review date: 01 april 2021 rtsog 2 road … 2/rtsog 02...refresher frequency the bto safety passport...

FLEET OPERATIONS TRAINING

Revision Date: 1 March 2018

Review Date: 01 April 2021 RTSOG 2 ROAD TRANSPORT SAFETY OPERATION GUIDE

Engen Petroleum Limited Health, Safety, Environment and Quality Division Safety And Quality Centre of Excellence, Land Transport Safety

Engen Division: Supply and Operations

Procedure Title: Fleet Operations Training

Document Number: RTSOG 2

Next Revision Date: 1st August 2021

Role Review Team Members Designation Date Signature

Prepare Davina Sawoky HSE Advisor

Review Dale Braum RT Safety Specialist

Review W Murdzaffa B W Mahmud Head Land Transportation DBE

Review Sandra Redelinghuys COE : Manager Ops and Safety

Role Review Team Member Designation Date Signature

Approver





MODULE 2

FLEET OPERATIONS TRAINING 1. INTRODUCTION

A key aspect of safe Fleet operations is the personnel employed to perform the tasks associated with these

operations. Consequently, the selection, placement and training of these personnel are critical. Additionally, it

is important to monitor and assess performance of employees in performing these duties to determine refresher

training requirements and to identify behaviour and attitudes that are inconsistent with Engen expectations.

2. PURPOSE & SCOPE

This operation guide provides the procedures and tools required to select, place, train and monitor the

performance of Road Transport Contractor key personnel, including BTOs, which includes the following:

Fleet Management Skills and Knowledge Requirements BTO Recruitment Training Requirements BTO Training Checklist to include minimum induction training requirements and

refresher frequency The BTO Safety Passport Program BTO Competency Evaluation Program and Forms

The requirement stated in this module will take precedence if contradictory to PTS requirement.

3. EXPECTED RESULTS

Ensure that employees working in key positions meet minimum experience and training qualifications and that

personnel performance is regularly assessed for competency.

4. TRAINING CHART

4.1 Basic Knowledge and Skill Requirements Chart

This chart provides some basic knowledge and skill requirements for Fleet Management positions in Engen

and Road Transport Contractors. The requirement will be based on actual training or experience (on job

training).





KEY POSITIONS IN

ENGEN

Equivalent positions

may exist in the

Haulier’s

Organisation

Logistics &

Distribution Manager X X X X X X X X X X X -- X -- X X X X O

National Transport

Compliance Manager X X X X X X X X X X X X X X X X X X O

Transport Contracts

Manager X X X X X X X X X X X X X X X X X X X

Transport

Compliance Officer X X X X X X X X X X O X X X X X X O O

BTO Training

Manager X X X X X X X X X X X X X X X X X X X

Contractor Fleet

Management X X X X X X X X X X X X X X X X X O X

Driver Trainer X X O X O -- X O X X -- -- X X X X X - O

X = Skill Requirement (Minimum) -- = Not required for this position

O = Basic Knowledge Requirement

4.1.1 Skill Requirement (Minimum)

This is referring to the minimum training requirement that each personnel has to attend in order to perform

their job competently and effectively. In order to achieve a target of zero accident, it is crucial to have the

relevant knowledge and understand the basic of each subject matter.





4.1.2 Basic Knowledge Requirement

This is referring to training which is not compulsory to attend but good to have. A person may perform their

job better if they have additional knowledge on top of the core skills requirements.

4.1.3 Frequency of the refresher trainings

In order to maintain knowledge to be able to sustain good performance, it is essential to have ongoing and

refresher training. The table below provides an example of the frequency refresher training needs to be

conducted.

KEY POSITIONS

IN ENGEN

Equivalent

positions may

exist in the

Haulier’s

Organisation

Logistics and

Distribution

Manager

W

C

H

W

C

H

W

C

H

W

C

H

W

C

H

5

W

C

H

3 3 3

W

C

H

W

C

H

W

C

H

2

W

C

H

W

C

H

W

C

H

W

C

H

W

C

H

National Transport

Compliance

Manager

5 3 3 3 2

Transport

Contracts Manager 5 -- -- -- --

Transport

Compliance Officer 5 3 3 3 2

BTO Training

Manager -- 3 3 3 2

Contractor Fleet

Management 5 3 3 3 2

Note: i) Number in years, a refresher must attend. ii) WCH – When changes to policies/procedures

occur, refresher training is needed





I. Any changes to Law, facilities or equipment need to be evaluated to determine whether retraining of

personnel is required as a result of the change.

II. One purpose of the Behaviour Observation System (BOS) program is to identify questionable acts while

the BTO is performing an operation or a procedure. When a questionable act is identified, the root

cause should be analysed to determine if training is a root or contributing causal factor to the

questionable act. If training is identified as a root or contributing cause, the BTO should be scheduled

for refresher training in the specific area identified in the BOS.

III. Competency Evaluation Tests are intended to identify whether BTOs are competent in performing their

required tasks/duties. As with BOS, when questionable acts are identified, the root cause should be

analysed to determine if training is a root or contributing causal factor to the questionable act. If training

is identified as a root or contributing cause, the BTO should be scheduled for refresher training in the

specific area identified in the Competency Evaluation Form.

IV. Although, undesirable, incidents and significant near misses offer us an opportunity to identify potential

weaknesses in a BTO’s training or in our own training programs. When incidents are investigated, the

root cause should be analysed to determine if training was a root or contributing causal factor. If training

is identified as a root or contributing cause, the BTO should be scheduled for refresher training in the

specific area identified in the Incident Investigation.

4.2 BTO Training and Qualification Process Flow Chart

This chart shows the training that a driver need to undertake to become an Engen approved professional BTO.

There will be an induction period of 3 months after approval to drive, and this approval will come from Engen.

After which, post probation assessment and refresher HSE training should be conducted.





RTSMS Expectation

4.2.1 BTO Recruitment Process

Please refer to RTSOG 3. (BTO Recruitment) for further details. This process will take about 1 week to furnish. The applicant will undergo a Selection Driving Test to gauge level of capability to drive using the Practical Driving Test Form (please refer to RTSOG 3 under section 5.3). If the potential BTO achieves minimum acceptable score, the company may proceed with the next steps.

4.2.2 Initial Induction Training

Both skills below are deemed as essential to operational integrity and require a written and practical

testing certification and competency evaluation or assessment before the BTO trainee can be fully

qualified to continue.





CORE SKILLS are referring to all the critical trainings and skills needed to become an Engen Approved BTO.

This training should be completed within the first month of training and mostly will take place in a

classroom. The BTO trainee should not be allowed to drive or perform procedures while in this status.

SUPPORTING SKILLS is referring to additional skills a BTO need to ensure job perform competently and

effectively. This training should be completed within the second month of training and mostly involves

practical training where the actual training is being conducted and done by BTO trainee. The BTO trainee

is allowed to drive or perform procedures while in this status under supervision of driver trainer/mentor

driver

The BTO will undergo a Post Training Assessment to gauge level of understanding on the classroom and practical training attended using Smith System Competency Test Form in 2.4 below. After the BTO passes the test, he will then move to the probationary period

4.2.3 Probationary Period

Once the incumbent completes and passes the Post Training Assessment, he will be placed in a

probationary status for a period of not less than 3 months unless otherwise determined by Law.

During this probationary period, the BTO should:

Receive a temporary passport authorizing him to perform unsupervised driving, loading

and unloading for terminal access and identification.

Have a clean incident record (if BTO is involved in an incident, he will be counselled and

disciplinary matrix will be enforced)

Should have a clean traffic record (if BTO has a traffic offence, he will be counselled and

disciplinary matrix will be enforced)

Should not have any IVMS violations

Should NOT have any type of depot violations

4.2.4 RTSMS Expectation

Once BTO has passed the post probation assessment, BTO will then rewarded by a permanent Safety

Passport as a confirmation to become an approved Engen BTO. The assessment shall be conducted by

driver trainer to measure the BTO competency on the loading, driving and offloading using the BOS and

Smith System Competency Forms. BTO will then need to attend all HSE trainings and activities as required

in RTSMS training requirements





5. TRAINING FORMS AND CHECKLISTS

5.1 BTO Training Minimum Skills/Knowledge Checklist

The checklist below will assist trainer and Haulier to ensure the minimum skills and knowledge has been

transferred to driver before becoming a professional BTO.

1.0 Basic Knowledge and Core Skills (Minimum) Reference Status

1.1. Company Policies

1.2. Personnel Protective Equipment (PPE)

1.3. Vehicle Safety Features

1.4. Truck Driving License/ Dangerous Goods License

1.5. Smith's System Defensive Driving

1.6. Pre Departure Checklist

1.7. Route Hazard Mapping Procedures

1.8. Emergency / Oil Spill Response

1.9. Basic Fire Fighting

1.10. Incident Reporting Requirements

1.11. OTC/GPS Procedure

1.12. Documentation Handling

1.13. Speed Limit Guidelines

1.14. Customer Service

2.0 Supporting Knowledge and Skills

2.3. Basic Product Knowledge & SDS

2.5. Driver Manual

2.6. Switch Loading Procedures

2.7. Terminal Safety Program

2.8. Driver Fatigue Awareness

2.9. BTO Feedback Form

3.0 RTSMS Basic Knowledge

4.0 Loading and Offloading Procedures





5.2 BTO Recruitment Training forms

For all BTO Recruitment forms and further details, refer to RTSOG 03, BTO recruitment Procedure.

5.3 Approved Defensive Driving Training Competency Test Form

The form below shall be used to assess BTO competency on the defensive driving practice. Only trained and

certified Smith trainers are allowed to conduct the test.





5.4 Safety Passport

The Safety Passport will be awarded to BTO after BTO completes and passes the Post Probation

Assessment which will qualify him as a fully certified, Engen approved BTO

5.4.1 Safety Passport as Documents/Records

It is a mandatory document, which serves as both a record of an individual BTO’s vital

information and a record of his training accomplishments. The Safety Passport will be

the overall permission for a BTO to be able to drive Engen trucks and also operates into

any of Engen terminals.

5.4.2 Validation

The Passport is valid for one year and can be renewed annually based on completion of

required refresher training. BTO are not allowed to drive or enter Engen Terminal

without any valid Safety Passport.

5.4.3 Criteria

The safety passport will include the following sections:

Driver's picture and personal data.

"Basic Knowledge and Core Skills" training documentation.

"Supporting Knowledge and Skills" training documentation.

RTSMS Basic Knowledge

Loading and Offloading Procedures

"Specific Local or Special Procedures" training documentation.

Driver Award and Recognition Log

Qualification Certification listing tasks that the driver is qualified to perform. E.g.

Tank truck loading, LPG loading, etc.

D&A Certification record

5.4.4 Sample

The recommended "Passport" content and format are detailed on the following pages.





Page 1 and 2 of BTO Safety passport





Page 3 and 4 of BTO safety passport





Page 5 and 6 of BTO Safety Passport





Page 7 of BTO Safety Passport

5.5 Driver Performance Appraisal Form

In order to ensure continuous improvement of BTO performance it is important to provide regular

feedback to BTO. The following driver appraisal form and checklist is recommended to be

completed and shared with the BTO by the Appraiser. The Smith appraisal will form part of the

annual appraisal done on each BTO.

5.5.1 Appraisal Form as Feedback

The form is important to solicit the BTO’s feedback as well in order to determine the

effectiveness of RT Contractor and Engen own training and safety awareness programs

during the whole year period.





5.5.2 Frequency

The Appraisal Form needs to be completed and shared with BTO at least annually.

5.5.3 Completing the Form

In order to complete the form, the assessor needs to do the followings with the

BTO:

Agreed date and adequate time for the appraisal.

Input by the BTO to this process and his personal development plan.

Appraiser collates all relevant data and the BTO input form.

One to one appraisal interview between line manager and BTO

BTO personal development plan is agreed.

Performance appraisal documentation is signed by appraiser and BTO.

Copy of updated personal development plan provided to BTO.

All appraisal documentation filed in BTO’s personal file.

Summarize the main points discussed during the appraisal interview and include

items raised and comments made by the BTO.