Managing Your Grey Fleet - Host : Julie Summerell, AFP Director Grey Fleet Best Practice

Managing Your Grey Fleet
        Grey Fleet Best Practice

Host : Julie Summerell, AFP Director
               March 2021

Introduction

Agenda

› 09.30   Introduction from our host, Julie Summerell, AFP Board Director
› 09.35   The AFP Risk, Compliance & Health, Paul Hollick AFP Chairman
› 09.45   Best Practice advice on how to manage your Grey Fleet
                  Emma Loveday, Commercial Development Manager at DriveTech
                  Alison Moriarty, Fleet Risk Director at Driive
› 10.05   Developing a Plan to Manage your Grey Fleet in Practice
                  Chris Connors, Head of Facilities & Fleet at Countryside
› 10.20   Q&A
› 10.45   AFP Announcement (White Paper Releases)

AFP Risk, Compliance &
  Health Committee

    Paul Hollick, Chairman
           March 2021

EV Committee

› The Committee Seats (16)
        Chair                Martin Evans (AFP, Jaama)
        Deputy Chair         Marie Jarrold (BCA/ AFP)
        Fleet Operators      Matt Hammond (Altrad)         Tony Murphy (Murphy Plant)
                             Eric Bristow (Schindler)      Ted Sakyi (Euro Car Parts)
                             Steve Roper (Prudential)      Paul Tate (Ex-Siemens)
                             Jacob Telemarque (King Sec)   Colin Knight (Protector Insurance)
        Fleet Experts        Mark Cartwright (Highways)    Malcolm Maycock (LB)
                             Emma Loveday (DriveTech)      Alison Moriarty (Driive)
                             Dr Lisa Dorn (Cranfield)      Dave Parry (FMG)

Risk, Compliance & Health Committee
Last three sessions

   Best practice to manage the driver business journey
   Driver wellbeing and mental health
   Grey fleet management and business journey management
   Grey Fleet Management tips
   Covid-19
   Post Covid - Operational challenges

RC&H Committee – Key Findings

› A number of the committee members had either implemented or considering the following
  initiatives to gauge their drivers’ performance.
        ▪       Install cameras
        ▪       Telematics - traffic light performance
        ▪       Introduce incidence reporting Apps
        ▪       Use fuel reduction tools
        ▪       Issue notifications on harsh breaking

› Deploy Grey Fleet Management Tools
› Obtaining buy-in from the business (Senior Management)
› It is equally important to sell the benefits to Drivers to ensure good adoption. Essentially the
  focus is driven with their safety in mind

RC&H Committee – Key Findings

Driver wellbeing and mental health
› The group discussed the need for companies to recognise the importance of Driver
  wellbeing and mental health issues along with the associated risks
› The committee recommends raising the profile and focus on Driver wellbeing and mental
  health by:
       ▪       Driving should be part of the job description and managed accordingly
       ▪       Mental health course & mental health first aiders should be made available.
       ▪       Driver wellbeing should be part of a broader health & safety discussion with
               fleets included within discussions.
       ▪       Fleet operators can sometimes find it difficult to have regular dialogue with
               drivers due to them being off-site. There needs to be an effective way to
               communicate with Drivers through technology or by local representation
       ▪       Good practice to include the supply chain, reinforce standards, engage
               two-way dialogue (esp. agency workers etc)

RCH Committee – Key Findings

COVID-19
› Without doubt COVID-19 will make significant changes in the short, medium and long term for most
  businesses.
› Consideration of realigning contract hire agreements for vehicles that will do lower mileage than
  expected.
› Recognise the risk of more drivers deciding to take cash allowance (based on reduced mileage), which
  increases the Grey fleet risk. Educate drivers on the benefits of having a company car
› Integration of EVs into the fleet and the associated lead-times, availability and rental bands
› Compliance on PHEVs (WLC argument), driver home charging
› New drivers and increased mileage on home delivery businesses
› Job roles changing / Reduced employee count / Reallocation of vehicles & early terminations
› Fear of public transport (slow down of shared MaaS?)
› Comprehensive Grey fleet Management required
› Alternative communication method required within the business

RCH Committee – Key Findings

How to Manage a Business Trip….
&
Grey Fleet Management….

Thank you

Next sessions throughout March!

More outputs to come from the;

      LCV Committee

      Future Road Committee

      Future Mobility Steering Committee

      EV, Alt Fuels & Low Carbon Committee

Emma Loveday & Alison Moriarty

Grey fleet best practice

Emma Loveday

Alison Moriarty

Thank you for your attention

Chris Connors
Head of Facilities & Fleet
Countryside

A plan to manage grey fleet
Chris Connors

Introduction
       Head of Facilities and Fleet for Countryside
         – 2 Fleet team members

       We are currently managing
         – 60 LCVs
         – 450 Company car drivers
         – 960 Car allowance drivers
         – 1470 Drivers

       Company car take up is now only 32% which means we have 68% allowance drivers
       (2 years ago it was a 50/50 split)

 22

To start we looked at the bigger picture
      What is the purpose of the Car Policy
         – Choice (car or allowance)
         – Manage our fleet
         – Manage our drivers

      What are the priorities for:
         – Business
         – Fleet
         – Employee

      What is our general approach to other policies

      We reviewed recognised good practice

      We found out what our competitors were doing

23

Objectives

      We wanted a policy that applied to all

      We wanted a focus on vehicle and driver safety

      We needed to be able to manage and deliver with the resources we had available

      Anything we did needed to be realistic

24

Challenges

      Time and resource

      Getting business support

      Deciding on the detail/criteria for the allowance drivers

      How would we manage any non-compliance

25

Phase 1 – January 2021
     The launch of our the new car policy

     Allowance requirements

     The vehicle:
     ➢ should be suitable for the grade and role
     ➢ available for use at all working times
     ➢ comply with all legislation (Tyres, MOT, Road fund licence etc.)
     ➢ should be kept clean and be in a generally good condition with no visible bodywork damage
     ➢ should be maintained to manufacturer’s recommendations

     The person:
     ➢ Full driving licence
     ➢ Appropriate (business) insurance
     ➢ Breakdown cover

     We also added that anyone who didn’t qualify for a car/allowance should use a rental car or adhere to the
     above.
26

Phase 2 – February to August 2021

     We are in the process of asking all drivers to provide evidence of compliance to our
     criteria

        – We started with new starters and drivers swapping into the allowance

        – We are now rolling out across all drivers

        – We are following up and ensuring any non-compliance is corrected

        – We are recording the data, with policy information and renewal dates etc being
          stored

27

Phase 3 – September 2021
     We are going to:

     1. Have a general review of the vehicles being used
         – Looking at grade and role

     2. Review of the criteria and the current compliance to it

     3. Obtain business and employee feedback

     4. Look at the management process

     This will enable us to recommend any changes to the policy however we
     are committed to this being an ongoing process

28

Q&A Session

 Thank you both for your presentations!

 Any Questions from the audience?

                                          JP

AFP Announcement
  Our Risk Documents

  Paul Hollick, Chairman
         March 2021

AFP - Our Charter

  >   It is THE Industry Body for Fleet Professionals

  >   The AFP is committed to
      1.    Supporting members (with our helpline & admin centre)
      2.    Providing best practice documents & education
      3.    Lobbying on conditions we need as UK Fleet Operators
      4.    Networking & connecting like minded people

  >   Watch out for our 2021 Webinar Programme

  >   Join Up! Individual packs start now at £99

  >   Issuing today two more Best Practice documents….

33

Thank you for attending