Fleet Management – Field Quick Guide

Scope: all ADRC company‑owned vehicles (sales, admin, vans, trucks, forklifts, diesel drums). Use this as a field reference. For details, see the full Fleet Management SOP.

At a glance

Vehicle custody starts with a signed handover (Annex A) and ends with formal return/scrap.
Fines are employee liability unless an approved exception exists. Deduct via payroll with signed acknowledgement.
Preventive maintenance (oil/filters) must never go overdue; random premise checks apply.
Fuel portals: ENOC (diesel), ADNOC (petrol with Smart Tag). Inclusion/Exclusion must be same‑day when vehicles enter/exit fleet.
Disposal/scrap requires a documented pack + approvals (Fleet Mgr → Finance Mgr → GM) and portal/asset deactivation.

Who does what (RACI – short)

Activity	Driver/Sales	Fleet Coord.	HR	Finance	Proc.	PRO	Fleet Mgr	GM
Handover / Return	I	R	A	I	I	I	C	I
Traffic fines	R/A	C	A	R (deduction)	I	C	I	I
Oil change / PM	R	A	I	I	I	I	A	I
Job card & repairs	I	R	I	I	A	I	A	I
Fuel portals (ENOC/ADNOC)	I	R	I	I	I	I	A	I
Removal/Scrap	I	R	I	R (asset)	A	R (govt)	A	A

Key SLAs

Topic	SLA
Fines notification	Notify driver ≤ 24h; acknowledgement before deduction/payment
Fuel portal change	Inclusion/Exclusion on same day of allocation/removal
Smart Tag replacement	Book/replace ≤ 3 working days; reactivate before next fueling
Oil change overdue	Target 0 vehicles overdue; random premise checks
Scrap completion	≤ 90 days from GM approval (deactivate fuel, cancel mulkiya/insurance, asset retirement)

Handover / Return

Handover (new/replacement)

HR validates request → Fleet prepares vehicle & Vehicle Details Checklist.
Verify: mulkiya, insurance, tools, safety kit, Smart Tag/fuel access.
Employee signs Vehicle Handover Form; obligations explained (fines/maintenance).

Return

Collect keys/docs/tools/Smart Tag; record odometer & condition.
Deactivate fuel access same day; update allocation register.
For exit or scrap → follow Removal/Scrap flow below.

Traffic fines (acknowledge → pay/deduct → file)

Monitor portals/SMS daily (Fleet/PRO).
Notify driver within 24h with details; get written acknowledgement.
Payment: employee pays; exceptions require approvals (Fleet Coord., HR Mgr, Fin. Mgr, GM).
Deduction: send acknowledgement + receipt to Finance for payroll.
File evidence (portal + receipt + form) per naming standard.

Preventive maintenance (oil/filters)

Sticker at handover: date, current km, next due km.
Driver brings vehicle on/ before due; Fleet performs change.
Random checks on premises; overdue = non‑compliance.

Repairs – Job card

Open Job Card (Job No., IN/OUT dates, defect, work done, parts, cost).
Close after QA; attach vendor invoices/part refs.

Spare parts – MR & re‑order levels

Raise MR with part no/qty/needed‑by; Procurement sources/approves.
Maintain critical stock list & re‑order levels; monthly review with spot checks.

Fuel portals

ENOC (Diesel – trucks/drums/forklifts)

Inclusion: add asset/plate mapping; effective same day.
Monthly: reconcile invoice vs. logs; investigate variances; post to cost centers.
Exclusion: disable immediately on removal/scrap.

ADNOC (Petrol with Smart Tag)

Inclusion: attach tag to vehicle; update portal mapping.
Smart Tag issues: report fault; obtain replacement tag & install.
Exclusion: remove tag & deactivate portal entry on return/scrap.

Smart Tag issues & replacement

Report lost/damaged tag immediately; maintain log for replacements.
Procurement books replacement; 3 working day SLA. Fleet re‑installs & tests.

Route changes

On addition/deletion/change of salesman/route → update allocation and fuel portal access the same day.
Keep audit trail (who/when/why).

Vehicle removal & scrapping

Assess & compile pack: maintenance cost letter, quotes & comparison, signed scrap request.
Finance check + approvals: Fleet Mgr → Finance Mgr → GM.
Deactivate: Smart Tag/fuel access, mulkiya & insurance (via PRO), SAP EM deletion flag; Finance retires fixed asset.
Disposal: Tow to scrap yard (Al Ain) with gate pass; retain evidence.

Evidence – naming & retention

Naming: [Plate]_[DocType]_[YYYYMMDD]_[Ref] (e.g., 12345-Fines_Receipt_20250903_Ref123).
Store on Fleet drive; retain 7 years; attach to SAP incident/EM equipment as required.
Accepted: portal screenshots, receipts, signed forms, photos (timestamps), police refs.