Welcome to the Grey Fleet Safety Management Model Questionnaire

To get the most out of this tool please note the following: Allocate at least 15 minutes to complete this Questionnaire, answer the questions as honestly as possible. If you are unsure about your answer you may skip the question.

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Metric 1

License & Admin Check

Are your drivers aware of the need to submit their license, registration and insurance details prior to driving for grey fleet?(Required)

Yes

Do your drivers keep their license, vehicle registration and insurance details up to date with the organisation?(Required)

Yes

Which of the following do your drivers keep up to date with, at the organisation?(Required)

Select all that apply

Driver License Information

Driver License Demerit Points and Driver Penalties

Vehicle Registration

Insurance for Work

Does the organisation conduct pre-hire checks for driver license, vehicle registration and insurance for work use?(Required)

Yes

Which of the following does your organisation conduct pre-hire checks for? (Select all that apply)(Required)

Driver License Info

Vehicle Registration

Insurance for Work

None of the above

At what stage do you conduct checks for driver license, vehicle registration and insurance for work?(Required)

Before Employment

During Employment

Does the organisation have any systems in place for drivers to update their driver's license, vehicle registration and insurance details with the organisation?(Required)

Yes

Does the organisation's system have mandatory check-ins with your drivers to ensure their driver license, vehicle registration and insurance details are up to date?(Required)

Yes

How often are these check-ins?(Required)

Monthly

Quarterly

Yearly

Every 2 + Years

None of the above

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Metric 2

Fitness for Duty, Health and Wellbeing

Does the organisation promote the importance of being fit for duty?(Required)

Yes

What aspects of fitness are communicated as important? (Select all that apply)(Required)

Physical

Emotional

Mental

None of the above

Does the organisation have a system for drivers to disclose fitness for duty concerns?(Required)

Yes

What features are part of your disclosure system? (Select all that apply)(Required)

Anonymous Reporting (online forms, third-party platforms)

Access to Support Services (counselling, mental health resources)

Discussions with Manager or OHS/WHS Team

None of the above

Do managers receive training related to supporting driver health and wellbeing?(Required)

Yes

What topics are covered in manager training? (Select all that apply)(Required)

Mental Health First Aid

Recognising Signs of Unfitness for Duty

Discussions with Manager or OHS/WHS Team

None of the above

Does the organisation regularly collect feedback on driver fitness for duty (physical, emotional, mental)?(Required)

Yes

Which option best describes how feedback on fitness for duty is collected?(Required)

Scheduled Wellbeing Check-Ins

Incident Debriefs

Team Discussions

None of the above

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Metric 3

Vehicle Maintenance & Servicing

Does the organisation require grey fleet drivers to complete pre-start checks?(Required)

Yes

How frequently are these pre-start checks required and documented?(Required)

Daily

Weekly

Monthly

None of the above

Are drivers required to maintain records of vehicle servicing and defect corrections?(Required)

Yes

What methods are used to record vehicle maintenance history?(Required)

Digital Logs on Fleet Apps

Paper Logbooks

Email to Admin Team

None of the above

Are vehicle servicing requirements aligned to manufacturer recommendations?(Required)

Yes

How does the organisation promote compliance with servicing schedules? (Select all that apply)(Required)

Service Reminders

Annual Declarations from Drivers

Submission of Service History

None of the above

Are EV charging stations provided for grey fleet use on your organisation's premises?(Required)

Yes

How accessible are these EV charging stations?(Required)

Very Accessible

Limited Availability

Rarely Accessible

Not sure

Does the organisation assess and manage the safety and security of parking areas used by grey fleet drivers?(Required)

Yes

Which of the following options has your organisation assessed to improve the security of parking areas used by your grey fleet drivers? (Select all that apply)(Required)

Sufficient Lighting

CCTV / Surveillance Measures

Safe Passage to Vehicle (e.g. security escorts for outside hour operations)

None of the above

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Metric 4

Journey Management

Does the organisation have a journey management policy or procedure for grey fleet travel?(Required)

Yes

What does the journey management plan typically include? (Select all that apply)(Required)

Driving Limits & Break Planning

Fatigue Management

Weather / Congestion Avoidance

Safe Route Planning

Are drivers required to revisit or update their journey plans during the day?(Required)

Yes

Does the organisation encourage or require the use of digital alternatives to reduce work related travel?(Required)

Yes

Which digital alternatives are promoted in your organisation? (Select all that apply)(Required)

Teleconferencing / Video Calls

Work From Home Arrangements

Cloud Based Project Tools

None of the above

Does the organisation promote or support transport alternatives to reduce reliance on private vehicle use?(Required)

Yes

Which of the following emergency equipment are provided to your drivers? (Select all that apply)(Required)

Reflective Vests

First Aid Kits

Torch

Fire Extinguisher

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Metric 5

Grey Fleet Policy

Does the organisation have a formal grey fleet safety policy?(Required)

Yes

Which elements are included in your grey fleet policy? (Select all that apply)(Required)

Roles and Responsibilites (e.g. outlines duties of drivers, staff and managers regarding vehicle use)

Reporting Requirements (e.g. how to report grey fleet incidents or vehicle defects)

Communication Plans (e.g. how policy updates are shared with drivers)

Legislative References (e.g. road rules and duty of care obligations)

How is your grey fleet policy integrated with your OHS/WHS systems? (Select all that apply)(Required)

Integration With OHS/WHS Systems

Inductions (e.g. drivers learn about safety responsibilites during onboarding)

Audits (e.g. grey fleet travel risks are assessed using the same frameworks as other workplace hazards)

None of the above

What aspects are included in your grey fleet risk management approach? (Select all that apply)(Required)

Risk Assessment

Hazard Mitigation (e.g. procedures limiting driving hours, restricted use of older vehicles)

Audit Mechanisms (e.g. review of incident data to identify recurring risks)

None of the above

How frequently is your organisation's grey fleet policy reviewed?(Required)

Monthly

Quarterly

Yearly

Every 2 + Years

None of the above

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Metric 6

Management Commitment

Does the organisation have documented responsibilities for fleet safety across all levels of management?(Required)

Yes

Which levels of management have documented responsibilities for fleet safety? (Select all that apply)(Required)

Front Line Supervisors

Middle Management

Senior Management

Executive Management

Do managers lead by example in promoting grey fleet safety practices?(Required)

Yes

In what ways do managers lead by example? (Select all that apply)(Required)

Publishing completed pre-start checklists

Participate in safety discussions (in person and through digital channels)

Adhering to aproved fleet procedures

None of the above

Is there a system in place to assess fleet safety performance against responsibilities or performance agreements?(Required)

Yes

What does the performance assessment system include? (Select all that apply)(Required)

Scheduled Reviews

KPI Tracking

Integration with Manager Performance Evaluations

None of the above

What dedicated resources are allocated to managing grey fleet safety? (Select all that apply)(Required)

Dedicated safety budget

Staff with fleet safety responsibilities

Tools and Systems

None of the above

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Metric 7

Communication & Consultation

Does the organisation share grey fleet and road safety information with drivers?(Required)

Yes

What methods are used to share this information? (Select all that apply)(Required)

Email newsletters

Online forums or intranet

Physical noticeboards

In-person meetings

Can drivers formally raise grey fleet safety issues in your organisation?(Required)

Yes

How can drivers provide this feedback? (Select the option that best fits)(Required)

Submitted through a formal reporting system (e.g. digital form or written report)

Raised during team or toolbox meetings (e.g. regular group discussions)

Informal chat with supervisor or peers (e.g. verbal feedback)

None of the above

Does the organisation have a grey fleet safety committee with both management and driver representation?(Required)

Yes

How often does this committee meet?(Required)

Monthly

Quarterly

Yearly

Every 2 + Years

None of the above

Does the organisation track the effectiveness of its communication with your grey fleet (e.g. surveys, structured feedback)?(Required)

Yes

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Metric 8

Orientation, Induction & Processes

Does the organisation provide a formal grey fleet induction program for new drivers?(Required)

Yes

Which of the following topics are covered in your induction program? (Select all that apply)(Required)

Safe Vehicle Use Policies

Vehicle Maintenance Procedures

Reporting Vehicle Defects / Crashes / Near Misses

Duty of Care and Road Rule Obligations

Are there periodic assessments or refreshers provided for drivers to maintain awareness of induction topics?(Required)

Yes

Does the organisation offer vehicle-specific training during the induction process?(Required)

Yes

Which aspects are included in the vehicle-specific training? (Select all that apply)(Required)

Basic Vehicle Orientation (e.g. dashboard, gear system, fuel type)

Safety Features of Vehicle (e.g. airbags, blind spot detection)

Vehicle Maintenance Procedures (e.g. tyre pressure, oil level)

None of the above

Does the induction process include instruction on new or emerging vehicle technologies?(Required)

Yes

Which technologies are addressed in training? (Select all that apply)(Required)

Stability Control (e.g. how anti-lock braking systems and electronic stability control control work in emergencies)

In-vehicle monitory devices (e.g. dash cams, telemetics)

GPS (e.g. in built navigation systems for route tracking)

Assistive technologies (e.g. lane assist, auto-braking)

Are drivers trained on how to report vehicle hazards or incidents as part of their induction?(Required)

Yes

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Metric 9

Driver Safety Training & Education

How often does your organisation conduct driver training sessions for your grey fleet?(Required)

Monthly

Quarterly

Yearly

Every 2 years +

None of the above

What elements were covered in the driver training? (Select all that apply)(Required)

Risk Avoidance (e.g. distractions, mobile phone use)

Defensive Driving (e.g. braking distance, safe following distances)

Fatigue Management

None of the above

Does your training program include modules for specialised driving situations or risks?(Required)

Yes

Which of the following are covered? (Select all that apply)(Required)

Terrain Training (e.g. driving 4WD on uneven terrain)

Transporting Vulnerable Persons

Using Specialised Equipment (e.g. snow tracks)

None of the above

Do you document any prior driving training your drivers may have received?(Required)

Yes

Are drivers involved in providing feedback about the effectiveness of their training?(Required)

Yes

How is this feedback gathered? (Select all that apply)(Required)

Informal Conversations

Team Meetings

Surveys

Structured Evaluations

Does your organisation regularly review and update the training materials based on driver feedback or incident data?(Required)

Yes

Does your organisation track whether drivers complete their assigned training modules?(Required)

Yes

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Metric 10

Vehicle Selection & Suitability

Does the organisation have vehicle selection guidelines that specify safety requirements?(Required)

Yes

Which of the following safety related criteria is the most correct for your organisation?(Required)

No formal requirements for safety ratings of grey fleet vehicles

Drivers are informed about ANCAP / UCSR expectations at induction or onboarding

There is a formal policy requiring all grey fleet vehicles to meet a 5-star safety rating

Vehicles are expected to meet a minimum 5-star ANCAP or UCSR rating

Are vehicles assessed for suitability in transporting individuals with special needs (e.g. clients or passengers with mobility limitations)?(Required)

Yes

What considerations are taken into account when assessing vehicle suitability for passengers with special needs? (Select all the apply)(Required)

Accessibility Features (e.g. ramps, space for mobility aids)

Seating Configurations

Driver Training for Transporting Passengers with Special Needs

None of the Above

Does the organisation have guidelines or preferences around the environmental impact of vehicles used for work purposes?(Required)

Yes

Which of the following sustainability measures are promoted or supported in your vehicle guidelines? (Select all that apply)(Required)

Preference for Hybrid or Electric Vehicles

Incentives for Driving Low Emission Vehicles

Tracking of Fleet Emissions in Reports

None of the Above

Are drivers consulted or involved in decisions about the vehicle selection process?(Required)

Yes

How are drivers involved in the vehicle selection or review process? (Select all that apply)(Required)

Informal chat with supervisor or peers (e.g. verbal feedback)

Raised during team or toolbox meetings (e.g. regular group discussions)

Formal consultation during vehicle selection.

Not sure

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Metric 11

Incident Reporting & Recording

Does the organisation have a formal process for reporting near misses?(Required)

Yes

Does the organisation have a formal process for reporting and investigating grey fleet crashes?(Required)

Yes

Which of the following are included in your incident investigation process? (Select all that apply)(Required)

Driver Interviews

Vehicle Inspections

Crash Scene Inspections

Review of Police or Insurance Reports

Does your investigation process aim to identify the root causes of crashes or near misses?(Required)

Yes

Which types of contributing factors are considered in your root cause analysis? (Select all that apply)(Required)

Driver History (e.g. prior accidents, experience)

Vehicle Related Factors (e.g. mechanical issues, safety features)

Environmental Conditions (e.g. weather, road surface)

Organisation Factors (e.g. fatigue, time pressure)

Are incident findings used to inform the implementation of prevention strategies?(Required)

Yes

What types of prevention measures are implemented based on incident investigations? (Select all that apply)(Required)

Safety Policy Updates

Driver Training Sessions

Vehicle Replacements or Upgrades

Workload Adjustments

Does the organisation have a mechanism to follow up on the implementation of prevention strategies?(Required)

Yes

Which methods are used to track the implementation of incident related recommendations? (Select all that apply)(Required)

Internal Audits

Management Reports

Task Assignments via a Tracking System (e.g. CRM)

None of the Above

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Metric 12

Indicators & Performance Measures

Does your organisation record any grey fleet indicators or data?(Required)

Yes

Which of the following grey fleet indicators are currently recorded by your organisation? (Select all that apply)(Required)

Number of Grey Fleet Vehicles

Safety Ratings of Each Vehicle (ANCAP / UCSR)

Grey Fleet Vehicle Type (e.g. ICE or EV)

Grey Fleet Vehicle Age

Does your organisation monitor grey fleet safety performance measures on a regular basis?(Required)

Yes

Which performance measures are monitored? (Select all that apply)(Required)

Vehicle Inspection Outcomes

Driver Training Completion Rates

Number of Incidents

None of the above

How often does your organisation compare its grey fleet performance indicators with industry benchmarks?(Required)

Monthly

Quarterly

Yearly

Every 2+ Years

None of the above

How does your organisation review grey fleet indicators to inform decisions?(Required)

Formal consultation during senior level meetings

Raised during team or toolbox meetings (e.g. regular group discussions)

Informal chat with supervisor or peers (e.g. verbal feedback)

None of the above

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Metric 13

Data Recording, Reporting, & Storage

Does the organisation store records related to the grey fleet?(Required)

Yes

Where are grey fleet records currently stored?(Required)

In a centralised database

Across multiple departments

Individual computers or email accounts

None of the above

Is the system used to store grey fleet data easy to navigate?(Required)

Yes

Which of the following best describes your experience with the system's usability?(Required)

System is easily navigable

System is mostly navigable

System is somewhat navigable

None of the above

Do drivers have access to update, report or store grey fleet data?(Required)

Yes

How do drivers update grey fleet data in the system?(Required)

Drivers can update grey fleet data directly

Drviers submit data to a central administrator to update

Drivers don't have permission to update grey fleet data

None of the above

Is the information in your grey fleet database kept up to date and timely?(Required)

Yes

How often does the organisation check that the grey fleet database is up to date?(Required)

Monthly

Quarterly

Yearly

Every 2 + Years

None of the above