As a result of the Transport Management System we could re-allocate vehicles instead of buying them. R4.4 million that was budgeted for vehicles was used for other things*

  • About the Transport Management System

  • Why is Transport Management so important?

Non-delivery of healthcare and other basic services is often attributed to lack of available transport.  However, when more vehicles are funded, increases in service delivery often fail to materialize because the systems that underpin their operation are absent. Effective management of current vehicles can improve service delivery without large capital outlays and can help investment in new vehicles in the future go further.

Efficient transport allows services to reach more people by freeing up resources.

Transport makes up a massive proportion of the budget of a government department. It can represent 30-50% after salaries have been paid. More efficient transport operations cause costs to fall and release money that can then be spent on delivering core services.

About The Transaid Transport Management System

Since 1993, Transaid has been improving the effectiveness and efficiency of “not for profit” fleets of vehicles in developing countries through a comprehensive Transport Management System. The system was developed in Ghana and has been replicated with successful results in several African countries and also in Asia. It has been applied to fleets ranging from 18 to 15,000 vehicles and is designed to involve everyone who has a responsibility for transport, from managers to operators.Public service delivery relies on effective transport. The most frequent reason given for non-delivery of services is that there is no transport available.

A Transport Management Handbook has been developed as a comprehensive, user friendly guide to the system that draws upon practical experience of successful transport worldwide. The system focuses on five key areas described below.

Management Information

Information empowers decisions and resulting policy. Managers and operators need to be able to gather and analyse high quality information about their fleet performance. The first step in implementing the Transport Management System is to undertake a Situation Analysis to identify major constraints and successes in efficiency.

Policy

Policy should be developed through a participatory process which gives all stakeholders a chance to contribute to the final product. Policy should not be created as a static solution. It should be formulated in a way that allows for reviews, update and reflection at regular intervals.

Fleet Management

Fleet Management is informed by policy. It covers the systems and procedures that record, manage and impact upon the life of a vehicle in service. Fleet Management can be undertaken once high quality data about fleet specification, maintenance and replacement has been gathered. Fleet Management should result in an increase in efficiency and more people receiving basic services from ministries. For example the result can be better access to healthcare for more people.

Operational Management

Who needs to take what action? When and how? These are the questions of Operational Management. When such roles are clearly defined policy can be followed through by all staff involved in operations of the fleet. This may include the system for planning and allocating vehicles and regulations regarding the daily use of the vehicles.

Human Resources

Successful transport management depends on a management culture in the department, ministry or organisation in which the procedures of the new transport management system are fully accepted and supported by all personnel, not just those directly involved with transport.

Adopting The Transaid Transport Management System

If you would like to discuss how your organisation could benefit from the Transaid Transport Management System, please email us.

 

* Champion, Ministry of Health, South Africa