REPORT AUGUST

365-19 2020

Land transportation safety

recommended practice –
journey management
Acknowledgements
This Report was prepared by the IOGP Land Transportation
Subcommittee.

Front cover photography used with permission courtesy of

©davidf/iStockphoto and ©JulNichols/iStockphoto

About
Journey management is a process used by organisations to
ensure the safety of their travelling workforce prior to, during,
and after travel. This Report offers guidance on designing a
detailed and systematic journey management process.

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 REPORT AUGUST
365-19 2020

Land transportation safety

recommended practice –
journey management

Revision history

VERSION DATE AMENDMENTS

1.0 August 2020 First release

Land transportation safety recommended practice - journey management

Contents

Introduction 5

1. What is journey management? 6

2. Journey management process 8

2.1 Process for routine trips 9
2.2 Process for non-routine trips 9

3. Risk management process 10

3.1 Identifying potential hazards 10
3.2 Assessing risk exposure 11
3.3 Controlling risk exposure 13
3.4 Building a trip plan 13

4. Before, during, and after the journey 15

4.1 Before the journey 15
4.2 During the journey 15
4.3 After the journey 16

5. Driver fatigue 18

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Land transportation safety recommended practice - journey management

Introduction

Vehicle accidents have historically represented a significant portion of injuries and fatalities reported
by IOGP Member Companies. Journey management is a process used by organisations to ensure
the safety of their travelling workforce prior to, during, and after travel. This Report, 365-19 - Land
transportation safety recommended practice - journey management, a part of IOGP’s Land Transportation
Recommended Practice series, adds to IOGP’s existing guidance on safe land transportation by
offering readers a framework for a systematic approach to developing a Journey management
process in their organisations.

Implementing such a process can provide an organisation with the means to minimise the exposure
of its workforce to the hazards encountered while driving. This includes having a risk assessment
and management process, mandating careful trip planning, vehicle safety guidelines, and advice
on mitigating driver fatigue. This Report is accompanied by a appendix containing several example
checklists that can help identify and control common land transportation hazards and risks.

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Land transportation safety recommended practice - journey management

1. What is journey management?

Journey management is a systematic approach structured into five parts aimed at

minimising exposure to driving-related hazards, in order to prevent crashes and injuries.

1 2 3 4 5
Engineering Administrative
Elimination Substitution PPE
controls controls

Apply operational Apply administrative Apply Personal

Eliminate the Change to a lower engineer controls and procedural controls Protective Equipment
journey transportation mode (e.g., vehicles (e.g., ensure training (e.g., reflective jacket,
appropriate for task) and journey process) seat belts)

1 Elimination

First, journey management is a decision-making process used

to avoid unnecessary driving. Can any of the below actions Is the trip
substitute the need for the journey? necessary?

• Working from home

• Telephone call or videoconference
Eliminate the
• Email journey
• Delivery service

2 Substitution

Second, when driving is necessary, journey management Have you

procedures help manage the risks employees face when they considered
get behind the wheel. Consider alternatives such as: other options?
• Public transportation
• Professional driving service, such as taxis or
chauffeured cars Consider alternatives
• Walking or cycling
• Planes

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Land transportation safety recommended practice - journey management

3 Engineering controls

Driving is primarily an unsupervised task and it is performed in a Have you verified

comparatively uncontrolled environment. Consider the following the operating
factors and how they might affect a planned journey: conditions?
• Road type and condition
• Weather
Hazard identification
• Time of day/year and assessment
• Traffic
• Type of vehicle to be used
• Driver
• Security situation

4 Administrative controls

Apply administrative and procedural controls that guide

driver and passenger behaviour including driver competence Administrative
controls
requirements and journey management.
• Driver training
• Journey process
Build a trip plan and
• Fatigue managemen have it approved before
starting a journey

5 Personal protective equipment (PPE)

Consider if any of the following PPE could be used to mitigate

risks during the journey. PPE
• Seat belts (including child restraints, if applicable)
• Reflective jackets
• Extreme weather kits
Apply Personal
Protective Equipment

Please see Appendix A for an example detailed hazard identification guide.

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Land transportation safety recommended practice - journey management

2. Journey management process

If driving is necessary, it is important to assess the risk exposure for all aspects of the operating
environment(s) and identify the controls to be put in place to minimise associated risks.

Control measures such as driver training, supervision, and journey management typically
have a strong impact on reducing crashes and preventing injuries.

The risk assessment may be done periodically and geographically for an area determined
to be a stable driving environment (e.g., medium/lower risk urban area) or it may be route
specific, comprehensive, and completed immediately prior to the trip (higher risk routes).

Work-related motor vehicle travel can be of two types: routine or non-routine, based on the
following elements:
• Duration
• Distance
• Driving environment

Routine trips are those where the employer/driver is familiar with the route and
destination, in a locale expected to be no greater than that of an urban or local geographic
area, plant facility, or production field. The trip has a short duration and does not involve
higher-risk driving circumstances.

Non-routine trips are those where travel is outside of a predetermined locale, has a long
duration, and/or may involve higher-risk driving conditions.

Escalating factors are discussed in Section 3.2.

Is this trip NO Postpone or

necessary? cancel the trip

YES

Is this a
Is there a NO NO Follow non-routine
routine trip with
non driving journey management
no escalating
alternative? process
factors?

YES YES

Follow routine
Explore
journey management
alternative
process

Figure 1: Journey necessity flow chart

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Land transportation safety recommended practice - journey management

2.1 Process for routine trips

The hazard exposure considered for this type of trip is usually predictable and consistent,
and control measures will normally be addressed through local driver training programs
and self-administrative pre-drive checks.

There is generally no need to follow a more rigorous journey management process for this
type of trip. However, drivers and dispatchers are still required to consider variable factors
such as time of the day, climate and visibility before each journey commences. Recognition
of escalating factors may lead the trip to be considered as non-routine.

2.2 Process for non-routine trips

A more rigorous journey management process is required for non-routine trips.
Hazards listed in Appendix A, plus any others that could be encountered in the operating
environment, are to be considered for each segment of the route. Mitigations need to be
developed for any risks identified. Each trip may require formal approval, based on the
current and anticipated exposures and established controls.

If the proposed journey is in, from a security perspective, an area regarded as a high or
elevated threat environment, or the passenger has a significant ‘profile’, additional security
measures may be necessary.

For more information, please see IOGP Report 365-20R - Secure ground transportation in
high threat environments.

Appendices B and C provide examples of journey management plan formats.

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Land transportation safety recommended practice - journey management

3. Risk management process

The risk management process can be categorised into four steps:

1 IDENTIFYING POTENTIAL HAZARDS How could someone be hurt during this trip?

What is the risk they could be injured?

2 ASSESSING RISK EXPOSURE
What would those injuries be?

3 CONTROLLING RISK EXPOSURE What can we do to prevent any injuries?

4 BUILDING A TRIP PLAN What can we do to increase our performance?

Figure 2: Risk management in four steps

3.1 Identifying potential hazards

Hazards must be considered for all trips (routine and non-routine). Trips determined to
be non-routine must be approved and a journey management plan put in place prior to
departure.

The use of a comprehensive list of driving-related hazards for the driver, vehicle, and
journey is a critical step in performing a risk assessment process comprehensively and
consistently.

Input for individual trip hazard identification can be derived from:

• Hazards identified by company/regional processes
• Previous experience (personal or institutional)
• Traffic and weather information
• iRAP data
• WHO data

When performing the risk assessment, consider the comprehensive (but not exhaustive) list
of hazards presented in Appendix A. All of these, plus any others identified in the operating
environment, need to be considered. The World Health Organization’s Global status report
on road safety1 is a reference for information on vehicle accidents in the relevant country.

1 https://www.who.int/publications-detail/global-status-report-on-road-safety-2018

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Land transportation safety recommended practice - journey management

Is the driver Is this the right Have you checked Have you checked Have you
prepared and fit vehicle for traffic and the weather checked the
for the trip? the trip? obstacles? conditions? road?

Do not travel if Talk to a co-worker

Check the Avoid driving Use the safest and
you are tired and who has made the
vehicle at night most secure route
have fatigue trip before

Figure 3: Before you go

3.2 Assessing risk exposure

Based on identified hazards, each trip and/or trip type is assessed for risk exposure with the
related risk identified and evaluated based on the likelihood and severity of the consequence.

Table 1: Example of a risk assessment for a particular route

Detail, control Actions

Km/Mi Hazard Risk Risk Ranking Signal Strength
and comment Assigned

Record each Make use of Consequence Risk Rank each If known, As required and Assign actions
hazard by the the Hazard of the hazard hazard and identify mobile appropriate – and track to
corresponding Identification in terms of hazard grouping phone signal record detail of closure and/or
kilometer/mile table to identify Severity and at the relevant locations of the hazard(s), for compliance
reading on the the road Probability of km/mileage 1 bar or less identify control during driving
Hazard Register hazard(s) Occurence along the route. measures operations
This is required to be
important for implemented
Emergency to eliminate or
Contact reasons mitigate the
risk(s)

All identified risks can be ranked according to a different level of operational exposure,
as represented in the example below:

Key Impact Probability

High risk of injury

HIGHER Loss of life potential Like to happen
Loss of reputation

Risk of recordable injury

MEDIUM Could happen
Tarnished reputation

LOWER Risk of minor injury/first aid Very unlikely

Figure 4: Risk exposure levels

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Land transportation safety recommended practice - journey management

Lower Risk
• Exposure managed by application of existing policy, procedure, or practice
• Exposure management within control of driver

Medium Risk
• Exposure managed by enhancement of existing policy, procedure, or practice, and/or
requires usage of different type of vehicle
• Exposure management remains within control of driver
• Control must be in place for journey to proceed

Higher Risk
• Exposure may require mitigation through intervention by parties other than the driver
• Control must be in place for journey to proceed

Assessed risk is relative to conditions at the time of the assessment with escalating factors
to be considered during pre-trip planning, as they may affect risk ranking and the required
controls. Examples of escalating factors include:
• Fog or smoke
• Poor drainage/frequent mud
• Snow and ice
• Shadowed areas (slow to thaw)
• Width and condition of shoulders
• Integrity of road surface
• Crosswinds/blowing snow
• Weight restrictions (roads/bridges)
• Sun (e.g., low angle/glare)
• Road surface liable to deteriorate when wet
• Low illumination (when driving at night or twilight)
• Driver experience
• Driver fatigue/low alertness
• Conflicting priorities (e.g., crew change)
• Third party conflict/animals (traffic conditions)
• Rain (visibility, water pooled on roads, floods)
• Winds or sandstorms
• Heat stress
• Security threats

This list is not exhaustive.

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Land transportation safety recommended practice - journey management

3.3 Controlling risk exposure

For each hazard, it is important to identify what measures and/or controls are already in
place or need to be implemented to eliminate or reduce the hazards and/or anticipated
risks.

These controls must be able to effectively address these questions:

• How do we ensure the driver and vehicle are ready for the trip?
• What can the driver do to minimise exposure to expected hazards?
• Can we reduce risks by changing the route, timing, or other aspect of the journey?
• Is this the right vehicle for this trip? Does it have appropriate safety features?
• Has it been properly inspected and maintained?

Risk control can include prevention and mitigation measures, in particular:

• Prevention measures reduce the likelihood of an undesired event occurring
• Mitigation measures reduce the severity of or allow recovery from an undesired event

Journeys and routes are ranked based on the outcome of the risk assessment. Journeys
ranked as higher risk have to include detailed plans for these journeys and routes.

Journey management processes include a review period. These processes are to be

reviewed and revised on a regular basis to update and refine the plans based on changes to
risk factors.

An example of Risk Register is provided in Appendix B of this document.

3.4 Building a trip plan

A documented trip plan is a key part of journey management, as it includes essential
information to help keep track of employee whereabouts. Combined with a check-in system,
it allows to verify the location and continued well-being of employees, whether they are
driving alone, or not. This combination provides early warning if problems occur during a trip,
enabling the employer to mobilise a prompt response or emergency assistance, as required.

The act of building the trip plan helps employees to anticipate and be mindful of hazards as
they drive. The basic elements of an effective trip plan are the following:
• The name of the driver and any passengers
• Date and departure time of travel
• Information to identity the vehicle (make, model, colour, year, plate number)
• Travel routes
– Identify potential routes – the most direct is not necessarily the safest
– For each route, identify hazards and compare risks.
– Choose a preferred route – typically, the one that avoids the most hazards
– Identify an alternative route, in case there are difficulties or delays on the
preferred route
– Document the names of the roads to be used, including the alternate route

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Land transportation safety recommended practice - journey management

• The addresses of planned destinations, including any stops, and the final destination
of the day
• Driver name, qualification, and destination contact information.
• Phone number for a device you will carry during the trip, and names and contact
numbers for people you will meet
• A check-in system
• Supervisor approval details

An example of a trip planning form is provided in Appendix C. Trip plans should receive
approval from the appropriate Supervisor/Manager.

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Land transportation safety recommended practice - journey management

4. Before, during, and after the journey

A good Journey Management Plan is simple to put in place and should quickly become
part of your everyday routine. The more often you do it, the easier it will be to follow. We
automatically follow many of the journey planning steps, without even thinking about it. It’s
advisable to conduct a post-trip review even following a successful journey to understand
whether a safe journey occurred due to luck or due to good journey management.

Plan the journey to allow time to complete it (including rest breaks and foreseeable
weather and traffic conditions) at safe speed and without needing to exceed speed limits.
This can help relieve pressure for running late. Review before starting out on a journey.

4.1 Before the journey

Before starting out on a journey, it’s advisable to review the journey management checklist
and review the following:
• Visually inspect vehicle
• Ensure loads are secure
• Evaluate road conditions
• Ensure driver fitness (physical, psychological, alertness)

An example of a journey management checklist can be found in Appendix D.

4.2 During the journey

On Route
While on route during the trip, it is important to consider the following:
• Maintain communication per the check-in process
• Adjust trip plan as required based on local conditions
• Ensure compliance with trip plan (e.g., completion of rest breaks)
• Report any incidents

It is important to have and use a check-in system during a journey:

• The main purpose of a check-in system is to verify the well-being of employees. It’s a
quick process in which the employer communicates with the driver or their passenger
to verify their location, and that the trip is going as planned.
• Check-ins can be performed by using a variety of means - using landlines, cell phones
or satellite phones, emails, text messages, two-way radios, or mobile apps. The
crucial factor in making check-ins work is that the chosen means of communication
must reliably enable the worker to initiate and receive communications. When
planning a trip, it is important to consider limitations that could create gaps - poor
cell service or Wi-Fi availability, or satellite and repeater dead zones. Accommodate
those inconsistencies in the trip plan and check-in process.

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Land transportation safety recommended practice - journey management

• The roles and responsibilities of the check-in contacts need to be clearly described
and understood by relevant parties.
• The check-in system should be incorporated into the road transportation emergency
response plan.

4.3 After the journey

Post-trip activities are as important as any other stage of a trip. What is done post-trip can
have a significant effect on subsequent trips by the current driver and others.

Communication
• Conclude the trip by speaking with the journey manager
• Provide updates for other drivers of any new and/or temporary hazardous conditions
(e.g., road, weather, visibility, traffic) that may affect them
• Provide updates for road hazard assessment(s) for more permanent hazards

Vehicle
• Post-trip inspection and vehicle repair notification are important steps for safety and
for operational efficiency
• If a repair is not made in a timely manner, it may delay a trip and could cause a driver
to feel pressure to rush and/or cause inconvenience for the customer/client; the next
driver should not be put into a position to drive an unsafe vehicle on the next trip to
avoid a delay
• Security – make sure the vehicle is parked in a place that is safe for the vehicle and
the load
• Clean and refuel for next trip or trip segment

Driver
• Incident reporting – report near misses and observations of hazardous situations
• Manage off-duty hours for maximum restorative rest
• Maintain qualifications and certifications

The whole process can be summarised as in the following page:

16
 Will illness or any
Has driver YES NO NO
QUALIFIED Does driver medication driver
had adequate EQUIPMENT
DRIVER feel fatigued? is taking effect
rest?
driving skills?

NO
YES YES
Is equipment properly NO
Driver must obtain an maintained, meet safe Shut down for repair
adequate rest time period performance criteria &
load-secured properly?
Is pre-trip inspection
completed?

YES
NO
Is driver qualified for Not acceptable to
this vehicle? drive vehicle

17
Figure 5: Pre-journey considerations flowchart
Monitor until Discuss with manager,
Shut down
conditions improve dispatcher and/or client

NO
Land transportation safety recommended practice - journey management

Does driver feel

comfortable driving under Analyse road &
current road/weather weather conditions
ENVIRONMENT
conditions?

ROUTINE, NON-ESCALATING EXPOSURE NON-ROUTINE, ESCALATING EXPOSURE

YES

Obtain approval by PERFORM TRIP, STOP AT DESIGNATED

PERFORM TRIP, UPDATE Notification of the trip Complete Establish trip
designated supervisor LOCATIONS, MAINTAIN ESTABLISHED
TRIP INFORMATION can be submitted documented risk specifics with journey
based on the level of COMMUNICATIONS, UPDATE TRIP
AS AGREED verbally assessment manager
risk exposure INFORMATION AS AGREED
Land transportation safety recommended practice - journey management

5. Driver fatigue

Fatigue is a consequence of poor journey planning and is a major contributor to deaths on

the road.

It can be caused by:

• Inadequate or low quality sleep
• Driving when alertness is at its lowest (e.g., 2 am–6 am) or in the afternoon lull
(2pm-4pm), when our biological clocks make most of us feel sleepy
• Having a sleep disorder such as sleep apnea or insomnia
• Use of some over-the-counter or prescription medications
• Stress, depression, or illness

Research has shown that going without sleep for 17 hours has the same effect on driving
ability as a Blood Alcohol Content (BAC) of .05. Going without sleep for 24 hours has the
same effect as a BAC of .10.

Sleepiness reduces alertness and awareness of hazards, slows reaction times, and
increases the likelihood of being involved in an accident.

It is important to encourage a culture of safety and alertness by asking drivers how they
have been feeling while driving. This can help raise awareness of fatigue, its impact while
driving, and how to manage it.

Journeys should be scheduled carefully to avoid night driving and those times of the day
when falling asleep is most likely.

Tips for managing fatigue2:

• Get adequate sleep/rest prior to starting the trip
• Try to avoid driving during the hours known to be at highest risk for fatigue (between
approximately 0200hr-0600hr)
• Plan adequate breaks during the trip (at least every 2 hours)
• Seek medical attention to treat sleep disorders
• Consider use of fatigue monitoring tools
• Use cars equipped with driver assist features (e.g., lane departure warning)

2 For more information, see IOGP Report 626-1 – Fatigue Information Sheet “Managing Driver Sleepiness”

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Land transportation safety recommended practice - journey management

Yawning or rubbing your eyes?

Blinking frequently, with heavy
eyelids, and difficulty focusing?
Trouble keeping your head up?
Drifting from your lane, or hitting rumble strips?
Changing speed randomly?

YOU’RE ALREADY FATIGUED

Figure 6: Stop, you’re already fatigued poster – more available www.iogp.org/driver-fatigue/

The best way to avoid driving while fatigued is to get plenty of sleep or rest beforehand.
Drivers are advised to plan long journeys to include rest breaks of at least 15 minutes at
least every two hours. If tiredness kicks in before then, it is important to stop and rest as
soon as possible.

Indications of driver fatigue

It is important to be on the alert for signs of drowsy driving such as: trouble keeping eyes
open, difficulty in paying attention, head nodding or yawning frequently. Additional signs
of fatigue include rubbing one’s eyes, frequent blinking, heavy eyelids, drifting from one’s
lane, hitting shoulder rumble strips, and random variations of speed.

Take a break
As soon as any fatigue danger signs are noticed, pull over to a safe location, have a
minimum of 15 minutes break and, if needed, take a quick nap. Alternative measures such
as winding down the window, listening to music and talking to a passenger are not effective
ways to keep alert.

Working hours and fatigue

When planning a journey, it is very important to take into consideration a worker’s commute
time to and from work in addition to their working hours. The total amount of time behind
the wheel and worked hours should not exceed 14hrs (see table below).

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Land transportation safety recommended practice - journey management

Table 2: Working hours and fatigue

8 8 8.25 8.5 9 10 11 12 13 14
9 9 9.25 9.5 10 11 12 13 14 15
10 10 10.25 10.5 11 12 13 14 15 16
WORKING HOURS

11 11 11.25 11.5 12 13 14 15 16 17
12 12 12.25 12.5 13 14 15 16 17 18
13 13 13.25 13.5 14 15 16 17 18 19
14 14 14.3 14.5 15 16 17 18 19 20
0 0.25 0.5 1 2 3 4 5 6
HOURS IN CONTROL OF A VEHICLE

By planning your journey more carefully, you are more likely to stay fresh and vigilant at the
wheel, safeguarding your own safety and the safety of others.

Your safety is of primary importance. You must STOP if you are unsure of yourself or the
conditions.

This Report, 365-19, is accompanied by a spreadsheet containing four appendices. These

provide tools and examples to aid implementation of the guidance in an adaptable format.
It contains the following items:
• Appendix 1 - Journey management – Hazard Identification List
• Appendix 2 - Journey management – Risk Register
• Appendix 3 - Journey management – Basic Trip Plan Form
• Appendix 4 - Journey management – Pre-Journey checks

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Land transportation safety recommended practice - journey management

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Journey management is a process

used by organisations to ensure the
safety of their travelling workforce
prior to, during, and after travel.
This Report offers guidance on
designing a detailed and systematic
journey management process.