AidEx-Fleet Forum Fleet Excellence Training Programme Free to Successful Applicants November 2015, Brussels, Belgium

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1 AidEx- Forum Excellence Training Programme Free to Successful Applicants November 2015, Brussels, Belgium Aid agencies face an ever-increasing demand for the delivery of relief and development programmes around the world. Operating in rapidly changing environments and under very variable circumstances, with restraints on resources as they try to serve the most needy, agencies are faced with the challenge of delivering more with less. Underpinning this scenario is an essential need to improve the transport capacity that will allow agencies to achieve their mandate to help the most vulnerable segments of society. As agencies seek to better manage and utilise their essential transport capacity, a major requirement is the need to disseminate information, share insights, and build expertise to improve the effectiveness of the organisation and to improve efficient, safe, and clean transport. AidEx is pleased to invite you to apply for participation in the AidEx- Forum Excellence Training Programme that will be conducted by Forum from November Over the past few years Forum has developed practical, hands-on training that increases the knowledge and skills of field staff in the area of fleet management, fleet safety and clean fleets. Training has been specifically developed for the aid /development sector and aim to improve the effectiveness and to make fleet operations more cost efficient, to increase staff safety and to reduce the environmental impact of fleet operations. Although practical in operation, the training programme provides opportunities for participants to work on more strategic topics in this area, such as strategy development, managerial action planning and risk assessments. This training programme is aimed at senior and middle managers at field level. During this week you will: Learn how safe, effective fleet management impacts both safety and efficient operation. Learn about the relation between fleet management and the performance of your organisation. Develop fleet management approaches that will increase the effectiveness of the organisation. Learn how clean fleet management can yield lower operational costs through fuel savings, while reducing air pollution and greenhouse gas emissions. Learn how to extend vehicle life through improved maintenance, cleaner fuel use and driver training. Review initiatives that your organisation can put in place for improved fleet safety, effectiveness and environmental impact.

2 Training schedule Date / Time Sunday 15/11 Arrival in Brussels Monday 16/11 Tuesday 17/11 Wednesday 18/11 Thursday 19/11 Safety Tour at AidEx meet the exhibitors Friday 20/11 Clean Strategy Lunch Lunch Lunch Lunch Lunch Free evening Free evening Safety AidEx Cocktail Party / Networking Event Tour at AidEx meet the exhibitors Free evening Closure of training week. A description of the training content can be found in Annex A. A description of the activities on Thursday 19 November can be found in Annex B. After the training During training participants will be asked to develop their own action plan to manage their fleet more effectively, cost-efficiently, safely and cleanly. Implementing this action plan will provide the real benefit of our training programme for your organisation. Impact of the training and implementing the action plan During training the participants will gain knowledge and skill to improve their fleet operations. By implementing the action plan after training, your organisation will increase the effectiveness of its fleet operations, reduce costs, increase safety for staff and other road users and reduce the environmental impact of fleet operations. Target audience The target audience for this event are senior and middle managers from aid and development organisations, responsible for vehicle fleet operations and who wish to improve their level of knowledge and skills to improve the effectiveness, efficiency, safety and environmental performance of their organisation. Selection of participants To ensure that the participants have the right profile, selection criteria will apply. AidEx and Forum will use the following criteria: 1. Candidates have clearly defined personal learning objectives. 2. Candidates and their managers have defined how the training outcomes will be retained in the organisation after training. 3. Candidates and their managers commit to provide feedback on the retention of training two months after training. 4. Candidates are able to communicate in English. Good to know Training will be for an entire week and places special emphasis on fleet efficiency, road safety and green practices for field managers and supervisors.

3 This programme is free 1 for successful applicants working for aid and development agencies operating in the field. AidEx will finance the course and provide 1,000 towards the cost of accommodation and travel for the chosen delegates 2 Additional costs (expenses for dinner, travel to/from the airport to the hotel and training venue, personal expenses, visa for Belgium, etc.) should be borne by the participant. Registering for the AidEx- Forum Excellence Training Programme You can register for the AidEx- Forum Excellence Programme by filling out the online application form, which you can find on the AidEx website ( 2015). All applications must be submitted at the latest by 31 July, After reviewing your application we will inform you at the latest by 15 August, 2015 whether you are accepted as a participant. Only fully completed forms will be taken into consideration. 1 Terms and conditions apply. Terms and conditions can be found in Annex C. 2 Terms and conditions apply. Terms and conditions can be found in Annex C.

4 Annex A: Detailed description of Excellence Training Programme MONDAY 16 NOVEMBER :00 Welcome and Introduction A round of introduction will be done and the preassignment will be discussed. 9:45 Introduction to In this session the facilitator will provide explain the principles of fleet management in general. In an interactive group discussion the participants will explore how fleet operations in aid and development organisations differ from commercial fleets COFFEE BREAK Levels of In this exercise the participants will be asked to look into fleet management at a strategic, tactical and operational level. Through group work the participants get an insight in how the three different levels are related and what the impact on the organisations is. 12:00 The link between organizational performance and fleet performance In this session the participants will be triggered to identify the link between organisational performance and fleet performance. 13:00 LUNCH 14:00 Motivation for There are many reasons to implement in organisations. In this session the participants will explore how fleet management has an impact on the efficiency and effectiveness of their organisation. 15:30 TEA BREAK Components of The facilitator will lead a group discussion on the various elements of fleet management and how they can be implemented at the various levels in the organisation. 16:30 Closure of day 1 Recap and feedback on day 1 17:00 END TUESDAY 17 NOVEMBER Introduction to Metrics In this interactive session the participants will explore what information is needed to manage their fleets Choosing the right KPIs Based on the previous session the participants will be asked to choose the right Key Performance Indicators for their organisation. 11:00 COFFEE BREAK 11:30 Analysing the performance of the fleet The facilitator will use sample data to discuss fleet performance. The participants will be asked to analyse the performance and to come up with corrective actions 12:00 Implementing in the organisation has an impact on the organisation. In a group exercise the participants will be asked to identify the different stakeholders

5 13:00 LUNCH 14:00 Changing in the organisation for successful fleet management implementation Improving fleet management might require changes in how people work. Using the participants own experience and case studies the group will practice how they can overcome resistance from their stakeholders. 15:30 TEA BREAK 15:30 Starting the action plan Based on the findings of the previous sessions the participants will draft their own action plan to improve fleet management activities in their organisation. The results will be presented. 16:30 Closure of day 2 Recap and feedback on day 2 17:00 END WEDNESDAY 18 NOVEMBER :00 Background of road traffic accidents In this session the facilitator will provide the background of road traffic accidents and how it affects aid and development organisations Causes of road traffic accidents In this interactive session the facilitator will stimulate discussion amongst the participants regarding the root causes of road traffic accidents. The facilitator will address the root causes in the external environment as well as the root causes in the internal (organisational) environment. 11:00 COFFEE BREAK Driving Force, an engaging and active fleet safety game This fun and engaging game helps to understand how individual staff behaviour impacts the goals of the organisation. The game also addresses the need for fleet safety management at all levels in an organisation to reduce the risk of road traffic accidents. 13:00 LUNCH Safety, who is responsible? The facilitator will use the outcomes of the previous activities to address who is responsible for road traffic accidents and at the same time who can reduce the risk on road traffic accidents. From their experience in the game, the participants will be encouraged to share their ideas on risk reducing behaviour (both from a personal as well as an organisational perspective) and come up with strategies how to embed that behaviour in the organisation 15:30 TEA BREAK 15:30 How safe is our organisation In this practical exercise the participants are asked to assess their own organisation on fleet safety. The results of the participants perception of the fleet safety status will facilitate a group discussion. 16:30 Closure of day 3 Recap and feedback on day 3 17:00 END

6 FRIDAY 20 NOVEMBER :00 Tool 18 The tool 18 will be introduced and the trainer shall go through each component of the tool in detail. 9:30 Practical Session A: Actual Data Entry The session will focus on data entry to the toolkit. Participants who have not brought their fleet s data will use a hypothetical fleet data set. 10:30 COFFEE BREAK 11:00 Practical Session C: Choosing Actions and Developing Strategies The participants would be asked to look at the different strategies that are presented in the toolkit and assess which ones can be applicable for their fleet, considering the availability of technologies and their budget. 13:00 LUNCH 14:00 Presenting Actions and Strategies The participants will be asked to present their results fleet impacts, possible reduction objectives, actions and strategies. 15:00 TEA BREAK 15:30 Reflecting on the Excellence Week In this session the participants will be asked to reflect on the Excellence week. They will also have the opportunity to ask questions about their action plan and the implementation. 16:15 Closure of Excellence Training week Hand out of certificates and evaluation forms. Annex B Networking activities Thursday 19 November 2015 Tour at AidEx meet the exhibitors Annex C Terms and Conditions Throughout the day, during guided tours around AidEx, participants will have the opportunity to meet exhibitors and see the latest innovations in vehicle fleet management products and services. The Invitation The organisers of AidEx, Angus Montgomery Ltd, are offering the following to successful applicants: Up to 1,000 per organisation paid by Angus Montgomery Ltd towards flights to, and accommodation in, Brussels (Note: this is per organisation not per individual). Angus Montgomery Ltd will book the flights and hotel accommodation for the successful participants. Requirements of the Training Programme Participants must be present throughout the full duration of the programme: 15/11-20/11/2015 Flights will be booked for travel two days either way of the programme (15-20 November, 2015), and only from the country of origin to Brussels International. The subsidy of up to 1000 can only be used for return flights and accommodation. Angus Montgomery Ltd will not refund receipts for additional travel costs, subsistence expenses or additional expenses.

7 Cancellation or non-attendance Angus Montgomery Ltd reserves the right to charge a penalty of 500 to any participant if there is a cancellation or non-attendance for the days of the programme for reasons that it judges to be unreasonable. Angus Montgomery Ltd will not charge this penalty if the reasons for cancellation are bona fide or reasonable but reserves the right to be the sole judge in this matter.

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