Help me fix it based on my teacher response:" You also have not stated specific workable solutions to prevent unauthorised staff using the company vehicle. All you have said is that staff need to book the vehicle but would this really stop unauthorised people from using it$?$ They could just take the keys and drive it for example. What else could you do to prevent this?" Procedure for monitoring vehicle usage

Purpose

The goal of a policy for monitoring vehicle usage is to ensure that company vehicles are being

used safely, efficiently, and in accordance with company policies and regulations.

Scope

This procedure applies to all staff members who are authorized to use company vehicles.

Procedures

All drivers who use the company vehicles must complete a logbook every time they drive a vehicle.

The logbook must be kept in the glove compartment of each vehicle and returned to the office at the

end of each month

The logbook must include the following information:

$$ Date and time of departure and arrival

$$ Starting and ending odometer readings

$$ Purpose of the trip

$$ Name and signature of the driver

$$ Vehicle registration number

Any trip without a logbook entry will result in disciplinary action.

The manager will use the following methods to review the logbook:

$$ Compare the logbook entries with the fuel receipts and maintenance records of each

vehicle.

$$ Calculate the mileage and fuel consumption of each vehicle and compare them with

the industry benchmarks and company standards.

$$ Identify any patterns or trends of vehicle usage, such as frequent trips, long

distances, or high speeds.

$$ Report any anomalies or violations of vehicle usage to the relevant managers or

authorities.

The driver eligibility requirements for using the company vehicles are as follows:

$$ The driver must have a valid driver$$s license for the type of vehicle they are driving.

$$ The driver must have a clean driving record with no major traffic offenses or

accidents in the past three years.

$$ The driver must follow the company$$s policies and procedures for vehicle usage, such

as wearing seat belts, obeying traffic rules, avoiding distractions, and reporting any

incidents or damages.

$$ Staff can book the vehicle for specific dates and times in advance.

$$ Using the car for personal errands or lunch breaks during working hours is not

allowed.

$$ Deduct the $$1,500$ AUD from the budget of departments whose staff

misused the vehicle.

Responsibilities

Management

The manager will review the logbook every two months to monitor the vehicle usage and

identify any issues or discrepancies.

Requests to use the vehicle for an office supply pickup should be reviewed and approved

by the Sales Department manager.

Relevant Staff

The Sales department is responsible for ensuring that all staff members are aware of this policy and are trained on how to participate in sessions.