Tachograph Analysis: Why Producing the Report Isn’t Enough
Tachograph analysis is one of those areas where it’s easy to think, “We’ve got the software, so we’re covered.”
Unfortunately, it’s not quite that simple.
Having a system that downloads driver and vehicle data is important, but the report itself isn’t the end of the process.
What really matters is what happens after the report has been generated.
Are infringements being reviewed?
Are drivers being spoken to where appropriate?
Are recurring issues being identified?
And, importantly, is there evidence showing what action has been taken?
What Does Tachograph Analysis Actually Tell You?
Tachograph analysis can provide a valuable insight into how drivers are operating.
Depending on the system being used, it can highlight things such as:
Drivers’ hours infringements.
Break and rest issues.
Exceeded driving limits.
Missing or incorrect manual entries.
Tachograph anomalies.
Missing data.
Other potential compliance concerns.
This information gives operators an opportunity to identify problems and deal with them.
But that’s where the important bit starts.
A Report Isn’t a Compliance System
It’s possible to have beautifully presented tachograph reports sitting in a folder and still have a weak compliance system.
Why?
Because producing the report doesn’t demonstrate that anyone has actually reviewed it.
If an infringement appears repeatedly for the same driver, what happens?
If a driver makes an incorrect manual entry, is it investigated?
If there is a recurring pattern, does anyone look at why it’s happening?
The software can identify the issue.
Someone still needs to manage it.
What Should Happen When an Infringement Is Identified?
Not every infringement will have the same cause or require the same response.
There may be occasions where a driver has made an honest mistake. There may also be situations where there is a legitimate explanation for what appears on the report.
That’s why infringements should be reviewed rather than simply filed away.
Where appropriate, operators should investigate the circumstances and take proportionate action.
That might involve discussing the issue with the driver, providing additional guidance or training, or taking other appropriate steps.
The important thing is that the process is documented.
Keep Evidence of What You’ve Done
This is where good record keeping can make a huge difference.
Imagine someone reviewing your tachograph records and finding a series of infringements.
They then ask:
“What did you do about these?”
Being able to produce evidence of reviews, driver discussions and any action taken gives a much clearer picture of how compliance is being managed.
Without that evidence, it can look like the reports were simply generated and forgotten about.
Good records should tell the story.
Look for Patterns, Not Just Individual Infringements
One infringement doesn’t necessarily tell you very much.
A pattern can tell you a lot.
For example, if the same driver repeatedly has issues with breaks, there may be a training or understanding issue that needs addressing.
If several drivers are experiencing similar problems, perhaps the issue is wider than one individual.
Regular analysis gives operators the opportunity to spot these patterns and do something about them.
That’s where tachograph data becomes genuinely useful.
It isn’t just a compliance record.
It’s information that can help you manage the operation.
Don’t Forget Manual Entries
Manual entries are another area worth keeping an eye on.
Drivers may need to make manual entries for certain periods when their tachograph card hasn’t recorded their activities automatically.
Incorrect, incomplete or missing entries can create questions when the data is analysed.
Drivers should understand when manual entries are required and how to complete them correctly.
Again, good driver training and clear procedures can prevent many of these issues before they happen.
How Often Should Tachograph Data Be Reviewed?
Operators should have a system for regularly downloading and analysing the required tachograph data and reviewing the results.
The important thing is consistency.
It’s no use having an excellent process that works for three months and then gets forgotten when the operation gets busy.
Tachograph compliance needs to be part of the normal routine.
The same principle applies to following up the results.
Analyse it. Review it. Act on it. Record it.
That’s a much stronger process than simply generating a report.
A Simple Question to Ask Yourself
Here’s a useful test.
Take your most recent tachograph analysis report and pick one infringement at random.
Now ask:
“Can we show what happened after this was identified?”
If you can demonstrate that the infringement was reviewed and appropriate action was taken, that’s a good sign.
If the answer is, “The report is there, but I’m not sure what happened afterwards,” you’ve potentially found an area worth reviewing.
Final Thoughts
Tachograph analysis is an important part of managing drivers’ hours compliance, but the software can only tell you what the data shows.
It can’t have the conversation with the driver.
It can’t investigate why an issue occurred.
And it can’t decide what action should be taken.
That’s the operator’s responsibility.
A strong tachograph system combines accurate data, regular analysis, proper follow-up and good record keeping.
At Wynn Transport Compliance Ltd, we help operators take a practical look at their compliance systems, identify weaknesses and put processes in place that are easier to manage consistently.
Because when it comes to tachographs, the report is only useful if you actually do something with it.
