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