Jan
17
2014

Humanitarian Fleet Management Standards now available on our website

In the second half of 2013 Fleet Forum piloted the developed Humanitarian Fleet Management Standards and the self-assessment tool that helps to determine the current state of fleet management, both from a policy and procedure level as well as an actual implementation level. Both the Humanitarian Fleet Management Standards and the self-assessment tool are now available on our website.

Transportation is a cornerstone of aid and development programme delivery and is the second largest cost to the agencies. Aid and development fleets are used to monitor, coordinate, and execute last mile distribution of assistance. The costs that are involved in operating the agencies’ vehicles are enormous. Additionally, transportation has a direct impact on the environmental and safety aspects of aid and development programmes.

The implications of this for programmes generally include: death and injuries amongst staff and local communities, disruption to programmes due to lack of available vehicles or accidents, risk to reputation in terms of environmental and safety issues, unnecessarily high costs in terms of aged or oversized fleets, lack of economies of scale in procurement, and rising fuel consumption.  Fleet management performance across the aid and development sector is heterogeneous. Some perform well. Some have substantial room for improvement.

In answer to this Fleet Forum, supported by UPS, developed Humanitarian Fleet Management Standards for aid and development organisations to help improve current fleet management performance by reducing the number of road traffic crashes, reducing environmental impact, and improving efficiency and effectiveness in the programme delivery of the aid and development organisations. The ultimate objective is to allocate more resources to aid and development delivery.

From April to August 2013, the following tools were developed:

  • A set of fleet management standards, divided into basic, advanced, and professional standards;
  • A self-assessment tool for aid and development organisations that helps to determine the current state of fleet management, both from a policy and procedure level as well as an actual implementation level;
  • A Key Performance Indicator Benchmark system that includes metrics on cost efficiency, effectiveness, safety, and environmental impact.

The tools were developed based on good practices from the public and commercial transport sector and adapted to the operational environment of aid and development organisations with the input of organisations such as IFRC, WFP, Catholic Relief Services, Riders for Health, Oxfam GB, INSEAD, UNHCR, and World Vision.

In September 2013 Catholic Relief Services in East Africa started to use the self-assessment tool and the KPI Benchmark system. The self-assessment tool was used to define the current state of CRS’ fleet management and to identify gaps. Based on the gaps, an action plan was created that allows CRS to implement improvements in their fleet management. Currently CRS is also collecting data using the KPI Benchmark tool that will help them to identify trends in their fleet management and to put corrective actions in place if necessary.

The fleet management self-assessment tool and the KPI Benchmark tool are also extensively used in the Fleet Excellence Trainings that Fleet Forum is conducting. Participants in the training will have the opportunity to assess their organisation and to identify the gaps—as well as the actions to close the gaps. To date, fleet managers from 42 organisations have been using the Fleet Management Standards tools.

Download the Humanitarian Fleet Management Standards and the self-assessment tool here.