Tracker

SUMMARY:
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POSITION INFO:

Tracking of all trucks/vehicles on tracking system, Dealing with all queries of drivers. Ensuring that drivers fill up the correct total of litres on road and directing them to the filling station where they need to fill up. Printing of vehicle tracking reports and writing out the debriefing slips to attach to the debriefing. Dealing with all driver queries at the customers and keeping in touch with the sales department.

Fleet responsibilities
1. Ensure all vehicles are roadworthy, vehicles to go for road worthy when instructed.
2. Inspections on cleanliness of vehicles when doing weekly km’s
3. Camera checks has to be done daily, and booked for repair as well as reported when done
4. Fuel prob checks has to be done daily, and booked for repair as well as reported when done
5. Ensure all equipment is booked out per vehicle as well as returned, over weekends however assisting de-briefers in their task in ensuring all equipment is managed
6. Fleet turn-around at an optimal - any delays enroute is reported to both sales and ops supervisors
7. Breakdown reporting to workshop plus follow through and monitoring of repair, towing, guarding etc.
8. Tracking report to be sent 3 times per shift with detailing load and vehicle information and current location of vehicle
9. Make sure that all trailers hubo meters are working as well as all trucks speedo are in working order, if not it needs to be reported to ops supervisor and workshop to book repair
10. All loads to be dispatched within 48 hours of completion of loading and invoicing, should this not be possible this needs to be raised to the operations and sales attention
11. All collections to be executed and properly documented
12. Ensuring that the “First in, first out” with fleet returns are adhere to as far possible
13. Making bookings with suppliers for maintenance needed on camera’s, fuel probs etc.
14. Wheel lock nut – All drivers must go out with a wheel lock nut that they need to sign out by the tracking clerk on duty, when returning from a trip the lock nut needs to be signed and handed back to Operations
15. Safety belt checks – Safety belt checks to be done when the camera checks are done. Random checks during your shift should also be done. Drivers and assistants to be addressed if they are not wearing their safety belts and must be reported to the Supervisor on duty
16. From receiving PODs from Operations, the driver needs to be enroute within 1 hour – If there are any delays then it needs to be communicated to the supervisors and the sales department. Follow through until trucks is enroute

Driver responsibilities
1. Ensure that driver adhere to PPE requirements at all times, this is at a minimum of a conti-suit, reflective vest, safety boots and safety specs 
2. Summary reports are managed in terms of speeding, idling zone speeding etc. (Daily)
3. None of the drivers drive between 00h00 – 04h00 unless authorized by the operations manager on prior planning
4. Absenteeism management of drivers to be recorded daily.
5. All driver’s “start-up tags” are signed to their name and working, should a driver loose his tag he will be responsible for the cost of a new tag
6. Driver pre-planning for trip 
7. License check 

Admin responsibilities
1. Briefing pre-trips – routes, diesel fillings, sleep overs, customer delivery sequence, documentation received etc.
2. De-briefing post-trip – KM’s difference, POD in full received, all slips of truck stops, diesel fillings and tolls has been handed in. Before end of shift all de-briefing is to be completed
3. Daily Odo tracking to be done daily and emailed to the supervisors by 10h00am
4. Every load and/or collection has a trip plan and backing documentation
5. Every trip must be closed off by the driver filling full tank 
6. Daily monitoring of toll cards, Toll cards are properly signed in and out. 
7. Diesel authorization process – All drivers must phone the tracking department before filling diesel on road. 

Accident and incident responsibilities
1. Ensure all details of the third party has been received
2. That the AR number is given as the matter has been reported to the police (ensure the accident is reported to the police)
3. That the vehicle camera footage has been retrieved and uploaded to the N-drive
4. All information i.e., damage of owned and third-party vehicles, copy of police report, completed accident form, driver’s license and ID has been uploaded to the N-drive and completed fully

Standard investigation responsibilities
1. When asked to do an investigation standard documentation needed from tracking:
• Tracking report
• Camera footage
• Trip plan
• Fuel probe graph when applicable
• What you can see wrong on the footage/tracking report

Load responsibilities
1. Over Load at weigh bridges –
2. Load shift 
3. In case of a re-route then the credit investigator  needs to be informed about it. Total kilometer difference to be calculated and given to the supervisor on duty explaining the reason for the re-route. Driver to not continue with his route until management give the go ahead for the re-route
4. For all Claims/credits queries at the customer, the credit investigator needs to be informed about it straight away.
5. If a driver arrives at a customer and is not attended for offloading in a 30 min period then the sales rep needs to be informed. 

Breakdown process
1. The following details must be sent on the workshop group as well as the hourly follow-up on the reported breakdown.
• Fleet number
• Driver name and contact
• Pin location or address where vehicle can be located
• Picture of the licence disc indicating registration Vin and engine number
• Description of driver complaint