Depot Incident and Performance Management Audit

• Fact Finding Exercise to test Safety Processes and Incident Management Effectiveness.

• Client / Site

• Conducted on

  Date

• Prepared by Michelle Grosvenor - Head of Insurance

• Personnel

1.0 Safety KPI's

• 1.1 Collisions

• 1.2 Passenger injuries

• 1.3 Employee injuries

2.0 Collision & Passenger Management

• 2.0 What is the main influence on collisions and passengers at your depot? State trends identified

• 2.1 Describe the process of management of incidents through the Tracerit system?

3.0 Employee Incident Management

• 3.1 What is the main influence on employee incidents at your depot? State trends identified

• 3.2 How are road traffic incidents managed when whiplash injuries are alleged by the employee?

• 3.3 Describe what the process is when someone reports an employee injury?

4.0 Technology, Data Information and Best Practice

• 4.0 What data source do you use to manage your incident levels?

• 4.1 How do you share KPI data in your depot with employees?

• 4.2 As part of best practice across the division a “go look see adopt” approach was rolled out to visit x 2 locations per year. Are you aware of this and if so any locations visited and any best practice adopted?

5.0. DSDB

• 5.0. How are very low / low performing drivers managed? Give examples of where very low drivers have improved. Is the auditor satisfied?

  Yes

  No

  N/A

• 5.1 Is the touchpoint generator on DSDB used by all key staff for at least 3 constructive touchpoints per week and supervisors for positive touchpoints? How many completed in last 3 months? Is the auditor satisfied?

  Yes

  No

  N/A

• 5.2 How many open incidents in DSDB over 30 days and oldest one? Give reason if so? Is the auditor satisfied?

  Yes

  No

  N/A

• 5.3 How many incidents with CCTV findings open over 30 days and oldest one? Give reason if so? Is the auditor satisfied?

  Yes

  No

  N/A

• 5.4 How many DQMs completed in last 3 months and what is the process for DQM's? Is the auditor satisfied? Any DQM,s outstanding over 30 days?

  Yes

  No

  N/A

• 5.5 What is the depot % of unassociated hours and how is it being managed? Is the daily RFID report being used / received?

  Yes

  No

  N/A

• 5.6 What is the depots current red braking score and how do you manage employees with high scores? Is the auditor satisfied?

  Yes

  No

  N/A

• 5.7 How many drivers have expired CPC dates in DSDB? Reason for any overdue and is auditor satisfied?

  Yes

  No

  N/A

• 5.8 Are there any specific housekeeping issues or open items identified in DSDB that are over 30 days old?

  Yes

  No

  N/A

Depot detail

• 5.10 To what extent is the New Driver Throughcare Plan being used at your depot? Provide details and also a sample of a driver being managed in DSDB with the Throughcare Plan.

  Yes

  No

  N/A

• 5.11 What % of drivers in the past 5 years are smith trained and what is your action plan to meet the 5 year target? Is the auditor satisfied?

  Yes

  No

  N/A

• 5.12 Are you using DPII,s for staff with over 1 year service that have very low/low performance scores, if so can you show me examples of some completed?

  Yes

  No

  N/A

• 5.13 How do you embed learnings from incident investigations and do you update the safety tool box with the outcomes of actions assigned from the investigation?

• 5.14 Do you hold weekly incident review meetings?

• 5.15 What date did you last have your depot monthly safety meeting and have you record of any minutes?

• 5.16 Do you hold weekly Be Safe debriefs and if so when was your last meeting?

Route Management

• 5.17 Do all routes have a risk assessment in place? Date last reviewed.

  Yes

  No

  N/A

• 5.18 Is the route risk assessment communicated to the driver? How?

  Yes

  No

  N/A

• 5.19 Are all low bridges in the operating area identified? Even off route ones?

  Yes

  No

  N/A

• 5.20 How are low bridges communicated to drivers and is the STOP campaign embedded?

  Select Yes No N/A

  • Yes
  • No
  • N/A

• 5.21 When was you last low bridge incident and what lessons were learnt to avoid future incidents?

• 5.22 Are Seeing machines fitted to your vehicles and if so what is the process for review/monitoring, number of identified alerts last month and how was the last employee managed?

  Yes

  No

  N/A

• 5.23 How do you manage speed monitoring for all bands of events and auditor check samples. Is auditor satisfied?

  Yes

  No

  N/A

6.0 Sample Driver from Figtree based data, preselected prior to visit. SAMPLE ONE

• 6.1 Employee number

• 6.2 How many passenger incidents in the last 12 months?

• 6.3 How many collision incidents in the last 12 months?

• 6.4 Current disciplinary sanction

• 6.5 drivers record

• Has the driver been interviewed on all occasions and incidents recorded / investigated in Tracerit?

  Yes

  No

  N/A

• Was remedial training provided?

  Yes

  No

  N/A

• Has a disciplinary sanction been awarded?

  Yes

  No

  N/A

• What is the drivers performance score?

• What is the drivers drive green score?

• List all drivers training and coaching record for 12 month period.

• Is the Auditor satisfied that drivers incidents have been managed effectively? If, No to any of the above questions please state reason.

6.0 Sample Driver from Figtree based data, preselected prior to visit. SAMPLE TWO

• 6.1 Employee number

• 6.2 How many passenger incidents in the last 12 months?

• 6.3 How many collision incidents in the last 12 months?

• 6.4 Current disciplinary sanction

• 6.5 drivers record

• Has the driver been interviewed on all occasions and incidents recorded / investigated in Tracerit?

  Yes

  No

  N/A

• Was remedial training provided?

  Yes

  No

  N/A

• Has a disciplinary sanction been awarded?

  Yes

  No

  N/A

• What is the drivers performance score?

• What is the drivers drive green score?

• List all drivers training and coaching record for 12 month period.

• Is the Auditor satisfied that drivers incidents have been managed effectively? If No, to any of the above questions please state reason.

6.0 Sample Driver from Figtree based data, preselected prior to visit. SAMPLE THREE

• 6.1 Employee number

• 6.2 How many passenger incidents in the last 12 months?

• 6.3 How many collision incidents in the last 12 months?

• 6.4 Current disciplinary sanction

• 6.5 drivers record

• Has the driver been interviewed on all occasions and incidents recorded / investigated in Tracerit?

  Yes

  No

  N/A

• Was remedial training provided?

  Yes

  No

  N/A

• Has a disciplinary sanction been awarded?

  Yes

  No

  N/A

• What is the drivers performance score?

• What is the drivers drive green score?

• List all drivers training and coaching record for 12 month period.

• Is the auditor satisfied that drivers incidents have been managed effectively? If No, to any of the above questions please state reason.

6.0 Sample Driver from Figtree based data, preselected prior to visit. SAMPLE FOUR

• 6.1 Employee number

• 6.2 How many passenger incidents in the last 12 months?

• 6.3 How many collision incidents in the last 12 months?

• 6.4 Current disciplinary sanction

• 6.5 drivers record

• Has the driver been interviewed on all occasions and incidents recorded / investigated in Tracerit?

  Yes

  No

  N/A

• Was remedial training provided?

  Yes

  No

  N/A

• Has a disciplinary sanction been awarded?

  Yes

  No

  N/A

• What is the drivers performance score?

• What is the drivers drive green score?

• List all drivers training and coaching record for 12 month period.

• Is the Auditor satisfied that drivers incidents have been managed effectively? If No, to any of the above questions please state reason.

6.0 Sample Driver from Figtree based data, preselected prior to visit. SAMPLE FIVE

• 6.1 Employee number

• 6.2 How many passenger incidents in the last 12 months?

• 6.3 How many collision incidents in the last 12 months?

• 6.4 Current disciplinary sanction

• 6.5 drivers record

• Has the driver been interviewed on all occasions and incidents recorded / investigated in Tracerit?

  Yes

  No

  N/A

• Was remedial training provided?

  Yes

  No

  N/A

• Has a disciplinary sanction been awarded?

  Yes

  No

  N/A

• What is the drivers performance score?

• What is the drivers drive green score?

• List all drivers training and coaching record for 12 month period.

• Is the Auditor satisfied that drivers incidents have been managed effectively? If No, to any of the above questions please state reason.

7.0 Safety Plan effectiveness

• 7.0 How often do you review your Safety plan and who updates any required changes?

  Yes

  No

  N/A

• 7.1 Do the areas for focus match the KPI incident types, Safety critical behaviours and actions?

  Yes

  No

  N/A

8.0 OPEX daily dashboard

• 8.1 Do you review the daily OPEX dashboard?

• 8.2 What are your key issues to enable you to meet targets set in OPEX dashboard?

• 8.3 What are your plans to meet targets on the key issues?

9.0 Conclusions & Comments