VDO: making transport compliance manageable

By Categories: Commercial NewsPublished On: Tuesday 21 January 2025

VDO, Continental’s tachograph division, has offered advice for fleet operators on ways to help avoid being left overwhelmed by the requirements of transport compliance.

“Amongst all the responsibilities that fall under compliance, managing tachograph data is perhaps one of the most critical yet frequently misunderstood tasks,” said VDO.

“Failure to address key compliance requirements, such as tachograph data management, can result in fines, penalties, and unnecessary stress. Fortunately, leveraging effective systems and scheduling regular compliance checks can transform a daunting process into a streamlined routine.”

Adherence to tachograph and working time regulations ensures driver welfare, road safety, and operational integrity, says the company, whereas non-compliance can lead to financial losses, reputational damage, and potential legal consequences. Yet, with the right tools and processes, achieving compliance can be straightforward and manageable.

“Tachograph compliance relies heavily on accurate and timely reporting. VDO’s partner, Fleet Planner, have identified several critical reports that operators often overlook. These reports, when properly scheduled and reviewed, can safeguard your operations and ensure you’re prepared for any DVSA inspections.”

  1. Vehicle Driven Without Driver Card Report (aka Missing Mileage / Unaccounted Distance Report)

“This report verifies that all vehicle movements under tachograph hours are accounted for with driver cards,” said VDO. “It identifies instances where a vehicle has moved without a driver card inserted, which could raise red flags during an inspection. Ensuring this report is completed regularly allows operators to account for all movements and provide explanations if required. By addressing discrepancies proactively, you can prevent compliance breaches and maintain operational transparency.”

  1. Working Time Directive (WTD) Reports

“Working Time Directive Reports calculate drivers’ working hours during a given reporting period, including non-driving activities, manual entries, and pre-use walkaround checks. These reports ensure that drivers are operating within legal limits and that their working hours are accurately tracked. With WTD regulations designed to protect driver welfare and prevent fatigue, regular reporting is essential for both compliance and safety.”

  1. Driver and Vehicle Upload Reports

“Regularly downloading tachograph data from both drivers and vehicles is a legal requirement. The Driver and Vehicle Upload Report confirms that this data collection is occurring on schedule. Failure to download data in a timely manner can result in significant penalties. By automating this process through a system like VDO Fleet, operators can reduce the risk of oversight and ensure compliance is maintained effortlessly.”

  1. Driver Infringements Letter

While many operators generate infringement reports, not all process them effectively, says VDO: “These reports identify breaches of tachograph regulations, such as exceeding driving time limits or failing to take required breaks. It is critical to address these infringements through a robust disciplinary process and have drivers sign the reports to acknowledge the findings. This not only demonstrates compliance but also reinforces a culture of accountability within your organisation.”

  1. Vehicle Check Report

“Although more maintenance-focused, the Vehicle Check Report plays a vital role in compliance. It tracks the time drivers dedicate to walkaround checks and ensures these activities are accurately recorded by the tachograph. Walkaround checks are a legal obligation and an essential part of vehicle safety management. Regular review of this report ensures that your drivers are performing these checks diligently and that the data is logged correctly.”

In a busy business environment, says VDO, where time is often in short supply, automating compliance tasks can be a game-changer.

“Systems like VDO Fleet enable operators to schedule regular compliance reports, ensuring that critical information arrives on time without manual intervention.

“By setting up automated delivery of the above reports, you can save time [and] reduce the administrative burden by automating data collection and reporting processes.”

Enhanced accuracy is another benefit, says the company, allowing users to minimise the risk of human error by relying on system-generated reports. Meanwhile, compliance issues can be addressed proactively before they escalate thanks to the receipt of timely updates.

VDO gives the example of a case in which an operator has not scheduled their Missing Mileage Report, and a vehicle is found to have unaccounted movements during a DVSA inspection.

“Without a clear explanation, this could result in penalties and reputational damage. By simply automating this report and reviewing it regularly, the operator could have identified and addressed the issue in advance. This underscores the importance of regular reporting as a preventive measure.”

While reports form the backbone of compliance management, it’s equally important to adopt a holistic approach that includes training, communication, and technology integration, says VDO.

It advocates making transport compliance easier by investing in training to ensure teams understand the importance of compliance and how to use systems like VDO Fleet effectively – adding that training drivers on tachograph usage and regulations is particularly critical.

The firm also emphasises the benefits of maintaining open communication, and encouraging drivers to report issues or discrepancies promptly.

Tools like fleet management software can be used to centralise data, track key metrics, and streamline reporting processes, it adds, while compliance policies and procedures can be regularly reviewed to ensure they align with current regulations and industry best practices.

Periodic audits can also help identify gaps in compliance efforts and enable necessary adjustments, saving time and money in the long run.

www.fleet.vdo.co.uk