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| The L-Series system was installed by University Hospitals to manage keys for the fleet of over 40 vans, buses |
“Honestly, I can’t fault it.” Tony Oldham, Fleet Manager at Nottingham University Hospitals NHS Trust, stated when asked about the recently installed L-Series system. Tony, operating from a busy transport office utilizes Traka to help him manage keys for the fleet of 40 vans, minibuses and buses operated as part of Logistic Services.
Tony said, “It’s an invaluable tool – the amount of useful information you can get from it, as well as managing the keys, is never ending. You can even see patterns starting to emerge about vehicle performance/reliability and drivers.”
The L-Series can house up to 180 keys (or key sets) and each of these is attached using a security seal to a Traka iFob. This then locks into a designated fixed position in the cabinet. A quick visual glance will enable anyone to see which keys are in or out of the system. And, from the cabinet LCD display, it is easy to determine who has a set of keys and, hence, which vehicles are out. Drivers are restricted as to how many, and which, keys they can take at a time.
Managing vehicle access is a big issue for any fleet manager, ensuring each driver has an appropriate license; it has not expired, and that any recent traffic offences are recorded.
Tony added, “For example, drivers require a D1 License for driving a minibus with up to 16 seats, while a public service bus requires a category D license. Driver license categories and their expiry date can be programmed into the controlling Traka32 software to help manage and control who has access to each specific vehicle key. It’s an impressive feature – the system can give a warning as to when a driver’s license is about to expire and then will prevent him (or her) from removing keys after that date.”
The first bus goes out at 5.30am and the last one returns at 10.30pm – there is a regular service every 10 minutes between 8am and 6pm serving two Hospitals – Queen’s Medical Centre and City Hospital, as well as Nottingham’s City Council run Park and Ride service. It is a very busy service for staff, visitors and patients, transporting 25,000 people per week. It is run as a free service in partnership with Nottingham City Council.
The Key Benefits…
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| The L-Series can house up to 180 keys and each of these is attached using a security seal to a Traka iFob |
- No need to sign vehicles in or out anymore – so there is reduced paperwork
- Access to vehicle (or any other) keys is restricted to appropriate staff
- If you don’t want people to have access to keys – you can ‘turn them off’ with the click of a mouse – and control exactly who has access to what
- You know where keys are and who has them
A Driver’s View...
It’s really easy to use and we can quickly identify who has a key at any time
Tony states, “A massive benefit is that if there is any damage to a bus or van, or a speeding fine comes in three weeks later, then it can be discussed with the driver (who is easily identified as having been driving the vehicle through the Traka32 software). It saves hunting through a mass of paperwork and makes the administrative process so much faster and easier.”
Asked about mileage logging and fault reporting, Tony responded, “With all public service vehicles they have to be inspected and serviced every six weeks, irrespective of mileage. However, we are certainly interested in using the fault reporting feature – as this is an intensive paper based process at present – which we believe Traka can help us simplify considerably. Our intention is to use more features like this as we get more familiar with the Traka system.”
“Before Traka, the main issue was missing keys” Tony said, “With a mix of full time NHS drivers and agency staff driving buses and delivering specialist goods and supplies around the hospitals in 3.5 and 7.5 tonne vans, it really is necessary to know who has a key now, who used it last and know what time certain keys were taken and returned. Previously, I could come to the office and find keys missing and I had no idea who had taken them. Traka has brought me the control I needed and peace of mind.”
RoSPA Praises The Use Of Traka
Clive Young, Logistics Manager at Nottingham University Hospitals NHS Trust, commented, “We were recently subject to a RoSPA audit, focusing particularly on the Transport Department. RoSPA were impressed by the use of Traka to manage and control access to fleet vehicle keys – so much so that RoSPA have suggested we apply for an award! At the end of the day, it’s about the security of knowing exactly where all the keys are – including all the spare keys. If I or Tony need to know who has a vehicle, or want to know more about its history, we simply look it up in the Traka32 software and it’s there on the screen, be it for today or any day in the past.”
So impressed with how quickly the Traka system made a difference, the Trust is now looking at how best to implement a second 180 key L Series system for managing general facility keys.
“Traka staff are very friendly and helpful – there is always someone I can talk to – and I’m always learning about new things I can do, and information I can get, from Traka.”
