating defects and traceability of events enhancing transport managers and service center roles.

    Employment contracts for drivers may insist on defect reporting. Defect reporting systems enabling initiation of the repair process.
    Vehiccle computerised diagnosis systems will log faults and illuminate instrument cluster warnings however should not be totally relied upon.
    Events which fall outside of computer programmed parameters may sometimes noted by the driver during operation.

    Driver's daily vehicle walkaround checks include basic inspections to check condition of

  • Driving controls, seating, and vision equipment
  • Vehicle lights condition and function
  • Fuel Oil and Coolant levels
  • Air leaks from air brake systems
  • Wheels and Tyre Condition
  • Component Security
  • Load Security
  • Completion of a drivers defect report itemising noted faults.
    The driver daily defect reporting system may be paper based or utilise technology such as a digital application.
    A copy of each driver's defect report should be provided to the transport office so repairs can be organised ,
    approved, and documented as part of a fleet safety compliance system.

    Do your drivers carry out own repairs?

    Many professional drivers are quite competent to carry out vehicle repairs depending on background. Simple repairs such as changing a blown bulb can turn in to complex faults

    On certain occasions we have had to carry out specialist autoelectrical repairs to vehicle equipment following when a driver has fitted an incorrect bulb to a tail light unit for example, single contact bulb where a twin contact bulb should have been fitted, a very easy mistake , which has then resulted in specialist body equipment electrical failure due to a simple short circuit resulting in wiring insulation meltdown and expensive component damage.

    Modern vehicle computer systems may detect component failure and shut down operation of a circuit until logged faults are cleared using diagnostic equipment.

    Vehicle Planned Maintenance Inspection (PMI)) by a Competent Person

    Vehicle safety inspection frequency is usually defined by the operator licensing authority under contractual conditional terms of the vehicle operators licence.

    Legislation sometimes uses the term 'competent person' however legal definitions of 'competent person' and reasonable care can be vague!

    Commercial vehicle Safety inspection procedures are designed to provide professional condition monitoring of vehicle safety and roadworthiness and produce an audit trail of vehicle inspection reports itemising faults.

    Professional condition monitoring assists reliability of the vehicle fleet by early identification of minor problems before they develop to inevitably cause vehicle breakdown.
    Regular condition monitoring may also influence vehicle asset management and fleet disposal policy.

    MoT Test classes for Cars and Commercial Vehicles

    The annual DVSA Vehicle MoT test is a scheduled safety inspection under defined conditions within approved facilities where a pass means basic roadworthiness criteria has been met.

    Class 4 : Cars, Minibuses, Motor caravans up to 12 passenger seats

    Class 5 : Private Passenger Carrying vehicles with more than 13 seats and Ambulances.
    Class 7 : Goods vehicles eg Transit Vans over 3000kg up to 3500kg
    LGV: Large Goods Vehicles
    PCV: Buses and Coaches

    Vehicle MoT History and Status can be checked online via the government website.

    Inspection Method : How is a typical commercial vehicle inspection carried out?

    Planned vehicle safety inspection follows a pre defined route around the vehicle designed to minimise labour time without compromising the integrity of the inspection.
    Vehicle safety inspection should not be confused with vehicle servicing.

    A safety inspection provides condition monitoring of vehicle components to decide if a vehicle is roadworthy.

    A typical hgv safety inspection commences with visual inspection of manufacturers and DTP vehicle identification plates to confirm vehicle details. Relevant vehicle details may be noted on the vehicle maintenance inspection form together with date of inspection and recorded mileage. Vehicle defects are noted on the inspection form as the examination takes place .

    Any defect present affecting vehicle operation may be graded by importance as:

  • A: requiring immediate attention
  • B: requiring attention when spare time permits
  • C: item to be kept under observation.
  • Vehicle Repairs

    Immediate or scheduled repair may be undertaken following the vehicle safety inspection.

    Engineers carry out appropriate remedial repair work as necessary following inspection or defect reporting.

    Vehicle maintenance sheets are updated following repair to maintain the audit trail of roadworthiness.

    Vehicle Servicing

    Servicing of a vehicle may follow a service menu which includes changing of service items such as engine oil and filters, fuel filters, air filters, and change or top up of fluids.

    Operator Compliance Risk Scoring (OCRS) system

    To learn more about the Operator Compliance Risk Scoring system Click here

    OCRS is a traffic light type of system operated by DVSA to monitor operator safety compliance.

    Transport Industry Customers

    We have supplied various commercial vehicle fleet operators, vehicle leasing companies, local authority directly or indirectly with vehicle inspection and repair services ,parts, and vehicle conversion equipment including

  • Independent Haulage Contractors
  • Telford & Wrekin Services
  • Shrewsbury & Atcham Borough Council
  • Shropshire County Council
  • Highways Agency
  • Environment Agency/li>
  • Electricity and Gas Utility Companies
  • Ambulance & Patient Transport Services
  • Fire Service
  • Former Lucas Services UK
  • Blue chip vehicle leasing companies
  • Fleet Parts - Supply and Service of HGV Commercial Vehicle Components

    Rotating Electrics

    >Lamps & Lighting Equipment

    Switches and Relays

  • Starter Motor
  • Alternator
  • Tail lift motors
  • DC Winch motor
  • Wiper washer motor
  • Repair components
  • Rotating Beacons, Xenon beacons,  Lightbars
  • Front marker lamps, Reflectors, Rear Tail Lamps,
  • Roof / interior body lights, Side marker lamps, Halogen driving lamps
  • Number plate lamps, Xenon lamps
  • Pendant controls for tail lifts
  • Indicator flasher unit
  • Switches
  • Relays,
  • Power Supply Equipment Plugs Sockets

    >Body & Warning Equipment Workshop tools
  • Batteries with on site fitting.
  • Battery Isolator Switches
  • Wiring Cable
  • ABS plugs, Trailer electrical susie Type 24N ISO 1185 wiring plug, EBS plugs, Type 24S ISO 3731 wiring plug
  • Trailer junction box
  • Inverter
  • Heated mirrors
  • Cab Climate Comfort Systems : Night heater and Air Conditioning,
  • Reverse camera system
  • Reversing alarms
  • Worklamps
  • Windtone horn
  • Heavy duty Jump leads
  • Wiring tools  Drill bits
  • Battery Cable Crimpers
  • Inspection lamps
  • First aid kits
  • Protective Clothing disposable gloves
  • Oil spill control kits
  • Professional Trained Staff with Technical Competence

    Our business aims for continuing professional development. Staff qualifications include

  • Honours Degree and BTEC HNC level qualifications
  • Fleet Manager RSA Certificate of Professional Competence (CPC) in National Road haulage operations
  • Previous IRTEC certification
  • Various Manufacturer Electrical and electronic systems diagnosic training
  • FGAS Refrigeration C+G 2079 class 1
  • Fleet Transport Assosciation (FTA) Vehicle Inspection Procedure Training
  • DVSA MoT tester trained class 4 & 7
  • Fully licenced HGV class 1 (C+E)driver with Digital tachograph card and current driver certificate of professional competence
  • On Site Vehicle Servicing

    Service requirements will vary with the type of vehicle operation and the operating environment.
    Servicing refers to the checking or replacement of lubricants, fluids and filters, and other recommended service components. Basic tests, settings and adjustments may also be carried out. Servicing may be scheduled by time or vehicle mileage / engine hours. Service maintenance such as Oil and filter change, greasing etc may be carried out at similar times to safety inspection but should be viewed as a seperate operation.

    Wheel Security

    Checking Security of vehicle wheels is an important part of every CV inspection
    Wheel loss can be caused by excessive vibrations, worn/ damaged wheel studs, elongation of wheel stud holes, incorrect tightening procedures.
    A selection of indicators and retainers can be fitted to aid visual identification of wheel nut position during drivers walk round checks.