The document discusses South Africa's policy priorities for land transport which include supporting basic needs, economic growth, developing human resources, and democratic decision making. It also discusses improving safety, security, reliability, quality, and speed of transporting people and goods. Typical international policy priorities like congestion management, environmental improvement, safety and health are also addressed. The role of various stakeholders like the accounting officer, chief financial officer, transport officer and drivers are defined. Key aspects of developing a transport strategy like performing environmental analysis, formulating objectives and consulting relevant parties are explained. Examples of elements that could be included in a transport and fleet management strategic plan and policy are provided such as service provision, vehicle acquisition, and performance monitoring.

1. André Knipe
12 August 2010, Johannesburg
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2. The Agenda
• Policy priorities
• Drafting and implementing fleet & transport
management policy
• The role of fleet & transport managers
• Reporting in fleet & transport management
• Examples of fleet & transport policies
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3. Typical International Policy
Priorities
National land
transport issue
National land transport
program response
Congestion Congestion management
Climate change Environmental improvement
Social exclusion National mobility & access
Safety & health Safety & health
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4. SA’s Policy Priorities
• To support the goals of the Reconstruction and Development
Programme for meeting basic needs, growing the economy,
developing human resources, and democratising decision making
• To enable customers requiring transport for people or goods to
access the transport system in ways which best satisfy their chosen
criteria
• To improve the safety, security, reliability, quality, and speed of
transporting goods and people
• To improve South Africa's competitiveness and that of its transport
infrastructure and operations through greater effectiveness and
efficiency to better meet the needs of different customer groups,
both locally and globally
• To invest in infrastructure or transport systems in ways which satisfy
social, economic, or strategic investment criteria
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5. Transport Policy & Regulation
• Need for and elements of sound transport
policy
• SA Road Transport Policy & legislation
• Conforming to RTQS (operator, vehicle &
driver fitness)
• Loading vehicles in accordance with legislation
• Regulation pertaining to permissible loads,
vehicle dimensions, mass distribution &
vehicle plating
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6. Public Policy Making Process
• Problem identification & formulation
• Gathering of information
• Policy agenda
• Policy formulation
• Legitimation of policy proposals
• Relationship between policy formulators &
implementers
• Policy implementation
• Administrative feedback
• Policy analysis
• Policy innovation
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7. Planning and Strategy
Formulation
Strategic
Vision
Strategic
Mission and
Purpose
Strategic
Goals,
Objectives
and
Activities
Strategy
Formulation
[budget, hr
plan,
procedures,
org. structure,
strategies]
Environmental
analysis/scoping
SWOT analysis
Service delivery environment
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8. Formulating Strategies & Action
Plans
• Review: SWOT provide insight into efficiency of existing
strategies
• Strategy should convert weaknesses into strengths; threats
into challenges
• Identify 5 types of strategies:
– Offensive: exploit opportunities from a premise of strength
– Developmental: convert weaknesses into strengths
– Diversification: harness strengths to minimise impact of threats
– Defensive: organisation is vulnerable; may require professional
help for business re-engineering
– Combination: harness advantages of each; circumstances will
dictate
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9. Formulating Strategic Objectives
• Break each strategy down into strategic
objectives (narrowly defined area of
achievement)
• Objectives should include:
– service delivery indicators;
– indicate what is to be accomplished;
– measures to quantify results
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10. Consultation & Agreement
• Policy & the related strategic plan is the
responsibility of Accounting Officer in
consultation with relevant role players
• What to do:
– Submit and agree on policy/plan
– Amend plan according to budget allocations
– Publish plan on dates determined
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11. Example of a Transport & Fleet
Management Strategic Plan
• 1. Introduction
– 1.1 Aim
– 1.2 Objectives
• 2. The Strategy - Meeting operational demand
– 2.1 Service Provision
• 2.1.1 Key Customer Services
• 2.1.2 Service Level Agreements
• 2.1.3 Charges
• 2.1.4 Alternative Service Provision
– 2.2 Vehicle Acquisition
• 2.2.1 Vehicle Evaluation and Approval
• 2.2.2 Vehicle & Equipment Specification
• 2.2.3 Fleet Matrix
• 2.2.4 Procurement
– 2.3 Vehicle Replacement & Disposal
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12. Example of a Transport & Fleet
Management Strategic Plan
– 2.4 Fuel
– 2.5 The Environment
– 2.6 Performance Monitoring
– 2.7 Collaboration
– 2.8 Resource Management
• 2.8.1 Staff
• 2.8.2 Sites and Security
• 2.8.3 Systems – Computer and ISO 9001:2000
• 2.8.4 Budgetary Control
• 3. Management of the Vehicle Fleet Strategy
• Appendix
– Fleet Services & Supplies Staff Organisation Chart
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13. Role-players and their
Responsibilities
• Accounting Officer (Head of the Department)
– Ensure effective, efficient & transparent systems of financial &
risk management & internal control
– Prevent unauthorised, irregular, fruitless & wasteful expenditure
– Take disciplinary action
– Manage assets
– Budgetary control (prevent unauthorised expenditure
– Report on the use of vehicles
• Chief Financial Officer (CFO)
– Delegated responsibilities
• Head of Supply Chain Management
– Support CFO
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14. Role-players and their
Responsibilities
• Transport Officer
– Asset register
– Proper completion & administration of records & returns
– Monthly vehicles performance summaries
– Coordinate use of vehicles
– Provide budget input
– Control maintenance
– Safeguard vehicles
– Acts as a link
– Liaise with other departments
• Drivers and other staff
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15. Implementation
• Staff at all levels MUST contribute
• Following elements should be present:
– Structure:
• Organisational structure should follow strategy
– Leadership:
• Senior management should guide; must have ability,
experience & personality
– Compatible culture:
• Shared values, norms & expectations
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16. Implementation
• Following elements should be present:
– Team effort:
• Commitment of team; communication; problem-
solving; trust; co-operation; performance evaluation
aligned with strategy
– Accountability for implementation:
• Empowerment; delegation; reporting
– Access:
• Policy must be accessible to responsible people
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17. Revision, Monitoring & Reporting
• Policy and related plan is a ‘living’ document;
must remain dynamic to adjust to changing
environment
• Improve through trial, evaluation and
feedback
• Assess performance (KPAs; service standards)
• Revisit at least annually
• Management committees can be mechanism
to review strategic direction and progress
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18. Financial Reporting
• Value of assets reflected in balance sheet
• Expenditure on assets in income statement
• Depreciation and accumulated depreciation
also reflected in balance sheet
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19. Managing Transport & Fleet
Services Effectively
• Establish and maintain policies and procedures
for use of vehicles
– Part of internal controls
• Provide systems to keep records of activities of
vehicles
– Management information & performance
management
• Establish an organizational structure within which
vehicles can operate
– Determined by strategic & operational plan
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20. Managing Transport & Fleet
Services Effectively
• Provisioning of human resource capacity and
skills to operate vehicles
– Skills development & training
• Manage the expenditure for and income/revenue
from vehicles
– Money collected from members of the community
– Expenditure on stock & equipment
• Management of vehicles and equipment
– Regular inspections, services & maintenance
– Replacement of vehicles
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21. Example of a Fleet & Transport
Strategy
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22. Example of Fleet & Transport
Policy
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23. Example of Fleet & Transport
Policy
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24. Example of Fleet & Transport
Policy
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25. Example of Fleet & Transport
Policy
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André Knipe
+27 (0)724174084
aknipe@telkomsa.net