Top success factors you can expect when implementing ISO 39001

Outline
1. Overall Objective of ISO 39001
2. Benefits of Complying to ISO 39001
3. General Requirements of ISO 39001:
A. At the Planning Level
B. At the Implementation Level
C. At the Evaluation Level
D. At the Corrective ActionLevel
4. Specific Institutional Requirements:
A. Institutional Framework
B. Policy, Plans, and Resources
C. Implementation and Monitoring

Outline
5. Substantive Requirements:
A. The Management System
B. Policy and Measures concerning Road
Infrastructure
C. Policy and Measures concerning the Vehicles
D. Policies and Measures concerning the Vehicles’
Users
E. Policies and Measures concerning Crashes

1. Overall Objective of ISO 39001
Enable organizations to reduce death and serious injuries related to
road traffic crashes.

Protect the human
resources from physical
harm, and from
psychological, social,
and legal consequences
of roadcrashes
Building a new employees’
cultureand behavior
distinctive of the company
Fulfill CSR commitments
and contribute tonational
efforts towards road safety
for all
Decrease the numberand
severity of road crashes among
the company’s fleet and the
employees’ vehicles
Expected
Benefits
of RTSMS
1
2
8
6 4
3
5
7
Protect the physical
assets of the company
(cars; goods;etc.)
Decrease the cost of the fleet
and of road crashes (damage;
replacement; insurance;
liabilities; staff absence; legal
costs;etc.)
Enhance the company’s social
image and reputation and use
itfor promotionalpurposes
Improve work climate by
showing the management
interest towards the safety
of employees

Cost of Crashes
 Material damage
 Days off for damaged vehicle per crash
 Injured people annually
 Days off annually + Theft of cars and materials

3. General Requirements of ISO 39001

A- Requirements at the Planning Level
 Define the context of the RTSMS as it
applies to the organization, as well as
needs, requirements, and scope, in terms
of target categories.
 Comply with the requirements specific
to top
RTSMS
 Establish
management’s role in the
strategic objectives and
guiding principles for the RTSMS as a
whole.

Potential target categories of the
RTSMS
Professional drivers, users of
the official fleet and employees
using the hidden fleet
All the employees even if not
using the fleet
Customers and beneficiaries of
services
Families of employees and
customers
Society at large Copyr
A- Requirements at the Planning Level

B- Requirements at the Implementation Level
 Define RTS requirements and determine how to
address them.
 Support RTSMS operations by:
 documenting, controlling, maintaining and
retaining required documentation;
 establishing communication on a recurring/as-
needed basis with interested parties;
 Develop the procedures to manage and respond to an
emergency.

C- Requirements at the Evaluation Level
 Measure RTS performance, road traffic crashes
and other incident investigation.
 Assess RTSMS compliance with the International
Standard and management expectations.
 Seek feedback from management regarding
expectations.

D- Requirements for CorrectiveAction
 Identify and act on RTSMS non-
conformance through corrective action.

4. Specific Institutional Requirements

A- The Institutional Framework
 Determination of the following:
 The functions, operations, and
activities it undertakes and which
may influence RTS;
 The flow and interaction between
the functions, operations, and
activities related to RTS;
 The role of the company in
securing RTS, the issues outside the
scope of its activity, and the ways
and means to deal with the external
factors;
 The internal and external factors
that influence the capacity of the
company to achieve the RTS
expected results it set for itself;

 The requirements for the
implementation of RTS policy and
for the achievement of its objectives,
particularly as regards the needed
competencies.
 Designing a comprehensive system
to document all the matters related
to RTS in the company.

Functions, Operations and Activities
The Company’s Fleet
Means of Transportation of Employees
• Own vehicle
• With family
• Public transportation
• Company vehicle
• With colleague
Distance travelled per day by Employees
Location of residence of a large sample of employees
Acceptance by Employees of Shuttle Service

B- Expectations concerning Policies, Plans, and Resources
 Adoption by the highest authority of the company of a general policy
concerning RTS in the company encompassing all the components of fleet
safety management system.
 Inclusion of RTS in the strategic plan of the company.

 Inclusion of RTS in the organizational
Chart of the company with clear
definition of mandate, responsibilities,
and prerogatives, and dissemination of
the related information to all concerned
inside and outside the company.
 Provision of the human, financial, and
material resources to ensure proper
implementation of the RTS policy, the
achievement of its expected results, and
its further development.

 Determine all the categories of
employees concerned with the system,
with the needs of each of these
categories, their expectations, and what it
is expected from each of them in relation
to RTS.

 Ensure that all the persons bearing a
responsibility for the implementation of
RTS policy possess the needed
competencies on the basis of their
academic credentials, previous training,
experience, and provide continuous in-
service training for them.

C- Expectations concerning Implementation & Monitoring
 Adoption of coordination and
collaboration mechanisms with all
concerned parties, inside and outside
the company.
of communication and
mechanisms for
raising
 Adoption
follow-up
continuous
concerning
within the
awareness
the importance
framework
of RTS
of the

C- Expectations concerning Implementation & Monitoring
 Ensuring the company’s ability to
adequately deal with any
unexpected event concerning RTS.
 Adoption of a mechanism for the
accountability of those who are
responsible for the implementation of
RTS policy.
 Periodic monitoring of RTS affairs
within the company and adoption of
the necessary measures for its
continuous improvement.

5. Substantive Requirements

A- The Management System

Institutional Commitment
 Declaration by the highest authority of
the company of its commitment to RTS
in all of its components, and pledge to
ensure the necessary institutional set-
up and resources for its implementation,
according to written vision, policy, and
programs of action.

Institutional Commitment
 Distribution of implementation and
monitoring duties and responsibilities
among the various levels of
responsibilities, including the collective
and individual ones.
 Provision of the human, material, and
financial resources for the
implementation of the various programs
of action.

Essential Programs ofAction
Programs
ofAction
Infrastructure
Communication and
Information
Vehicles
Customers and
General Public
Management
and Reporting
Drivers and
Employees

Organizational Chart for the Implementation & Monitoring of RTSMS

Monitoring Tools
 Define Expected Results and KPIs:
 For each of the components of the
system;
 For key phases and end of period.
 Design of a comprehensive data base
that adequately tackles the data related to
the KPIs.
 Establish proper mechanisms for
monitoring, evaluation and further
development.

 Adoption of a
Communication and Training
comprehensive
communication plan encompassing
 Programs and measures to disseminate
safety culture among the various categories
identified in the policy scope
 Raising the awareness of the employees
and other stakeholders on their
responsibilities within the framework of
RTSMS and the consequences of not
complying to its rules and regulations
 Training of the various managers
concerned with the implementation of the
policy.
 Training of vehicles’ users as regards
the various duties they have to perform
with due respect to RTS principles.
30

B- Policies & Measures concerning the Road Infrastructure
3
1

 Ensure proper road infrastructure for
parking the vehicles, loading and
unloading merchandise, and entering
and exiting from the vehicles.
 Ensure proper infrastructure for the
safety of all categories of road users,
including pedestrians and other
vulnerable users, such as proper lighting,
pedestrian crossing, traffic signs and
other safety messages, etc.
 Ensure proper periodic maintenance of
the concerned infrastructure.
B- Policies & Measures concerning the Road Infrastructure

C- Policies & Measures concerning the Vehicles

 Choice of vehicles suitable for
intended use and respecting
their
RTS
specifications.
 Adoption of measures for the regular
periodic inspection of the vehicles and
for unannounced inspections.
 Adoption of measures for the periodic
maintenance of the vehicles and for as-
needed maintenance, and ensure that the
persons who undertake the maintenance
have the necessary competences to
undertake the expected duties.
 Adoption of measures and templates for
the inspection of the vehicles before
and after each journey, and training of
the employees to implement it.

 Equip the vehicles with ADAS
according to international norms.
 Respect the RTS principles as regards
loading of merchandise:
 Respect volumes and weight;
 Secure removable objects inside
and outside the driving cabin;
 Respect the RTS principles as
regards the transportation of
dangerous materials;
 Etc.

Policy The organisation has a comprehensively written, signed and dated
work related RTS, outlining employee’s responsibilities for the
upkeep, roadworthiness and legality of all vehicles used for work
purposes, including for commuting.
Transport Policy There is an adequate transport policy in place outlining each
possible means of transport for specific journeys, outlining the cost,
time and environmental impact of each to enable employees to
make informed decisions when travelling for work.
Minimum Vehicle
Safety
Requirements
There are minimum safety requirements imposed on all vehicles
with a restricted maximum age as well as an obligation for vehicles
to have breakdown coverage.
Legal Compliance The organisation can satisfy that all its fleet vehicles, including fleet
of personal vehicles operate within relevant legal, regulatory and
corporate requirements.
Vehicles’Checklist

Vehicle
Monitoring
There is a system in place to monitor and preserve vehicle
paperwork, to ensure vehicles are insured appropriately, possess a
valid roadworthiness certificate and that servicing schedules have
been respected.
Financial and
Environmental
Tracking
All fleet activities for the company’s purposes are systematically
logged and recorded to account for the overall cost of the fleet as
well as its environmental impact.
Training Sufficient training is provided for all fleet drivers, including drivers
using their own vehicle, to ensure they can satisfy and comply
with company policy and all relevant legal requirements.
Driver
Monitoring
There is a system in place to monitor fleet drivers, assuring the
possession of a valid driving licence as well as a signed statement
outlining their responsibilities.
Risk
Management
Procedures are in place to manage specific areas of risk such as
breakdowns, crashes and driving in adverse weather conditions
(heavy rain, fog, snow, etc.).
Vehicles’Checklist

D- Policies and Measures concerning Vehicles’Users

 Pre-service training;
 Initial and periodic in-service training;
 Signing a pledge to respect traffic law,
road traffic ethics, and the company’s
policy, with as much details as necessary
to inform the concerned persons about
their duties and obligations as regards
RTS;
 Establishment of incentives and
sanctions scheme and its
enforcement.
 Adoption of alternatives to the use of private
vehicles and a plan to reduce the distance
travelled by the company’s and employees’
vehicles.
 Management of professional drivers’
affairs, occasional users of the company’s
vehicles, and users of the hidden fleet
according to RTS principles:
 Recruitment and appointment with due
regard to driving competences, former
crash involvement and traffic violations,
personality characteristics, etc.

such as lack of maintaining safety
distance, inattention, sudden change of
direction, entering traffic without
ensuring that the road is clear.
 B. For the other 26,3% of the crashes,
the reason is related to reckless driving,
including speeding, dangerous
overtaking, and distraction while driving.
The Need for Training
 A. 73,7% of the fleet crashes for which
data are available, the reason of the
crashes is related to mistakes in driving,

 Refraining from driving under
the influence of alcohol and
recreational drugs;
 Respect of standard driving
hours and refraining from
driving in the case of fatigue or
drowsiness.
 Among the most important policies that
should be stressed on concerning
vehicles’ users and to be, for example,
enshrined in a kind of “Driver’s Charter”:
 The declaration of any illnessor
disability that hinder driving
capacity and refraining from
driving any vehicle before
healing;
 The commitment to abide to the
medical instructions concerning
refraining from driving while
under medical drugs treatment;

 The most important policies
(continued):
 The use of seatbelts for the
driver and all passengers;
 Placement of children under 12
in the rear seats and use of
child restraints;
 Use of helmet and other
protection when riding a
motorcycle;
 Refraining from any kind of distraction
while driving, particularly from using
mobile telephone either hand-held of
free hand (the company should adopt
procedures to reduce the cases where
the driver has to use the telephone
while on duty and to deal with
emergencies requiring this use);

 The most important policies
(continued):
 Abiding to speed limits;
 Adopting defensive driving
principles;
 Abiding to road traffic ethics;
 Refraining from aggressive
driving and road rage.

E- Policies and Measures concerning Road Crashes

 The definition of the employees’ role
when involved in a crash, including their
role in crash scene management and
assistance to the injured until the arrival
of the concerned parties;
 Duty to declare all crashes whatever is
their kind, nature of the damage, and
severity;

 Adoption of reporting procedures and
templates, and provision of these in the
vehicles;
 Training of the concerned employees as
regards the duties expected from them;

 Adoption of investigation procedures into
crashes involving the company’s
employees and vehicles, and the ways of
cooperating with security forces and
insurance crash experts;
 Adoption of procedures to use the data on
crashes to enhance the implementation of
the RTSMS and improve it.

Selected References
 European Transport Safety Council (2016). Managing Grey Fleet Safety. Brussels:
ETSC/Praise. http://etsc.eu/wp-content/uploads/Grey_fleet_safety_final.pdf
 INRS (2008). Conduire pour le travail. http://www.squadra.fr/files/SR/conduire-pour-
le-travail.pdf
 NZ Transport Agency (2010). Your safe driving policy.
http://www.nzta.govt.nz/resources/your-safe-driving-policy/docs/safe-driving-policy-
booklet.pdf
 OSHA, NHTSA, & NETS (n.d.). Guidelines for Employers to Reduce Motor Vehicle
Crashes. https://www.osha.gov/Publications/motor_vehicle_guide.pdf
 State of Minnesota (n.d.). Model Fleet Safety Management Standards.
http://www.mn.gov/admin/images/Fleet_Policy_SafetyStandards.pdf
 USA Bureau of Labor Statistics. Fatal WorkInjuries.
http://www.bls.gov/iif/oshwc/cfoi/cfch0011.pdf
 http://www.iso.org/iso/catalogue_detail?csnumber=44958

ISO 39001 Training Courses
 ISO 39001 Introduction
1 Day Course
 ISO 39001 Foundation
2 Days Course
 ISO 39001 Lead Implementer
5 Days Course
 ISO 39001 Lead Auditor
5 Days Course
Exam and certification fees are included in the training price.
https://pecb.com/en/education-and-certification-for-individuals/iso-39001 /
https://pecb.com/en/partnerEvent/event_schedule_list

009613660120
moutranmichel@gmail.com
www.lirsamena.com
linkedin.com/in/michel-moutran-22571676
MichelMoutran
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