Date Prepared: November 2022:
Monitoring and Audit Procedure
This procedure outlines the [email protected] audit process of the following operational and safety activities.
[email protected] will undertake regular, scheduled audits of its Transport Service Providers (TSPs) and individual drivers to ensure ongoing contractual and legislative compliance for all parties. Taking the actions listed in the Table below, [email protected] will advise TSPs and drivers of any non-compliance, the action, and appropriate time frame, required of the TSP and/or driver to rectify the matter, and the consequence of not meeting these requirements. Consequences may include suspension from utilising the [email protected] Services and Driver App until documentation is updated through to removal of drivers and/or TSPs from the [email protected] platform permanently.
Where the auditing process identifies ongoing breaches of contractual and legislative compliance from a driver and/or TSP, [email protected] will undertake a deep dive audit of the driver’s and/or TSP’s systems and procedures. Through this process, and through engagement with the driver and/or TSP, [email protected] will determine the most appropriate action to ensure ongoing compliance with contractual and legislative obligations. Outcomes will be in line with the contractual conditions and can range from increased compliance monitoring through to cancellation of the driver’s and/or TSP’s contract to utilise the [email protected] platform.
|Compliance Activity||Audit Frequency||Action|
|Driver Licence||Undertake a monthly check of driver licences based on licence expiry date.|
|Driver Accreditation||X||Undertake a quarterly check of driver accreditation via CPVV website portal. Where discrepancies occur, engage with drivers to rectify. Where compliance is not forthcoming suspend/remove driver as appropriate.|
|WWCC||X||Ad hoc confirmation of currency through DoJ online WWCC Status Check. (Note – Working with Children Clearance is valid for five years unless surrendered or revoked)|
|Vehicle Maintenance||X||Undertake random quarterly audits of drivers and TSPs vehicle maintenance logs, including pre-trip inspection records. Where non-compliance is identified, work with the driver and TSP (as appropriate) to rectify matters. Where compliance is not forthcoming, suspend/remove driver/TSP as appropriate.|
|Vehicle RWC||X||Four weeks prior to the expiration of a vehicle RWC, [email protected] to advise driver/TSP of requirement to have a valid vehicle RWC. Where compliance is not forthcoming, suspend/remove driver/TSP as appropriate.|
|Driver Fatigue Management||X||X||Issue a 12 monthly questionnaire seeking confirmation that the TSP drivers or individual drivers are continuing to operate in accordance with the fatigue policy. As part of this process, [email protected] may request a random sample of Driver Drugs, Alcohol and Fatigue Self-Assessment records.
[email protected] may also utilise exception reporting from driver data and/or direct enquiry to check or confirm work hours over a given timeframe.
Where ongoing potential breaches are identified, work with drivers and/or TSPs to improve driver fatigue management. Where compliance is not forthcoming, suspend/remove driver and/or TSP as appropriate.
|Drug and Alcohol Management||X||In addition to testing as necessary and appropriate, issue a 12 monthly questionnaire seeking confirmation that the TSP drivers or individual drivers are continuing to operate in accordance with the drug and alcohol policy. As part of this process, [email protected] may request a random sample of Driver Drugs, Alcohol and Fatigue Self-Assessment records.|
|Driver Performance||X||On a quarterly basis, review driver ratings from customers and any complaints. Where ratings or performance are below [email protected] standards, [email protected] will advise the driver (and TSP where appropriate). Where a driver fails to lift their performance standard after an agreed period, [email protected] may suspend/remove driver and/or TSP as appropriate.|
|Driver Fitness to Work||X||[email protected] will review any annual medical requirements where identified on a driver licence or accreditation.
Where advised of any changes in medical conditions that may affect a drivers fitness, [email protected] will monitor driver’s ongoing fitness to work in accordance with stipulated medical requirements, and may require the driver to see a doctor to confirm their fitness to drive a commercial passenger vehicle.
|COVID SafePlan||X||Utilising exception reporting to confirm drivers and/or TSPs are meeting their obligations under [email protected]’s COVID Safe Policy.
For example, if cleaning records are not provided per [email protected]’s policy requirements, follow up with drivers and/or TSP to determine why. Where compliance is not forthcoming, suspend/remove driver and/or TSP as appropriate.