A-SOP for Operations staff.

B- SOP for Truck Drivers.

Standard Operations Procedure for Operations Staff

1. ROUTE IDENTIFICATION:
- The admin/ HR will deploy each operations staff to his/her
respective fleet, where the Fleet GM will then issue and
identify a route within the sub-fleet for the staff to
administer.
- The Fleet GM will issue task to staff after route identification.
- The staff will work with the admin to identify the drivers
within his Sub-Fleet and prepare daily truck position report
sheet.
2. STATUS:
- Report at all times operational trucks.
- Report and Identify faults for Non-Operational trucks.
- Availability of trucks for daily loading operations.
- Trucks on transit, describing nature of transit (Transit-To &
Transit- Back, Awaiting Offloading/Delay).
- Declare Highway Breakdowns, stating time, location &
nature of faults.
- Report impounded/seizure/police detention.
- Report accident trucks promptly.
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3. PHYSICAL INSPECTION:

PRE- TRIP-INSPECTION: - The operations staff is expected to inspect trucks before

commencing trips;

CHECK; tyre pressure, lights, horn, brakes, air system, batteries, Driver’s license and
other necessary documentation for the trip.

POST-TRIP-INSPECTION: - The operations staff is expected to check trucks on arrival

from trips to ascertain road worthiness of the trucks;

CHECK; tyre pressure, brakes, tarpaulin, ropes, air system, mileage (kilometers in
distance, to establish PMS routine schedule). Trailer body fitness, driver’s readiness,
after which loading advice is raised for the said truck.
 4. LOADING:
- Scheduling and Routing of trucks within sub-fleets (as per
budgeted trips for a truck per month)
- Trip budget based on allocated / operational trucks. (subject
to management approval)
- Availability of trucks for loading.
- Preparation for loading & issuance of loading advice.
- Preparation for trip; dispatch slip, GIT insurance slip.

5. MONITORING CONTROL AND TRACKING:

This operation is designed to enhance fleet management and increase fleet
performance by making the job more effective and efficient. The device reduces
risk, delays, idle time and improves on truck turn-around-time.
A- TRIP DISPATCH:
- Turn-Around-Time is established
- Destination is declared/recorded
- Customer details is recorded
- Drivers detail is recorded
- Truck detail is recorded. (into register/ slip)
B- TRACKING:
- Route is checked & monitored by fleet management
- Speed details are captured and such drivers cautioned
against high speed records/ reckless driving.
- Trip details as to routes/ deviations from drivers is reported
- Departure/arrival time in and from site is captured
- Arrival time for expected trucks can be determined easily

C- CONTROL:
- PUNITIVE MEASURES FOR DRIVERS WHO VOILATE
COMPANY’S POLICIES.
- Warning letter/ verbal warning
- Suspension
- Termination of appointment
- Dismissal
- Engage on pep talk with drivers at all times in other to
communicate rightly to them on management policies and
on how effective such policies are to enhancing their jobs.

DELIVERY DETAILS:
 RETURN TRIP: - The operations staff is to check and record details of goods
delivered by the truck driver either to the depot/warehouse or to customers as
the case may be;
- Check physical waybill and verify delivery as waybills will
have to be duly signed and stamped received by the
customer and or depot staff.
- The fleet officer/manager prepare the returned waybill for
waybill allowance which is forwarded from the fleet to the
account to treat.
- Keeping a detail record of waybill/ trips achieved in register,
posting on the computer, DSR update by trip achieved.
- Keep copies of all waybills returned for record purpose (fleet
waybill index).

TRIP RECONCILIATION:

- Verification of all deliveries made by each truck within

certain intervals.
- Closure of a trip cycle;
a- Bonus due to SBU is related to work done (trip achieved)
b- Truck Ownership Scheme computation for truck drivers
c- Driver’s target review by fleet management
d- Data generated from trips used by management for
drawing inferences.
WORKSHOP JOB ORDER:
Reporting a fault in the workshop is first by filling a job order form and creating a
notification for the said order generated in respect of the repair/services seek by
the operations unit from the workshop. (Manually/computer posting is required)
The following shore will require a job order form;
- Preventive schedule maintenance (PMS)
- Minor Repairs
- Major Repairs
- Highway Break Down
- Accident /
- Beyond Economic Repairs (BER) this is normally declared by
the management on the advice of the technical team.

The fleet officer/ manager is to follow –up with the state of repairs in the workshop and
escalate such to the appropriate authority.

Job confirmation is issued to trucks graduated from the workshop into operations.

ACCIDENT PROCEDURE
 Accidents are classified into three major classes:
- Major Accident
- Minor accident
- Fatal Accident

In an event of an accident the officer is expected to;

a- Report the incidence to the top management through his respective fleet
management. (Preliminary Accident Report) which is then forwarded to Assets
unit for the company’s insurance experts to obtain record of the event and
claims.
b- Report accident to the nearest police station, tow the goods and truck to the
police station for safe keeping pending the resolution of the case. Get the
following information’s;
- Truck Status
- Goods Status
- Third Party Details
- Recovery Budget
- Truck Driver’s Details
c- Arrange for trans loading/ recovery exercise immediately.
d- Prepare insurance documents;
- Obtain police report
- Third party claims
- Pictures of the scene and damages recorded as a result of
the accident
- Negotiate for the release of the company’s truck either on
bond when the claim has not been settled or outright release
when the claims have been paid in full.
- Instruct tow van to commence towing operations for the
released truck.
- Filing of insurance claims with the Assets unit
e- Submission of final accident report to the management/ proffer disciplinary
actions for the driver
f- Forward accident truck to workshop for repairs.

FLEET OPERATIONS DOCUMENTS:

A- TRUCK LOG BOOK: this is the record book for every truck in operations.
 The fleet officer is responsible for ensuring all operational details is entered or
registered into the truck log book.
B- TRIP MOVEMENT CARD: trip time spent is recorded in the movement card,
stops and speed can be measured using the trip movement card. The fleet
officer is to check and ensure truck drivers stop by the check point office and
fill the log book and movement cards.
C- INSURANCE CERTIFICATE: the fleet is mandated to issue insurance
certificate for all goods loaded and the certificate should be issued before any
trip is commenced.
D- DISPATCH SLIP: this is the statutory release document for every truck about
to commence a trip either loaded or un-loaded, it contains the following
details;
Truck, driver, customer, destination, turn-around-time, dispatch date
/expected date, ATC number, Waybill number.
E- RETURN SLIP: this document is used for acknowledgement / payment
voucher obtained;
- Drivers details including account number
- Truck details
- Customer detail
- Quantity loaded
- Quantity off loaded
- Shortage/ Damages recorded
- ATC number
- Waybill number
- Amount due to driver
- Fleet officer/ manager acknowledge received of waybill and
delivery of goods.
- Account officer acknowledges receipt of waybill and process
for payment
- Logistics unit verification of delivery
- Audit verification of payment
- Payment of waybill allowance/ billing of OCP
- Record
F- WORK ORDER FORM: this form is filled for all trucks going into the
workshop for repairs or services. The request is written manually and posted
on the computer (SAP) before attending to.

G- TRANSLOADING FORM: this document is raised to seek /secure approval for

trans loading a truck, the said approval also work out for;
- Trans loading fee
- Additional AGO
- Record
 H- GOODS-IN-TRANSIT INSURANCE: this document is required for every
loaded truck dispatched for delivery.
I- MEMO: a written memo is required for every operational detail;
- Action is taken on the memo
- Memo is documented for reference purpose.
J- REQUISITION FORM: this document is required from the user department
before receiving any item from stores an approved reservation is also
required.

K- FLEET OPERATIONS DAILY STATUS REPORT (DSR) REGISTER.

6. REPORTS:

DAILY:
- DAILY TRUCK POSITION REPORT
- DAILY EXRECTED/DISPATCHED TRUCKS REPORT
- DAILY LOADED TRUCK REPORT
- DAILY SUB-FLEET OPERATIONAL STATUS REPORT
- REPORT ON OPERATIONAL ACTIVITIES.

WEEKLY:

- WEEKLY DELIVERY STATUS REPORT

- WEEKLY PERFORMANCE REPORT
- WEEKLY OPERATIONAL STATUS REPORT

MONTHLY:

- MONTHLY OPERATIONAL STATUS REPORT

- MONTHLY PERFORMANCE REPORT
- MONTHLY TARGET REPORT FOR DRIVERS
- MONTHLY UPDATE REPORT ON (ACCIDENT, HIGHWAY BREAK
DOWN, TYRE STATUS, OPERATIONAL REQUIREMENTS).

JOB DESCRIPTION FOR FLEET MANAGERS

Each Fleet Manager is responsible for operations and administrations of 50 (fifty)

Trucks, 50 (fifty) Drivers and the Fleet officers.
-
- 1] He is responsible for efficient operations of his fleet.
-
- 2] He is responsible for the general administration of his
drivers and Fleet officers.
-
- 3] He should report daily, weekly and monthly
performance Trucks under his fleet and drivers route-wise.
-
- 4] He ensures good liaison with the Workshop team for
repairs Trucks at the Workshops.
-
- 5] He carries out inspection of Trucks under his routes to
check misuse, negligence and willful damage by the drivers.
-
- 6] He should ensure Trucks are available for loading of
available Loading Authorities.
-
- 7] He should ensure customers schedules are delivered
as request
-
- 8] Ensure good team work in conjunction with Logistics
Department at the Head Office.
-
- 9] He should report daily highway breakdowns,
accidents Trucks under Police, FRSC custody through the
fleet Manager.
JOB DESCRIPTION FOR FLEET OFFICERS

FLEET Officer is responsible for operations and administration of 25 (twenty five)

trucks. He reports through the Fleet Manager.

RESPONSIBILITIES

1] He dispatches Trucks loaded, authorizes prescribed quantity of A.G.O

required. He ensures all dispatch documentations are done prior to driver
s department.

2] He receives Trucks on return from delivery point. Ensure appropriate

quantities of goods loaded on the Truck were supplied.

3] He ensures that return in documentation is fully carried out and

photocopies of Waybills are received, while originals are processed for
payment of Waybill allowance.

4] He should report daily situation of his route including dispatches, returns,

highway breakdowns, accidents etc to his Fleet Manager.

5] He should ensure adequate inspection of Trucks on return and when being

dispatched to check his driver misuse, negligence and willful damage.

6] He should ensure each Truck’s log book is updated with all available
information.

7] He should ensure each driver maintains 100 litres minimum reserve in his
tank.

8] He should report daily, weekly and monthly trips performance of his route.

9] He should ensure drivers adhere to turn-around time.

10] He should ensure efficient use of Trucks in his route.