Truck and Track Autumn 2021

www.truckandtrack.com Autumn 2021 Truck and Track 23 TACHOGRAPH ANALYSIS Coach operator O.R. Jones & Sons Ltd has sharpened up its vehicle inspections and gone paperless with the help of TruTac’s CPT (Confederation of Passenger Transport) approved dedicated PSV software. Based near Holyhead, Anglesey, the company was established in 1936 and is one of North Wales’s oldest coach specialists. It has a fleet of 30 vehicles – around a third of which are minibuses and the remainder multi-seater coaches – and undertakes tours, local bus services, school runs and private hire, among other services. It is also accredited by the Confederation of Passenger Transport (CPT). O.R. Jones has been a TruTac customer since 2017 and uses the CPT Tacho Analysis, CPT Fleet Management and CPT Daily Checks systems across its three depots. The CPT Daily Checks software is its most recent addition and was, in part, a way for the company to ditch physical documents when the pandemic set in. “During lockdown, I looked into doing the checks digitally. It seemed like a good idea, both operationally and because it meant we could go paperless,” explains PSV technician Martyn Owens. “From there, we decided to do the vehicles’ Preventative Maintenance Inspection (PMI) checks digitally. Before that, we had to fill in a form, scan it and send it on, but TruTac and CPT introduced a new system that allowed us to do the full PMI check on a smartphone. It’s very good software; any updates from the DVSA are automatically added, so you don’t need to worry about them.” In addition to the biosecurity benefits, going paperless has simply speeded up O.R. Jones’s approach to vehicle checks and improved its record-keeping. Transport managers at each of its sites have instant access to vehicle status and the age-old headaches with physical documents just do not exist. “If there were a defect on, say, a coach parked in our depot in Holyhead, previously there would have been a book and the driver would have logged the checks in there – but I might not see that for two days,” says Martyn. “Now, the drivers do their checks on their smartphone and I can see the results straightaway via the software, regardless of where they are.” “It’s the safety aspect, the speed and keeping records for the DVSA that really help. In the old days, if the book had run out and someone was stuck in York on a tour on a Friday, it was a real problem – but now, the drivers just do it on their phone. I can instantly see when they’ve done it and if there are any defects. Personally, I think it’s the way forward.” The company is on the way to applying for DVSA Earned Recognition status and TruTac’s software has helped it achieve its current completely green Operators Compliance Risk Score (OCRS). OCRS is the DVSA’s method to assess operators’ levels of risk roadworthiness – which is displayed in a traffic light format – and covers elements such as vehicle condition and drivers’ hours. TruTac’s TruControl software includes a free-of-charge Earned Recognition dashboard so operators can benchmark themselves against the KPI’s prior to joining the scheme and going for Earned Recognition status. To learn more about TruTac products and how they can improve compliance and save time, contact TruTac on 024 7669 0000 or email sales@trutac.co.uk. O.R. Jones & Sons ‘go paperless’ with TruTac’s CPT software to defect reports, which would be hand-written on various forms. Now, using TruFleet, it’s all done using EPMI electronic documents which means we can quickly enter all information relating to each vehicle and driver without shuffling through reams of paperwork.” Furthermore, explains Shane, “My team, my workshop and even my main dealer can quickly access the on-screen calendar events and vehicle history to see maintenance records, safety inspections, LOLER checks, defect reporting, MOTs, rectifications and audit checks - all at the click of a button, in real time and captured in easy-to-view digital format.” “It keeps everyone on top of the job and everything is in one place,” enthuses Shane. “The drivers like it because of the daily safety checks app, TruChecks, and themechanics like it because they can jump on any defects as they happen. Straight after install, we started to reduce our VOR average and compliance control became simpler.” “The system switches seamlessly between tachograph analysis, daily checks and maintenance calendars, so I have a 360-degree viewof drivers and vehicles for planning, compliance and management. Plus, the interactive dashboards provide automatic alerts to remind everyone of upcoming events which means nothing gets missed and we maintain full control over every vehicle and driver.” Operating over 100 vehicles - ranging from 7.5 tonne flatbeds to 44 tonners - the administration requirement is as diverse as the Bentons Haulage fleet itself and, according to Shane, it was a huge daily challenge just keeping the paperwork in order. “I’m pleased to say this is no longer the case,” adds Shane. “The interactive TruFleet system keeps daily checks and all other information together, along with documentation and audit reports for future maintenance bookings.” Shane continues, “Plus, to streamline document management, the systemuploads and tags MOT certificates, safety inspection sheets and contracts for quick reference as and when required. Like the rest of the TruTac compliance control software, it makes it hard to put a foot wrong.” Shane added that the service provided by TruTac had been extremely positive. “The support at TruTac is also amazing. They listen and care. I’ve suggested enhancements and often they’ll take them on board. It’s that reliability and support which we at Benton’s also pride ourselves on.” Bentons Haulage is a member of the RHA and is FORS Silver Accredited. All the company’s modern vehicles are LEZ (low emission zone) and DVS compliant, with full telemetry and tracking. www.trutac.co.uk