Introduction:

This checklist is designed for fleet managers to run on every six months to a year, to ensure that all aspects of your fleet management system is running smoothly.

When implementing a new fleet management system, it's important to run an internal audit of your system to evaluate whether your company processes are in compliance with the fleet management requirements and policies, government regulations, and that your company processes reflect the best practices possible.

With this custom fleet management internal audit checklist template, you're able to easily follow the step-by-step instructions, making sure that you don't overlook any crucial details when performing your audit.

Preparation:

Record basic information

Fleet management policy:

Review fleet safety policy/fleet handbook

Verify if the procedures relating to vehicle management that are in place are regularly reviewed and updated.

Check health and safety policies

Ensure that an adequate health & safety management system is in place.

Vehicles:

Review inspections

Verify if there is an adequate program of inspections developed and if it has been adhered to for all vehicles.

Assess vehicle defect report forms

Verify if daily defect reports are completed for all identified defects.

Assess vehicle monitoring procedures

Ensure that appropriate monitoring is carried out in relation to:  

  • 1
    PSV / MOT Test Dates
  • 2
    Tax Renewals  
  • 3
    Service Due Dates  
  • 4
    Calibration Checks  
  • 5
    Driving License Checks

Review forward plan for replacement of vehicles

Ensure that a forward plan for replacement of vehicles is in place and budgets are being appropriately managed to take account of this replacement plan.

Analyze fuel usage

Fuel is a big part of every fleet budget, accounting for nearly 40 percent of fleet ownership expenses in 2013 - The Washington Post

Ensure that adequate controls are in place to manage fuel.

Ensure that a system has been developed to monitor fuel consumption (e.g. miles per gallon etc).

Driver:

Assess drivers

Ensure that:

  • 1
    Driver numbers are continuously monitored and reviewed to ensure that there are sufficient drivers to deliver the service required.
  • 2
    Driver hours / tachographs are continuously monitored by a designated officer to ensure compliance with regulations.
  • 3
    A driver’s handbook is regularly reviewed and updated if required, and issued to all drivers.

Inspect insurance arrangements

Verify that insurance arrangements are in place to make sure all vehicles are adequately insured.

Check operator's license

Ensure that the adequate steps are being taken to maintain the Operator’s license for council vehicles and that the license adequately reflects council fleet assets.

Verify staff training

Verify that all drivers have been made aware of their legal responsibilities regarding vehicle condition and the procedures for reporting defects.

[Conditional] Provide re-training for driver

You may need to provide driver re-training based on recent driving record checks. 

Ensure the driver is informed on steps they need to take to comply with any requirements.

Third party:

Review third party service providers

Ensure that adequate controls are in place to appoint and manage third party service providers.

Fleet security:

Assess security

Ensure that adequate security controls are in place to prevent theft or vandalism of the fleet.

Operational:

Review inventory

Ensure that an inventory of all vehicles and equipment is maintained.

Audit results:

Assess previous audit recommendations

Ensure that all previous audit recommendations have been implemented.

Review audit findings

Observe the completed fleet management audit below:


Basic information:

Fleet manager first name:

{{form.Fleet_manager_first_name}}

Fleet manager second name:

{{form.Fleet_manager_second_name}}

Audit date:

{{form.Date_of_audit}}

Additional information notes:

{{form.Additional_information_notes}}

Fleet management policy:

Fleet safety policy/fleet handbook:

Findings:

{{form.Fleet_safety_policy/fleet_handbook_findings}}

Issues identified:

{{form.Issues_identified_(fleet_safety_policy/fleet_handbook)}}

Health and safety policies:

Findings:

{{form.Health_and_safety_policy_findings}}

Issues identified:

{{form.Issues_identified_(health_and_safety_policies)}}

Vehicles:

Inspections:

Findings:

{{form.Inspection_findings}}

Issues identified:

{{form.Issues_identified_(inspections)}}

Vehicle defect report forms:

Findings:

{{form.Vehicle_defect_report_findings}}

Issues identified:

{{form.Issues_identified_(vehicle_defect_report_forms)}}

Vehicle monitoring:

Findings:

{{form.Vehicle_monitoring_findings}}

Issues identified:

{{form.Issues_identified_(vehicle_monitoring)}}

Forward plan for replacement of vehicles:

Findings:

{{form.Forward_plan_findings}}

Issues identified:

{{form.Issues_identified_(forward_plan)}}

Fuel use:

Findings:

{{form.Fuel_use_findings}}

Issues identified:

{{form.Issues_identified_(fuel_use)}}

Driver:

Driver information:

Number of drivers:

{{form.Number_of_drivers}}

Findings:

{{form.Driver_findings}}

Issues identified:

{{form.Issues_identified_(drivers)}}

Tachograph information:

{{form.Tachograph_information}}

Insurance arrangements:

Findings:

{{form.Insurance_findings}}

Issues identified:

{{form.Issues_identified_(insurance)}}

Operator's license:

Findings:

{{form.Operator's_license_findings}}

Issues identified:

{{form.Issues_identified_(operator's_license)}}

Staff training:

Findings:

{{form.Staff_training_findings}}

Issues identified:

{{form.Issues_identified_(staff_training)}}

Third party:

Third party service providers:

Findings:

{{form.Third_party_service_provider_findings}}

Issues identified:

{{form.Issues_identified_(third_party_service_providers)}}

Security:

Fleet security:

Findings:

{{form.Security_findings}}

Issues identified:

{{form.Issues_identified_(security)}}

Operational:

Inventory:

Findings:

{{form.Inventory_findings}}

Issues identified:

{{form.Issues_identified_(inventory)}}

Approval: Fleet manager

Will be submitted for approval:
  • Review audit findings
    Will be submitted

Sources:

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