Task Monitor give you a complete birds-eye-view of all your driver task monitoring across the entire employee base. The system sits in the background and silently monitors all of your driver risk, employees reminder dates, renewals and refresher timescales and prompts drivers and managers when actions are due. It's important to adopt a system that can 'combine' all of these separate data sets into one central report for an accurate driver risk profile. The beauty of using the DrivingMonitor platform is that all your tasks & alerts are coming from the 'same' database so your risk assessments, DVLA licence data, training data, vehicle & accident data etc all plug into the central task engine.
Click to expand on each of the points below:
- Instant email/SMS alerts
The Risk Monitor module links automatically to the Task Monitor module, giving you access to all the rich features of the Tasks & Alerts already built in.
- Alerts on all risk assessment data
Ability to setup bespoke alerts on all parameters such as points on licence, hours worked in the day, specific areas of weakness (i.e. hazard perception) and gives you an instant view of a driver risk profile
- Alert future scheduling
Our system can also schedule alerts to be triggered at the correct future dates down the line. This means a driver can receive an alert 4 weeks before their refresher assessment is due or a manager could receive and alert if an assessment was X weeks overdue (i.e. for compliance monitoring).
- Total flexibility
The Task Monitor module has been continually developed since 2002 and has been built on a flexible platform. This means the system can be configured to suit you company structure and management hierarchy. Your specific settings can be modified to ensure the right people in your business are alerted to the key pieces of information at the 'right time'.
- Configure alerts at different levels
Department managers can receive alerts just about drivers within their department, but our alerts system is powerful enough to have alerts setup at branch and company level, so issues can escalate up through the management hierarchy. Managers can be setup at all levels allows your organisation to control access views
Our driver risk assessment module can build up a picture of your risk levels across your fleet of drivers. The powerful reporting tools allow you to spot trends and setup bespoke alerts.
- Instant reports available online
The Risk Monitor manager dashboards update in real-time allows you to view data as soon as drivers have entered it. Reports are built on-the-fly and can be run via the secure web portal or via the automated reporting service.
- Scheduled reports
The system can be configured to send out scheduled reports at your preferred frequency (every day/week/month etc), and these can be set up to be sent automatically to you managers within the business to update on progress.
- Report future scheduling
If reports are configured to be scheduled for repeat patterns the system automatically updates the status of risk levels and flags any potential problems when key dates/events are triggered - showing an exception on the dynamic report.
- Configure reports at different levels
Divisional managers can receive reports just about drivers within their division, but our reports system is powerful enough to have reports setup at branch and company level, so issues can escalate up through the management hierarchy. Managers can be setup at all levels allows your organisation to control access views
- Increase visibility and updates
Instance access to the driver risk profile gives managers a up-to-date view as it happens. So if an event comes in to the system (such as an automatic DVLA licence feed or accident data) the drivers' risk profile is instantly updated - and you can trigger alerts to notify you of this change.
- Seamlessly integrates with telematics
If we are integrating a telematics option your driver risk profile can be updated daily from the real-time data being fed from the vehicle - and real-time alerts can be generated for dangerous driving behaviour. So if a driver is showing risk driving as part of the telematics data the Risk Monitor tool updates accordingly and can alert drivers/managers with a new risk level and potential interventions.
- Get results fast
Within seconds of a driver completing their risk assessment our system updates giving you a full report and and instant alert.
- Bespoke interventions based on risk
Our system uniquely targets the area of weakness that the risk assessment exposes. So if a driver show a weakness in hazard perception or the road traffic laws for example they are given bespoke eLearning or potential practical training based on their risk level and areas of weakness.
- No 3rd party involved in data processing
It's important you check when looking at digital risk assessment services that your potential supplier is not 'outsourcing' their web platform to a 3rd party. Also ensure if you are being sold an integrated service that this is not coming from another provider in the background as this will add to the number of parties in the chain accessing your employee data. The best option is to deal with a total solution direct supplier such as DrivingMonitor.
- Ensuring the right levels of data protection
As employees and businesses become more conscious of Data Protection it's important you partner with a company that solely handles the data in a secure data centre, and that they are ISO27001 registered.
- Unprecedented Data Security
Utilising our secure 'dedicated' servers, your data is managed with the highest levels of security. We operate to ISO 9001 & ISO 27001 levels of data security and we're also registered under the DPA with the Information Commissioner.
Why do I need reminders?
You could try to create a system yourself using diary alerts, reminders or calendar notes. Then you would need to chase up all employees about each individual task as it occurs throughout the year - year-in-year-out across the entire company. With Task Monitor you can relax and let the system do all of the hard work for you.
A few examples of reminders you would need to cover are:
- Refresher risk assessments to ensure you're covering your duty-of-care as these need to be done at least annually
- Reminders on driving licence photocard expiry dates
- Alerts for Tax, Insurance and MOT renewals (don't forget tax can be monthly, bi-annually or annually)
- Outstanding training reminders on upcoming or overdue training
- Vehicle checks reminders (for commercial vehicle safety checks)
- Reminders on vehicle service dates
Read more about reminder frequencies...
It's important to develop a strategy around how and when you remind employees and managers about tasks which are due. DrivingMonitor has a simple online solution to help you establish which employees do/don't drive as part of their work-related activities. Our simple 'online driver declaration' is utilised by tens of thousands of drivers every year. This gives you a fully auditable database of employees who do/don't drive which can be updated by the employee should their circumstances change.
The system then stores all renewal dates from when the employee starts their first risk assessment - and then everything runs in the background from that point onwards - simple.
Regular reminders with automatic frequencies
An example of a refresher policy based on risk levels:
- Low risk drivers = assess every 18 months
- Medium risk drivers = assess every year
- High risk drivers = assess every 6 months
This means you are targeting the Medium/High risk drivers to manage their risk more pro-actively and reduce their risk levels at a quicker pace.
Should I use integrated reminders?
It’s common for a company to attempt to create internal procedures to keep track of important dates such as insurance document renewals, or driving licences checks. What starts out as a small admin task can quickly turn into a whole range of dates to juggle for every employee throughout the whole year. You'll need to consider the whole driver risk management life-cycle.
Only by cross-referencing the data gathered by risk assessment with the DVLA checks with other driver risk factors can you fully cover the company duty-of-care obligations (HSE's guidelines) which are:
See why companies choose integrated reminders...
Dig a little deeper...
When researching suppliers for a driver risk management package - ensure you get a 'full' demo of the system and ask questions such as:
- Does your system have built-in auto alerts which are configurable (task settings)
- Is this system fully integrated into the DVLA service or do you use a 3rd party for other systems? (i.e. will my employee data be shared across multiple companies?)
- Are you the main developers of this system or have you simply white-labelled a 3rd party supplier solution and if so who actually holds the data?
- Does the reminder system alert across all areas of risk such as assessment data link with accident, licence, vehicle and training data?
- Can I see management dashboards with real-time data?
- Is this system flexible/extendable (i.e. are you in control of bespoke development/adaptations and can we grow with you?)
- Can the system send email/SMS/dashboard alerts?
Driving is one of the greatest risks our staff encounter at work, and we needed a means of monitoring current standards, and competency, to determine immediate and future training needs. Driving Monitor is a product that gives us both.
Dave Nicholls, Company Safety Advisor - EDF Energy