Design of Tank Trucks

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a) Capacity standardization

The maximum compartment size allowed by the Explosive Regulations is 5,000 litres. We have however
standardized on the following truck sizes, with each compartment capacity of 4000 Litres./5000Litres

Tank Truck Size Compartment

12 KL 3 x 4 KL, 4 x 3 KL, 1 x 2 KL + 1 x 4 KL + 2 x 3 KL
25 KL 5 x 5 KL

The advantages of this standardization are :

i) Facilitates easy and uniform ordering as the trade becomes readily acquainted with compartment sizes and
truck capacities.
ii) Permits flexibility of programming, especially at locations with r more than one truck. Permits easy
transfer of trucks between locations.
iii) Rationali~es billing procedure.

b) Axle Weights

A tank truck is so designed that the R.L.W. and the axle loads do not exceed the maximum stipulated by the
Road Transport Authorities. The attached drawings show the load distribution over the axles for 12 KL trucks,
based on the maximum stipulated Axle Weights permitted by the Road Transport Authorities earlier. This
information will be useful in adjusting Axle Weight distribution as per current maximum Axle Weights
permitted by Road Transport Authorities. HQO circulates circulars covering any changes made by R. T .0. in
this regard.

c) Emergency Valve

Every truck compartment should be fitted with a 4" emergency valve as shown in the accompanying drawing.
The spring tension keeps the valve normally shut. To get a full discharge rate of 400-450 litres/minute, the
valve must lift I” corresponding to I 1/2" to 2" horizontal movement of the lever. As the cable operating the
lever has to act against the spring tension, it tends to slacken, resulting in partial opening of the valve. This
can easily double the discharge time. The movement of the lever should be checked daily and the cable
tightened if necessary. The cable and rollers should be lubricated once a week. Emergency valve neoprene
gaskets should be kept in spare for quick replacement.

d) Delivery Line

Standards -4" delivery pipe, 3" faucet, 2 1/2" Barret or quick coupler with dust cap. The pipeline at the
discharge end must have a 2 1/2" down- ward slope. Lightweight hoses of 2 1/2" smooth bore must be used.

All connections/bends must have minimum 2 1/2" bore.

e) Vents

Standard size -I 1/2". Pressure (I 1/2 psi), Vacuum (I 1/2" water). When the truck is topped up or when there is
a rise in temperature, the vapour pressure above the liquid rises. When this exceeds 1.5 psi, the spindle, gets
lifted against the upper spring tension and the vapour escapes. Similarly when the truck is decanted or there is
a drop in temperature, a partial vacuum is created. When this exceeds I 1/2" of water, the atmospheric pressure
pushes down the aluminium diaphragm against the lower spring and allows air to enter the tank. The vent
should be tested against a mano-meter once in three months. The vent screen should be of 28 mesh and J
should be cleaned once a month.

f) Dip Points

Dip points at the centre are provided for each compartment for measuring quantities by dip rod. The plastic
level indicators are not acceptable.

g) Fire Extinguishers

These should be of dry chemical type of 10 Kg capacity. The seal, nozzle dust cap and the trigger mechanism
of the extinguisher should be checked daily .The weight of the CO2 cartridge, condition of the powder cover
gasket, hose pipe should be checked monthly. All joints should be made air tight to prevent leakage. The
clamps on the bracket provided for the fire extinguisher, should allow for easy removal and putting back of
the extinguisher.

h) Flame Arrestor

The C .C .E .approved flame arrestor should be installed on all tank trucks. As the carbon deposits from the
exhaust tend to choke the flame arrestor, it should “be cleaned periodically with dilute caustic soda solution. A
blocked exhaust vent results in back pressure on the engine causing over-heating and poor performance.

i) Tool Kit Accessories

Every truck should be provided with tools and accessories listed below to take are of on the spot minor jobs:
Wheel Spanner - 3" and 6"
Screw drivers - 3" and 6"
Cutting pliers - 6"
Adjustable spanners - 6" and 12"
Set of double and spanners 13 pieces
Spare fuses and insulating tape
Stepney tyre
Jack
Faucet key, goose neck bend, coupling gaskets.

j) First Aid Kit

A first aid box should be provided in each truck and kept in an easily accessible place in the truck.

k) Tachographs

This instrument provides an accurate record of driving speed, distance and engine running. It is desirable that
this device is provided if possible and kept in working order. The tachograph should be installed in such a
position as to minimise cable bends. The cables should be lubricated every quarter.
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Maintenance of Tank Trucks

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a) Due to extremely high initial cost of a truck and the correspondingly high depreciation, a truck should be
kept in top class serviceable condition all the time. Any time lost as a result of breakdowns is loss of
productive time.

b) As per current replacement policy, we expect a Diesel truck to be replaced after 10 years and 5 lakhs Kms.
This target is conservative when compared to the figures claimed by the manufacturers and large fleet
operators of Tata and Leyland trucks. They have achieved an average truck life of 800,000 to 900,000 KMs
after four complete engine overhauls.

c) In order to operate a truck efficiently throughout its life span, an effective preventive maintenance program
is essential.

5.2.1 Lubricant Grades

To minimise wear and tear, recommended lubrication procedures should be meticulously followed. Refer tank
truck manufacturer’s service manual for correct grade of lubricant to be used for different applications.

5.2.2 Engine Maintenance

For an engine to operate efficiently over its life span the lubrication, cooling, fuel/air intake systems should be
carefully and properly maintained.

i) Lubrication

The oil should be properly filtered. To ensure this, the oil filter should be cleaned monthly and replaced every
three months. The oil should be changed periodically as specified. The oil pressure gauge should be checked
every day for proper circulation of the lubricant.

ii) Cooling

The radiator must be topped up daily. The effectiveness of the cooling system should be checked on the
temperature gauge. Radiator hoses should be inspected and tightened every month.

iii) Fuel and air intake

A clogged air filter can badly affect engine performance. Air filters should be cleaned and oil changed every
week or more frequently where dusty conditions are encountered. Improper air filteration can accelerate
engine wear. Cleanliness of fuel and efficient operation of the fuel pump is very essential for the engine to
operate at full power. Dirt in fuel causes faster wear of the fuel pump and injector nozzles and clogs the pump
valves. It also leads to premature engine wear and causes unhealthy deposits. The fuel should be strained
when topping up. The filter should be cleaned once a month and replaced every six months.

iv) In diesel engine the injector pumps and nozzles are precision built parts. They should be
calibrated/overhauled by qualified persons only. Injector nozzles should be removed, tested for pressure and
spray characteristics every 3 months. The injector pump should be calibrated every year and overhauled at the
time of engine overhaul.

v) Given below is the normal life expectancy of diesel engines, based on the experience of established garages
and fleet operators. This performance has been achieved through rigorous checking/ maintenance of the air,
oil and fuel filtering systems.

vi) Decarbonizing and valve grinding after 80,000 Kms

Piston ring change 120,000 Kms

First complete overhaul 200,000 Kms
Total life after 4 overhauls 800,000 Kms/
900,000 Kms

5.2.3 Body/Chassis

The chassis requires no lubrication. As a protection against corrosion, the chassis may be .given an anti-
corrosive undercoat or a coat of paint during monsoons. After the first 8,000 kilometres and then once every
month, check the tightness of all bolts, set-screws and nuts. The body of the truck should be washed regularly
and wax polished once a month in order to maintain its good appearance. Nuts, bolts, screws on all body
fittings should be tightened every month. Door hinges, outer door handles and door latches should be
lubricated monthly.

5.2.4 Tyres

A recent survey carried out by another company showed that 35% of the total unproductive hours were
attributable to tyre failures. Tyres should be properly installed and maintained to prolong tyre life and reduce
costs. The following should serve as general guidelines :

a) Keep Inflation at the Recommended Pressures -The driver or mechanic should check and inflate tyres to the
recommended pressures daily. Under- inflation causes overflexing resulting in excessive heat build-up. This
over- heating causes tyre disintegration, such as ply separation. Over-inflation

(i) causes poor load distribution on the tyre, (ii) decreases the proper flexing, (iii) causes strain in the cords
and (iv) increases impact bursts. A tyre should be inflated when cold. Heat builds up with running resulting in
a r ise in pressure. This excess pressure should not be bled.

Tyre Size PR Recommended Pressure Maximum Load

at Maximum Load

9.00 x 20 14 5.6 KSC 1940 Kgs.

10.00 x 20 14 6.0 KSC 2270 Kgs.

b) Retreading tyres -Approximately 70% of the cost of a new tyre goes towards the making of the case. It is
therefore most important to maintain and protect the tyre properly so that the carcass will be retreadable. A
retreading should be done before the tread depth becomes less than 3/32" -the rib tyre should be measured in
the groove closest to the centre of the tread, the lug tyre should be measured in the groove at a point 1- 3/4"
from the centre of the tyre.

A new tyre should last 64,000 Kms. before the first retread. A tyre can normally take two retreads giving
28,000 Kms after each retread, giving it a total life of 1,20,000 Kms. Sometimes the carcass retains enough
strength for a third retreading.

c) Matching of Dual Assemblies -Mismatches can occur in a number of forms; rib tyre mounted next to lug
tyres, retreaded tyres mounted with new tyres and lug tyres being operated on steering axles. These are
mismatch conditions and will cause premature tyre failures.

Only the same tread design and tyre should be operated on a dual assembly. A matched design would be lug
with lug, rib with rib”, retread rib with retread rib, etc. The use of retreaded tyres on the front axle is not
recommended.

Dual assembly tyres should be replaced in sets of two prematch tyres in pairs for easier mounting. Following
are the tolerances for matching tyres on dual assemblies :

Tyre Size Circumference Diff. Diameter Diff.

9.00 x 20 )
10.00 x 20 ) Not to exceed I-I/2" Not to exceed 1/2"

d) Correctly space dual tyre assemblies -Proper alignment of dual assemblies is essential if wear on all tyres is
to be even. The tyres should be dead parallel. This can be checked with a tyre square. The spacing of the tyres
should be as specified. The minimum dual spacings recommended for 10.00 x 20 is 12.2" . The minimum dual
spacing is measured from the centre line of each tyre.

e) Use proper sized rims in Rood condition -Using the correct size rims is most important in producing the
maximum tyre service. Studs should be checked to make certain that they are not broken and that all nuts and
wedges are tightened down properly. The rims should be inspected for damaged flanges.
f) Promptly correct mechanical irreRularities -’ Poor mechanical condition of the truck like grabby brakes,
bearings and front end misalignment can cause fast and uneven tyre wear, sometimes to a point which makes
it impossible to retread. A truck should be kept in good mechanical condition to prolong tyre life.

g) Valve Caps -Valves should have valve caps screwed on at all times. These should have rubber washers to
prevent the accumulation of dust particles between the valve and the valve seats and thus prevent the loss of
pressure.

h) Good driving habits -Good driving habits ensure long tyre life. The driver should observe the following
rules to save tyre wear :

i) Drive slowly over rough roads.

ii) Do not drive over curbs by making too short a turn.
iii) Avoid riding over the edge of road since this can result
in tyre Cuts and bruises.
iv) Avoid sudden braking by anticipating stops in order to avoid wear by skidding.
v) Start slowly and do not spin wheels.
vi) Drive at moderate speeds with heavy load and when the weather is hot.

i) Tyre Records -A tyre record should be maintained for each truck in the Equipment Data Book (sample
attached). Information about tyre repairs, retreading, etc. should be recorded in this. If a truck is transferred to
another location, this Equipment Data Book should be sent along with the truck.

5.2.5 Batteries

The following checks should be carried out weekly on all batteries :

a) Keep the batteries in a clean and dry condition. When cleaning the battery, the vent plugs should be
properly fitted to prevent entry of dust in the cells. The vent hole should be kept clear for the gases, evolved
during charging to escape.

b) Check electrolyte level in each cell. This should be 1/4" to 1/2" above the top of separators. Top up with
distilled water, if necessary.

c) Clean terminals, tighten and smear with vaseline.

d) Check Specific Gravity of electrolyte with a hydrometer. This indicates the state of charge. If distilled
water has been added, check the Specific Gravity after about half an hour’s charging. If the specific Gravity
indicates overcharging/undercharging constantly, the regulator setting should be lowered/increased.

5.2.6 Periodic Checks

In this Section, we have drawn up some periodic check lists covering various items of lubrication and
inspection. These lists are not intended to replace Manu- facturer’s Operating and Maintenance Manuals but
rather to provide a guide for systematic inspections which are the basis of preventive maintenance. Reference
should be made to the Manufacturer’s Manuals for the actual method or work indicated to be done on these
lists as well as for items of long range maintenance, repair and overhaul.

a) Daily Check List -The following checks should be carried out daily before the truck leaves on its first trip :

1. Fuel - Top up

2. Oil - Top up.

3. Radiator Water - Top up.

4. Compressor tank - Drain.

5. Emergency Valve - Check movement of valve lever and adjust if necessary.

6. Grounding Plate - Check condition of plate and cable. Tighten connection.

7. Tyres - Visual check and pressures.

8. Fire Extinguishers - Check seal, nozzle dust cap and move- ment of trigger .

9. Lights. - Start engine and check .

10. Windshield Wiper.

11. Horn.

12. Pressure/Vacuum Gauge.

13. Ammeter/Pilot Light for proper function of dynamo.

14. Oil pressure gauge for proper functioning of the oil pump.

15. Rear View mirror.

16, Start truck and test brakes.

17. Hoses and couplings.

18. Goose bends.

19. Gaskets.

20. Faucet Key.

21. Tool Kit/ Accessories.

b) Weekly Check List -These checks are in addition to the daily checks :

1. Brake Oil - Check level, top up if required.

2. Air Cleaner - Clean end refill oil.

3. Fuel injection pump

and governor housing Check oil’ level.

4. Battery - Check Specific Gravity and electrolyte level.

Top up with Distilled Water. Clean terminals and smear with vaseline.

5. Tighten wheel nuts.

6. Tighten spring ‘U’ bolts.

7. Lubricate - Brake and clutch linkages.

Centre bearing.
‘U’ Joints.
Propeller shaft -sliding yoke.
Shackle pins.
Steering bell joints.
Brake/clutch pedal shaft.
King pins.
Hand brake lever shaft.

c) Monthly Check List -These checks are to be carried out in addition to the daily and weekly checks :

1. Engine Oil - Change.

2. Gear Box - Top up.

3. Differential - Top up.

4. Steering gear box - Top up.

5. Lubricate dynamo and starter bearings.

6. Grease water pump.

7. Grease pump bearings where applicable.

8. Radiator hoses - Check condition and tighten clamps.

9. Fan belt - adjust tension

10. Fuel Tank Drain.

11. Clean prefilter at feed pump, fuel and oil filters.

12. Clean and adjust spark plugs and delco points.

13. Tighten nuts, bolts and screws on all chassis and body fittings.

14. Tighten mounting bolts on steering gear assembly.

15. Tighten propeller shaft flanges.

16. Clean vent screens.

17. Clean flame arrestor.

18. Clean and wax polish the entire truck.

d) Quarterly Checks -These checks are in addition to the daily, weekly and monthly checks :
1. Gear box and Change oil (for Leyland every 32,000 to differential
40,000 Kms.)

2. Check and adjust steering wheel play.

3. Check and adjust clutch play.

4. Check brake linings.

5. Change oil filter cloth.

6. Injector nozzle Clean, test for pressure and spray characteristics

7. Grease wheel bearings.

8. Grease fifth wheel.

9. Check toe-in and adjust.

10. Check and tighten - Push rod chamber cover. Timing gear cover
Rocker shaft cover.
Engine and radiator mountings.
Fuel tank brackets.
Gear box mountings.
Mounting of intermediate shaft support bracket.
Shock absorber linkages.
Generator and starter mountings.
Mountings on driver’s cab and body.
Tank mountings.

e) Spare Parts List -As spare parts are not readily available at all locations, repair time is sometimes
unnecessarily prolonged. In order to eliminate time lost in acquiring spares and minimize repair time, we have
drawn up a list of essential items which may be kept in spare at each location :

1. Head Light Bulbs) Single/double contact and voltage as

2. Tail Light Bulbs) per requirements.
3. Wiper arm and blade.
4. Oil Filter Cloth.
5. Fuel Filter Elements.
6. Diesel pipe.
7. Brake hose.8. Radiator hoses.
9. Fan Belt.
10. Master Cylinder Kit.
11. Wheel Cylinder Kit.
12. Brake liners with Rivets Front and rear.
13. Emergency valve cable.
14. Cable fasteners.
15. Wheel nuts.
16. ‘0’ Clamps.
17. Emergency valve gasket.
18. Gasket Sheet (1/16", 1/8" and 1/4")
19. Asbestos gland packing.
20. Nuts, bolts, screws etc. per requirement. .
21. Pump bearing and mechanical seals.
22. Flame arrestor.
23. Fire extinguisher Dry Chemical, CO2 cartridge, hose pipe,
spares grip nozzle, dust caps and gaskets.
24. Fuel Pump Set.
f) Locations having three or more trucks of the same make, may keep the following spares, in addition to
those mentioned above :

1. Starter
2. Dynamo
3. Wiper motor.
4. Fuel Injectors.
5. Front spring assembly.
6. Rear spring assembly.
7. Shock absorber.
8. Shackle pins and bushes.
9. King pins and bushes.
10. Water pump assembly.
11. Water pump seal.
12. Water pump grease cap.
13. Clutch plate.
14. Clutch withdrawal bearing.

g) Motor Equipment Maintenance and Repair Book -A sample of this form is attached. Whenever any repairs
are carried out on a truck, the information on the nature and cost of repairs, cost of spares, number of
manhours, etc. should be recorded on this form. If an equipment is transferred to another location, this should
go along with the truck.
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Expected Performance Standards

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a) Expected tank truck life : Diesel engines, heavy duty chassis -500,000 KMs and 10 years whichever is
more.
b) Target 600KL/TT/Month.
c) Company speed restriction -50 KMPH.
Minimum normal average speed should be 24 KMPH in cities and 40 KMPH in upcountry areas.
d) Split loads of less than 8 KL not advisable unless due to insufficient tank capacity.

Part Loads to be Completely Avoided.

e) Truck delays due to dealer absenteeism/signing of cheques/insufficient ullage must be
minimised/eliminated.
f) Consider overtime operation where overtime eliminates need for additional equipment. This will be purely
governed by economics and when overtime increases enough, start a second shift.

5.3.1 Physical Requirements -Terminal/Depot Requirements

a) Loading Pump -The pump should be motor driven and have a minimum operating capacity of 3000/4000
LPM.
b) Pipeline -The Pipeline on the suction side of the pump should be as large as practicable and the discharge
side pipeline should be sized to meet delivery rates requirement. The pump should be so situated as to
minimise the length of pipeline. The number of bends/valves should be kept to a min.

c) Loading Rack -It is preferable from an operations point of view to have overhead loading. The loading hose
should have a 2-1/2" smooth bore. Provision for simultaneous loading of two compartments should be made
when- ever economically feasible.

d) Truck Turnaround Time -Invoices should be ready and trucks serviced (fuel, oil water etc.) during loading.
Turn around time should not exceed 10 minutes + actual flow time.

5.3.2 Service Station Requirements

a) Fill Pipe -Service Station fill pipes should be of 2-1/2" internal diameter, and kept at a minimum height
above ground level and colour coded to eliminate possibility of comingling two different grades of product.

b) Vapour Vent -Vent line should be of I-I/2" diameter (double opening). The vent screens must be of 28 mesh
(preferably of a non-ferrous metal) and kept free from paint and rust. Any reduction in venting area due to
clogging of the screen will effectively increase unloading time.

c) Tank Capacity -The question of providing adequate tankage is very impor- tant and has a direct bearing on
delivery expense. The cost of additional tankage versus the saving in delivery cost (less trips, hours and
kilometres) should be evaluated and economic feasibility worked out in every individual case.
d) Turnaround Time at Service Station -A maximum of 15 minutes should be allowed for positioning,
checking, connecting, disconnecting and collection of cheque. The total unloading time should not exceed :

Capacity of truck (in litres)

Discharge rate (400 to 450 LPM + 15 minutes
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Achievement of Objectives

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5.4.1 Principles of Good Despatching

a) To have an effective program of deliveries, the dispatcher must have an accurate idea of trip time. Before
attempting to find out how long a particular operation takes, it is necessary to ensure that proper methods are
being employed. The method analysis should ask the questions: “What is being done ?”, “Why is it
done ?”,”Where is it done ?” and “How is it done ?”. These questions should be answered in the framework of
:

i. Elimination of unnecessary operations

ii. Combination of operations
iii. Change of sequence
iv. Simplification of necessary operations
v. After the analysis, a standard procedure should be written up and used as a ready reference.

b) Build Up Standard Trip Times -After proper procedures have been deter- mined, standard trip times should
be built up from a combination of the various elements -loading time, unloading time, extra delivery time,
driving time and other time (personal and clerical time and time for filling fuel, oil, water, etc. in trucks). By
occasionally accompanying the trucks. The dispatcher can establish trip times which are so vital in efficient
program. These trips should be logged with the tachographs. Over the course of time, changes in truck design
or road conditions occur. Such changes should be recognised and trip times re-established.

c) Strive for a minimum of 24 hours Advance Notice from local and 48 hours from outstation customers -This
policy has been successfully implemented at most locations. The dispatcher must seek Regional Office
backing for implementing this policy.

d) Utilize Full Truck Capacity -Send trucks out full and bring them back empty, delivering full loads wherever
possible and otherwise combining smaller deliveries into full loads.

e) Achieve Maximum Size Delivery -Make full load deliveries wherever possible and the maximum that
storage permits in other cases. Dealer or agent finances are often a problem, but they can be overcome by the
salesman in most cases.

f) Strive for the Best Combination of Split Loads and Minimise KMs on Split loads~ -Combination of split
loads should be made to dealers as close together as possible, thereby reducing KMs travelled and hours and,
there- fore, cost.

g) Maximise Double .Shifting. -For maximum truck utilization, the equipment should be double shifted to the
maximum extent. However the percent of equipment double shifted depends on having work available in the
second shift. The dispatcher should actively seek help from Sales in increasing the number of second shift
deliveries.

h) Preload to the Maximum Extent -Drivers returning early on their last trip can be utilized productively by
having them preload for the subsequent shift. It is a good idea to have the filling crew report for work half an
hour before the start of the first driver shift.

i) Stagg.er Shift Starting. Times and Schedule Departures to Avoid Bottleneck -The starting time of a
particular shift should be staggered (by 20/30 minutes) wherever feasible to minimise crowding at the loading
rack. It makes good sense to set the trip departure times to avoid bottlenecks. Departures should be so
scheduled as to have truck across town prior to peak traffic.

j) Always schedule a full shift even with~ probable overtime -A dispatcher scheduling solely to avoid
overtime can easily schedule idle time. This condition creates expensive idle time on both truck and driver and
is to be avoided for efficient operation. Overtime is always cheaper if it makes use of idle truck and does not
create idle time in the next shift.

k) Schedule a minimum of one shift ahead A good dispatcher will plan his work and then work his plan.
Programming should be done on “Tank Truck Delivery Programme and Record”. It is easier to make revisions
in a planned schedule than to try and evolve a plan and make changes at the same time.

l) Assigned loads on Trip Times -Not Trips Per Day -In order to maintain an efficient program, the dispatcher
must answer the question “How long should a trip take ?” and not “How long does a trip take ?’1 He should
schedule on the basis of trip times rather than on trips per day.

m) Assign Drivers to the same trucks but vary delivery routes - This will infuse a feeling of pride and
achievement in the drivers.

n) Schedule Mid-week Product Transhipment -Smooth the Work-load -Tran- shipment of product to Company
Storage Points should be made when other orders are least -usually mid-week. Advance or defer orders from
peak periods -know your dealer storage capacities and thruput.

o) Schedu1e Driver Vacations during Slack Periods -It is important that the dispatcher anticipate the slack
months and use these months to schedule vacations.

p) Never use Outside Carriers when Company Trucks are available. When absolutely essential, assign the
least economical trips to Outside Carrier - There are days when the Company Fleet cannot carry the entire
workload. The cost of Company versus contract trucks should be worked out for each delivery point and trips
should be listed in the order of maximum cost advantage. When absolutely essen:1;ial, trips with the
maximum cost advantage to the company should be assigned to outside carriers.
q) Work Trucks to the Maximum -Plan schedule and dispatch the entire fleet, including spares, to keep trucks
working throughout working hours every day except Sundays, allowing for an adequate weekly program of
preventive maintenance.

r) Constantly Review ration for Improvement -Advise of Troublesome Distribution Areas -Tachographs
should be carefully examined on a trip to trip basis check for unscheduled halts, excessive or uneven speed,
etc. Any large variation from established trip times should be fully investigated. Since the, driver largely
controls results, he should be tactfully handled and made to feel that any new program/method is ultimately
for his good.This dispatcher in view of the fact that he intimately follows the operation on a day to day basis,
is in an excellent position to make effective recom- mendations for improvement. For example, the dispatcher
should highlight those cases where dealers are not utilizing present storage or where a physical change (i.e.
better vents, etc.) at a particular location will result in better efficiency. To be more effective,
recommendations should show savings in Rupees.

5.4.2 POT Program -Evaluation of Tank Truck Performance

5.4.3 The Program

POT stands for PERFORMANCE OF TANK TRUCKS and is a very important factor in effective utilization
of company tank truck. The entire POT Program evolves round six basic objectives which are briefly
discussed below:

a) Utilize Full Truck Capacity -Send trucks out full and bring them back empty, delivering full loads wherever
possible and otherwise combining smaller deliveries into full loads.
NEVER MAKE PART TRUCK TRIPS.

b) Utilize All Driver Hours -Plan, schedule and dispatch so as to keep drivers engaged in productive work.
Avoid slack work periods and idle time at end of shift.

GET AN HOUR’S WORK FOR HOUR’S PAY.

c) Load~ Drive and Unload Efficiently -Keeping a driver busy is not enough. He should make his deliveries
efficiently.

100% ACHIEVEMENT VERSUS ESTABLISHED PERFORMANCE STANDARDS.

d) Achieve maximum size delivery. - Make full load deliveries wherever possible and the maximum that
storage permits in other cases. Dealer or agent finances are often a problem, but they can be overcome by the
salesman in most cases..

e) Minimize use of outside carriers -Never use outside carriers when Company trucks and men are available.
When absolutely essential, assign the least economical trips to outside carriers.

This Program introduces procedures to establish Operating Performance Standards for each location tailored
to the specific individual operational features.

5.4.4 Target Litres Per Hour

a) Target Litres Per Hour (TLPH) is a fair and equitable method of measuring the performance of
dispatchers and drivers. TLPH measures how well we did versus how well we could have done.

b) Measuring Performance

Actual Litres = Total Litres Delivered in Company owned trucks

per Hour (ALPH) Total Driver Hours

where total driver hours include straight overtime hours (not 1-1/2 times or 2 times) but excludes vacation,
sickness, lunch time, etc., etc. The hours of relief or casual drivers, when engaged, should be added to the total
driver hours.

Target Litres = Weighted Average Truck Capacity (in litres)

Per Hour (TLPH) Standard Time for an Average Trip

c) Definitions -Weighted Average Truck Capacity

For realistic values, the weighted average truck capacity should not be the sum of the capacities divided by the
number of trucks, but rather an average that has been weighted by the number of trips per unit. In this way,
proper consideration will be given to those units (usually the larger ones) most frequently used.

Example :

Capacity No. of Trips Weighted Capacity

6,000 58 348,000

6,000 62 372,000

5,800 58 336,400

5,000 49 245,000
 4,800 50 240,000

1,541,400

Weighted Average Truck Capacity = (1,541,400) /( 277) = 5,563

(The above figures are hypothetical).

5.4.5 Standard Trip Time

This is the total time an average trip should take. The five components which account for all the activities that
occur during a “target” trip are :

a) Target Loading Time -The standard time that it should take to load a full truck. This should include time for
positioning the truck, flow time and time for communications. In determining the standard time, it is
important that this be the time required for an efficient driver proceeding at normal pace, using proper
methods to perform the task under normal conditions. Individual times which involve abnormal circumstances
should not be used in the analysis. On the other hand, target time does not mean the average time presently
taken -it must be the time it should take; This principle applies to all the target factors used.

b) Target Un1oading Time -The standard time spent at a station while making a full load delivery. Most of the
time will be discharge flow time, but the total time should include time for position, coupling hoses and
collection.

c) Actual Driving Time -The average amount of time spent in driving. This is obtained by dividing the average
kilometres per trip for the period under consideration by the average driving speed. Average driving speed
should be computed by analysing a random sample of 40/60 tachographs if installed. We normally expect a
minimum average speed of 25 KMPH in cities and 40 KMPH in upcountry locations.

d) Target Extra Delivery Time -The standard time required for extra delivery is evaluated by two factors

i) Time for one extra delivery -the sum of the individual times for positioning, coupling and collection. No
allowance should be made for discharge time since this has already been included in unloading time for a full
load.

ii) Number of extra deliveries per trip = No. of deliveries - No. of trips

e) Target Other Time per Shift -The standard time per shift required for truck servicing (fuel, oil and water),
driver-personal time and clerical operations. Since most of these activities normally occur during loading,
other time per shift should be negligible and can be worked out for each location on a realistic basis. Knowing
this value, we can allocate it to the average trip time on a percentage basis.
Having defined the necessary elements, we can then substitute these in the general formula. Hence

TLPH = : Weighted Average Truck capacity

Loading+UnloadIng + Time for deliveries – 1 + Total KMS x
Shift length extra Trips Trip x KMPH
( Shift length - delivery Other time per shift)

where all the time factors are expressed as fractions of hours (example 20 minutes is shown as 0.33 hours).

Performance = ALPH x 100 TLPH

5.4.6 Explanation of losses from Target

The ratio of actual versus target litres per hour provides a method of measuring overall performance and
pinpointing areas for improvement. The percentage difference between Actual and Target LPH may be
explained as percentage losses in the following categories :
a) Capacity Non-utilization
= Weighted Average Truck Capacity -Actuallitres per Trip x 100

Weighted Average Truck Capacity

b) Repair

= Driver Repair Hours X / lOO Total Driver Hours x

c) Driver Idling

= Driver Idle Hours x 100 / Total Driver Hours

Poor Performance and Other
= 10096 -(96 ALPH/TLPH + percentage losses due to capacity
Non- utilization, Repair and Driver Idling)

5.4.7 Use of Target litres Per Hour

Actual versus Target LPH provides a measure of efficiency in four areas of tank truck operations :

a) Truck Capacity Utilization

b) Repair Time
c) Driver Time Utilization
d) Driver Efficiency

5.4.8 It does not however measure performance in these areas :

a) Average size delivery efficiency

b) Truck time utilization
c) Efficiency in combining split load deliveries
d) Efficiency in truck routing
e) Effectiveness in using outside carriers
f) Driving skill of drivers.

5.4.9 Target Hours Per Truck

Target hours per truck (THPT) provides a method of measuring the effectiveness of fleet utilization. It is
essential to optimize performance of each fleet and then to fully utilise the trucks during all shifts. Optimum
performance is reached when the fleet is triple shifted with one shift per week allowed for M &: R. Target
hours per truck would therefore be computed as :

24 hours/day x 6 days/week = 144 hours/week

Less: 4 half hour meal periods/day = (9) hours/week Less: 1 shift/week for M &: R = (8) hours/week
Total Operating Hours 127 hours/week
THPT per year (50 weeks working, 127 x 50
2 weeks holidays)
= 6,350 THPT per month ( + 12) = 529

The same general procedure would be used to establish target hours for a one or two shift operation. For
locations operating only single shifts, the fleet requirement is first worked out and on the basis of the
economics involved, the optimum operating hours per day is computed (For example, for a location it could
be 10 hours instead of 8 hours). The THPT is then built up on these hours. Once the target is established,
performance can be measured by using the formula

Fleet Utilization = Actual Operating Hours per truck for the period
Target Hours per truck for the same period

5.4.10 Use of Target Litres Per Hour and Target Hours Per Truck

Percentage Fleet Utilization measures only how ‘Busy’ the fleet is, not how well the operating hours are used.
Percentage Fleet Utilization must be used in con- junction with the results of Actual Versus Target LPH in
order to get a clear picture of the fleet performance. For instance if we had the following situation :

ALPH Vs TLPH = 92%

% Fleet Utilization = 60%

it could mean that although the drivers are nearly at optimum performance, there are spare vehicles in the
fleet. If the situation is reversed :

“ ALPH Vs TLPH = 60%

% Fleet Utilization = 92%

it could mean that while the vehicles are running virtually all the time, they are not being efficiently operated.
Both cases indicate that at optimum perform- ance levels, the fleet could be reduced in size.

5.4.11 Who Controls Results

Objective Controlled by Measured by

Utilize Full Truck Capacity Dispatcher TLPH

Achieve Max. Av. Size Delivery Dispatcher Av. Size Delivery

Utilize all Driver Hours Dispatcher TLPH

Load, Drive and Unload Efficiently Dispatcher TLPH

Work Trucks to the Maximum Dispatcher TLPH

Minimize use of Outside Carriers Dispatcher Dist. Off. Analysis

To provide inter RO/Zone analysis/competition, it is necessary to consolidate POT results. Given below is a
simplified method of consolidate POT Reports :

5.4.12 Consolidated ALPH/TLPH

For obtaining realistic values, the TLPH of each location has to be weighted by the total driver hours
(operating + idle + repair) of the location.

For Example :

Location TLPH Total Driver Hours Weighted target litres

3,449 x 1,543 5,321,807

1,315 x 1,546 2,032,990

3,963 x 1,083 4,291,929

5,000 49 4,172 11,646,726

Consolidated TLPH = 11 ,646,726 / 4,172 = 2792

Consolidated ALPH = Total Litres Delivered
Total Driver Hours
% Efficiency = Consolidated ALPH
Consolidated TLPH
% Losses from Target
a) Capacity Non-utilization
= Consolidated WATC -Actual Litres per Trip
Consolidated W A TC

where consolidated WATC is obtained by weighting the WATC of each location by the number of trips.

For Example :

Location WATC No. of Trips Weighted Capacity

i) 8,000 x 128 = 1,024,000
ii) 7,584 x 329 = 2,495,136
iii) 7,012 x 289 = 2,026,468
TOTAL : 746 5,545,604

Consolidated WATC = 5,545,604 / 746 = 7434

b) Repair = Driver Repair Hours

Total Driver Hours

c) Driver Idling = Driver Idle Hours

Total Driver Hours

d) Poor Performance and Other = lOO -(% ALPH/TLPH + percentage losses due to a, b & c ).

5.4.13 Consolidated AHPT / THPT

To obtain Consolidated THPT, weight the THPT of each location by the adjusted number of units.

For example :

Location THPT Adjusted No.of Units Weighted Target Hours

i) 424 x 3.0 = 1,272
ii) 342 x 4.25 = 1,453
iii) 200 x 5.00 = 1,000
TOT AL : 12.25 3,725
Consolidated THPT = 3,725 / 12.25 = 304

Consolidated AHPT = Total Operating Hours

Total Adjusted No. of Units

Consolidated % Fleet Utilization = Consolidated AHPT

Consolidated THPT

5.4.14 Summary

The techniques employed for measuring the performance of Terminals/Depots are uncomplicated and can be
calculated in a few hours. However, indicating per- formance is only a portion of the job -what must be
instead stressed is the need for analysis that results in concrete steps for improvement. The Terminal/

5.4.15 POT Targets

Location wise / tank truck wise POT targets shall be fixed by zonal office in the month of March every year
for the next Depot manager is responsible for the TT operation at the Terminal/Depot and is fully accountable
for achieving optimum
performance objectives.

financial year. The targets will be set for following parameters for the locations and zone.

The monitoring of performance will be done by zone and the consolidated performance report shall be
forwarded to HQO every month by 10th of following month.

5.4.16 Reports and their Effective Review

a) Tank Truck Delivery Program –The tank truck delivery program should be made atleast one shift in
advance, based on the established standard trip times

b) Motor Equipment Operation Report -This form provides a trip by trip record of deliveries. This report
should be filled in accurately and promptly, after every trip.

c) Motor Equipment Operating Performance and Expense Statement -This form should be reported as
follows :

i. Locations :
Should send Monthly Reports (non-cumulative) to their Regions, Zone and HQO Operations by the 6th of
every following month.

ii. Zonal Offices :

Cumulative Locationwise Quarterly Reports :
These can be prepared from the monthly reports or directly from the Motor Equipment Operation Reports.
Consolidated Regionwise and Zonewise Cumulative Quarterly Reports.

Copies of above reports should reach HQO Operations by April, July, October and January end respectively.
Copies should also be sent to Locations and Regional Offices.
d) POT Summary -A cyclostyled format for providing at a glance, POT performance for a whole year may be
maintained by Zonal Offices, Regional Offices and Locations.

5.4.17 Review of Reports -Key Man Analysis

a) Each Zone should appoint a KEY MAN to be incharge of TT Operations preferably Sr. Manager-
Operations at Zones as required to follow up on POT performance, to review targets, to determine the
economics involved in the various courses of action, and to train personnel in proper dispatching.
b) The largest loss from target area should be concentrated upon first. In most cases this means putting
maximum attention on utilizing full truck capacity and reducing repair time.
c) All targets should be carefully reviewed. Some of the initial targets for loading, unloading and extra
delivery time, for instance, are best estimates; in these cases more exact targets should be developed with
actual studies. In other cases, improved facilities or changed truck sizes will require new target. In no case
should targets be changed without the approval of the KEY MAN’.
d) Tachographs should be installed on all vehicles and maintained in good working condition at all times.
e) Definite goals should be outlined regarding the use of outside carriers. Detailed economic analysis must be
carried out. .
f) Thorough analysis should be made, on the subject or preventive maintenance. Based on each area’s major
causes of breakdown, specific parts of the truck should be closely checked each week -tyres, axles,
transmissions, shock absorbers, etc.
g) Because of the high cost of vehicles, efforts should be centred on obtaining in every area full double shift
operations and where justified, triple-shift operation.
h) Formal dispatcher training should be conducted in each Zone and the prin- ciples of the POT Program
thoroughly explained.
i) Each Terminal/Depot should submit to its Regional and Zonal Offices a monthly POT reort.

5.4.18 Inspection Report -Check List

a) Inspect Truck

Appearance, condition of paint, cleanliness

Operation of master valves, vents
Hoses, bends and other fittings
Look for leaks
Engine oil, battery
Drive vehicle -test pulling power, brakes
Tachographs
Tyres

b) M &: R Records
M &: R Cards
Tyre Record Cards
Own Use -Check Consumption
M &: R Schedule -Preventive Maintenance Program, Schedule of Major
Overhauls/ Replacements.
Spares ..

c) Targets
Check each operation for weakness. Review targets.
Check loading time
Check unloading time
Driving Speed -Study tachographs. Cross-check by actual visits.
Other time -Check whether invoices are prepared in advance, trucks
serviced/checked during loading. Driver shift should start in normally 1/2 hour before the depot opens, where
possible.

d) Scheduled Trip Times -Check whether trip times have been established. Cross-check by making actual trips
or by reference to target factors/ tachographs.
e) Tank Truck Performance and Record -Ensure that trips are programmed on this form.
f) Motor Equipment Operation Report -Check for correctness of entries by comparing with the program sheet
and tachographs. Check totals.
g) Motor Equipment Operation Performance and Expenses Statement -Check calculations. Highlight areas of
weakness/maximum loss.
h) Average Size Delivery Efficiency -Compare storage capacities with delivery size and highlight
dealers/consumers who are not using their full tank capacities.
i) Advance Notice -Check whether dealers are giving 24 hours advance notice (48 hours for outstation
dealers).
j) Maximum THPT -Check whether the trucks can be utilized to a greater extent. It might be possible to
introduce a second/third shift.
k) Cost/KL KM -Review the cost and check for avenues of savings.
l) Overall Review -Review the operations in a broader perspective -suggest inter-depot truck transfers,
replacement of/by contract trucks, etc.
m) Achievements -List down achievements in the previous 12 months.

CALCULATION FOR CO TT FOR SUPPLY OF PRODUCT AT FDZ (FREE DELIVERY ZONE)

Assuming available working time per shift to be 7.5 hrs

Loading time for 12 Kl TT : 40 min
(including sealing/locking, documentation etc.)
(Assuming flow rate at loading point= 600 lpm)
Unloading time : 40 min.
(including density checking, documentation)

RTKM for FDZ Retail Outlets (RO) = 39

Average driving speed in City areas = 20 Km/hr
Time required for making one trip = 39/20hrs+ 40 min + 40 min
=3.3 hrs
Hence no. of trips possible per shift =7.5/3.3
=2.27
=2 trips
(No overtime has been considered)

Present rate of transportation contract for FDZ : Rs.88.08 per Kl per Trip

Earnings on transportation :
=2 trips a day x12 KL per trip x25 days x Rs.88.08 per KL
=Rs53280/- per month.......(A)

Assuming No. of working days per month : 25 days

Expenses for one month

1. Fuel Cost:
KM covered in a month =25daysX2trips/dayX39RTKM/ trip
= 1950 km
Fuel Consumption =1950/3.5
[Assumed mileage = 3.5Km/ltr] =557 ltrs
Cost of Fuel =557X 22
[Current Depot price of HSD
for own use Rs22/-] =Rs12250/- ....(a)

2. Oil (engine, gear, brake etc) consumption: [Assuming 1 ltr consumption per 350 Km]
Consumption per month = 1950/350
=5.6 ltr
Cost per month =5.6x80
=Rs450/- ....(b)

3. Tyre:
Cost of 6 tyres = 6x10,000
[Assuming Cost of each
tyre =Rs10,000] =Rs60,000/- for every 50000km
Cost per month =60000x1950/50000
[Assuming tyres are to be
replacedafter 50,000 Kms] =Rs2340/- ....(c)

4. Battery:
Cost of battery =2xRs4000/-
[Assuming life=3 years
2 nos batteries of 12V reqd]
Cost per month =8000/36
[including distilled water] =Rs220/-
=Rs250/- ....(d)

5. Licenses:
Insurance =Rs5000/-
Calibration =Rs1200/-
Fitness/Road Tax =Rs10000/-
CCOE =Rs2200/-
[required to be done once in 3 years]

Total per year =16200/+2200/3

=Rs16930/-
Cost per month =16930/12
=Rs1410/- ....(e)

6. Maintenance Cost : [Assuming a cost of Rs15000/- per annum ]

Cost per month =Rs1250/- ....(f)

7. Painting: To be carried out every year for RTO

Fitness [Assuming a cost of Rs5000/- every year]
Cost per month =5000/12
=Rs420/- ....(g)
Total Expenditure = (a)+(b)+(c)+(d)+(e)+(f)+(g)
=12250+450+2340+240+1410
+1250 +420
=Rs18360/-........(B)

Saving per month: =Earnings-Expenditure

=(A)-(B)
=Rs34920/- (Excluding Driver/
Helper Salary)

CALCULATION FOR CO TT FOR LONG DISTANCE TRIPS

Assuming available working time per shift to be 7.5 hrs

Loading time for 12 Kl TT : 40 min

(including sealing/locking, documentation etc.)
(Assuming flow rate at loading point= 600 lpm)

Unloading time : 40 min.

(including density checking, documentation)

Available driving time =7.5 hrs – 80min

=6.17 hrs
Distance which can be covered
in one shift without OT =6.17X40
=247 Km

Present rate of transportation contract for long Distance trips is Rs1.0274 per Kl per Km
Earnings on transportation:
=247kmx12klx25days per month x Rs1.0274 per Kl per Km
=Rs76130/- per month…….(A)

Expenses for one month:

1. Fuel Cost:
KM covered in a month =25 days X 247 Km per
= 6175 Km
Fuel Consumption = 6175/4.0
[Assumed mileage = 4.0Km/ltr] = 1544 ltrs
Cost of Fuel = 1544 X 22
[Current Depot price of HSD
for own use Rs22/-] = Rs33970/- ………..(a)

2. Oil (engine, gear, brake etc) consumption:

[Assuming 1 ltr consumption per 350 Km]
Consumption per month = 6175/350
= 17.6 ltr
Cost per month = 17.6x80
= Rs1410/- .…….…(b)

3. Tyre:
Cost of 6 tyres = 6x10,0
[Assuming Cost of each
tyre =Rs10,000] = Rs60,000/- for every Cost per month = 60000 x 6175 / 50000
[Assuming tyres are to be
replacedafter 50,000 Kms] = Rs7410/- .....(c)

4. Battery:
Cost of battery =2xRs4000/-
[Assuming life=3 years
2 nos batteries of 12V reqd]
Cost per month = 8000/36
[including distilled water] = Rs220/-
= Rs250/- ....(d)

5. Licenses:
Insurance =Rs5000/-
Calibration =Rs1200/-
Fitness/Road Tax =Rs10000/-
CCOE =Rs2200/-
[required to be done once in 3 years]
Total per year =16200/+2200/3
=Rs16930/-
Cost per month =16930/12
=Rs1410/- .....(e)
6. Maintenance Cost:
[Assuming a cost of Rs25000/- per annum ]
Cost per month =Rs2080/- ......(f)

8. Painting : To be carried out every year for RTO Fitness

[Assuming a cost of Rs5000/- every year]

Cost per month =5000/12

=Rs420/- ......(g)
Total Expenditure =(a)+(b)+(c)+(d)+(e)+(f)+(g)
=33970+1410+7410+250+1410+2080+420
= Rs 46950/-.........(B)

Saving per month: =Earnings-Expenditure

=(A)-(B)
=Rs 29180/- (Excluding
Driver/ Helper / Salary)

From the above it is observed that if we make 2 local trips within FDZ or one outstation trip upto 247 Km in
comparison with transport contract rate we can generate some revenue in operation of Company tanktruck.
Over and above confidence level of dealer on receipt of product through Company Owned tanktrucks is high.
The proposed Formula to calculate % Efficiency is given below :

% Efficiency = Actual Kl Delivered X 100

Target kl

Annexure – 8

(a) TANKTRUCK DATA RECORD

Equipment Registration Number

Equipment Number Engine Number

Make Chassis Number

Model Fuel Used
Horse Power Tank Capacity
Wheel Base No. Of Compartments
Tyre Size Conventional/ Articulated

(b) CUMULATIVE KILOMETERS RECORD

Tank Truck commissioned on ___________________

Kms/ Milometer reading ________________________

Total Kms 31st Mar 20___ - __________

Total Kms 31st Mar 20___ - __________

Total Kms 31st Mar 20___ - __________

(c) TANKTRUCK REPAIR RECORD

Name of Cost of
Duration T/T Repair Summary Labour Cumulative Repair
Date Repair Replacement
Under Repair Category of Job Cost Cost for the year
shop parts

Denote by letter per legend

A – Engine D- Body, Chassis, Tank

B – Transmission E - Electrical

C- Suspension steering, brakes F – Tyres, Tubes, Batteries

O - Others

(d) TYRE RECORDS

Tag. Make Serial PLACED ON TAKEN OFF Date SERVICE

Size Kms.
No. /Ply Number Date Reading Date Reading Reason Scrapped Months Kms
(e) BATTERY RECORDS

Serial Date
Make Type Repairs Date replaced Service months Service Kms.
No. installed

Annexure - 9

checklist for pol tank trucks

3.0 VEHICLE AND CREW CHECK

1) Whether the vehicles design has been approved by CCOE?

2) Whether license and explosives certificates are available in

the vehicle ?

3) Whether the vehicle is in good condition and the RTO has issued
a fitness certificate?
4) Whether the vehicle has non-sparking electrical fitting and
external wiring through conduits?

5) Whether the vehicle has a cut off master switch for electrical
system ?

6) Whether there is facility to shut off the drain valves in case

of emergency ?

7) Whether the vehicle has two fire extinguishers of 10 Kgs and

1 Kg DCP type and last service done?

8) Whether the gross and tare weight painted on the vehicle tally
with the permit

9) Whether the vehicle has First Aid Box, Tool Box and
Emergency Lighting ?

10) Whether there are any sources of ignition like candles, etc in
the vehicles ?

11) Whether the vehicle has atleast a driver and a cleaner as its
crew member ?

12) Whether the driver has a valid driving license ?

13) Whether the crew is trained for hazardous nature of petroleum

products, emergency procedures, emergency communication etc ?

14) Whether the driver has a copy of standing instruction and TREM Card ?

15) Whether the exhaust is wholly in front of tank truck and has
ample clearance from Fuel oil system and combustible material?

16) Whether approved quality spark arrestors provided on the engine

exhaust and muffler/silencer is not cut of from the exhaust?

17) Whether each compartment of Tank is fitted with independent PV vents

with minimum opening of 3 sq.cms.?

18) Whether vent opening are covered with two layers of wire-mesh of size
not less than 11 mesh per centimeter?

19) Whether Tank Truck is conspicuosly marked on each side and

rear, HAZCHCM code specified Class labels, Emergency phone
numbers.

20) Whether effective spark arrestors fitted on air intake

system of the engine?

21) Whether electric wiring is of heavily insulated quality and

adequate carry maximum loads?

22) Whether suitable over current protection in the form of

fuses / automatic circuit breakers etc. have been provided?
23) Whether all junction boxes are sealed properly?

24) Whether electrical equipments like generator switches, fuses

and circuit breakers are located inside the cabin or engine
compartment?

25) Whether battery is in easily accessible position with a heavy duty

switch close by , to cut off the battery inemergency?

26) Whether battery terminals have protective rubber covers?

27) Whether verhicle‘s cabin is checked for presence of any

flammable/explosive substance being carried by the crew?

28) The inner end of the top fill pipe shall be fitted with
splash deflector with 45 degree angle and shall extend to
25 mm from bottom of the tank . Whether the fill pipe is
perforated all along and covered with gauge of mesh not less
than 11 ti the linear cms and chamfered at the bottom.

29) Whether separate braided rubber hose pipe bearing ISI mark
(as per IS 10733) with both end coupling has been kept?

30) Whether fuel tank with shot steel guard has been provided

31) Whether a complete partition between Cabin and tank has

been provided

32) Whether the emergency vent cover has proer lead fitted
cover.
 Back
Security Locking System
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A locking system consists of the following :

1. A padlock operable by a key.

2. Brass locking bars / strips to lock multi-compartment Tank Trucks.

3. A steel storage cabinet for storage of brass locking bars /strips and padlocks.

4. Electronic key safe for safe custody of master keys.

5. Individual padlock key (to be kept with Dealer).

6. Master Key (to be kept with Location).

For successful implementation and for hassle-free operations, it is recommended that all accessories be
handled and managed in the prescribed manner as explained in this manual.

Important Features of the Locking System Components :

No. Item Description

1. Locking Technology Rotating Disc Cylinder type or Pin Cylinder type providing extensive
master keying facilities.
• Keyway of padlocks is HPCL specific, operated with Profile key, i.e. no
key, other than keys of locks provided to HPCL can enter the keyway.
• Individual or Dealer Lock Key is not capable of locking or unlocking any
other dealers padlock. All locks in a set are keyed alike.
• Cylinder can be upgraded to higher levels of security without changing
the lock.
• 360 millions & 100 millions key combinations for Rotating Disc-Type
Locks & Pin-Cylinder Type Locks respectively i.e. configuration of a lock-
key are repeated only after 360 million & 100 million combinations
depending on the type of locks.

2. Type of Locking Double locking, with both toe & heel of the shackle locked by stainless
steel ball bearings providing high levels of security on both sides.
• Shackle cannot be locked accidentally in the wrong position. This ensures
that the shackle is completely secured when locked.
• Key removable only in locked condition thus ensuring locking before
departure of the Tank Trucks.

3. Padlock • Chrome plated brass /brass body.

• One or more sets of 6 / 8 locks per Retail Outlet (RO) depending upon the
distance of RO from supply Location and its thruput.
• Two locks per compartment i.e. 6 / 8 locks in each set per truck with 3/4
compartments.

4. Master Key • Feature to open all locks of the same make at supply points, including
option to expand in future.
• Total 3 master keys are provided to each Location.
• Master key wear off will occur due to wear and tear on completion of
 specified numbers of rotations of the key. Master key is replaced by the
lock supplieron written request from the Location.

5. Individual Lock Key 1 key to open all locks of a Retail Outlet. Total 2 keys per RO are provided.

6. Key Operation 90 Deg / 180 Deg rotation of key for locking / unlocking.
• Key removable only in locked condition.
• Restricted Key way (means only HPC specific key way).

7. Locking Bar • Brass bar with thickness of minimum 4 mm.

• Length - adequate to cover Tank Truck delivery valves of all the
compartments.
• Holes on the bars at every 3 to 4 cm for locking with Tank Truck delivery
valves.
• The diameter of the holes should take care of diameter of shackles. It
should be ensured that there is no scope to play with the Tank Truck
delivery valves, when in locked condition.

8. Storage Cabinet • For storage of padlocks. Each shelf should contain compartments to
accommodate sets of locks. Thickness of material should be at least 22
gauges.

9. Electronic Safe • One per location to ensure safe custody of Master keys.

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Modification of Tank Trucks

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Tank Trucks have to be suitably modified for successful implementation of Security Locking System. ( Refer
the drawing attached ). Chief Controller of Explosives, during meeting with Oil Industry held on 30.11.2000
at CCOE’s office, has been apprised about the system. Modification carried out should be absolutely tamper-
proof. It should be ensured that all means of tampering of fitting enroute have been eliminated.
The following steps are to be followed for modification of Tank Trucks (Please also adhere to the safety
norms specified in the next page) :

1) The check nut on the delivery valves is to be welded to ensure that the valve wheels cannot be removed.

2) All the flanges joints are to be welded from both sides i.e. both from the Nut side and screw side.

3) The domes of the tank trucks are to be welded from the hinge side so that the domes cannot be lifted from
behind.

4) A hasp has to be welded in the front portion of dome ensuring minimum play between hasp and fixed
portion of dome.

5) Leakage if any, has to be checked for before finally approving the modification.

6) Location-In-charge / Operations Officer should certify the modification of all tank truck before putting it in
use for deliveries.

7) Location-In-Charge / concerned Operations Officer / Staff should regularly check the welding at various
points, especially at check nut and other modifications carried out to ensure that locking system is effective at
all times.
Modification of tank truck should be at the transporters’ cost.
i) MODIFICATION OF FLANGES :

From each tank truck compartment, the discharge pipes are fixed to flanges. Bolt heads and nuts of these
flanges are to be welded by using 6 mm rod, in the form of a ring around the nuts, on both side of the flanges.

ii) MODIFICATION IN THE DELIVERY VALVE AREA :

Each compartment has a delivery valve which can be opened / shut by rotating the delivery valve wheel.
Normally, these wheels are fixed to the valve stem by check nuts. These check nuts are to be brazed / welded
so as to ensure that the valve wheels cannot be removed.
iii) MANHOLE COVER :

Each tank truck compartment is covered at the top by manhole (dome cover). The dome cover is held by the
hinge at one side. These hinges are to be secured by 6 mm MS rod so that the dome cover is fully secured,
while in locked condition. Nuts and bolts that may be used currently need to be removed

Safety Measures During Tank Trucks Modification :

As modification involves hot work, tank should be made gas free by filling with water and checking with
Explosimeter. Tank Hot work should not be carried out in the licensed premises under any circumstances.

1) Trucks to be filled with water and 5-10 minutes overflow to be done before fabrication work starts.

2) Last load, prior to hot work, should be of Diesel / Kerosene and not Petrol or Naphtha.

3) Inside and top portion of driver’s cabin should be clean and should not have any inflammable material.

4) Fitting on Aluminium section is recommended by riveting.

5) Each tank truck should have two fire-extinguishers in working condition and the driver should be
knowledgeable about operating fire-extinguisher.

6) Before fabrication work starts, it is recommended to use explosive-meter to check for any traces of Petrol /
Inflammable Substance.
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Training

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The Security locks Supplier will give the necessary training for Transporters and tank truck Crew, Dealers and
Staff, which will have to be coordinated by the Location and Regional Office concerned.

Transporters & Tank Truck Crew :

Before padlocks are put into use, transporters and their crew should be informed about introduction of the
system that will ensure faster turnarounds of their vehicles, reduce time spent at the supply locations, and
improve security.

They should also be advised that the system being very expensive should be very carefully handled and if the
padlocks are lost or locks / fittings are found tampered / abused, then not only the cost would be recovered
from them, but the contract also would be cancelled as stipulated in Industry Guidelines on Transport
Discipline. Also, necessary formalities of FIR at the nearest Police Station need to be completed by the
transporter / Tank Truck Crew / Dealer for any loss of locks.

The necessary drawings to carry out tank truck modifications of the individual trucks must be referred before
undertaking tank truck modification by the transporter / tank truck owner at their cost.

Dealers

Dealers and their staff who receive the load should be apprised that the system is being introduced for their
own benefit. They should be trained on importance of key management, key storage, and responsibility for the
keys.

They should be trained to remove the padlocks and the locking bar on receiving the load and to put these back
on the empty tank truck.

They should be informed that if the padlock key is lost, they should immediately get in touch with the supply
point and that the charges for replacement would have to be borne by them after submitting FIR in support of
such losses.

At the end of the training, Dealers should be handed over the keys and their acknowledgement should be
obtained. They should be advised to carefully note down the serial number of the lock / key for future
reference.

Location Staff:

All Officers, the concerned Workmen, and Security Personnel should be trained about the system. They
should be advised that they are liable for disciplinary action for any dereliction of duty in handling the
security locking system.
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Operating Procedures for Locks

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i) Padlocks should be stored in storage shelf provided for this purpose,
ii) Each set of padlocks should be stored in separate compartments. Compartments should be labeled for ease
of identification,
iii) Tank Trucks should be checked for tampering of fittings, if any, before filling.
iv) Management of Master Key should be carried out as per procedure explained in Section-7) of this manual.
v) Periodic maintenance of the security system is recommended to ensure trouble-free performance.
vi) Emergency action of ‘cutting the brass-shackle’ should only be exercised in the event of an accident or fire
hazard.
viii) Under all other circumstances, M/s. Sterna Security, Coimbatore or M/s. Godrej service personnel ( Local
representative ) are to be called, in case of malfunctioning of any of the security systems i.e. locks, keys,
strips, safes or storage, cabinet, etc., keeping HQO-Operations Dept. informed,

A Key Control Register is to be maintained at all times to ensure continuous accountability for keys and locks
required to sustain the security Locking System for Tank Trucks. When not in use, the key control register
should be kept in a safe custody.
Keys and locks should be accounted for at all times.

Security locks and strips should be secured in the storage cabinet

when not in use. Access to the storage cabinet should be controlled. In unused condition, the locks and strips
should be secured in locked storage cabinet and the master keys should be secured in electronic safe whose
password should be periodically changed.

A) At the Filling Locations :

The tank truck after unloading the product at retail outlet should enter the Location with the locks separately
anchored on brass locking strips on valves and on top domes. At this stage, tank truck would be empty. Entry
should be denied at the Location if the locks are not accompanied. At the Location, these locks should be
opened with the help of Location master key before filling of the tank truck. After filling and checking the
tank truck, the locks will be put on all delivery valves and top domes with the help of Location master key.
“Tank Truck Locked” remark should be put on the invoices.

B) At the Retail Outlets ;

On receipt of Tank Trucks with product, tankers’ locking system to be checked and opened by the retail outlet
dealer / his authorized representative, using the dealer specific key available with the retail outlet.

In case, any irregularity is noticed in the locking system, the matter should be reported by the dealer to the
Sales Officer / Location for investigation before unloading the tank truck.

After tank truck is emptied, all the locks to be anchored to the locking strips and put back on valves and top
domes in locked condition (to be locked by Retail Outlet Dealer). It is essential that all the locks should be in
locked condition at their designated places.

C) At the Locations Receiving Bridging Trucks :

On receipt of tank trucks with product, tankers’ locking system to be checked and opened by the Operations
Officer, using the Location master key.

If the tank truck is emptied at the Location, all the locks to be anchored to the locking strips and put back in
valves and top domes in locked condition. It is essential that all the locks should be in locked condition at
their designated places while sending back the empty bridging truck.

In case the tank truck is diverted to the retail outlet after necessary topping up, the locks pertaining to that
retail outlet to be put up on the tank truck.

LOCKING ARRANGEMENT FOR TANK TRUCK :

Officer supervising the locking operation should ensure that the dome covers and delivery valves have been
properly closed before putting the locks.

Each man hole of the compartment is locked with a padlock as follows :

Each delivery valve is locked with a padlock through a locking bar as follows

Storage of the Locks and Locking Bars :

Storage of locking bars

A single lock storing box will hold 80 sets of locks along with locking bars for customers. If the number of
customers / retail outlets / others are higher or less, then additional Storage Cabinet or smaller Storage Cabinet
is provided.

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Master Key Management

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Management of Master Key at supply locations is the single most important and critical aspect of the entire
locking system. Master Key is unique for every location, i.e. specific for locks of all retail outlets fed ex that
location. Management of Master Key should be as per the procedure given below :

1) Location-In-Charge shall be responsible for all matters concerning the Master Key management system. In
his absence, Master Key management system should be handed over in writing to the next person.

2) Normally 3 Nos. Master Keys are provided to each Location. Location-In-Charge should personally receive
the Master keys, make a record in a register of the date and the number of Master Keys received, and store
them in the safe place.

3) Location-In-Charge should hand over one Master Key to the designated Officer for use. Where more
number of tank trucks are filled, then second Master Key can be also given to the designated Officer. As far as
possible, issue of second key should be avoided unless it is operationally required. In no case Location-In-
Charge should hand over 3rd Master Key to anyone. At the end of the day’s operations, the designated Officer
should return the Master Key to the Location-In- Charge, who should again store it in the safe place.
Location-in-Charge should make a record of the issue and receipt in the register in the following format : (All
entries to be made on real time basis)

Date Name of the Time Sign of Sign Of Location Time Sign Of Sign. Of Location
Officer Issued Officer in-Charge Returned Officer in-Charge

4) Officer having the Master Key should not leave the Terminal/Depot gate with the Master Key unless
authorized in writing by the Location-in-Charge / designated Officer. Master Key should be returned to the
Location-in-Charge/designated Officer before Officer leaves the premises irrespective of duration and
recorded in the register.

5) Location-in-Charge should scrutinize and sign the registers as above on a weekly basis to ensure proper
adherence to the above procedure.

6) Sr. Manager-Operations / Manager-Operations from Zone / RO on their visit to the Location should check
for adherence to the above procedure.

7) Request for replacement of worn out Master Key must be made by Location-in-Charge only and sent to
supplier under advise to HQO.

8) If the Master Key is lost, then all the padlocks pertaining to the Locations should be sent for re-keying and
suitable action should be taken against the concerned employee.
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Documentation

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1) Details of padlocks received by the Location should be recorded as per the following format:

Name of Retail Serial Number of Type of

Sr. No. No. of Padlocks Signature
Outlet Padlock Padlocks
2) A register should be maintained for issue and return of set of locks in the following format:

Sr. No. Date of Issue Retail outlet Time of Issue Date of Return Time of Return

3) Location-in-Charge should make a record of the issue and receipt of the master key in the register in the
following format: (All entries to be made on real time basis)

Sign.
Sign. Of Sign. Of Of
Name of the Time
Date Time Issued Sign of Officer -in- Returned Locn.
Officer Location
Charge Officer -in-
Charge

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Preventive Maintenance for Padlocks

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Padlocks and keys are manufactured using the finest grade and premium quality raw materials to ensure
smooth working and provide long life. The Petroleum Padlock is a custom made lock using non-corrosive &
non-ferrous materials which will withstand rust/corrosion in general.

However, considering the harsh operating conditions in the fields, there is every possibility of progressive
accumulation and deposition of dirt, dust, grime etc. To make sure that the padlock remains in optimum
condition for usage, it is recommended that the moving parts / mechanism should be flushed periodically with
a lubricant cum de -jamming spray similar to WD40/Zorrick/Rustlick etc. Although the recommended de-
jamming spray is to be used once every fortnight, the exact frequency can be decided at the terminals
depending upon the operating condition.

The key is designed to withstand certain amount of twisting force. It should therefore be inferred that it is not
to be used like a screwdriver or any such thing to wedge out things as it may damage the key 85 lead to
unwarranted inconvenience.

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Do’s for Trouble Free Operation of Locks
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1) Always maintain and update key-control register as per the existing format.

2) Always ensure that the Tank Trucks enter the terminals with their domes and delivery valves securely
locked with security locks.

3) Always keep the master keys in the Electronic- safe when not in use.

4) It is recommended that in the event of the keys having lost or stolen, all the locks opening with the same
should be re-configured.

5) Always ensure that security locks and strips are secured in the storage cabinet when not in use & the access
to the cabinet is controlled.

6) Always ensure that there is periodic check of leakage from the tank

truck and other modifications done to the tank truck.

7) Always ensure Safety Measures are followed (as given in the manual) while modifying the tank truck.

8) Use de-jamming sprays like WD-40 at required frequency to release congestion 85 ensure trouble free
performance of locks.

9) Always ensure that during tank truck modification the hasp diameter has to be larger than the shackle
diameter of the security locks to ensure free movement of the lock which will ease the stress on the lock
shackle.

10) The lock should be handled carefully and the Location should ensure that the lock does not get damaged
while in use.

11) Ensure proper training is given to all the users operating the security system.

Do Not’s for Trouble Free Operation of Locks

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1) Do not lubricate the lock by using oil based lubricants as they tend to further jam the key operations.

2) Do not use the key as a screw-driver or can-opener.

3) The master key & dealer specific keys should not be used by any other person other than those authorized
to use the same.

4) Never disclose the password of Electronic- safe to anyone else. For security reasons it is advisable to
change the password once every 3 months.

5) Do not try to remove the key in the unlocked condition as unnecessary stress applied in open condition can
damage the internal mechanism resulting in non-functioning of locks.

6) Avoid mishandling of keys & ensure that key does not get bent as a bent key will be difficult to pull out if
pushed in forcibly leading to jamming of locks.

7) Avoid dropping the locks from top of the tanker to the ground.

Authorisation for Placement of Requisition for Worn Out Back

Key

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Each Location-in-Charge should give following information to the Supplier after due attestation by DGM-
O&D-ZONE for Terminals and by SRM / CRM -ROs. For IRDs. :-

1. Location:

2. Address and Tel. Number :

3. Name 8b Designation of person responsible for the system :

4. Name, designation and attested signatures of personnel authorised by Oil Co. for making requisition for
replacement of Master Keys :

5. Period of validity of above information

Attested By : Designation Name Date

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Requisition for Replacement of Worn Out Key

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Key Type : R.O. Key / Master Key

Key No. :

Qty- :

Authorised Signatory :

Name :

Signature :

Location Address and TeL Number

Name & Signature of

Location In-Charge / Depot Manager

(Note : In case of replacement of key, the damaged / worn out key should be sent back to the supplier along
with the requisition for new key.)