procedure for the use of telkom logo vehicles used by ... · 14.1 procedure.....30 14.2 parking...

Procedure

Procedure for the use of Telkom Logo Vehicles used by Telkom Employees

Telkom wide

Document No.: PR-PB0003 Version: 2.0 E-Dox System Number: CTO-004698

NIP: Network Infrastructure Provisioning (NPM)

- For Telkom Use Only - Proprietary And Confidential Company Information

Authorisation date: 2012-06-20

Author/Compiler: J.F. Kleynhans of 38


Document Number: PR-PB0003 E-Dox System Number: CTO-004698

Compiled by:

J.F. Kleynhans

Authorised by:

Managing Executive - Alphonzo Samuels

NIP Network Infrastructure Provisioning

Version: 2.0 Domain:

PB

Repository:

E-Dox System

Documentation Template:

TE-CM0001 Version 4 (Document Management use only)

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CHANGES SINCE LAST VERSION Web Address

Document Title Procedure for the use of Telkom Logo Vehicles used by Telkom Employees

The applicable changes to the document

Document Number: PR-PB0003 Version number 2.00.00

Change requested by: Hans Kleynhans

Changes validated by: Name Designation

Document co-ordinator: Sabina Swiatko Network Infrastructure provisioning

Contact number: 012 311 2059

SUMMARY OF CHANGES

Document Authorisation date (Previous release): Author/Compiler:

Section: Domain:

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TABLE OF CONTENTS 1 INTRODUCTION...................................................................................................................................... 5

1.1 Scope ....................................................................................................................................................... 5 2 REFERENCE DOCUMENTATION .......................................................................................................... 5

2.1 Applicable documentation ........................................................................................................................ 5 3 DEFINITIONS, INTERPRETATION AND ACRONYMS .......................................................................... 5

3.1 Definitions ................................................................................................................................................ 5 3.2 Interpretation ............................................................................................................................................ 7 3.3 Acronyms ................................................................................................................................................. 7

4 USE OF VEHICLES ................................................................................................................................. 7 4.1 Purpose for utilising Vehicles ................................................................................................................... 7 4.2 Who can use Telkom Logo Vehicles........................................................................................................ 7 4.3 Authority to drive ...................................................................................................................................... 8 4.4 Drivers licence .......................................................................................................................................... 8

5 UNAUTHORISED USE OF VEHICLES ................................................................................................... 9 5.1 Non adherence......................................................................................................................................... 9 5.2 Assisting members of the public .............................................................................................................. 9 5.3 Unauthorised passengers ........................................................................................................................ 9

6 UTILISATION OF VEHICLES ................................................................................................................ 10 6.1 Trip planning .......................................................................................................................................... 10 6.2 Non availability of Vehicle ...................................................................................................................... 10 6.3 Acceptable utilisation (parameters)........................................................................................................ 10 6.4 Reports ................................................................................................................................................... 11 6.5 Regular cleaning .................................................................................................................................... 11 6.6 Inspection of Vehicles ............................................................................................................................ 11 6.7 Maintenance and services ..................................................................................................................... 12 6.8 Breakdowns ........................................................................................................................................... 12 6.9 Vehicle abuse......................................................................................................................................... 13

7 SAFEGUARDING OF VEHICLES, MODIFICATIONS, ACCESSORIES, ALL EQUIPMENT, MATERIALS, FUEL CARD AND KEYS ................................................................................................. 13

7.1 Safeguarding .......................................................................................................................................... 13 7.2 Obstructing traffic and public ................................................................................................................. 14 7.3 Storage of equipment and valuables in a Vehicle .................................................................................. 14 7.4 Observation of surroundings and workplace ......................................................................................... 15 7.5 Driver awareness ................................................................................................................................... 15 7.6 Securing of ladders and masts on ladder racks ..................................................................................... 15 7.7 Fuel card ................................................................................................................................................ 17 7.8 Driver Identification Tag ......................................................................................................................... 17 7.9 Vehicle and Modification keys ................................................................................................................ 18 7.10 Glass claims ........................................................................................................................................... 18 7.11 Telkom Equipment ................................................................................................................................. 19 7.12 After hours parking ................................................................................................................................. 19 7.13 Storage and/or parking of Modifications ................................................................................................ 19 7.14 Tracking of Modifications ....................................................................................................................... 20 7.15 Hummel connector ................................................................................................................................. 20

8. VEHICLE MANAGEMENT EQUIPMENT .............................................................................................. 22 8.1 Features of the VTMS ............................................................................................................................ 22 8.2 VTMS operational procedure ................................................................................................................. 22 8.3 Telkom driver training information.......................................................................................................... 23

9 CALL CENTRE ...................................................................................................................................... 23 10 VEHICLE ACCIDENTS .......................................................................................................................... 23

10.1 Responsibility of Telkom drivers ............................................................................................................ 23 10.2 Actions in respect of accidents .............................................................................................................. 24 10.3 Accidents with injuries ............................................................................................................................ 24 10.4 Accidents with no injuries ....................................................................................................................... 25 10.5 Details to be collected at the scene of the accident............................................................................... 25 10.6 Inquests, civil claims and criminal proceedings arising from accidents ................................................. 25

11 OBTAINING VEHICLES ........................................................................................................................ 25 11.1 Vehicle requirement/s ............................................................................................................................ 25

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11.2 Additional Vehicles ................................................................................................................................. 26 11.3 Ad-hoc Vehicles ..................................................................................................................................... 26 11.4 Vehicle and Modification termination ..................................................................................................... 27 11.5 Accessories ............................................................................................................................................ 27 11.6 New Vehicle replacement/s ................................................................................................................... 28 11.7 Transferring a Vehicle ............................................................................................................................ 28

12 GENERAL .............................................................................................................................................. 28 12.1 Towing with Vehicles ............................................................................................................................. 28 12.2 Utilising electrical power sourced from Vehicle ..................................................................................... 29 12.3 Copper/Optic vehicle power supply ....................................................................................................... 29 12.4 Modifications, auxiliary items and accessories fitted to Vehicles .......................................................... 30

13 GENIVA WEBSITE ................................................................................................................................ 30 13.1 Compliance and validation ..................................................................................................................... 30

14 TRAFFIC FINES .................................................................................................................................... 30 14.1 Procedure ............................................................................................................................................... 30 14.2 Parking Fines ......................................................................................................................................... 31

15 ATTENDING TRAINING (CFL) .............................................................................................................. 31 15.1 Transport ................................................................................................................................................ 31

16 FLEET STAFF DEBTORS ..................................................................................................................... 32 16.1 Purpose .................................................................................................................................................. 32 16.2 Establishing liability ................................................................................................................................ 32 16.3 Amounts payable ................................................................................................................................... 32 16.4 Payment options .................................................................................................................................... 33 16.5 Accounting procedures .......................................................................................................................... 34

17 CONTACT NAME(S) ............................................................................................................................. 34 18 ANNEXURES ......................................................................................................................................... 35

Annexure A: Inspection record for vehicles .................................................................................................... 35 Annexure B: Confirmation of Fuel Transactions ............................................................................................. 36 Annexure C: Permission to park a Telkom Logo vehicle at other premises ................................................... 37

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1 INTRODUCTION

The entire Telkom fleet of vehicles were outsourced to a Service provider in March 2000, and the objectives of this outsourcing were to:

a. ensure a total management solution of the fleet, including aspects such as fuel management, maintenance and detailed management reporting;

b. achieve a cost reduction in the current fleet expenses; c. increase efficiency; and d. improve utilisation of the fleet.

Telkom is responsible to manage and control the vehicle fleet in accordance with the requirements set out in the Service Level Agreement ("SLA") between Telkom and the Service Provider. Cognisance must be taken of the fact that this SLA is a legal binding contract between Telkom and the Service Provider. If Telkom does not comply with its obligations in terms of the SLA it could have a significant detrimental financial and operational impact on Telkom and could furthermore have a negative impact on the relationship between Telkom and the Service Provider.

1.1 Scope

This document serves as a guideline to all Telkom employees making use of Telkom Logo Vehicles and further aims to ensure that all Telkom employees operate and perform within the set parameters as stipulated in this document, which has been aligned with documents indicated in Par. 2.1.

2 REFERENCE DOCUMENTATION

2.1 Applicable documentation

Telkom Transport Code (PO-PB0001), version 12. Website: http://www.procurement.webfarm.telkom.co.za/OutsourcedEntities/Documents/Transport%20Code.pdf

Guideline GL-OH0004 for the Safe Transportation of Personnel and Equipment. Website: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000004

Guideline GL-OH0046 for Safety at Road works in Urban Rural Areas. Website: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000044

Methods and Procedures for interchangeable canopy concept (“SWAP BODY”) PR-PB0001. Website: Welcome to the Telkom Procurement Services website.

Business Code of Ethics (HR1000). Website: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=HR-000442

Dispatch from home concept: Website: http://165.143.254.103/NFO/DispatchFromHome/Menu/Menu.aspx

Driving Chassis cab without the modification/swap body. http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000466

3 DEFINITIONS, INTERPRETATION AND ACRONYMS

3.1 Definitions

http://www.procurement.webfarm.telkom.co.za/OutsourcedEntities/Documents/Transport%20Code.pdf

http://www.procurement.webfarm.telkom.co.za/OutsourcedEntities/Documents/Transport%20Code.pdf

http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000004


http://www.procurement.webfarm.telkom.co.za/debis_Procedures.asp

http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=HR-000442

http://165.143.254.103/NFO/DispatchFromHome/Menu/Menu.aspx


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“Additional Vehicles” means your requirements for Vehicles in addition to all those Vehicles already under your control and paid for via the relevant Cost Centre.

“Ad-hoc Vehicles” means short term leased Vehicles that are made available by the Service Provider, on request, to Telkom for a period of not less than one day.

“Base Requirement Number”

means the number allocated by the Service Provider for the tracking of Vehicles and/or Modifications on lease by Telkom.

“Call Centre” means the call centre established,operated and managed by the Service Provider.

“Driver Identification Tag (DIT)

means the Telkom Driver Identification Tag that is used to start a Vehicle and to identify the specific Telkom driver of a particular Vehicle at any given time.

“Equipment” means any tools, testers, ladders, materials, lap top and fire extinguishers owned by Telkom.

“Faults” means any defect in any vehicle including without being limited to, any mechanical or electrical fault (e.g. flat batteries, burst tyres, etc.).

“GENIVA” means the General Invoice Validation System used by Telkom to validate monthly invoices billed against Cost Centres and also used by the Cost Centre owners to manage their costs allocated for the usage of Vehicles as well as other Vehicle related transactions such as requests for lease terminations, transfers and ad hoc requests, etc.

“IPP” means the Telkom Incident Prevention Plan for Occupational Safety, Health and Environmental Management. The IPP may be accessed on web address: http:// SHE IPP.

“MACC” means the Motor Accident Call Centre where risk related incidents are reported.

“Modifications” means any canopy or similar attachment to the Vehicle which is interchangeable between all light commercial Vehicles and any fixture or fitting fitted into or attached to such canopy or similar attachment.

“Promoter” means, a person performing supervisory functions and responsible for subordinates reporting to him/her within a division or section.

“Push Principle” means the current Vehicle to be replaced and/or substituted with a replacement Vehicle within the same Vehicle category, but not necessarily of the same make and year model of the current Vehicle.

“SAPS” means the South African Police Services.

“Service Provider” means , the fleet company with which Telkom has concluded a Service Level Agreement for the supply of the Vehicles on a full maintenance lease and fleet management services basis.

“TARPS” means the Telkom Assets and Revenue Protection Services.

“Telkom driver” means any Telkom employee, agent or sub-contractor who is authorised by Telkom Management to drive a Vehicle, provided that he is the holder of a relevant and valid driving licence issued in terms of the provisions of the National Road Traffic Act and regulations; and has been trained to operate such Vehicle and its accessories by the Service Provider.

Telkom Logo Vehicle means any vehicle that is leased by Telkom from the Service Provider, which is utilised by a Telkom driver for official Telkom duties.

“Telkom Management” means a Telkom employee who is authorised in terms of Telkom’s official delegation of authority to grant approval as stipulated in this document.

“Vehicle Tracking Monitoring System" ("VTMS”)

means the on board computerised monitoring device that is fitted on all Vehicles to manage the daily vehicle operations.

http://www.she.webfarm.telkom.co.za/

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3.2 Interpretation

3.2.1 In this document, unless the context requires otherwise: -

a. words importing any one gender shall include the other gender; and b. the singular includes the plural and vice versa.

3.2.2 A reference to any statutory enactment shall be construed as a reference to that enactment as amended or re-enacted or substituted from time to time.

3.3 Acronyms

a. AOD - Acknowledgment of Debt b. CFST - Cross Functional Sourcing Team c. CFL - Centre For Learning d. EMS - Environmental Management System e. GVM - Gross Vehicle Mass f. IPP - Incident Prevention Plan g. M&P - Methods and Procedures h. MUP - Managing Unsatisfactory Work Performance i. OEM - Original Equipment Manufacturer j. OHSA - Occupational Health and Safety Act 85 of 1993 k. SAPS - South African Police Services l. SHE - Safety, Health and Environmental Management m. SLA - Service Level Agreement n. SPM - Service Provisioning Manager o. VTMS - Vehicle Tracking Monitoring System

4 USE OF VEHICLES

4.1 Purpose for utilising Vehicles

4.1.1 Vehicles may only be used for official Telkom business as outlined in Par. 4.1.2 indicated below and may under no circumstances be used for private or any other purposes.

4.1.2 Official Telkom duties consist of the following:

4.1.2.1. dut ies as out lined and contracted in the relevant job descript ion document of the Telkom employee;

4.1.2.2. dut ies integrally related to Telkom’ s business as per w rit ten instruct ion from the Promoter; and 4.1.2.3. w here such dut ies are performed:

a. within the agreed official working hours; b. as per approved overtime quotas; c. as per approved shift work or flexible work week; d. whilst on official standby; and/or e. during emergency situations for example network restorations.

4.2 Who can use Telkom Logo Vehicles

4.2.1 Only Telkom employees in possession of a valid driver licence and issued with an approved personal Driver Identification Tag may drive vehicles. The Driver identification Key is dealt with in Par. 7.8

4.2.2 Telkom employees may not be transported in Telkom Logo vehicles unless authorised in writing by Telkom Management. This authority will only be granted for the execution of official Telkom duties as stipulated in Par. 4.1.

4.2.3 Under certain circumstances, Telkom-appointed agents and sub-contractors may make use of Telkom Logo vehicles, provided this is to carry out official Telkom business and the contract between Telkom and its appointed agent or sub-contractor provides for this facility.

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4.2.4 Under certain circumstances, permission need to be obtained from Telkom Management to permit Grade M6 or S6 levels or any employee receiving a car allowance to make use of Telkom Logo vehicles to carry out Telkom official duties. An example is visits to remote areas that are not easily accessible by using a sedan vehicle. In this case, permission may be granted to use a suitable Telkom Logo vehicle for the period necessary to carry out official Telkom duties. The Telkom employee must abide by all the provisions of the Transport Code and must be trained to operate the specialised vehicle and its accessories. The first option should be for a Grade M6 or S6 employee to accompany the technician.

4.3 Authority to drive

4.3.1 Telkom Management may only authorise a Telkom employee to drive a Vehicle under the following circumstances:

4.3.1.1 for official Telkom business; and

4.3.1.2 if he has a valid drivers licence; and

4.3.1.3 if he does not suffer from any condition that may be seen as a risk to himself, his passengers and other road users. These include, but are not limited to;

a. epilepsy b. dizzy spells or fainting attributable to any cause whatsoever; c. conditions affecting muscle co-ordination; d. diabetes mellitus; e. poor eyesight that cannot be corrected by wearing spectacles or contact lenses; f. any reason or illness which may lead to him being unable to drive effectively or control a motor

vehicle; g. addiction to the use of a sedative which has a narcotic effect, and/or using medication with alcohol

that leads to drowsiness; h. the use of intoxicating liquor or a drug that has a narcotic effect; i. high blood pressure (hyper tension).

4.3.2 A Telkom employee in possession of a certificate from a registered medical practitioner stating that he is occupationally fit to drive a motor vehicle may be granted permission to drive a Telkom Logo Vehicle. This is however at the discretion of Telkom Management and subject to non-use of intoxicating liquor or a drug that has a narcotic effect

4.3.3 Medical testing is regulated by section 7 of the Employment Equity Act. Medical testing of an employee is prohibited unless;

a. legislation permits or requires testing or’; b. it is justifiable in the light of medical facts, employment conditions, social policy, the fair distribution of

employee benefits or the inherent requirements of a job. c. registered, Telkom-approved medical service provider conducts such examination.

4.3.4 It is the responsibility of the Telkom employee to ensure that he is healthy and fit to drive

4.4 Drivers licence

4.4.1 Each Promoter must ensure that: a. each Telkom driver under his supervision is in possession of a valid credit card type driver’s licence or

such other driver’s licence as may be required under applicable legislation from time to time and captured on the SAP system.

b. the validity of such drivers licence has not expired or been revoked; c. the drivers licence code is applicable to the type of vehicle driven by the Telkom driver; and d. the drivers licence specifies no restrictions preventing the Telkom driver from driving a vehicle.

4.4.2 The driver must inform the supervisor of any infringements or violations against his license.

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4.4.3 Failure to adhere to the provisions contained in Par’s 4.1, 4.2 and 4.3 will invalidate insurance cover and will result in the risk of the Telkom driver facing claims against him in his personal capacity.

4.4.4 In addition, non-compliance with any of the provisions contained in Par’s 4.1, 4.2 and 4.3 will result in the Telkom employee not being permitted to drive a Vehicle.

4.4.5 In the event that a Telkom employee requires a vehicle to perform his duties in terms of his job description, non-compliance with the requirements stipulated in Par. 4.3 will result in unsatisfactory work performance of the said Telkom employee. The relevant Promoter must in these circumstances follow the applicable Management of Under Performance (MUP) process and take corrective actions to address and rectify the unsatisfactory work performance.

5 UNAUTHORISED USE OF VEHICLES

5.1 Non adherence

5.1.1 Telkom employees who use Telkom Logo vehicles for any purpose other than those stipulated in Par. 4.1 of this document and/or the Transport Code will be subject to disciplinary and/or legal action, and could be held responsible and liable for the following:

a. all expenses of whatsoever nature incurred by Telkom as a result of the unauthorised use of the Vehicle; and

b. all expenses of whatsoever nature incurred by the Service Provider as a result of the unauthorised use of the Vehicle;

c. all losses or damage from and to the Vehicle.

5.2 Assisting members of the public

5.2.1 Telkom employees may under no circumstances transport any injured person and/or unauthorised passenger in a Telkom Logo vehicle as defined in Par. 5.3.1 to a medical emergency facility or residence of any nature, except where legislation compels them to do so.

5.2.2 Telkom employees may under no circumstances use Telkom Logo vehicles to assist members of the public including the pushing or towing of any motor vehicle and/or providing transport to any member of the public.

5.2.3 Failure to adhere to any of the abovementioned provisions will result in the Telkom employee facing disciplinary action as well as the risk of third party claims against him in his personal capacity.

5.3 Unauthorised passengers

5.3.1 An unauthorised passenger is:

a. any member of the public including without limitation any family members of the Telkom driver; b. any Telkom employee, unless authority to transport such Telkom employee is granted as set out in

Par. 4.2.2.

5.3.2 Persons defined under Par. 5.3.1 may under no circumstances be transported in a Telkom Logo vehicle.

5.3.3 An indemnity document will not be regarded as a means to indemnify the Telkom driver or any other third party from risk of injuries or loss of personal belongings incurred when driving or being driven in a Vehicle during the course and scope of his duties.

5.3.4 Apart from disciplinary or other legal action against a Telkom driver who transports unauthorised passengers, the Telkom driver also risks facing claims against him in his personal capacity, made by such passengers or their next of kin. Should such Telkom driver be involved in an accident as a result of his sole or contributory negligence wherein those unauthorised passengers are injured or killed, Telkom accepts no responsibility or liability for any third party or other claims made by unauthorised passengers or their next of kin.

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6 UTILISATION OF VEHICLES

6.1 Trip planning

6.1.1 In terms of the SLA between the SP and Telkom pays per kilometre usage of the Vehicle. The fee paid by Telkom is based on an average of 1600 km’s travelled per Vehicle per month, and exceeding this threshold will result in additional excess kilometre fees. The following criteria must be considered by Telkom drivers when utilising Vehicles:

a. Shortest route: Telkom drivers must take the most direct and shortest route from one point to another to limit kilometres travelled.

b. Job scheduling: The Promoter and/or Telkom centre handing out various tasks to operational staff must endeavour to hand out these tasks as close as possible to the current location of the operational staff member who utilises a Vehicle.

c. Material planning: Telkom operational staff and Promoters must ensure that sufficient material is on board the Vehicle to cater for the scheduled task/s to be executed in order to eliminate unnecessary trips back to the Telkom centre/depot.

6.1.2 The VTMS system is available and can be used to monitor and route planning etc.

6.2 Non availability of Vehicle

6.2.1 The Service Provider will provide a similar or better replacement Vehicle under the following circumstances:

a. Breakdown: The Service Provider will endeavour to repair a Vehicle at the roadside within (1) one hour of the Service Provider arriving at the breakdown site. Should the Service Provider be unable to repair the Vehicle within (1) one hour at the roadside, the Service Provider will tow the Vehicle from the breakdown site. The Service Provider then has (4) four hours to repair the reported defects. If the Service Provider is unable to repair the Vehicle within the (4) four-hour period a replacement Vehicle will be provided. Also refer to Par.6.8

b. Unroadworthiness: When a Vehicle is not fit to be used on public roads and the Vehicle cannot be repaired within (1) one hour, a replacement Vehicle will be provided.

c. Scheduled services: These will take place as per the service intervals prescribed by the OEM. The Service Provider will provide a replacement Vehicle when collecting the current Vehicle.

6.2.2 Promoters must report any non-compliance with the above guidelines to the Procurement Client Call Centre on 0800 00 4713.

6.3 Acceptable utilisation (parameters)

6.3.1 Although the Service Provider will ensure the proper use of Vehicles, it is also in the best interest of Telkom that each Vehicle is optimally utilised. The Service Provider will provide vehicle management information to Telkom to monitor the vehicle utilisation effectively.

6.3.2 Promoters must monitor the vehicle utilisation reports within their particular divisions and identify Vehicles that are considered underutilised by means of the following parameters;

a. Travels less than 21 days per month b. Travels less than six hours per day and c. Less than 1400km’s per month.

6.3.3 The option to utilise an Ad-hoc Vehicle as and when required should be considered in cases where Vehicles have been identified as underutilised.

6.3.4 When measuring Vehicle utilisation Promoters must:

a. ensure that official duties are adhered to as stipulated in Par. 4.1; b. eliminate non-adherence as stipulated in Par. 5.1; c. optimise trip planning as stipulated in Par. 6.1.

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6.4 Reports

Refer to briefing document to obtain understanding of the purpose of the different reports and the impact it might have on the business from:

Procurement website at: http://www.procurement.webfarm.telkom.co.za/debis_Reports.asp

6.5 Regular cleaning

6.5.1 The Service Provider will appoint car wash merchants to wash the outside of the Vehicle and the Modification and clean the interior of the Vehicle (2) twice a month.

6.5.2 The details of the Service Provider’s appointed car wash merchants are available from the Procurement website at: http://www.procurement.webfarm.telkom.co.za/debis_Reports.asp

6.5.3 In order not to impact on operational time that is lost whilst washing the Vehicles it is imperative that Promoters ensure that the car washes are reasonably spread, and properly scheduled. As far as operationally possible, car washes should also not be allowed over weekends or during times when Telkom drivers are paid overtime.

6.5.4 Vehicles may not be washed at Telkom premises, in public and at car wash merchants not authorised by the Service Provider.

6.5.5 The Telkom driver is responsible to ensure that the interior and exterior of the Vehicle and all modifications and accessories are kept clean and tidy at all times.

6.5.6 Telkom petty cash or the fuel card may not be used to clean, wash or valet the Vehicles and/or Modifications and accessories.

6.5.7 The vehicle is considered a workplace and therefore all workplace regulations will apply; no smoking, drinking, eating, etc.

6.6 Inspection of Vehicles

6.6.1 The Telkom driver must inspect the Vehicle on a monthly basis and for this purpose must utilise the vehicle inspection record (Annexure A hereto):

6.6.2 Promoters must ensure that regular monthly inspections are performed by the Telkom drivers under their supervision and that the Vehicle is roadworthy and kept in good working order. The promoter must retain the vehicle inspections and ensure that all deficiencies recorded are rectified. The vehicle inspections must be retained for a minimum of 3 months.

6.6.3 The Telkom driver must perform a daily pre-trip routine assessment on the Vehicle prior to commencing his duties by observing the following:

a. all fluid levels i.e. water, oil and brake fluid; b. checking all tyres, including the spare tyre, for inflation and wear; c. checking body exterior for any dents, scratches, marks etc; d. checking interior for upholstery damage, missing or broken control knobs, window winders, interior

door handles etc; e. checking the security mechanism of any Modifications e.g. hold down strap for swap body, hold down

straps on ladder racks and ensure that ladders are tied down with all hold down straps f. checking that vehicle jack and toolkit, and legs for Modification is there; g. ensuring all the safety hazardous items such as gas bottles and fuel containers are properly closed

and secured; h. checking that the indicators, headlamps and brake lights are working; i. ensuring that the Hummel connector is properly connected for the use of the internal light situated in

the modification.

http://www.procurement.webfarm.telkom.co.za/debis_Reports.asp

http://www.procurement.webfarm.telkom.co.za/debis_Reports.asp

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6.6.4 Telkom drivers must immediately report any defects and/or faults found during the routine assessment to the promoter and the Call Centre at 0800 223 223.for the necessary attention. The Telkom driver must document the defects/faults on the inspection record and ensure that the matter is attended to.

6.7 Maintenance and services

6.7.1 All Vehicle maintenance and service will be carried out by the Service Provider.

6.7.2 When a Vehicle is due for a service, the Service Provider will notify the Promoter, in writing, (1) one calendar week prior to, and by telephone (1) one day before, the service is due.

6.7.3 The Service Provider is contractually obliged to replace the vehicle that is collected for a service or repairs that will be away for longer than 4 hours with a relief vehicle. The relief vehicle may not be rejected or refused unless if it is not like for like or better.

6.7.4 If the Service Provider is unable to confirm the date and place of the Vehicle service by telephone, written notice is acceptable, provided this is received one day before the due date.

6.7.5 All Vehicles requiring service will be collected by the Service Provider from the relevant Telkom premises and returned after the service, in a roadworthy condition.

6.7.6 The Telkom driver needs to detach the Modification from the vehicle that will be collected for a service. And attach to the relief vehicle when necessary. Telkom driver will be responsible to attach the Modification to the serviced vehicle on return.

6.7.7 Telkom drivers must comply with instructions or requests on Vehicle maintenance and repairs obtained from the VTMS, and report all faults to the Call Centre immediately.

6.7.8 Only the Service Provider or its authorised suppliers are allowed to service and repair Vehicles, including replacement and/or removal of parts. A Telkom driver who does not comply with this provision may be held responsible for any costs incurred by the Service Provider.

6.7.9 Unscheduled repairs to any Vehicle, inter alia to radios, air conditioners and cigarette lighters, must be reported by the Telkom driver to the Call Centre and will be dealt with by the Service Provider at the next scheduled service of the relevant Vehicle. Although the unscheduled repair has been reported, it should also be listed on the vehicle hand over sheet when the Vehicle is collected for a scheduled service.

6.8 Breakdowns

6.8.1 Where practical, a Telkom driver must remain with a broken-down Vehicle. If he is unable to do so, the Telkom driver must contact the Call Centre to arrange for the Vehicle to be towed.

6.8.2 The Service Provider will respond to a breakdown and arrive at the location of the Vehicle in respect of which a Fault has been notified to the Call Centre within (1) one hour, but in any event not exceeding (3) three hours after such notification.

6.8.3 The Service Provider will fully repair the breakdown within (4) four hours. If the Service Provider is unable to repair the Vehicle within such period the Service Provider will provide a relief Vehicle within such period. This timeframe is inclusive of the period provided for in par 6.8.2.

6.8.4 If more than (3) three breakdowns occur as a consequence of engine or transmission or differential failure in respect of any Vehicle, the Service Provider will provide an immediate replacement Vehicle.

6.8.5 Telkom drivers are only authorised after prior notification to and authorisation by the Call Centre to take a Vehicle to a third party merchant stipulated by the Service Provider situated within a 10km radius from the applicable Telkom site for repair relating only to tyre puncture repairs, exhausts and batteries.

6.8.6 Telkom drivers must report run down batteries of a Vehicle to the Call Centre. The Call Centre will provide a reference number, as well as the instructions to boost the Vehicle battery. Should the boosting not be successful the Telkom driver must contact the Call Centre and request breakdown assistance.

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6.9 Vehicle abuse

6.9.1 Vehicle abuse includes but is not limited to:

a. Speeding: Not adhering to the speed limitations stipulated in terms of the National Road Traffic Act. b. Over revving the engine: Increasing the running speed of the engine excessively by pressing the

accelerator, especially while the clutch is disengaged and or pulling away in a low gear. c. Wilful damage: Wilful and/or negligent action including the removal, damaging, tampering, modifying

of the interior and/or exterior and/or any components and/or accessories of the Vehicle’s and/or the Modification's original form will be regarded as intentional and/or deliberate damage.

d. Harsh braking: Applying unnecessary brakes to forcefully decelerate and/or stop the Vehicle. e. Tampering with the VTMS: Applying, removing or disconnecting any item to/from the VTMS to

disrupt the functionality of the system.

6.9.2 Tampering with the VTMS system is regarded as a serious offence and can lead to disciplinary action.

6.9.3 A VTMS report is obtainable from the GIS website utilising the VTMS map viewer for a specific period and can be utilised to assist the initiator during disciplinary enquiries. Refer to Disciplinary Aid for Supervisors document PR-PB0002 available from the Doc Control –Bookshelf II at; http://www.webfarm.telkom.co.za/bookshelf_II/edp/EdoxPublic.asp?doc=CTO-002348.

6.9.4 Telkom will recover any cost, expense, loss or damage from the relevant Telkom driver resulting from any negligence or intentional acts or omissions committed by such Telkom driver and which are proven to have been committed by such Telkom driver through a disciplinary process in Telkom; if the Telkom employee has left the service of Telkom the Promoter must refer the matter to Telkom Legal Services.

6.9.5 The Telkom promoter must immediately prevent a Telkom driver from driving a Vehicle if the Telkom driver:

a. behaves in a f lagrant manner, ruins, neglects, misuses or uses a Vehicle for any purpose other than to carry out his dut ies, or drives a Vehicle recklessly;

b. is found guilty in a criminal court for driving under the inf luence of intoxicat ing liquor or a drug having a narcot ic effect.

6.9.6 Telkom drivers who are found guilty of any of these offences will, apart from disciplinary or other legal action, also be held liable for:

a. all expenses, losses, damages and claims of whatsoever nature incurred by Telkom as a result of such offence;

6.9.7 The cause or symptom needs to be determined where a driver has been involved in regular accidents. The outcome depending the nature or trend of these accidents need to be addressed in correlation with the applicable sections i.e. HR, SHE or ER for recommendation.

7 SAFEGUARDING OF VEHICLES, MODIFICATIONS, ACCESSORIES, ALL EQUIPMENT, MATERIALS, FUEL CARD AND KEYS

7.1 Safeguarding

7.1.1 When a Vehicle is entrusted to a Telkom driver, all reasonable measures must be taken to safeguard the Vehicle, its Modifications, Equipment and accessories against theft, damage and loss.

7.1.2 The Telkom driver should also be familiar with the Guideline GL-OH0004 for the Safe Transportation of Personnel and Equipment, and Guideline GL-OH0046 for Safety at Roadwork’s in Urban Rural Areas as stipulated in the SHE-IPP.

7.1.3 The fuel card issued by the Service Provider must be placed in the card holder situated inside the cubbyhole of the vehicle. If the fuel card is lost, the Telkom driver must immediately report it to the SAPS and to the Service Provider Call Centre, quoting the SAPS case number. The Service Provider will then order a new fuel card and deliver it to the Promoter within 72 hours. The replacement cost is payable by the Telkom driver to the Service Provider.

http://www.webfarm.telkom.co.za/bookshelf_II/edp/EdoxPublic.asp?doc=CTO-002348

Procedure


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7.1.4 If the Telkom driver needs to re-fuel the vehicle during the 72-hour waiting period for a new card, he should collect pre-paid vouchers from the nearest Service Provider’s office. Petty cash may also be used if the Telkom driver is in a remote area and unable to get the Service Provider’s offices. In this case, the fuel claim form (Annexure B hereto) should be used to claim back any expenses, with all receipts attached.

7.1.5 Telkom drivers who are entrusted with Vehicles and Modifications are personally responsible for the keys, this includes the Driver Identification Tag and is expected to make sure they are not lost, stolen or damaged in any way. If a Telkom driver loses any of the keys the incident should be reported to the Service Provider immediately, via the Call Centre and the MACC on 086 010 1911.

7.1.6 The cost to replace the Driver identification is payable by the Telkom driver, while the MACC will determine the costs of other lost items. The cost of other lost items will be paid by Telkom's insurers and may be recovered from the Telkom driver.

7.1.7 The Telkom driver must immediately report any loss, irregular use, damage or theft of the Vehicle and/or Modification to the Promoter and the MACC via the call centre at 086 010 1911. A written report regarding the circumstance of the loss or damage is also required.

7.1.8 Equipment used by the Telkom driver is not insured by the Service Provider. All possible measures will be implemented by the Service Provider to secure Equipment in the Vehicle while it is in the possession of the Service Provider or its approved agency, if the Vehicle is involved in an accident, breakdown or withdrawn from service. The Promoter should nevertheless take reasonable steps to locate and secure any Equipment and/or the Modification.

7.1.9 Any losses that may occur while the Vehicle is in the possession of the Service Provider must be reported by the Telkom driver to the Promoter, who will refer the matter to the Service Provisioning Manager.

7.1.10 All losses of Equipment must be reported to the Assets and Revenue Protection Services Telkom Fraud Control Centre at 012 311.

7.2 Obstructing traffic and public

7.2.1 Telkom drivers must refrain from parking Vehicles at sites while working in such a way that will result in blocking the flow and/or view of traffic or blocking walkways for pedestrians.

7.2.2 Under special circumstances where work must be carried out that will affect members of the public, Guideline GL-OH0046 for Safety at Road works in Urban and Rural areas must be followed and is available at:.http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000044

7.3 Storage of equipment and valuables in a Vehicle

7.3.1 The Telkom driver is responsible to ensure that Equipment and material is neatly and safely stowed in the swap body. Tie down straps have been issued to tie down items when not in use. It is therefore imperative, before moving the Vehicle, to ensure that all Equipment, toolboxes, loose items and material is secured safely to prevent random movement whilst in transit.

7.3.2 Goods that are transported in the Modifications as well as load bins of open Vehicles such as trucks and open vans as well as drop sides must be secured firmly to prevent them from moving about or being lost in transit. Guideline GL-OH0004 for the Safe Transportation of Personnel and Equipment must be adhered to and is available via the She IPP website at: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000004

7.3.3 The Telkom driver must ensure that the packing methods of items inside the Modification are reviewed daily as this will influence the visibility through the slats fitted to the Modification via the cab. The Telkom driver must ensure that no items are stored and/or placed in front of the vision slats that will affect and obscure his visibility once the Vehicle is in motion.



Procedure


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7.3.4 The Telkom driver must ensure that all valuables such as personal belongings, Vehicle fuel card, Driver Identification Tag, vehicle and modification keys, vehicle accessories such as jacks, emergency tools, spare wheel and other Telkom property is secured in the Vehicle and placed out of sight to minimize potential theft of valuables. The doors must always remain locked.

7.4 Observation of surroundings and workplace

7.4.1 To eliminate the potential of crime and hijack situations, the Telkom driver must be extremely cautious of the surroundings prior to “setting up” the intended workplace.

7.4.2 When performing tasks over a long period at a specific site, always be on the lookout for suspicious motor vehicles and/or persons. The possibility of hijackers watching the place of work by monitoring the arrival and departure times cannot be overstated.

7.4.3 The awareness document for all Telkom employees pertaining to defensive driving including hijacking situations is available at: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000198

7.4.4 The Telkom driver must respond to potential danger by contacting the Call Centre at 0800 223 223.

7.5 Driver awareness

7.5.1 It was determined that the three types of swap bodies have “blind spots” to various degrees when driving Vehicles and can also be associated with any standard vehicle that has a modification on it. Not all risks can therefore be removed from a design modification.

7.5.2 As a result of the above it is evident that the Modifications influence the Telkom driver’s peripheral field of view. Particularly when using the left and right rear view mirror.

7.5.3 The following special precautions, but not limited to these, must be taken by the Telkom driver:

a. the Telkom driver must conduct a proper inspection on the settings of the review mirrors of the Vehicle and adjustments must be made when necessary prior to moving the Vehicle;

b. the vision slats fitted to the doors of the swap bodies must be inspected prior to moving the Vehicle to ensure that they are not damaged and visibility is acceptable;

c. the Telkom driver must take special precautions, which includes a visual inspection of the rear of the Vehicle before reversing; and

d. the Telkom driver when changing lanes must not rely on using the side mirrors but should look sideways as per normal procedure when driving any standard vehicle.

7.5.4 The Telkom driver must ensure that the Vehicle is free from any obstructions that may cause damage to the Vehicle and/or Modification as well as stationary objects and pedestrians prior to and whilst departing from a parked position.

7.5.5 Failure to adhere to the abovementioned driver awareness guidelines could result in Telkom being exposed to significant financial risks and in the event that a Telkom driver is suspected to be negligent, could lead to disciplinary action.

7.5.6 The Telkom driver must be fully conversant with the SHE awareness topics available from the SHE website.

7.6 Securing of ladders and masts on ladder racks

7.6.1 All Telkom drivers must understand that part of their daily duties is to perform routine checks on the Vehicles prior to commencing with their operational duties to ensure that all locking mechanisms are in good working condition, particularly that ladders and masts are tied down with both straps and locking mechanisms provided on the ladder rack regardless of the distance to be travelled. Below are two diagrams that indicate the correct routing of the tie down strap for both the Multum and Dynatech tie down assemblies. The strap assembly can be identified by the manufacturer’s plate, which bears the name of the manufacturer and is attached to the ladder rack.


Procedure


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7.6.2 It must be noted that the steel cable provided on the ladder racks are designed as a security measure to protect the ladders against theft as its main function, and not to secure the ladder to the ladder rack, as it was not designed to handle the weight of the ladder. Telkom operations should procure the pad locks which will be used to secure the ladders.

7.6.3 The Telkom driver must ensure that equipment secured on the ladder rack is within limits and according to specifications indicated by the National Road Traffic Act before transportation.

7.6.4 Failure to adhere to the abovementioned securing of items on ladder racks guidelines could result in Telkom being placed in a position of financial risk and if a Telkom driver is found negligent for not utilising all the safety measures provided, this could lead to disciplinary action.

7.6.5 The tie down straps should be secured and folded away when not in use, loose tie down belts results in damaging the paintwork of the swap body.

7.6.6 Guideline GL-OH0004 for the Safe Transportation of Personnel and Equipment must be adhered to and is available via the SHE – IPP website at: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000004

Diagram 1


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Diagram 2

7.7 Fuel card

7.7.1 Telkom drivers who are entrusted with Vehicles are personally responsible for the fuel card and are expected to make sure the card is not lost, stolen or damaged in any way.

7.7.2 The fuel card issued by the Service Provider must remain in the card holder fixed in the cubbyhole of the vehicle and should only be removed when re-fuelling the Vehicle or paying toll fees.

7.7.3 Fuel cards are Vehicle specific and may not be used to purchase fuel for any other vehicle or fuel driven mechanical aid and/or for filling up containers for any reason.

7.7.4 The fuel card may only be used for purchasing fuel and top up oil for the Vehicle in respect of which the fuel card has been supplied (and for paying toll charges) and if used for any other purpose, the Telkom driver will be held responsible for the costs and be subject to disciplinary action.

7.7.5 The Telkom driver should personally attend to the Vehicle’s refuelling, adhering to safety around flammable liquids and that the fuel cap is properly secured after refuelling.

7.7.6 Since the implementation of the VTMS system, it is no longer a requirement that Telkom drivers complete log sheets as the information is automatically captured.

7.7.7 The retention of the Telkom driver’s copy of the voucher, a declaration in respect of the voucher as well as the completion of the Confirmation of Fuel Transactions (Annexure B hereto) is compulsory and must be completed by each Telkom driver on a calendar month basis. The relevant promoter must validate, countersign and retain the declarations and vouchers for a period of 24 months.

7.7.8 The replacement of a fuel card due to loss, theft or damage should be reported to the Service Provider immediately, via the Call Centre.

7.8 Driver Identification Tag

7.8.1 A Telkom employee in possession of a valid driver’s licence need to comply on the following terms and conditions via the GENIVA system before a Driver Identification Tag is issued. Refer to Par. 4.2.1

a. Confirm and ensure that all information is captured and updated immediately as correct on SAP ESS,

in respect of personal information, drivers licence and work related detail after every compliance

Procedure


Telkom wide






activity has been performed. b. Accept the conditions of the Telkom Transport Code and Telkom Methods and Procedures as

amended from time to time, which he agrees to familiarise himself with c. Note that on the day of delivery of the vehicle with new Generation VTMS and/or driver Identification

Tag he will receive training on the new generation VTM; and d. Confirm that the driver identification tag issued to him will be verified on the display unit of the new

Generation VTMS to ensure the driver identification tag is correctly allocated/linked to his salary reference number.

7.8.2 Before starting the Vehicle, the Telkom driver will have to insert his personal Driver Identification Tag on the VTMS. The Vehicle will not start without identification.

7.8.3 The Driver Identification Tag is for the sole use of the Telkom driver to whom it was issued and must never be used by any other person. It is the responsibility of the Telkom driver to safeguard his Driver Identification Tag. Should the use of the Driver Identification Tag be abused, which, inter alia includes but is not limited to the vandalising or loss of the Driver Identification Tag, any costs incurred will be recovered from the Telkom driver, unless the Driver Identification Tag was lost under circumstances beyond the Telkom driver's control.

7.8.4 The Promoter must ensure that the Driver Identification Tag is collected against signature from the Telkom driver and returned to Regional Service Provisioning Managers or the Service Provider in the respective regions within 48 hours after the Telkom employee no longer qualifies as a Telkom driver or ceases to be a Telkom employee. If the Driver Identification Tag is not returned to the Service Provider against a signature of receipt, the Promoter could be held responsible for all transactions performed using the Driver Identification Tag.

7.8.5 Deliberately inserting any Driver Identification Tag into the VTMS system not issued by the Service Provider will be regarded as tampering with the VTMS system and could lead to disciplinary action against the Telkom driver.

7.8.6 Telkom drivers will be held personally liable for the replacement of Driver Identification Tags if damaged, lost or stolen as a result of the Telkom driver's negligence

7.8.7 The process to be followed for the replacement of a lost or damaged Driver Identification Tag is stipulated in Par. 7.1.5 and 7.1.6.

7.9 Vehicle and Modification keys

7.9.1 Telkom drivers must safeguard all keys relevant to the Vehicle and Modification entrusted to them against damage, loss and theft.

7.9.2 Telkom will only pay for the replacement of keys relevant to the Vehicle and Modification if the Vehicle has been hijacked or the keys were lost during a burglary. In these instances, the incident must be reported to the promoter as well as the SAPS for a case number.

7.9.3 It is advisable to separate Vehicle and Modification keys from privately owned keys in order to eliminate the possibility of theft or damage as a result of keys being bunched together.

7.9.4 The process to follow for the replacement of a lost or damage key relevant to the Vehicle and Modification is stipulated in Par. 7.1.5 and 7.1.6.

7.9.5 Telkom drivers will be held personally liable for the replacement of Vehicle and Modification keys if damaged, lost or stolen as a result of the Telkom driver's negligence, as well as for other related costs incurred as a result of such damage, loss or theft, such as towing the Vehicle or replacing locks.

7.9.6 Failure to take all reasonable steps to safeguard the Vehicle, Modification and other Modification keys may also lead to disciplinary action against the Telkom driver.

7.10 Glass claims

7.10.1 Any damage to glass windows and windscreens should if possible be repaired rather than replaced.

7.10.2 The Telkom driver must immediately report any glass damage to the Vehicle and/or Modification to the Promoter and the MACC via the call centre at 086 010 1911.

Procedure


Telkom wide






7.10.3 A report of such incidents will be made available by Telkom Risk Management on a monthly basis.

7.11 Telkom Equipment

7.11.1 The Service Provider does not insure Equipment used by the Telkom driver.

7.11.2 The Service Provider is not liable for any loss or damage to Equipment left in Vehicles.

7.11.3 Telkom to ensure that the storage and packing of equipment required in operations be secured at all times.

7.11.4 If the Vehicle is involved in an accident, breakdown or withdrawn from service, the Promoter must take all reasonable steps to locate and secure any Equipment or make suitable arrangements for the safeguarding of such Equipment within one working day.

7.11.5 The Telkom driver must ensure that all Equipment and personal belongings are removed from the Vehicle and/or Modification in the following instances:

a. during Vehicle services and/or repair cycles; b. when the Vehicle and/or Modification is to be returned to the Service Provider for any other reason, for

example when the Vehicle/Modification is no longer required.

7.11.6 All losses of Equipment must be reported by the Telkom driver to the Telkom Assets and Revenue Services at 012 311 and the applicable End-to-End process must be followed. The process is available from the Documentation – Bookshelf II website at:

test equipment:http://www.webfarm.telkom.co.za/bookshelf_II/edp/EdoxPublic.asp?doc=CTO-001666

tools & mech aids: http://www.webfarm.telkom.co.za/bookshelf_II/edp/EdoxPublic.asp?doc=CTO-001667

7.11.7 Failure by the Telkom driver to remove Equipment as set out above may result in disciplinary action, if the Telkom driver is found reckless/negligent.

7.12 After hours parking

7.12.1 All Vehicles must be parked at designated Telkom premises approved by Telkom Management after normal working hours.

7.12.2 Should a Telkom driver need to park the Vehicle in any place other than the designated Telkom premises, he must obtain prior written permission from Telkom Management.

7.12.3 If there are no available Telkom premises to park the Vehicle, the Telkom driver must ensure that the Vehicle is parked in a lock-up garage or other safe parking at premises authorised by Telkom Management.

7.12.4 After hours is the time that a Telkom employee works during a day or a week in excess of the normal hours of work and/or scheduled shift or flexible work week. The hours of work document PO-HR0023 is available from the HR Website:http://www.hr.webfarm.telkom.co.za/HR/defaultdocuments.asp

7.12.5 The following premises only will be recognised as safe parking areas: Telkom premises, South African Police Services depots and lockup facilities at private premises authorised by Telkom Management.

7.12.6 If permission as contemplated above is required, the Permission to park a Vehicle at other premises form (Annexure C hereto) must be duly completed by the Telkom driver and authorised by Telkom Management.

7.13 Storage and/or parking of Modifications

7.13.1 The Telkom driver must follow the instructions as described in section 8 of the manual provided by the Service provider before removing or loading the Modification..

7.13.2 Special attention must be paid to the following:




http://www.hr.webfarm.telkom.co.za/HR/defaultdocuments.asp

Procedure


Telkom wide






a. ensure how to operate the landing leg spares, the spring loaded catches and the ratchets and tie

straps; b. check that the tie straps are not damaged before loading the Modification; c. ensure Hummel connector is connected to the vehicle to provide for 12volt power supply to the

modification and; d. take all reasonable steps to secure the Modification against theft, damage and fire.

7.13.3 Telkom drivers are prohibited from driving the chassis cab in excess of 30Km/h (that is the light delivery van without the Modification attached to the rear of the Vehicle) on a public road. http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000466

7.13.4 Driving a Vehicle without the Modification constitutes a high risk as there is very little traction on the rear axle and braking failure could be experienced.

7.13.5 Chassis cab vehicles are only driven by drivers approved by the Service Provider when Vehicles are collected and/or delivered from and to Telkom for services, etc.

7.13.6 Telkom leases the Modifications and the Telkom driver must always make sure it is safe and secure.

7.14 Tracking of Modifications

7.14.1 The only means of tracking the Modification will be via the Remote Frequency Identifier (RFID) that is fitted to the modification. and the chassis cab. The Remote Frequency Identifier consists of a transmitter and receiver

7.14.2 The whereabouts of the Modification will be recorded as the last location where the Modification was detached from the chassis cab. This simply means if the Modification is attached and detached from a different chassis cab it will register as such.

7.14.3 It is therefore imperative that all Modifications are controlled effectively within the Cost Centre for billing purposes etc.

7.15 Hummel connector

7.15.1 The only purpose for the use of the Hummel connecter is to provide power from the chassis cab to the internal light fitted to the Modification.

7.15.2 The procedure for connecting the Hummel connector is illustrated below.

7.15.3 The red circle indicates the position of the Hummel connector between the modification and the vehicle sub frame on the right side of the vehicle.

7.15.4 The male and female plugs have location correcting slots that ensure the plug can be only plugged in one way.


Procedure


Telkom wide






7.15.5 The ‘Hummel connector’ must be correctly positioned as per the photograph below.

7.15.6 The Hummel connector must be fully plugged in as per the photograph below.

Procedure


Telkom wide






8. VEHICLE MANAGEMENT EQUIPMENT

8.1 Features of the VTMS

8.1.1 All Vehicles are fitted with a VTMS that is utilised as a management tool. The VTMS helps the Service Provider to efficiently manage the fleet. It links all the Vehicles to one central system, monitored by the Service Provider at its Call Centre. The VTMS is also fitted with a Global Positioning System (GPS) to allow tracking and monitoring of the Vehicle.

8.1.2 The VTMS features a GSM voice communication tool which can receive calls from the Telkom driver’s Promoter via the Call Centre. This feature can only be used by Telkom for emergencies.

8.1.3 The VTMS system is also utilised to monitor the Telkom driver’s driving behaviour and variables such as:

a. vehicle speed; b. harsh and/or sudden braking; c. excessive idling; d. engine revolutions; e. after start-up and shut down time; f. after hour usage; g. utilisation; h. movement, i.e. location of the Vehicle at any specific moment; i. communication between the Promoter and the Telkom driver during emergency situations; j. Telkom driver identification.

8.1.4 To assist the Telkom driver to keep to safe and economical driving habits, a warning is sent out via the Call Centre when limits are exceeded.

8.1.5 The above information may also be used as evidence in judicial cases, subject to the normal common law principles and relevant legislation.

8.1.6 The VTMS also assists the Service Provider to make available reports regarding the Telkom driver’s driving behaviour while he is on the road. The VTMS tracking report will be available to Telkom Management or the Promoter via Regional Service Provisioning Managers, Telkom Procurement Call Centre and GENIVA.

8.1.7 The driver needs to ensure that the Driver Identification Tag is always available in cases where no GSM coverage is available. It should be noted that in any event the vehicle will not start without presenting the Driver Identification Tag.

8.2 VTMS operational procedure

8.2.1 An audio warning will be transmitted via the VTMS system to alert the driver to rectify any irregularities as indicated in section 10.1.3. The information will be stored in the driver console unit for recording purposes.

8.2.2 An irregular or “beeping” sound will inform the Telkom driver of a voice call that is being received via the VTMS. The Telkom driver should not answer if it is unsafe to do so. When the Vehicle is stationary, the Telkom driver presses the appropriate button on the DCU and takes the call. If the call is urgent and the Telkom driver cannot answer immediately, the Call Centre operator will call back or send a message that can be read when it is safe for the Telkom driver to do so.

8.2.3 Telkom drivers must always obey instructions from the Call Centre regarding the use of the Vehicle. If the instructions are ignored and the Vehicle is damaged as a result, the Telkom driver will be held liable and can be charged with vehicle abuse, face disciplinary action and be held responsible for any costs incurred by the Service Provider.

Procedure


Telkom wide






8.2.4 The VTMS will provide a clear indication on the DCU in the event that a Modification is attached or detached from the Vehicle.

8.2.5 Any Telkom employee suspected of tampering with the VTMS or any part thereof will face a disciplinary hearing, which may lead to dismissal, if found guilty and will be held liable for any costs incurred as a result of damage to the VTMS.

8.3 Telkom driver training information

8.3.1 Because the VTMS provides valuable information about the Telkom driver’s skills, the Service Provider may insist on special training, should this fall below standard.

8.3.2 Promoters must observe the driving skills and/or behaviour of the Telkom drivers under their supervision and conduct Defensive driving evaluations at least every 3 months to identify any shortfalls. (Consult the GL-OH0039 in the IPP).

8.3.3 Annual knowledge reviews should also be conducted with the relevant Telkom driver/s in an event of an accident and should be based on the promoter’s discretion. (use the knowledge review form FO-OH0039, found in part 3 of 3 of the Health and Safety IPP).

8.3.4 The Telkom employee must be withdrawn from all driving duties immediately should it be apparent that he is not able to drive a vehicle for any specific reason. The Promoter needs to establish or identify the circumstances and implement corrective actions that could include driver training before the Telkom employee is allowed to drive a Vehicle.

8.3.5 Promoters must follow the applicable MUP process and take corrective actions if it is established that a Telkom driver is not competent to rectify and/or improve his driving skills and/or behaviour. The incapacity rule is then applicable.

9 CALL CENTRE

9.1.1 For any Vehicle related issues the Telkom driver must log the requirement with the Call Centre by utilizing the VTMS in the Vehicle or alternatively the Telkom driver or Promoter must call the Call Centre at 0800 223 223. Should the requirement not be addressed according to the SLA the complaint process must be followed.

9.1.2 For reporting of accidents and incidents (i.e. theft or hi-jacking) the Telkom driver of the Vehicle must log the requirement with the MACC by utilizing the VTMS in the Vehicle or alternatively the Telkom driver or Promoter must call the MACC at 0860 101 911.

9.1.3 Should the request / complaint not be sufficiently addressed the next level would be to contact the Telkom Procurement Services Centre (PSC) at 0800 004 713.

9.1.4 Telkom drivers may call the Call Centre if they need directions or get lost.

10 VEHICLE ACCIDENTS

10.1 Responsibility of Telkom drivers

10.1.1 The Telkom driver must adhere to National Road Traffic Act and regulations, and Telkom’s Health and Safety Regulations and Guidelines as contained in document GL-OH0050 available from the SHE - IPP Website at: http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000047


Procedure


Telkom wide






10.2 Actions in respect of accidents

10.2.1 All accidents involving a Vehicle, no matter how minor and irrespective of whether a third party is involved or not, must immediately be reported by the Telkom driver to the MACC at 0860 101 911 as well as to his Promoter, including:

a. accident involving another vehicle even though the Vehicle is not damaged; b. accidents involving pedestrians even though the Vehicle is not damaged; c. collisions; d. damage to the windscreen or other glass windows; e. loss of keys; f. the theft or attempted theft of the Vehicle, including hijacking.

10.2.2 All accidents must also be reported by the Telkom driver to Telkom's insurer, and to the SAPS within 24 hours.

10.2.3 The Telkom driver must indicate to the MACC whether the Vehicle needs to be towed and must not arrange any towing without authority from the Service Provider. If the Telkom driver insists on a long distance tow for convenience’ sake, he will have to pay for the costs.

10.2.4 If the Vehicle is hijacked, the Telkom driver, if he is able, must immediately report the incident to the MACC and within 24 hours, to the SAPS.

10.2.5 Trauma counselling is available through the Call Centre at 0800 448 421.

10.2.6 A complete written description of circumstances and a sketch of the accident to be sent to Telkom Risk Management within 5 working days in all accidents involving another vehicle and/or an injury and/or death to a pedestrian even though the Vehicle may not be damaged.

10.2.7 The Telkom driver must:

a. report an accident or incidents immediately to the MACC; b. report an accident or incident within 24-hours to the SAPS; and/or c. complete and submit the accident report,

If the Telkom driver fails to adhere to par. 10.2.7 he will be subject to the disciplinary process and may also be held liable for any costs incurred as a result of such failure.

10.2.8 The Promoter must scrutinise the accident report in the event of third party injuries or death to ensure that the document is accurately and fully completed prior to submission to the MACC.

10.3 Accidents with injuries

10.3.1 If anyone is injured in an accident involving a Vehicle, the SAPS or traffic official must be summoned to the scene.

10.3.2 The Telkom driver should also contact the Call Centre’s emergency number at 0860 101 911.

10.3.3 All Health and Safety related to injuries and incidents must be reported to Telkom’s regional Injured On Duty (IOD) section. Applicable Health and Safety legislation and relevant documentation can be obtained at:http://www.webfarm.telkom.co.za/Bookshelf_II/edp/edoxpublic.asp?doc=SHE-000002

10.3.4 All accidents involving injury or death to a third party must be reported to the relevant regional office of Telkom Legal Services.

10.3.5 The promoter of the Telkom driver needs to download and complete the Road Accident Fund document (RAF) available from the Telkom Risk Finance and Insurance intranet site in the event of injuries sustained by passengers and/or third parties as a result of an accident.

10.3.6 The original signed Road Accident Fund (RAF) document must be submitted to the Road accident Fund and a copy thereof submitted to Telkom Risk Management within 14 days of incident.

10.3.7 Such accidents shall be investigated, reported to the local SHE committee and corrective actions be implemented to mitigate further accidents.

10.3.8 The speed profile of the Vehicle in the case of accidents involving injury or death will be generated and made available to Telkom Risk Management.


Procedure


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10.4 Accidents with no injuries

10.4.1 The Telkom driver must report the accident as set out in Par. 10.2.

10.5 Details to be collected at the scene of the accident

10.5.1 If involved in an accident with another vehicle, the Telkom driver must ensure that details of all parties implicated are taken, including the following:

a) name of the owner and/or drivers of all vehicles involved; b) address and ID numbers; c) make and registration numbers of all vehicles involved; d) insurance company (if applicable) and details; e) SAPS reference numbers (police station and case number); f) details of all witnesses to the accident;

10.5.2 Should the other party to the vehicle accident accept liability, the Telkom driver should try and obtain a written statement certifying the admission.

10.5.3 Attempts should also be made to obtain written statements from any eyewitnesses.

10.5.4 Under no circumstances must a Telkom driver who is involved in an accident accept liability for it, make rash statements or offer to pay for damages or make any payments. Refer third parties to Telkom’s insurer.

10.5.5 If the Telkom driver or some other person suspects that the accident was caused by a mechanical or other vehicle defect, the Vehicle must be inspected by a competent and qualified independent third party agreed upon between the Service Provider and Telkom. A complete vehicle report must be submitted by such a person.

10.6 Inquests, civil claims and criminal proceedings arising from accidents

10.6.1 If a Telkom employee who was driving a vehicle while acting in course and scope of duty at the time of an accident is requested to appear at an inquest which relates to such accident, or if criminal charges have been laid or civil action has been instituted against such Telkom employee, the notice, charges or summons which have been served on such Telkom employee must immediately, together with a complete written description of the circumstances of the case, be forwarded by the Telkom employee to the relevant regional office of Telkom Legal Services.

10.6.2 Telkom Legal Services will at the discretion of the Telkom Manager: Legal Services in the region provide legal assistance to the Telkom employee if involved in an accident with a Vehicle whilst acting in course and scope of employment.

10.6.3 Under no circumstances may a Telkom employee discuss and/or provide information pertaining to the accident to attorneys acting on behalf of the third party without the consent of Telkom Legal Services.

10.6.4 Not responding to appear in the court of law when summonsed will result in a potential “contempt of court order”. This behaviour is regarded as a contravention of Telkom’s disciplinary code.

10.6.5 The Telkom employee will be subjected to the disciplinary procedure if he does not co-operate with Telkom Legal Services during formal inquest, civil claims and/or criminal proceedings following an accident.

11 OBTAINING VEHICLES

11.1 Vehicle requirement/s

11.1.1 It is imperative that Vehicle requirements are aligned with business needs. The type of Vehicle with or without Modifications should be aligned with the specific work discipline.

Procedure


Telkom wide






11.2 Additional Vehicles

11.2.1 Promoters must remember that an Additional Vehicle means more Vehicles under their control, as well as an increase in the total monthly lease costs.

11.2.2 Promoters need to request an Additional Vehicle via the GENIVA system. Requests for Additional Vehicles must be motivated and all the relevant information in the request need to be complete.

11.2.3 The requester must ensure that sufficient operational funds are available in his budget prior to requesting for an Additional Vehicle.

11.2.4 Promoters should visit the GENIVA Website: http://www.GENIVA.webfarm.telkom.co.za/dll/GENIVAProd22.dll/EXEC/5/15qf2ia1xfc5ws1gu157n0yotkc4 for surplus Vehicles prior to submitting a request for an Additional Vehicle.

11.2.5 The requirement for an additional vehicle will follow the Delegation of Authority approval process via the GENIVA system.

11.3 Ad-hoc Vehicles

11.3.1 Ad-hoc Vehicles are those Vehicles required for a specific operational purpose. This includes a specialised Telkom project which does not last for less than one day or more than three months, or an inspection of in a remote area that is not easily accessible by a Vehicle already allocated to the section. Ad-hoc Vehicles must be authorised in terms of the Delegation of Authority form attached to the Transport Code.

11.3.2 Where the Ad-hoc Vehicle is required for customer impacting situations, the Ad-hoc Vehicle may be obtained without the formal authorisation process. The matter in such cases will be handled by way of a phone call between the Promoter and the Regional Service Provisioning Manager. The authorisation for the use of such a vehicle must be forwarded for approval in terms of the Delegation of Authority within 48 hours.

11.3.3 To request an Ad-hoc Vehicle, the Promoter must capture the request on GENIVA and the request must be approved by the next Telkom level of reporting on GENIVA within 2 hours of the request.

11.3.4 All Ad-hoc Vehicles will be delivered by the Service Provider after receiving a unique Telkom GENIVA reference number via e-mail.

11.3.5 The time lines for Ad-hoc Vehicles are as follows:

a. the Service Provider will deliver all Ad-hoc requests for sedans, 4x2 Ldv’s and 4x4 single cab Ldv’s to Telkom within 12 hours after receipt by the Service Provider of the unique Telkom GENIVA reference number;

b. the Service Provider will deliver all Ad-hoc requests for 4 and 7 ton trucks to Telkom within 24 hours after receipt by the Service Provider of the unique Telkom GENIVA reference number;

11.3.6 The delivery of all Modifications required by Telkom in respect of any Ad-hoc Vehicle will be subject to the following lead times:

a. subject to the availability of the relevant Modification, it will be delivered by the Service Provider to its nearest area office within 24 hours after receipt by the Service Provider of the unique Telkom GENIVA reference number;

b. in the event of the Modification being available only on inventory at the Service Provider’s Central Consolidation Point premises, the Modification will be delivered by the Service Provider to Telkom within 5 business days;

c. in the event of the relevant Modifications not being available, the Service Provider will notify Telkom by written notice as soon as possible, but not later than 48 hours after being advised by the third party supplier as to the supplier’s required lead-time. The Service Provider will deliver the relevant Modifications to Telkom immediately on receipt of the Modification from the third party supplier.

http://www.geniva.webfarm.telkom.co.za/dll/GenivaProd22.dll/EXEC/5/15qf2ia1xfc5ws1gu157n0yotkc4

http://www.geniva.webfarm.telkom.co.za/dll/GenivaProd22.dll/EXEC/5/15qf2ia1xfc5ws1gu157n0yotkc4

Procedure


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11.3.7 Promoters must ensure that when an ad-hoc requirement is selected it is aligned with the applicable Telkom business. A list of categories is available from the Procurement Website: http://www.procurement.webfarm.telkom.co.za/debis_Vehicle_Related_Forms.asp

11.3.8 Promoters must monitor the ad-hoc utilisation with discretion. A request to replace the Ad-hoc Vehicle with an Additional Vehicle must be submitted via the Additional Vehicle requirement process.

11.3.9 Outsourced Entities provides an underutilisation report on a monthly basis to assist Promoters with the monitoring of Ad-hoc Vehicle usage.

11.3.10 The Service Provider will monitor the use of Ad-hoc Vehicles and inform Telkom if it becomes obvious that the Ad-hoc Vehicle service is being used to avoid other procedures such as requesting Additional Vehicles. Disciplinary actions will be taken in the event that such misuse is identified.

11.4 Vehicle and Modification termination

11.4.1 If, for any reason, a section no longer requires the use of a specific Vehicle or Modification, the termination procedure is as follows.

11.4.2 The Promoter needs to capture the details of the Vehicle or Modification to be terminated via the GENIVA system.

11.4.3 The termination will be routed to a central point before the termination is approved, to determine whether the Vehicle or Modification configuration is still required elsewhere within Telkom. If not, the Vehicle or Modification will be terminated accordingly.

11.4.4 It is important that official notice is given regarding the termination of a Vehicle or Modification, even though it has been returned to the Service Provider. Failure to do so could result in Telkom continuing paying the monthly lease cost for the terminated Vehicle or Modification.

11.4.5 GENIVA will notify the Promoter as soon as the termination is concluded. The Service Provider will then collect the Vehicle or Modification on an agreed upon date and time.

11.4.6 There is an early termination penalty payable by Telkom for Vehicles terminated in excess of the monthly quota which will be charged to the Cost Centre owner.

11.4.7 Termination penalties per par 11.4.6 do not apply during March of each financial year, as long as the total base requirement remain above the threshold agreed to with the SP.

11.4.8 The Vehicle Inspection Sheet (annexure A hereto) must be completed in full when the Vehicle is collected from the Cost Centre owner.

11.4.9 Each Promoter is responsible to verify his base requirements on the GENIVA system to ensure that the terminated base requirement are removed from his Cost Centre once all costs accruals have materialised.

11.4.10 The respective Cost Centre owner will be liable for the leasing cost as well as all other cost accruals for the period the Vehicle or Modification was assigned to the respective Cost Centre code until such time confirmation has been received that it has been transferred and/or terminated.

11.4.11 The Promoter must continue to perform the compliance procedure on the GENIVA system even though the Vehicle or Modification no longer required has been collected as a result of a termination and/or transfer request that realised during the previous month.

11.4.12 The Cost Centre owner is accountable to verify and monitor all data on the GENIVA system. Any discrepancies must be conveyed to the Regional Service Provisioning Manager for the necessary attention.

11.5 Accessories

11.5.1 The following approved accessories may be requested by the Promoter via the GENIVA system:

http://www.procurement.webfarm.telkom.co.za/debis_Vehicle_Related_Forms.asp

Procedure


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a. tow hitch; b. two way radio bracket; c. gas/air bottle bracket (limited to Modifications carrying gas or flammable liquids).

11.5.2 The Service Provider will make arrangements with the Promoter for the exact date and the time of the fitting of the accessories.

11.6 New Vehicle replacement/s

11.6.1 The replacement of used Vehicles with new Vehicles by the Service Provider is determined and governed by the SLA.

11.6.2 The Service Provider rotates their Vehicles according to scenarios stipulated in the SLA. The Vehicles provided to the specific Cost Centre owner are not permanent issues. A base requirement number is unique to a Cost Centre and it is not permanently linked with a specific Vehicle. Promoters must therefore acquaint themselves with the base requirement number that is linked with the Vehicle.

11.6.3 The ultimate decision to upgrade the base requirement is taken by the respective line executive.

11.7 Transferring a Vehicle

11.7.1 Under no circumstances may Vehicles be transferred internally without the Cost Centre owner capturing the transfer particulars on the GENIVA system.

11.7.2 The new Cost Centre owner needs to accept the transfer via the GENIVA system for billing purposes.

11.7.3 The Promoter must complete the Vehicle Inspection Form as per Annexure A prior to transferring any Vehicle from his Cost Centre.

11.7.4 All vehicle and modification defects need to be reported immediately at the time of an accident/incident and may lead to disciplinary action if the process is not adhered to.

11.7.5 The Cost Centre owner accepting the Vehicle must ensure that it is not an Additional Vehicle to his fleet. If the Vehicle is an Additional Vehicle, the necessary authorisation must be obtained as set out in Par. 11.2.

12 GENERAL

12.1 Towing with Vehicles

12.1.1 The Telkom driver must be in a possession of a valid driving license with the option to tow mobile units of up to G.V.M. = 1000kg (code EB).

12.1.2 The Telkom driver must ensure that the tow vehicle is registered and capable to tow a trailer with GVM of 980 kg and that the mobile unit does not exceed the tow vehicle GVM. The GVM of the tow vehicle can be obtained from the mass plate normally situated inside engine compartment.

12.1.3 The Telkom driver must adhere to the following safety precautions:

a. Ensure that routine inspections are conducted to ensure that the mobile unit is roadworthy prior to towing.

b. Obey all traffic rules, regulations and legislation as per the National Road Traffic Act. c. Reduce speed and take extra care when driving on slippery and wet roads. d. Reduce speed and take extra care overtaking in windy conditions. e. Pull away slowly and prevent the clutch from slipping. f. Do not race the engine unnecessary. g. Keep a following distance of not less than 4 seconds from another vehicle. h. Vehicle will need extra braking distance when stopping. i. Vehicle will need a longer distance to overtake slow traffic. j. Avoid hard braking and swerving especially through bends and on bad road surfaces.

Procedure


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k. Avoid potholes, as the trailer is equipped with 13” tyres and will be prone to tyre failures when traveling through rough terrains, such as potholes.

12.1.4 Failure to adhere to safety precautions, including but not limited to the abovementioned safety precautions could result in Telkom drivers exposing themselves and Telkom to serious financial risks, and if a Telkom driver is suspected of being negligent, disciplinary action may be instituted against him.

12.2 Utilising electrical power sourced from Vehicle

12.2.1 All safe working procedures must be observed as per risk assessment when electrical power is sourced from the vehicle.

12.2.2 Certain flammable gasses are emitted when a lead acid battery is charged by a vehicle alternator. Telkom drivers must ensure that sufficient time is allowed for these gasses to dissipate before any electrical appliances are connected to the battery terminals to avoid possible electrical fires and/or explosion.

12.2.3 Only the following equipment should be connected to the vehicle battery not provided with external 12V power supply:

a. 12V submersible water pump b. 12V fluorescent light c. Test equipment operating from a 12V supply and according to the manufacture specifications.

12.2.4 The risk of draining vehicle batteries by continuously sourcing 12V supply cannot be disregarded when being used for connecting equipment as stated in Par. 12.2.2.

12.2.5 Unnecessary down time and labour loss will be experienced not as a result of a vehicle breakdown but to have vehicle batteries attended to when complaints are logged with the Call Centre.

12.2.6 Petrol driven generator sets must be used for all equipment that requires 220V power supply.

12.2.7 The Telkom employee must ensure that when equipment is connected to the vehicle battery, the polarity is correctly connected, i.e. negative-to-negative and positive-to-positive.

12.2.8 Telkom employees must also ensure that the leads of the equipment connected to the vehicle battery are free from direct contact to metal parts of the Vehicle other than that of the battery to prevent short circuits in the electrical system and resulting in a fire.

12.3 Copper/Optic vehicle power supply

12.3.1 All safe working procedures must be observed as per risk assessment when electrical power is sourced from the vehicle.

12.3.2 The ruling stipulated in Par. 12.2 will be applicable when using the vehicle battery.

12.3.3 12V power supply is sourced from a maintenance free external battery linked to the vehicle battery. The maintenance free external battery is connected to a distribution box inside the swap body.

12.3.4 12V power supply should in this case only be sourced from the distribution box to connect equipment mentioned in Par. 12.2.2.

12.3.5 Provision is made in the distribution box to connect inverters that are supplied by Telkom approved suppliers only. The Telkom employee must therefore ensure that prior to connecting any equipment; the power rating of the equipment does not exceed the power rating of the type approved inverter 800Watt.

12.3.6 Any equipment exceeding the power rating of the approved inverter must make use of petrol driven generator.

12.3.7 The Telkom employee must not utilise any part of the vehicle and/or Modification to obtain an “earth/ground” connection when connecting any electrical items and/or equipment.

Procedure


Telkom wide






12.4 Modifications, auxiliary items and accessories fitted to Vehicles

12.4.1 The promoter must capture the request via the GENIVA system for approved auxiliary items and accessories to be fitted to Vehicles.

12.4.2 Under no circumstances is it permitted for any Telkom employee to retrofit any two way and/or FM radio into a Vehicle.

12.4.3 The process to apply for a Land Mobile Radio for operational use is available from the Doc. Control Website:


12.4.4 The process to have Land Mobile Radios installed into the Vehicle is available from the Doc. Control Website:


12.4.5 The following accessories are not approved Vehicle accessories and are regarded as Telkom tool requirements: snow chains, invertors, hand-held spotlights and fire extinguishers. These accessories depending on the cost must be purchased from the capital or operational budgets.

13 GENIVA WEBSITE

13.1 Compliance and validation

13.1.1 Each Promoter is accountable to comply with the GENIVA system between the 5th and the 19

th of

each month. Compliance is performed on base requirements and swap bodies only.

13.1.2 Each Promoter is accountable to ensure that the information on the GENIVA system is correct and all cost accruals are valid and aligned accordingly.

13.1.3 Any discrepancies on the GENIVA system must be directed via the Enterprise SAP contact Centre [email protected] for the necessary attention.

13.1.4 A briefing document on the procedure to comply on base requirements is available from the Procurement Website: http://www.webfarm.telkom.co.za/bookshelf_II/edp/EdoxPublic.asp?doc=CTO-006791

14 TRAFFIC FINES

14.1 Procedure

14.1.1 The Telkom driver is liable for all traffic fines related to driver behaviour and is responsible to report such transgression to his promoter.

14.1.2 The Telkom driver must settle traffic fines issued directly to him by the Traffic Department. Documented proof of withdrawal or reduction of the traffic fine must be provided to the Promoter if the Telkom driver liaised with the Traffic Department to reduce or withdraw a traffic fine.

14.1.3 The Service Provider will redirect the traffic fine to the Telkom driver on receipt of the traffic fine from the Traffic Department in cases where a traffic fine was not issued directly to the Telkom driver.

14.1.4 The Promoter will receive a notice of the traffic fine via the Service Provider in order to validate and to inform the transgressor thereof.

14.1.5 The Telkom driver must provide proof of payment of the fine to the Promoter.

14.1.6 The fine must be redirected to the Service Provider and the reason for not accepting the fine must be provided in writing in cases where a Telkom driver does not admit liability of the traffic offence.

14.1.7 The Promoter must ensure that the Telkom driver receives and pays any fine. Under no circumstances may Telkom funds be used to pay for traffic fines.



mailto:[email protected]



Procedure


Telkom wide






14.1.8 A Telkom driver who has been charged with a traffic offence and who, on valid grounds, disputes that he is guilty of the offence, can make representations through his Promoter to the Manager: Legal Services in the respective region. Where necessary, arrangements for representation by a legal practitioner will be made. The Telkom driver must furnish full particulars of the circumstances surrounding the case and the reasons for his alleged innocence. These particulars, together with a copy of the summons or written notice, and any eyewitness reports should be submitted to Legal Services for consideration.

14.1.9 If the Telkom driver is found guilty of the offence by a court, he will be liable for all costs. These include those of the legal practitioner as well as any costs incurred by Telkom.

14.1.10 The Telkom driver will be subjected to the disciplinary process if he refuses to pay the traffic fine once the Promoter investigated the offence and substantial proof is obtained that the offence was committed outside the scope of Telkom duties.

14.2 Parking Fines

14.2.1 Telkom is not liable for any parking fines that result from Telkom drivers parking at parking meters and/or demarcated parking areas whilst performing official duties and/or for private purposes.

14.2.2 Telkom drivers should make the necessary arrangements in consultation with their Promoters when official duties require parking at parking meters and/or demarcated parking areas.

14.2.3 Substantial proof must be obtained and submitted to Telkom Management for assistance in the retraction or reduction of the fine in cases where the Telkom driver received a fine when parking at parking meters and/or demarcated parking areas whilst performing official duties..

14.2.4 Telkom Management must involve Telkom Legal Services in the above instances to assist with the retraction or reduction of the fine.

14.2.5 This rule will only apply if the Telkom driver took all reasonable precautions to prevent a fine being issued. The relevant Promoter should perform a proper investigation to validate the transgression and assist in the retraction or reduction of the fine.

15 ATTENDING TRAINING (CFL)

15.1 Transport

15.1.1 Telkom is under no obligation to provide transport to Telkom employees to travel to any CFL campuses and/or other training venues to attend training courses.

15.1.2 Telkom employees must endeavour to utilise private transport as a first option where no public transport is available, and claim the expenses incurred via the Telkom Subsistence and Travelling policy.

15.1.3 Special permission to utilise Vehicles must be obtained from the Promoter in cases where no public transport is available to transport Telkom employees to attend training courses at CFL campuses and/or other training venues.

15.1.4 The option to request an Ad-hoc Vehicle (sedan type vehicle) must be exercised when it is obvious that no public or private transport is available to transport Telkom employees to attend training at CFL campuses and/or other training venues. The process to request an Ad-hoc Vehicle is outlined in Par. 11.3.

15.1.5 To save on operational cost, Promoters should investigate and enquire if any other Telkom employees have been nominated to attend similar courses and/or if the Telkom employee was scheduled for the same training period. The necessary arrangement should be made for the candidates to travel together from a central point.

Procedure


Telkom wide






15.1.6 The Telkom driver utilising a Vehicle must take note that he will be subjected to all the provisions of this document and the Telkom Transport Code pertaining to the unauthorised use of Vehicles, and accepts all risks as outlined in this document.

16 FLEET STAFF DEBTORS

16.1 Purpose

This Par. sets out the process to be followed where a Telkom driver is found guilty and liable to repay damages to Telkom of transgressing the Telkom Transport Code (PO-PB0001) and/or this document and/or other applicable procedures.

16.2 Establishing liability

16.2.1 Disciplinary process: In respect of damage to or loss of Vehicles and/or Modifications, the question as to whether the Telkom driver has transgressed the Telkom Transport Code or other applicable Telkom policies will be established during the disciplinary process conducted in terms of the Telkom Employee Relations Policy (PO-HR0056) and/or relevant Collective Agreements. If the Telkom driver is found guilty, the matter must be referred to Telkom Legal Services to determine liability for damages, amounts payable and/or the payment terms. It will be the responsibility of Telkom Legal Services to forward the Acknowledgment of Debt form or court order to the HR Administration Services department, who will create the debtor or arrange the deduction/s.

16.2.2 Admission of liability: In instances where a Telkom driver admits guilt to a contravention of the Telkom Transport Code or other applicable Telkom policies, it will still be required to refer the matter to Telkom Legal Services to determine liability for damages. It will be the responsibility of Telkom Legal Services to forward the Acknowledgment of Debt form or court order to the HR Administration Services department, who will create the debtor or arrange the deduction/s.

16.2.3 Fines: Liability will be established in terms of the Telkom Transport Code or other applicable Telkom policies. It will be the responsibility of the Promoter to forward the Acknowledgment of Debt form to the HR Administration Services department, who will create the debtor or arrange the deduction/s. Where a Telkom driver refuses to make payment or admit liability the disciplinary process must be invoked.

16.3 Amounts payable

16.3.1 The following amounts may become payable by a Telkom driver found guilty of having contravened any provision of the Telkom Transport Code and/or this document

16.3.1.1 Fines: All expenses incurred by Telkom to settle the fine. 16.3.1.2 Unauthorised use of the Vehicle: All expenses incurred by Telkom in respect of the unauthorised

use of the Vehicle, which includes a proportionate amount relating to the time the Vehicle was used, any direct per kilometre cost as per the rates agreed between Telkom and the Service Provider from time to time and any cost relating to the damage to, or loss of the Vehicle (including 3

rd party

property). 16.3.1.3 Vehicle abuse: All expenses incurred by Telkom in respect of the abuse of the Vehicle, including

any cost relating to the damage to, or loss of the Vehicle (including 3rd

party property). 16.3.1.4 Accidents: All expenses incurred by Telkom in respect of the accident, which includes any cost

relating to the damage to, or loss of the Vehicle (including 3rd

party property) and all associated legal and administrative fees.

Procedure


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16.4 Payment options

16.4.1 The following payment options may be considered where any amount is due by the Telkom driver to Telkom:

16.4.1.1 Cash: The Telkom driver may pay the amount due in cash at any designated Telkom pay office

against the appropriate Cost Centre and cost element. The Telkom driver must submit the receipt to his promoter as proof of payment, within 5 working days after liability has been established to prevent further action.

16.4.1.2 Salary deduction: Where the Telkom driver does not pay the amount due within 5 working days

after liability has been established, the Promoter of the Telkom driver must submit the following documentation by hand or by fax to the Telkom HR Payroll Administration section for recovery from the Telkom driver's salary:

a. all documentation relevant for litigation, should an external legal process become necessary,

including but not limited a signed acknowledgement of debt to and/or a settlement agreement; b. a memo indicating:

I. surname and salary reference number of the Telkom driver; II. the SAP cost element (GL account) and Cost Centre to be credited; III. the total amount due and instalments payable; IV. The interest rate, if the amount payable will not be settled within 12 months.

16.4.2 Where a Telkom driver is liable to repay an amount to Telkom in terms of a salary deduction the following rules will apply:

16.4.2.1 Amount less and equal to R2,000: If the amount payable is less than 50% of the Telkom driver's

average net salary after deductions, the amount will be deducted as a once off instalment. 16.4.2.2 Amounts more than R2,000: If the amount payable is more than R2,000 or where the amount

payable cannot be deducted from the salary of the Telkom driver in one instalment, the settlement period will be calculated by dividing the amount payable by 20% of the Telkom driver’s average net salary after deductions. The resulting number is the amount of periods over which the amount must be settled.

Example: The Telkom driver’s net salary is R2 500, he needs to repay accident cost of R15 000.

The settlement period will be:

R15 000

R500 (R2,500 x 20%)

16.4.2.3 Should of the Telkom driver’s average net salary after deductions become less at a later stage, the

payments will remain the same regardless of whether the amount payable exceeds 20% of the Telkom driver's average net salary after deductions.

16.4.2.4 Where the settlement period exceeds 12 months, interest will be raised. The applicable interest rate

will be as determined by HR from time to time. The settlement period will remain the same, with the payment increased to include interest, regardless of whether the amount payable exceeds 20% of the Telkom driver's average net salary after deductions.

16.4.3 On resignation of the Telkom driver, the full outstanding amount will become payable and deducted

from the Telkom driver's notice month’s salary and where this is inadequate the driver must sign an acknowledgement of debt for the remainder to be deducted from his pension

= 30 Months

Procedure


Telkom wide






16.5 Accounting procedures

16.5.1 Cost Centres: The income received from the Telkom driver will be credited against Cost Centre 100800 against which the cost originally reflected at the time the cost was incurred. In the case of fines the income will be reflected against the Cost Centre against which the fine was originally booked.

16.5.2 Cost elements: The income received from the Telkom driver will be credited against the cost element against which the cost originally reflected at the time the cost was incurred. The following cost elements are relevant in this instance:

a. Fleet Cost (437120): in respect of fines; b. claim administration cost and vehicle damage; c. Fleet Fuel (422080): in respect of the repayment of unauthorised kilometres driven.

16.5.3 Creating of the debtor: For the purpose of this process, a single debtor will be created in all instances, regardless the method of payment, where there is a dispute between Telkom and the Telkom driver,

16.5.4 Provision for bad debts: In all instances where a Telkom driver with outstanding debt leaves Telkom’s employ and it is expected that the money will not be recovered, the debtor must be provided for as a potential bad debt against Corporate Obligations (100800). This transaction must be approved the Senior Manager – Outsourced Entities.

16.5.5 Bad debts: All bad debts must be written off against the provision for bad debt

16.5.6 VAT: All VAT recovered must be reflected against the relevant VAT cost element and Cost Centre.

16.5.7 Aggregate insurance fund: In all cases where there is an AOD the full amount must be recovered to the aggregate insurance fund.

17 CONTACT NAME(S)

This document has been prepared by the following person(s), who may be contacted for more information:

Name Section Telephone Number

L. Van Aardt Core Network Operations (012) 685 4298

T. Shunmugam Network Field Services (012) 311 5520

J. Kleynhans Network Infrastructure Provisioning (012) 311 7980

D. du Toit Outsourced Entities (012) 311 3622

H. Frohnapfel Outsourced Entities (012) 311 8958

S. Els She Corporate (012) 311 4140

S. Naidoo Employee Relations (012) 311 4072

G. Prinsloo Legal Services (012) 311 4842

M. Monyepao Enterprise Risk Management (012) 311 8006

E. Marx Human Resources (012) 311 8331

L. van Dyk Information Technology Solutions (012) 311 7024

Procedure


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18 ANNEXURES

Annexure A: Inspection record for vehicles

Procedure


Telkom wide






Annexure B: Confirmation of Fuel Transactions

Confirmation of Fuel Transactions

Vehicle Registration Number: ______________________

Fuel Card Number: ______________________________

Period: ________________________________________

Driver: _________________________________________

Salary Ref.: _____________________________________

I hereby confirm that the transactions, as indicated below have indeed taken place and copies of the relative vouchers are attached. All fuel transactions for this period have been declared below and I confirm that the quantities of fuel have been put into the vehicle.

Merchant Date Quantity Odometer Amount

___________________ ___________________

(Signature of driver) (Signature of Line Manager)

DATE: ______________ DATE: ______________

Procedure


Telkom wide






Annexure C: Permission to park a Telkom Logo vehicle at other premises

PERMISSION TO PARK A TELKOM

LOGO VEHICLE AT OTHER

RESIDENCE

Driver information Surname: _____________________ Initials: ______ ____________________ Salary reference no:_____________________ Cost Centre:__________________________ Section: _____________________ Division: ______ ____________________ Identification no: _____________________ Job title: __________________________ Vehicle registration number:__________________________ I hereby apply to park the Telkom logo vehicle at the following residential address: ____________________________________________________________________________ ____________________________________________________________________________ I, ___________________ the undersigned, hereby apply to park a Telkom Logo vehicle at my residence From (time and date) _______________________ to ____________________________ Manager information Surname: ____________________________ Initials:_____________________________ Cost centre: ____________________________ Salary reference no __________________ Job title: ____________________________ Telephone number: ___________________ I hereby certify that the above mentioned approved vehicle registration number will be parked at the above-mentioned address. The use of the vehicle has my authorisation. Signature: __________________________ Date: ______________________________

Procedure


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DOCUMENT NUMBER: PR-PB0003 APPROVED BY:

Serial no: 4540

Name:

Title/Position:

Section:

Shawn Botes

Executive

NIP: National Programme Management (NPM)

Approved

_________________Signature

2012-06-13

____________ Date

Name:

Title/Position:

Section:

Elzabe Van Wyk

Senior Manager

NFS: National Operations (NO)

Approved

_________________Signature

2012-05-24

____________ Date

Name:

Title/Position:

Section:

Jay Naidoo

Executive

NCO: Business Resource Services (BRS)

Approved

_________________Signature

2012-05-07

____________ Date

Name:

Title/Position:

Section:

Leisel Ramjoo

Managing Executive

NCO: Network Core Operations

Approved

_________________Signature

2012-05-08

____________ Date

AUTHORISED BY:

Name:

Title/Position:

Section:

Alphonzo Samuels

Managing Executive

NIP: Network Infrastructure Provisioning

Signed

_________________Signature

2012-06-20

____________ Date