Introduction
The Hours module of ACMS allows for tracking driving hours, specifically for trainee drivers, during the practical handling phase of their training programme. It provides the following features:
- Tracking hours against core routes
- Tracking hours driven during daylight and darkness
- Reporting on the progress against a target number of hours for daylight, darkness and/or specific core routes.
- Tracking of missed days with a reason, e.g. off sick, no instructor available, etc.
- Tracking and reporting on trainees overrunning their practical handing schedule
Glossary
Core Route: define the number of driving and learning hours a Driver must complete in order to be deemed competent on a particular set of routes.
Default Hours Tracker Schedule: used to track driving hours in the typical period of time required to reach the driving hours target.
Overrun Hours Tracker Schedule: a way of extending the driving hours schedule in cases where a driver requires more time to achieve the target hours or requires more driving hours overall.
Adding Core Routes
Core Routes are used exclusively in the Hours module to define the number of driving and learning hours a Driver must complete in order to be deemed competent on a particular set of routes. Core Routes are associated with a specific combination of roles, depots and T & C annotations, which act as rules that candidates must meet in order to be put on an Hours Tracker schedule.
Menu > Reference Data > Hours Tracker > Core Route
You can assign multiple core routes to each depot
Adding Missed Reasons
Missed reasons are used to note why a driver could not complete their scheduled driving hours. New missed reasons can be added in the Hours Tracker Missed Reason page by simply selecting 'Add' in the admin and entering a Name and Description for the new reason.
Menu > Reference Data > Hours Tracker > Hours Tracker Missed Reason
Adding Hours Tracker Schedules
Hours Tracker schedules are set up in exactly the same way as CMS schedules. The only difference is that you need to make sure that the Hours schedule type properties are enabled, as shown below. Please refer to the Assessment Admin guide for an explanation of how schedules are set up.
Menu > Schedule > Type > Schedule Type Property tab
The Hours Tracker property simply ensures that the schedule is available to assign to a candidate in the Hours Tracker admin. The Hours Tracker Type property allows users to distinguish between 'Default' and 'Overrun' trackers.
Default Hours Tracker schedule: used to track driving hours in the typical period of time required to reach the driving hours target.
Overrun Hours Tracker schedule: a way of extending the driving hours schedule in cases where a driver requires more time to achieve the target hours or requires more driving hours overall.
Typically customers require one default and one overrun schedule however, you may need to set up separate schedules for Drivers and Depot Drivers.
Assigning Hours Tracker Schedules
Before a driver's driving hours can be tracked, they need to be assigned an Hours Tracker schedule. Users with admin access for the Hours module can do so by using the schedule wizard in the Hours Tracker admin.
Menu > Hours Tracker
Step 2 of the Hours Tracker Schedule wizard displays a list of candidates. The list will only include candidates who have the correct combination of T&C annotation, role and depot of one of the Core routes.
Useful Reports
In order to check the Trainees progress on their hours tracker schedule you will need to run the reports against their Hours Tracker Schedule.
On the candidate dashboard->Role Tab->Hours Tracker tab if you select the schedule and then right click, you can request one of the following reports:
- Hours Tracker Report:See how this person is doing in terms of total hours, hours on each core route, progress against target and totals for missed days.
- Hours Tracker Missed Days Report:See the detail for all missed days entered on the schedule.
- Hours Detail Report: See the detail for all hours entered and all missed days entered.
Configurable Features
- Risk Level Percentage → Used to set the risk level percentage. The percentage added to the minimum driving hours to calculate the minimum total hours.
FAQs
Is it possible to amend the target driving hours for a core route?
Yes, just raise a Redmine ticket and one of the Customer Operations team will make the change for you.
I can't add an Hours Tracker Schedule to a candidate, why is this the case?
It may be because the Hours Tracker Schedule has not been assigned the correct role type. For example, if Hours Tracker schedules need to be assigned to Depot Drivers, you need to make sure that the schedules have the Depot Driver role applied.
Can the role associated with a core route be changed?
ACMS doesn't let you switch the role on a previously created Core Route, as the route will have already been assigned to candidates. A new Core Route would need to be created and assigned to the role, an end date can then be added to the old Core Route that is no longer required.