Vehicles Management System (VMS) Briefing Document
Your Safety is very important.
(Insert Company Name) commits to doing its utmost to ensure that each employee arrives to work and home safely each day. Therefore, (Insert Company Name) has initiated an upgraded Vehicle Management System (Transpoco) to achieve this aim.
The leading cause of Vehicle Accidents is driver behaviour. The introduction of the VMS will help drivers improve their driving skill sets, thus assisting them to drive more safely and ensuring less collisions occur therefore reducing risk to all employees, other road users and members of the public. This is aligned with (Insert Company Name)’s primary core value which is “Live Safety”
VMS Briefing Document
Who is responsible for this system?
The fleet department is responsible for the rollout, implementation, maintenance, and monitoring of the VMS system. Providing safe, fit for purpose vehicles is our primary focus. The relevant training on use of the system will be given to all staff
Who is this relevant to?
- Staff who drive company vehicles and employees who drive for work
When is the proposed implementation?
- Company vehicles are being fitted with a VMS unit which commenced on the (Insert date) to replace the incumbent system (Insert Competitor name). Currently we are rolling the camera and A.I. (artificial intelligence) functionality of this new system
How will it work?
- The following slides will give the details of how it is being rolled out and explain the VMS elements that are applied with this system
VMS Briefing Document
VMS is a GPS Fleet Management system combined with camera and artificial intelligence technology. The primary purpose of the Vehicle Management system is to safeguard the health and safety of employees and to improve driving skill sets, efficiency, productivity, vehicle utilisation and service delivery. The data to be collected includes.
- Fleet utilisation
- Fuel consumption & carbon footprint measurement, reporting, and compliance • vehicle daily checks & defect reporting mechanism (S.I.348 legislation compliance) • Speeding events, driving style
- Camera functionality for accident investigation
- Benefit in Kind reporting (TCA 1997 legislation compliance)
- Artificial intelligence that reports on driving style & behaviour
- Accurate reporting and measurement across all business units in all territories
VMS Briefing Document
- The VMS is not a people monitoring system and will only be used for identifying driving style & behaviour that requires intervention and upskilling, or to assist in accident investigation
- This data will enable early intervention for additional driver training and upskilling where required thereby reducing road related risk of collisions and injury
- The rollout is in 4 phases.
(1) Camera alerts examples
(2) Implementation of driver I.D.
(3) Implementation of vehicle daily check & defect reporting “App” see
(4) Installation of Cameras and A.I. (expected completion end of Q2 2021)
VMS Briefing Document
- Alerts are received if VMS units are interfered with or tampered with(Insert Video). Any employees that have been found to have tampered or interfered with VMS units will have the Grievance and Disciplinary Policies and Procedures initiated through the respective management structure
- All data protection procedures and policies will be stringently followed in compliance with European GDPR policies and guidelines along with (Insert Company Name) GDPR policies and guidelines
- The Data Privacy Impact Assessment will be used as part of the implementation process. The DPIA is a tool which assists (Insert Company Name) identify the most effective way to comply with its data protection obligations and meet all employees & individual’s expectations of privacy
VMS Briefing Document
- The National Road Safety Authority Strategy focuses on working with local authorities, NRA, HSA, Gardaí, state stakeholders, & business organisations, collectively striving to improve road safety
- We at (Insert Company Name) are fully supportive of this strategy and will endeavour to play our part in the reduction of road fatalities, injuries, and collisions, it is our duty of care to do so
- We are all on a collective journey towards safer roads, reduced fatalities and serious injuries, to this end (Insert Company Name) has moved to encapsulate the concept of passive safety systems in company vehicles, which is a Vehicle management System (VMS) with its primary function to provide better road safety and vehicle safety for all employees, other road users and members of the general public
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I would like to ask a question?
- • The first port of call should be your line manager
- • Questions can also be directed to email@(Insert Company Name).com • We will endeavour to respond within 48 hours
- • Further information and updates will follow in the coming months
- In the event of an accident, the driver is advisable to verbally inform the other parties involved in the accident that the incident has been recorded.
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VMS Briefing Document
Key Benefits to the organisation & Employees
- Delivers real value across our entire business, benefitting all employees, other road-users and the wider community
- Assists in achieving our primary organisation goal of “safety first” with a “zero harm” result Work safe, home safe, every day
- Benefits include fewer collisions, less downtime, improved operational and safety standards, legal compliance as well as lower fuel bills and insurance premiums
- The use of telematics and A.I. technology is recommended and endorsed by several leading motor fleet insurance companies, including our insurer.