Example of Procedure for Logistics


This procedure covers all roles, responsibilities, and authorities related to the Logistics process at XXX


The purpose of this procedure is to manage vehicles and other heavy equipment use in an efficient and effective manner, to encourage the safety of vehicles, drivers and passengers, and to minimize damage to  XXX’s vehicles.


3.1 XXX Quality Manual,
3.2 Procedure for Correction and Corrective Action.
3.3 Procedure for Production.
3.4 Procedure for Purchase.


4.1. Heavy equipment: Heavy equipment refers to heavy-duty vehicles, specially designed for executing construction tasks, most frequently ones involving earthwork operations. They are also known as heavy machines, heavy trucks, construction equipment, engineering equipment, heavy vehicles, or heavy hydraulics.
4.2. Logistics: Planning, execution, and control of the procurement, movement, and stationing of personnel, material, and other resources to achieve the objectives of a campaign, plan, project, or strategy. It may be defined as the ‘management of inventory in motion and at rest.’


5.1  Logistics officer
5.2. Supply Chain Manager
5.3. Store keeper
5.4. Drivers and Helpers


6.1. Transportation Management

6.1.1. Wherever applicable, the term vehicle to be applied to heavy Equipment and driver or the operator of heavy equipment.
6.1.2. Usage of vehicles and other equipment for personal use is prohibited; responsible persons besides paying for the loss will be subject to legal action.
6.1.3. Vehicles/Heavy Equipment should not be used after official working hours unless there is a need for it based on the work plan.
6.1.4. Logistics Officer should prepare a Transportation and Routing work plan with approvals to work plan by the Project Coordinator.
6.1.5. The Transferring Party must load products to the vehicle according to the Transportation and Routing work plan.
6.1.6. The Driver receives other related documents (Return Note/Rework Report/Scrap Report/Delivery Note) and signs indicating the materials are in his possession, are on the way, and transports the materials.
6.1.7. When loading materials from site/production, Return Note and Rework/Scrap Report is prepared by Site Engineer/Supervisor and given to the driver.
6.1.8. When loading is from Warehouse, Delivery Note is prepared by Storekeeper and given to the driver.
6.1.9. The Driver delivers the Return Note and Delivery Note to transferring party.

6.2. Safe working guidelines

6.2.1. In case of accident drivers should immediately report the incident and type of damage or involving personal injuries to the local law enforcement agency and to his supervisor as soon as possible and the supervisor to visit the accident site to ensure and be able to decide what caused the accident and who the blame goes to.
6.2.2. Drivers who fail to adhere to vehicle usage policies and procedures are subject to disciplinary action according to the severity of the infraction. If a violation occurs while operating XXX’s vehicle, all fines are the responsibility of the driver.
6.2.3. Transportation is responsible to ensure all drivers are well aware of traffic regulations and abide by those rules.
6.2.4. The driver should take every precaution to ensure the safety of passengers. No person may ride in a vehicle unless properly restrained by a seat belt It shall be the driver’s responsibility to ensure that all passengers are properly restrained.
6.2.5. All traffic and parking laws are to be obeyed. Posted speed limits are not to be exceeded, nor is the vehicle to be operated above safe driving speeds for road conditions. All traffic and parking violations and fines, including any late fees or penalties, are the responsibility of the driver involved. Failure to promptly pay a violation or fine may result in disciplinary action.
6.2.6. The driver of the vehicle shall take every precaution to ensure the safety of the vehicle and its contents. The driver shall lock the vehicle and take the keys.
6.2.7. The driver should ensure tires are in good condition and the air pressure is correct, lights and signals are clean and working.
6.2.8. The driver should ensure oil and antifreeze/coolant is at proper levels and shock absorbers do not show any signs of leaks meanwhile the braking system in top working order
6.2.9. The driver should try to consider the safety distance while driving behind the driver in front – more in bad weather or at night.
6.2.10. The driver should ensure to pass on the left, but only where it’s permitted and where you can see enough clear space to pass comfortably. Be especially alert in heavy traffic – for sudden stops, cars passing or moving in and out of lanes, debris, construction, or potholes.
6.2.11. The driver should constantly check rearview and side mirrors for approaching traffic.
6.2.12. The driver should obey the speed limit and other rules of the road use windshield wipers, lights, and defroster in rain and snow. Turn on headlights as soon as it starts to get dark.
6.2.13. Cell phones should not be used by drivers when operating and driving vehicles.
6.2.14. The Driver should have valid licenses and permits and be well aware of all the traffic rules and regulations of the country.

6.3. Responsibilities of Fleet/Heavy Equipment Supervisor

6.3.1. To keep all the vehicles ready, functional, and fully equipped with supplies and accessories based on the seasonal requirement and make sure efficient use of all transportation means.
6.3.2. Usual repair and technical maintenance of all vehicles and transportation facilities in accordance with the vehicle’s manufacturing company catalog.
6.3.3. Monitoring all transportation facilities including vehicles power generation machines, workshops and other transport-related machinery during official hours.
6.3.4. Ensure all vehicles have license plates, usage permits, logbooks, and legally have no barrier to be used by the driver.
6.3.5. Monitoring the cleanness, technical maintenance, for all vehicles are done properly and timely.

6.4. Vehicle Management guidelines for requesting fuel, lubricants and other spare parts

6.4.1. Driver to put a Requisition Form after the vehicle reached the given norm of (i.e. changing engine oil).
6.4.2. The requisition should be approved by the Fleet/Heavy Equipment Supervisor.
6.4.3. The Requisition form should be filled for requesting needed material from the stock. If the spare parts were not available in the stock, the storekeeper will recommend a purchase from the market in the same form.
6.4.4. Next step is to visit Store for receiving the required spare parts/supplies for the vehicle.
6.4.5. The driver will then have to go to the Maintenance for the physical maintenance (changing engine oil, filter, air filter, diesel filters and etc.).
6.4.6. For useless spare part the Spare Register that is used for the parts and supplies that are no more in use and has been depreciated should be filled and returned to stock along with those depreciated spare parts/ supplies.

6.5. Vehicle Maintenance guidelines

6.5.1. Fleet Supervisors must provide the driver with the required amount of fuel and lubricants used during the travel and ensure the vehicle is fully functional and operational.
6.5.2. Log Sheets for all vehicles should be kept up to date and KM and dates of usage should be listed at the beginning and endpoints of all trips. Users of the vehicles must write the Starting KM, the destination of the trip, and the end of travel KM counter into the Vehicles log book.
6.5.3. Fuel consumptions differ by type of vehicle, engine, Cylinder, and type of fuel (Petrol, Diesel) of vehicles and are calculated per KM. Drivers are responsible to check and ensure the KM counter at the vehicle is functional and should verify it with the Fleet Supervisor.
6.5.4. All vehicles and Heavy Equipment of XXX based on the technical specification of the manufacturing company should be kept functional and operational as well should be operated based on the manufacturing company’s catalog for routine and seasonal maintenances. The Fleet/Heavy Equipment Supervisor is responsible to ensure all the vehicle maintenances and cleanups are done in a timely manner logged in Vehicle Maintenance Log and based on the schedules maintained in Vehicle Maintenance Schedule. Critical Spare parts must be maintained in the Spare part Register.
6.5.5. Vehicles and Heavy Equipment should be kept in a safe and covered area during night times and official holidays. The Transportation Department should ensure the safety and security of the vehicle parking.
6.5.6. Drivers are responsible to coordinate with Fleet /Heavy Equipment Supervisors for technical maintenance, cleaning services and take good care of their assigned vehicles based on need and given schedules, and ensuring their vehicles have enough fuel and other required lubricants to operate normally. Preventive and Breakdown Maintenance must be carried out at authorized agencies and must be managed by Fleet Supervisors.
6.5.7. Driver to put a Requisition form explaining the type of technical problem in the vehicle to Fleet/Heavy Equipment Supervisor.
6.5.8. The Supervisor will approve the request and refer it to the Maintenance Supervisor. The Maintenance Supervisor will inspect and check the vehicle and will provide their findings and feedback.
6.5.9. Fleet/ Heavy Equipment Supervisor to put a Requisition form to the Procurement Department describing the technical issue of the vehicle and list down required spare parts for the vehicle to be replaced based on the recommendation and findings of the Maintenance Supervisor committees.
6.5.10. Once approved, the Procurement department to procure and coordinate the purchase of the approved spare parts with the contractor/Vendor.
6.5.11. Once the spare parts are provided they should be checked by the Fleet/Heavy Equipment Supervisor for their review and confirmation. Meanwhile, all paper works including the purchase bills and approved requests should be prepared and sent to the Finance department for processing and payments.
6.5.12. Driver to take the vehicle to the workshop or authorized Agency for maintenance and replacing the spare parts, and to return the damaged spare parts to stock.

6.6. Quarterly Maintenance

6.6.1. Check #1 Include but is not limited to full check of the vehicle from the front wheel and continued to the rear wheel of the vehicle, the vehicle should be placed in the workshop, for the technical inspection and test drives, if any faults identified then the vehicle should be parked for maintenance following the procedures explained in above for replacing any damaged spare parts, and should be recorded in the vehicle maintenance history logbook.
6.6.2. Check #2 is more detailed in comparison to check #1 and includes, opening, cleaning, and refreshing lubricants of front and rear wheels, checking brakes, brake pads, shock absorbers, metal compression coil springs, as well as same maintenance and checks are applied on the rear wheels of the vehicle. Furthermore all lubricants for the gearbox, steering wheel, brake, and other necessary parts
6.6.3. Weekly, Monthly, and Quarterly Checklists should be maintained as per the Checklist for each vehicle/equipment.


7.1 Vehicle Log (QMS F 103)
7.2 Automobile maintenance schedule (QMS F 104)
7.3 Vehicle Maintenance Log (QMS F 105)
7.4 Transportation & Routing Plan (QMS F 106)
7.5 Spare Part Register (QMS F 107)

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