Overview SFLOLC1. Develop and implement a management system to ensure

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1 compliance Overview What this standard is about This standard is about developing and implementing a management system to ensure compliance with the requirements of the operator's licence for freight transport. It includes carrying out a review of the organisation's current management systems to identify areas for development. You will be responsible for working with colleagues to ensure that they understand and use the systems to ensure compliance with the requirements of the licence. Who this standard is for This standard is for the Operator, who is the named licence holder, and the Internal or External Transport Manager who is held responsible for the operator's compliance by the Traffic Commissioner in Great Britain or the Transport Regulation Unit in Northern Ireland. These two roles may be held by the same person. This standard covers compliance in Great Britain and Northern Ireland. Although the standards for compliance have been brought broadly into line, enforcement and administration in the two areas is covered by separate legislation and different government departments: Department for Transport in Great Britain and Department for the Environment in Northern Ireland. 1

2 compliance Performance criteria You must be able to: 1. Undertake an audit of internal systems to identify and prioritise risks to operator licence compliance 2. Evaluate the audit outcome against the requirements for operator licence compliance 3. Define and develop internal compliance with the requirements of the operator's licence for freight transport 4. Develop an implementation plan for the management system 5. Confirm the management system and implementation plans have been agreed by all colleagues involved 6. Communicate the management system and implementation plans to all colleagues in freight transport 7. Promote the benefits and importance of the management system in a way that secures organisational commitment. 8. Confirm that the regulatory responsibilities with regard to the management system are understood, providing support where appropriate 9. Train colleagues in the use of the management system 10. Confirm that the management system has been implemented by all colleagues 11. Work with colleagues to gain feedback on the effectiveness of the management system and implement changes 2

3 compliance Knowledge and understanding You need to know and understand: 1. The principles and processes of systems auditing 2. The requirements of the operator licence for freight transport 3. Evaluation and reporting methods relevant to auditing 4. The importance of defining the requirements of a management system to meet specific organisational and regulatory needs 5. The importance of including colleagues in the development of systems and plans 6. How to develop a management system to meet the requirements of operator licence compliance for freight transport 7. How to develop an implementation plan for the introduction of the management system 8. The importance of communicating and keeping colleagues informed of changes 9. The need for colleague commitment to the management system to achieve cultural change within your organisation 10. The benefits and importance of having a system in place to manage compliance with the operator licence 11. The relevant regulatory requirements and the importance of staff commitment 12. The ways in which staff can be trained in the roll out of the management system relevant to your organisation 13. How to identify and manage non-compliance 14. The principles of continuous improvement and benefits to the individual and organisation 15. The principles of planning, quality control and quality assurance 3

4 compliance Scope/range Management system should be set up to cover: drivers hours, driver licence checks, working time directive, tachograph procedures, operator compliance (audit system), road worthiness, vehicle defects and rectification, maintenance of training records, financial records, legal documents, Driver Certificate of Professional Competence (DCPC) and OCRS scoring, suitability of operating centre, cleaning facilities and safe systems of work. 4

5 compliance Glossary Management system A management system should set out: objectives, indicators, measurement, responsibilities, gather and disseminate information, benchmarks, analysis, reporting, process manual 5

6 compliance Developed by Skills for Logistics Version Number 1 Date Approved January 2015 Indicative Review Date December 2017 Validity Current Status Original Originating Organisation Skills for Logistics Original URN Relevant Occupations Manager; Managers in Distribution; Warehouse and distribution; Transport Drivers and Operatives Suite Traffic Office Keywords Initiate; implement; manage, management system 6

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