TM1G – How long should a Transport Manager work? Well, that depends on how many vehicles are in the Operator’s licence feet. The Senior Traffic Commissioner’s revised Statutory Guidance and Directions first 3 came into force in 2016 and were updated in November 2018.
The guidance shows how the Senior Traffic Commissioner believes that traffic commissioners should interpret the law regarding the requirements for and on transport managers. The directions are addressed to the traffic commissioners in respect of the approach to be taken by staff acting on behalf of individual traffic commissioners. They dictate the operation of delegated functions about the requirements for and of transport managers. The role of the transport manager is extremely important to an operator and therefore must be able to manage the transport operation effectively in the time they have available. The statutory guidance documents give a broad guideline as to what might be expected in terms of hours worked by a transport manager relative to the maximum number of vehicles authorised for a licence. Please note that this is a starting point only. The traffic commissioners will need to be satisfied that you are capable of exercising continuous and effective management of the transport operation (see below) and will consider each case on its facts and its own merits.
TM1G statutory guidelines for the number of hours transport managers should work
| Motor Vehicles | Proposed Hours (per week) |
| 2 or less | 2-4 |
| 3 to 5 | 4-8 |
| 6 to 10 | 8-12 |
| 11 to 14 | 12-20 |
| 15 to 29 | 20-30 |
| 30 to 50 | 30-Full Time |
| Above 50 | Full Time and additional assistance required |
Below is guidance information as to what the traffic commissioner is looking for.
Please give full details of the hours you will work in the relevant boxes on the form. If you will not be devoting the amount of time to the relevant licence(s) as shown in the table above, you should provide the traffic commissioner with a written explanation as to how you will carry out all your responsibilities effectively in the time allocated.
Your explanation should include how you will ensure the operation and management of the following
- Drivers administration – including the checking of drivers’ licences and driver CPC qualifications (DQC), ensuring that the retention ofDrivers administration – including the checking of drivers’ licences and driver CPC qualifications (DQC), ensuring that the retention of drivers hours records (no less than 12 months) and working time records (no less than 24 months) and both are made available upon request;drivers hours records (no less than 12 months) and working time records (no less than 24 months) and both are made available upon request;
- Drivers management – ensuring compliance with the driving hours rules (EU or Domestic Hours rules); that drivers record their duty, driving time and rest breaks; to download and store digital tachograph unit data (at least every 90 days) and from the drivers’ smart cards (at least every 28 days); ensuring that the following records are retained – drivers’ hours, Working Time Directive (WTD), and that they are available to be produced during the relevant period; to ensure that drivers are adequately trained and competent to operate relevant vehicles and equipment.Drivers operations – ensuring drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly and cross checked, and that drivers and mobile workers take adequate breaks and appropriate periods of daily and weekly rest;
- Drivers operations – ensuring drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly and cross-checked, and that drivers and mobile workers take adequate breaks and appropriate periods of daily and weekly rest;Vehicle management – ensuring that vehicles and trailers are kept in a fit and roadworthy condition, that defects are either recorded and repaired promptly and where not roadworthy are taken out of service; to make vehicles and towed equipment available for safety inspections, service, repair and statutory testing at the appropriate times and within the notified O-licence maintenance intervals; to liaise with maintenance contractors, manufacturers, hire companies as might be appropriate.
- Vehicle administration – including ensuring that vehicle maintenance records are retained for no less than 15 months, ensuring that vehicles are specified as required and that operator licence discs are current and displayed correctly; ensuring safe loading with appropriate indicators fitted, that tachograph calibrations are up to date and displayed, that there are up to date insurance certificates; a suitable maintenance planner is complete and displayed with preventative maintenance inspection dates at least 6 months in advance, to include the Annual Test and other testing or calibration dates;Licence administration – ensuring that the traffic commissioner is made aware of any relevant matters within 28 days including convictions and prosecutions of the transport manager(s) or drivers and also of my own resignation should I leave the employment of the operator.
- Vehicle management – ensuring that vehicles and trailers are kept in a fit and roadworthy condition, that defects are either recorded and repaired promptly and were not roadworthy are taken out of service; to make vehicles and towed equipment available for safety inspections, service, repair and statutory testing at the appropriate times and within the notified O-licence maintenance intervals; to liaise with maintenance contractors, manufacturers, hire companies as might be appropriate.
- Compliance systems – including details of training, management, monitoring and auditing showing the role you play including what authority you have for instance to review any shortcomings such as prohibitions and/or annual test failures. How do you ensure that relevant changes are notifibyith operator licence requirements?
- Licence administration – ensuring that the traffic commissioner is made aware of any relevant matters within 28 days including convictions and prosecutions of the transport manager(s) or drivers and also of my resignation should I leave the employment of the operator.
The Senior Traffic Commissioner has also identified some general indicators as to effective transport management which you should comment on:
- Knowledge and skills – which require more than just the formal qualification;
- Impact – where the individual CPC holder is recognised as a key person within the organisation so that s/he can influence decisions relevant to compliance and authority to deal with external contractors. Their position should reflect the professional and personal responsibility vested in the individual;
- Decision making – where the individual CPC holder is sufficiently close to drivers to be able to influence their behaviours and senior enough to influence the deployment of resources and to inform the decisions of the owner/directors/partners.
The above is not an exhaustive list. You should also include any further information which is relevant to the operation under your control. The traffic commissioner may also require information about the location of the operating centres for which you have a responsibility, and whether travelling time will have an impact on your ability to provide effective management. You should therefore also be ready to supply a breakdown of your working week, including details of visits to the operating centres and of travelling time, as this may be requested.
If you need help or would just like to have a chat, please do get in touch. We’re here to share the knowledge!
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