Tachofta. Legal requirements. What are the penalties for non-compliance? Delivering safe, efficient, sustainable logistics

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1 Tachofta FTA Ireland is involved in helping influence legislation, providing information and aiding members in remaining compliant. This experience has enabled us to develop a wide range of supportive products and services to help ensure operators have the right solution available to keep them compliant with the latest tachograph regulations. Whether you operate analogue, digital or mixed fleets, this brochure details the products and services available to meet your business requirements. Legal requirements It is vital that operators are fully aware of all the requirements relating to tachograph and working time regulations. Please refer to the Road Safety Authority (RSA) for a full list of the regulations. Under the rules operators must: download the data from the drivers cards (at least every 21 days) and vehicle units (at least every three months) be able to provide tachograph records to enforcement officers for the last 12 months be able to provide downloaded information (for digital records) in its raw format to an enforcement officer on request monitor drivers records and printouts. If there are breaches of drivers hours rules, the operator must address them and take steps to ensure they do not reoccur ensure tachographs are calibrated correctly in line with rules and by registered approved workshops only supply drivers with sufficient type-approved charts and tally rolls properly instruct drivers on the rules and their obligations What are the penalties for non-compliance? The maximum penalty for an operator or driver breaking the working time regulations is a e5,000 fine and up to six months in prison If an employer is convicted and continues to disobey the regulations they may be found guilty of a further offence on each day that the violation continues and will face a fine of up to e1,000 for each of these days Could your drivers be repeat offenders? The top five most common tachograph faults and infringements are: insufficient breaks in the working day insufficient breaks for cumulative driving unexplained gaps in entries misuse of the mode switch manual entries obscuring chart trace Data taken from FTA s tachograph analysis system Delivering safe, efficient, sustainable logistics

2 Analogue Tachograph Solutions For operators running a purely analogue or mixed fleet of vehicles there is a range of tachograph solutions to suit you. The diagram below shows the different combinations of products and services that you could choose for each stage of analogue tachograph data recording and analysing. FTA Ireland s Customer Data Upload (CDU) software will complement your operation by allowing you to upload data and scanned charts to FTA Ireland and control and monitor all data across your company. Collect the data Tachograph charts A range of charts is available through Shopfta. For details on the full range visit or call After data is recorded on the tachograph chart, FTA Ireland can analyse your charts and provide reports. The analysis options available are shown below Analysis and interpretation at your premises FTA Bureau Analysis postal service FTA Bureau Analysis scanner service Charts analysed by FTA Ireland on your site Send charts to FTA Ireland for analysis Send chart data to FTA Ireland for analysis via the internet See page 4 See page 5 Scanner see page 5 CDU software see page 6 FTA Ireland s drivers hours experts will visit you on-site and provide you with comprehensive reports helping you interpret any findings and discuss recommendations for compliance and improving efficiency Once sent to FTA Ireland for analysis, a wide variety of reports are available to you and can be sent by post, or available to download online Once scanned to FTA Ireland for analysis, the CDU software will allow you to view your data and merge analogue with any digital data. Various reports will then be provided to suit your operation See page 8 for information on the various reports FTA Ireland can produce

3 Digital Tachograph Solutions Since 1 May 2006, all new vehicles over 3.5 tonnes must be fitted with a digital tachograph. With the introduction of these vehicles, FTA Ireland has developed a wide variety of solutions. For operators running a digital or mixed fleet of vehicles, the diagram below shows the different combinations of products that you could choose for each stage of digital tachograph data recording and reporting. Collect the data Driver card/company card Vehicle unit After collecting data on the driver card and vehicle unit there are a variety of options available for downloading the data depending on your requirements see below Remote download/upload of data (via GPRS) Digipostpro (Digivu is included with the Digipostpro) or DLD VDO Remote Donloading Device Wide Range Tools for downloading data from driver cards Choice of 2: Shopfta Driver Card Reader (also available in a heavy based version) Premium Heavy Duty Driver Card Reader Manual download of data Tools for downloading data from vehicle units Choice of 3: Shopfta Vehicle Unit Download Device (VUDD) VDO Download Key II Digivu or Combined tools for downloading data from driver cards and vehicle units Choice of 3: Digifobpro Shopfta Combined Download Device Digivu This simple solution eliminates the need for downloading data onto a computer as it can be sent direct over a GPRS or mobile network to FTA Ireland Once downloaded onto the computer or laptop you can use the CDU software to view the data and upload to FTA Ireland for analysis. Alternatively, FTA Ireland s drivers hours experts can come to your premises, carry out analysis, provide reports and discuss recommendations and findings with management or drivers Analysis and interpretation at your premises Data analysed by FTA Ireland on-site FTA Bureau Analysis Data analysed by FTA Ireland Bureau On-site Compliance Service see pages 4 Bureau analysis see page 5 CDU software see page 6 Reports will be provided to you at your premises with an explanation of any findings and recommendations for compliance and improving efficiency A wide variety of reports are available to you and can be sent by post, or available to download online 3

4 On-Site Compliance Service FTA Ireland s On-site Compliance Service provides a range of flexible support packages designed to help you save time and money in running a well organised and compliant transport office. Our experienced compliance advisors can visit your premises at a frequency and time to suit you and conduct a variety of activities with the minimum amount of supervision or instruction. Whether you operate analogue, digital or mixed fleets and whatever the scale of your tachograph operation, one of our experienced compliance advisors can provide a half or full day visit to your premises to help free up any staff who are having to take time out of their day to administer your tachographs. Support solutions Our advisors are experienced in all areas of tachograph analysis, interpretation and administration and they can provide a range of support packages to suit your requirements, including the setting up and monitoring of: company driver management systems driver licence check systems training records chart administration systems digital card upload records In addition to setting up and monitoring your systems and procedures, our advisors also provide analysis of your charts and presentations to help ensure drivers understand the requirements of the drivers hours and tachograph regulations. Tachograph Analysis and Interpretation Our experienced advisors can visit you on-site and: provide analysis and interpretation of your tachograph data, incorporating all items laid down by RSA produce comprehensive reports highlight any infringements Benefits Reduces costs by eliminating the need to train or hire permanent staff for tachograph compliance Increases compliance with fully trained advisors carrying out procedures in line with the latest regulations Relieves workloads by freeing up your staff to concentrate on other work activities whilst remaining organised and compliant Provides flexibility through providing a choice of options to suit your operation provide the opportunity of discussing reports face-to-face The FTA Ireland Tachograph Analysis Service has been instrumental in maintaining our standard of compliance at the highest level. The integrated analogue and digital download facility gives fast, efficient monitoring of our drivers working hours. The reporting suites can be geared to individual needs and requirements, and the standard of support is excellent. The routine compliance visits are saving us time and keeping us focused on meeting our legal obligations under tachograph and working time regulations. John McEvoy Fleet Manager Kerry Foods

5 Bureau Analysis The analysis bureau team analyse over 20 million driver days every year. Once submitted the charts/data will be analysed and comprehensive reports will be produced to identify drivers errors and highlight any infringements. FTA Ireland can also provide training recommendations for your drivers to help rectify any potential problems and increase compliance and efficiency. FTA Ireland s tachograph analysis bureau analyses analogue tachograph charts and merges the resulting data with any digital data to provide one seamless comprehensive drivers hours report. A variety of methods can be used to submit charts and data to FTA Ireland for analysis, including the following. Analogue charts Posting to FTA Ireland in prepaid bags Scanning charts using the Shopfta scanner with Customer Data Upload (CDU) software Digital data Uploading direct to FTA Ireland via remote solutions such as the Digipostpro Uploaded via our CDU software Recent developments in the tachograph bureau mean that charts received by FTA Ireland in the post can be scanned in via our unique CDU software. This simple step allows for quicker analysis of charts due to the ability to zoom in to read data. In turn customers will also benefit from: a quicker return of charts the ability to view charts on their own CDU software less disruption as charts will not need to be returned for investigation the opportunity to use the scanned charts for driver training the ability to magnify the images for driver debriefings Scanner Service Charts can also be scanned to us from your office for analysis. By using Shopfta s scanner in conjunction with our CDU software, you will benefit from: Benefits Reduces costs as there are no incurred charges due to rescans, and postage of charts is prepaid by FTA Ireland Increases compliance with comprehensive reports highlighting any infringements or areas for improvement Provides peace of mind that your charts are being thoroughly analysed by drivers hours experts manually and as such all infringements, including manual entries, are reported on increased control of your charts as they never leave your transport office reduced turnaround time, due to eliminating the need to send charts in the post a more convenient and hassle free way of sending charts for analysis 5

6 Customer Data Upload Software FTA Ireland can provide you with Customer Data Upload (CDU) software which will enable you to upload digital data and scanned analogue charts to FTA Ireland to be analysed and merged with any further analogue data. The software will collate all the data from the drivers cards, vehicle units or scanned charts and will both store it on your computer and FTA Ireland s servers, as it uploads directly for report production and, where required, analysis. FTA Ireland can provide a complete solution once you have digital vehicles in your fl eet. Our fully trained compliance advisors will visit your premises to install software and hardware to suit your operational requirements. Advisors will then demonstrate equipment and train both drivers and administration staff how to use it. By using the CDU software, you can: control and monitor all data across your company s depots view and manage the expiry dates of driver licences and driver cards maintain your drivers and vehicles details view summary screens at a glance to pinpoint missing data distribute data via a network to multiple machines and run on Citrix add a week-long manual entry to conform with the 48-hour working time rule The CDU software is comprehensively designed for ease of use and is simply laid out with screens including the following. Driver Calendar Allows you to: see at a glance details regarding the management of the drivers compliance with drivers hours legislation view which drivers have uploaded their digital or analogue data and when view a breakdown of drivers activity for the day view driver statistics showing working time information view all infringements analysed by FTA Ireland input manual entries for working time, including the ability to add a weeklong manual entry to conform with the 48-hour rule keep notes for any day and any driver that can easily be seen and recalled at any time Vehicle Tab Allows you to: edit associated locations for reporting and benchmarking mark vehicles as hire vehicles view the date of the last uploaded fi le view vehicle inspection reports Home Page The home page displays important messages and highlights expiry dates of driver licences and driver cards at a glance. Drivers Summary View This screen displays a list of drivers by location for a period of two weeks and highlights any gaps in the data quickly and easily. Agency Driver Facility This allows you to: declare a driver as an agency driver to exclude them from regular driver and higher level reports pay only for the analysis of days the driver worked for you receive reports based only upon the data related to your use of the driver

7 Driver and Tachograph Systems Management Audit FTA Ireland s Driver and Tachograph Systems Management Audit provides authoritative and comprehensive checks on the systems you have in place to deal with driver management, drivers hours compliance and working time regulations. Whether you are running analogue, digital or mixed fleets, the audits can be tailored to suit your individual business requirements and detailed reports will be produced to show the efficiency and compliance of your systems and procedures. FTA Ireland s experienced compliance advisors carry out checks that follow the same structure as those carried out by RSA, therefore ensuring maximum compliance with the latest regulations. A typical Driver and Tachograph Systems Management Audit covers: checks on tachograph chart issue, return and storage checks on driver card and vehicle unit data downloading evidence of inspection and calibration planning checks that chart analysis systems are in place checks for adequate systems to deal with errors and infringements driver licence checks a review of driver training systems systems to monitor agency drivers expert on-site recommendations Driver CPC system checks Compliance Review FTA Ireland s experts are able to take a snap shot of your operation to assess how your systems are performing and how your operation is complying with regulations. This review will include recommendations to help improve your on-going compliance and efficiency. Ensuring compliance across your systems Audits covering more than just your tachograph systems are also available, carried out by our trained advisors and vehicle engineers. Reports are then combined with your tachograph audit and are presented as one document. Benefits Increases compliance by checking that your procedures follow the latest regulations and highlighting areas for improvement Provides peace of mind that the systems you have in place are audited in line with RSA recommendations Increases business efficiency by helping you to produce action plans for improving working processes and for driver development and training These audits could cover: driver management systems vehicle maintenance systems mechanical handling equipment systems 7

8 Management Reporting Whether you are operating analogue, digital or mixed fl eets or whether you choose on-site or bureau analysis, there is a variety of reporting solutions to suit you. A suitable reporting procedure is an important management tool as it will assist with driver management and vehicle utilisation and will enable fi ne tuning of operations to ensure compliance and business effi ciency. Reporting Gateway FTA Ireland s online Reporting Gateway is the ultimate tool for the management of your drivers hours and tachograph compliance. The interactive suite provides a range of reports that allow you to drill down from a high level overview of the company to compliance by depot and even to the daily detail of each individual driver. Starting with the company overview on the real-time dashboard, a range of high level reports are available which can then be broken down into numerous other reports for even greater detail. Reporting Gateway Benefi ts Online Interactive Reporting Saves time by providing you with a range of new reports that were previously unavailable and potentially being manually produced by your company with a real-time online service eliminating any delay in reports being sent to you on investigating infringements, by allowing quick drilling down through reports to the detail you need Reduces risk of infringements through quick and easy pinpointing of areas that require attention by highlighting drivers that need further training by improving understanding of reports through online explanation and support Prioritises business decisions by allowing for clear monitoring of the effectiveness of your compliance systems and procedures through easy identifi cation of the effectiveness of any training provided by enabling benchmarking against trends to highlight areas for company attention and improvement Provides fl exibility with the ability to export and manipulate the data at a detailed level through a choice of various levels of information including area, region or business unit, the ability to customise dashboard reports and set your own parameters by seamlessly merging analogue and digital data into one report Comprehensive overview leading to easy pinpointing of detail Infringement trend by company The real-time dashboard currently provides an overview of the reports that are available. Driver Upload Compliance Report Vehicle Download Compliance Report Infringement Categorisation Report Infringement Status League Tables Infringement Status Period Report Infringement Status Trend Report Graduated Fixed Penalty Exposure Report Infringement trend by depot Infringement trend by driver For more information on any of the services mentioned please call , info@ftai.ie or visit FTA Ireland Offi ce 5 Unit 104 Coolmine Business Park Blanchardstown Dublin 15 Telephone: Fax: Website: Registered in Ireland Number /CN