Motor Vehicle Safety OHS-17/ R-0

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ADANI GROUP
OHS PROCEDURE FOR

Motor Vehicle Safety

OHS-17
DOCUMENT HISTORY:
Rev
Date Key Changes
No.
01/01/2016 0 Issued for implementation

Prepared by:

Ramakant Singh _____________________ 01 / 12 / 2015

Group Safety initiative (Signature) (Date)

Approved by:

Devprakash Joshi _____________________ 01 / 01 / 2016

COO Projects (Signature) (Date)

Adani Group OHS Effective Date: January 01, 2016

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CONTENT-INDEX

SR.
TOPIC PAGE NO.
NO.
1.0. PURPOSE & SCOPE 3

2.0. DEFINITIONS/ ABBREVIATIONS 3

3.0. PROCEDURE 3
3.1 - Requirement for Motor Vehicle and Records 3

3.2 - Motor Vehicle Use, Inspection and Maintenance 3

3.3 - General Motor Vehicle Safety Rules 4

4.0. RESPONSIBILITIES 5

4.1 - The Business Site Head 5

4.2 - The Manager/ Head of Departments 5

4.3 - All Employees 5

4.4 - The Site Safety Head 5
4.5 - OHS frame work Element/Component owner 5

5.0. TRAINING 6
6.0. AUDITING 6
7.0. ATTACHMENTS & FORMS 6
 Annexure -A: Site specific Arrangements for Motor 7
Vehicle Safety
 Annexure –1: Site Vehicle list 7
 Annexure –2: Vehicle Inspection checklist 8
 Annexure –3: Vehicle Servicing and Maintenance 7
record
 Annexure –4: Driver Qualification -performance 7
record
 Appendix-1: Safe Driving tips 9
8.0. CROSS REFERENCE 6

Adani Group OHS Effective Date: January 01, 2016

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MOTOR VEHICLE SAFETY

1. PURPOSE AND SCOPE:

Purpose of this Procedure is to Outline Adani Group guidelines for all Motor Vehicle
used by employee for company business.

This procedure applies to Adani Group business locations and activities including
offices within India. It includes use of company owned or rented vehicles used for
company business for employees, or designated contractors travel including
commuter.

This procedure does not include vehicle used for, hazardous chemicals, and material
transportation within and outside the premises.

2. ABBREVIATION & DEFINITION:

HOD: Head of Department

PPE: Personnel Protective Equipment
TV- FMD: Travel Vehicle Fleet management department

3. PROCEDURE:

All vehicle used for company business whether company owned, hired or leased at
the minimum should meet the motor vehicle act and rule requirement. Company
business includes employee commute, official tour travel using company owned,
leased or hired vehicle.

3.1 Requirement for Motor Vehicle and Records:

a) Each site will identify and maintain list of all vehicles used for company
business in Annexure-1
b) The motor vehicle used for company business at the minimum should meet
following requirements:
 Valid Use Registration certificate
 Valid fitness certificate- for commercial
 Valid comprehensive Insurance
 Seat belts for all occupant- preferred
 First aid kit adequate for number of occupant
 One ABC (1 kg) fire extinguisher for each 20 occupant
 Emergency Exit provision – Applicable for BUS
 Emergency Exit operation displayed – Applicable for BUS
 Loose material/ tool kit, Jack, first aid kit, Extinguisher restraint
facility.
 Warning sign Triangle.

3.2 Motor Vehicle Use, Inspection and Maintenance:

a) Each site shall identify responsible department for implementation of this

procedure which will be known as Travel Vehicle Fleet Management
Department (TV- FMD).
b) TV-FMD, will nominate custodian for each or group of vehicle depending
up on assignment, type and use of the vehicle.
c) The custodian shall be the company employee and not the contractor/
agency employee.

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d) TV-FMD shall be overall responsible for legal compliance for vehicle,

driver, up keeping and the maintenance of the vehicle.
e) TV-FMD will maintain and update record of all vehicles used for employee
travel
f) TV-FMD will maintain Drivers qualification and performance in Annexure-
4
g) The custodian of the vehicle is responsible and shall inspect the vehicle
using vehicle inspection checklist as per Annexure -2 once in a month
and submit the report to the status to the department responsible for
Fleet management.
h) TV-FMD shall follow the OEM- Original equipment Manufacturer guideline
for servicing and maintenance of vehicle and maintain the record In
Annexure 3. Along with service center report if any.
i) All Tires and other worn out parts replacement will be based on OEM or
service center recommendation and shall be replaced to maintain road
worthiness of the vehicle.

3.3 General Motor Vehicle Safety Rules:

a) Vehicle Drivers are required to comply with all motor vehicle and traffic
rules related to safe driving.
b) Seat belts shall be worn by the driver and all passengers in all vehicles
while driving on company business.
c) The driver of the vehicle is responsible for enforcing seat belt use by all
occupants.
d) Vehicles shall not be operated in known unsafe conditions (e.g. with
faulty or inadequate brakes, steering gear, horn, wipers, lights, mirrors,
tires or seat belts).
e) Under no circumstances should any employee disable or interfere with
the operation of the restraints or any other safety devices provided in
vehicle.
f) Approved drivers are required to drive defensively and courteously.
g) Approved drivers should not operate motor vehicles when over-tired, ill,
emotionally upset, on medication or under the influence of drugs or
alcohol, or any other condition exists that would impair their ability to
drive safely.
h) Equipment and other loose objects in cars, vans and trucks shall be
secured with restraint cords/ropes or other devices. Tools, instruments,
heavy books or other objects shall not be transported on the rear seat or
window shelf. As sudden stops can hurl loose objects with lethal force
toward the front of the vehicle.
i) Avoid stoppage in the traffic for pickup and drop of passenger. If it is
necessary to stop vehicle on extreme right side of the road.
j) While stopping on highway, pull the vehicle out to extreme right side and
use blinker while stopping.
k) During emergency, tire replacement and breakdown on roads Use and
place warning triangle at least 50 feed ahead to warn oncoming traffic.
l) Mobile phone use while driving is strictly prohibited.
m) Hazardous materials cannot be transported in along with employee travel
in company-owned, leased or rented vehicles.
n) Any accident that occurs in a company vehicle, rented vehicle or a
personal vehicle on company business must be reported to the site TV-
FMD department immediately.
o) The driver shall contact the TV FMD department personnel and/or police
department, as applicable.

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p) All accidents must be reported and investigated per the OHS-04 –

Accident Reporting & Investigation procedure.
q) Failure to follow a motor vehicle rule of this procedure’s guidelines may
result in disciplinary action per procedure OHS 01 – OHS Plan and Policy.
r) Appendix 1 contains additional ‘Safe Driving Tips’.

4. RESPONSIBILITIES:

4.1. The business Site head or his designee is responsible:

a) To ensure implementation of this procedure at site level
b) To allocate and provide required resources to implement procedure.
c) To ensure that the Responsible department to manage Travel vehicle is
identified.
d) To ensure that the Element Owner is identified and assigned the
responsibility.

4.2. The Fleet Management Head of Department are Responsible:

a) To implement this Procedure and maintain record.

b) To identify and train all drivers for defensive driving.
c) To assign custodian and ensure inspection of assigned vehicles are done
on regular interval
d) To ensure retraining of driver is done once in a year, or when driver rule
violation is reported
e) To make necessary arrangements and Maintain Servicing and
maintenance record.

4.3. All Employee are responsible:

a) To follow this procedure and adhere to safety rule.

b) To promptly report the concern related to this procedure to department
head.

4.4. The site Safety Head is responsible:

a) To assist Site Head in Implementation of this procedure.

b) Verify and audit the procedure implementation and record keeping
requirement annually using program evaluation scorecard. Annexure -1 of
procedure OHS-20-program evaluation element.
c) Review and suggest the improvement required in procedure based on the
observation record and other data.

4.5. Respective OHS frame work Element/Component owner is responsible:

a) To follow up with respective person responsible for implementation of the

respective procedure step of this procedure.
b) Maintain the record of information received for implementation and
compile the information for site.
c) To carry out quarterly self-assessment of the Element/Component using
Annexure -1 program evaluation score card of OHS-20 Program evaluation
procedure.
d) Coordinate and Prepare action plan to implement this procedure.
e) Report the action plan, resource requirement and status of this procedure
to the Site Head.

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f) Maintain Annexure –A and review and update as and when changes in

information occur, or at the minimum once in a year.
g) Keep record of site specific improvement, arrangements, deviations and
exclusions done to implement this procedure in Annexure-A.
h) Send information to Group Safety related to best practice and major
deviation recorded in Annexure-A annually or when required for annual
review.

5. TRAINING:

Refer training procedure OHS -05 for training matrix for training need and available
training topics.

AG-OHS-T- 068 - Defensive driver training module for all Company Owned, Leased,
Hired vehicle drivers once in a Year

6. AUDITING:

This procedure, program shall be reviewed annually. The review shall be

documented shall reflect changes/updates based on audit findings, gaps, trends,
regulatory changes etc.

7. ATTACHMENTS & FORMS:

Annexure -A : Site specific Arrangements for Motor Vehicle Safety

Annexure –1 : Site Vehicle list
Annexure –2 : Vehicle Inspection checklist
Annexure –3 : Vehicle Servicing and Maintenance record
Annexure-4 : Driver Qualification -performance record
Appendix –1 : Safe Driving tips

8. CROSS REFERENCES:

OHS-05 : Induction and Training site training Matrix.

OHS-02A : Hazard Reporting
OHS-06 : Planned Safety inspections
OHS-20 : Program Evaluation

Adani Group OHS Effective Date: January 01, 2016

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Annexure-A

Site specific Arrangements for Motor Vehicle Safety

(To be filled in, updated once in a year by Element Owner, and kept along with
procedure)

Part-A

Name of Business Site &

1
Location:

2 Name of Site Head:

Name of Site Safety Head /

3
Representative:
Name of OHS Element /
4
Component Owner:
Department Responsible
5
Vehicle Management :
1.
2.
List of Vehicle Custodian: 3
6
4.
5.
6.
Company Owned vehicle
7
servicing arrangements:
Hired/Rented vehicle servicing
9.
arrangements:

Part-B
Site Specific improvement
A record (describe)
Site Specific Changes-
B Deviation, Exclusion record
(describe)

Annexure –1 : Site Vehicle list

Annexure –3 : Vehicle Servicing and Maintenance record
Annexure-4 : Driver Qualification Performance Record

Annexure-1-4 List of
Site Vehicle - Maintenance record.xlsx

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Annexurre-2
Vehicle Inspection Checklist

Annexure-2
VEHICLE INSPECTION CHECKLIST OHS-17-S/R-0

Custodian Department: Vehicle Number

Custodian Name:
Sr.
Defect check points 1 2 3 4 5 6
No.
1 On board 1 Kg ABC type fire extinguisher?
2 On board First aid Kit & content adequate?
3 Seat belts for Front seats
4 Seat Belts for all Seats
5 Head light/ Tail reverse light working.
6 Side indicator light working.
7 Main Horn/ Reverse Horn Working
8 Brake Fluid Level adequate
9 BRAKE - hold brake down for 10 seconds.
10 Parking break works properly
11 Tires Air Pressure and Trade depth Condition
12 Gauges (Oil Pressure, Temperature, Speedometer)
13 Engine Oil level & condition
14 Wind screen Wiper and washer fluid level
15 Rear view mirrors Left/ right/ Center
16 Body damage
17 CLUTCH – engages properly and smoothly.
STEERING WHEEL - correct amount of tension, no
18
excess free play.
19 Insurance papers copy
20 Registration Certificate available with vehicle
21 Others
22 Others
Inspection done by Name:
Inspection done Signature:
Inspection done Date:
Mark - for Defective / unsatisfactory and “”- for Satisfactory & NA- Not Applicable
SAP /
Observation: Observation Date
NO#
1
2
3
6

Reviewed by: Name:_________________ Signature: ________________ Date: ____/___/________

Write “YES” for satisfactory and “NO” for not satisfactory or not available

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APPENDIX-1

SAFE DRIVING TIPS

1. Drive with extra care when passing school grounds or playgrounds, or in the vicinity
of children.
2. When driving on wet or slippery roads, a wedge of water builds up between the tire
and road surface. This effect, known as ‘hydroplaning’ or ‘surfboarding’ increases as
the speed increases and may cause partial or complete loss of traction. To reduce
the possibility of hydroplaning:

 Slow down during rainstorms or when roads are slippery.

 Slow down if there are puddles or standing water on the road.
 Replace tires when worn to less than 1/16 (2 mm) of an inch tread depth in
center grooves or when tread wear indicators are visible.
 Keep tires properly inflated (i.e. within tire wall rating).
3. Proper seat adjustment is essential. It is important that seating position be not only
comfortable, but functional as well. Keep in mind that small persons should
position themselves as far back from an air bag as possible, while maintaining the
ability to operate the foot pedals.
4. Seat belts should be fastened snugly. A snug belt will help keep the driver sitting
erect, with less back fatigue on long trips. It is also one of the most important
safety features in a motor vehicle; seat belts frequently save lives.
5. Drivers should always check to see that their mirrors are correctly adjusted so they
can see everything around them at a glance. It is as important to know what is
going on behind and on both sides of a car, as it is in front.
6. Drivers should keep looking far ahead, to the mirrors and to the sides in order to get
advance warning of distant situations that can quickly become emergencies. Good
drivers are defensive drivers.
7. Always leave an ‘out’ (i.e., enough space for possible evasive action). Be aware of
openings in adjoining lanes, extra room in the front or rear, or even the shoulder.
8. Drivers should be extra careful when driving in light rain or snow, especially directly
after an extended dry period. The damp pavement combined with road oil or dirt
can cause skidding conditions that the driver may not be aware of, slow down and
allow extra stopping distance.
9. Drivers should learn to anticipate potential accidents. An expert driver ‘expects’ the
car following the bus to swerve suddenly around into their lane. In other words, be
prepared for every situation possible, and accidents can be avoided.
10. Drivers should use their horn and slow down or stop whenever they are not sure
that another driver sees them. The idea that a good driver does not have to use
their horn is not true. If it means avoiding an accident, the driver should use it!
11. When driving at night, reduce speed about 5 miles per hour (or 10 km per hour)
below standard daytime speed. Never drive beyond the effective range of the
headlights, particularly on unfamiliar roads. Use high beams when their use will not
interfere with other driver’s vision.
12. Realize, as professional drivers do, that you have passed the peak of efficiency after
five or six hours at the wheel. Allow for it by slowing down and taking it easy. If
you feel sleepy, get off the road and rest.

Adani Group OHS Effective Date: January 01, 2016

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