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Compliance · Free Excel template

IVMS device and installation audit checklist

Check the device and installation records a client HSE auditor asks for: install records, settings, calibration, tamper alarms, data retention and device uptime. Thirty items, a readiness percentage and a gap list.

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Free. Enter your name and email and we send you the file. Works in Excel, Microsoft 365, Google Sheets, and LibreOffice Calc.
  • 5 sheets, no macros
  • Common items plus 4 operator sets
  • The gap list builds itself
Operator rows need your contract

The OPAL/PDO, ADNOC, and Abu Dhabi rows come from supplier posts and public notes, not from operator documents. Replace each one with the clause from your contract. The file has no sets for other operators. Verify every row against the current client document.

What's inside

From first check to gap list in five sheets

You answer one column. The file does the counting, the percentages, and the list.

  1. 01

    Start here

    How to use the file, the colour key, the sources, and the verify note.

  2. 02

    Setup

    Contract details, audit date, vehicle counts, Yes or No for each item set, and the readiness bands.

  3. 03

    Checklist

    30 rows with area, basis, contract clause, status, evidence reference, responsible, and due date.

  4. 04

    Readiness summary

    Counts and a percentage for each set and for the whole file, with a result band.

  5. 05

    Gap list

    Every Partial, Not available, and unanswered row, listed with responsible, due date, and next step.

Item sets

Five sets, switched on or off for your contract

Common items are always on. The four operator sets are your choice in Setup.

Item sets in the file
SetItemsBasisExample item
Common12Common practiceA device is installed and reporting in every vehicle in scope.
OPAL/PDO5Client text: verifyThe dual speed limit setting is configured as the contract describes.
ADNOC5Client text: verifyPosition and vehicle data are logged every second.
Abu Dhabi fleets3Client text: verifyAn installation certificate is on file for each device.
IOGP 365-65Public report: verifyDrivers are told what the system records.
Preview

What the readiness summary tells you

Three bands per item set. Example numbers from the file.

OPAL/PDO: Ready for audit review

5 of 5 rows Available.

100%
Common: Close the gaps first

8 Available, 3 Partial, 1 Not available.

79%
IOGP 365-6: Not ready

1 Partial, 1 Not available, 3 unanswered.

10%
tracom-contractor-ivms-self-audit-checklist-en.xlsx
IDCheck itemStatusResponsibleDue dateNext step
C02Fleet list matches device listPartialFleet admin2026-11-15Follow up
C06Installation job cardsNot availableInstaller2026-11-20Follow up
C07Driver ID keys activatedPartial--Set responsible and date
C09Event test evidencePartialIVMS lead2026-11-10Follow up
Example entries. The file lists every gap automatically.

What does an IVMS audit look at?

Audit scopes differ by client. The common items in this file cover the device side most IVMS reviews ask about: devices installed and reporting, settings on file, sensors calibrated, drivers identified by the device, data kept, and tampering alarms tested.

Most gaps are small and fixable if you find them early. A device that stopped reporting, a driver without a key, an alert nobody tested: each takes days to fix and weeks to explain to an auditor.

How to run the self-audit

  1. Setup. Enter the contract, the audit date, the vehicles in scope, and the vehicles reporting. Choose Yes for the sets your contract uses.
  2. Checklist. Mark Available only for what you can show the auditor today. Partial means it exists but is incomplete.
  3. Gaps. For each gap write the evidence reference, who is responsible, and the due date.
  4. Summary and gap list. Read the percentage for each set. Close the oldest gaps first.
  5. Repeat. Run the file again a week before the audit and keep a copy in the audit folder.

How readiness is calculated

Readiness = (Available + 0.5 x Partial) / counted rows Counted rows = rows that apply and are not N/A Unanswered rows count as zero Ready for audit review: 90% or more Close the gaps first: 70% to 89% Not ready: below 70%

In the example, Common has 12 counted rows with 8 Available, 3 Partial, and 1 Not available: (8 + 1.5) / 12 = 79%. IOGP 365-6 has 1 Partial and 1 Not available out of 5 rows, with 3 unanswered: 0.5 / 5 = 10%. Across all included sets: (13 + 2) / 22 = 68%.

The 90% and 70% bands are typical values. Set the bands your client or company uses in Setup.

Operator sets and your contract

The OPAL/PDO, ADNOC, and Abu Dhabi sets come from supplier posts and public notes, so treat each row as a prompt. Paste the real clause in the Contract clause column. For another operator, add rows from the contract text and give them a set name from Setup.

IOGP publishes general guidance on land transport safety, and an SPE paper kept in the CDC library describes IVMS programs. IOGP 365-6 is the questionnaire and checklist for assessing how Report 365 is applied, so the set asks whether you have written down how you apply it. Titles checked on the IOGP site on 2026-11-03.

Limits

The readiness percentage measures your own file. It cannot predict an audit, and it does not say that a device, supplier, or company meets a client requirement. Contract questions belong with your contract manager.

Related Tracom solution

Close the device gaps at the source

Many gaps trace back to the device: units that stopped reporting, drivers without keys, alerts nobody tested. Tracom builds the ST100 tracker and the M1N MDVR. Camera options such as DSM/ADAS are confirmed with the Tracom team. Send us your gap list and we answer from the current datasheets.

  • Second-by-second data from the device.
  • Driver behavior monitoring with voice alerts in the cab.
  • SCMS portal for device data and settings.
  • Over-the-air updates for device settings and firmware.
Questions

IVMS self-audit questions, answered

Gaps that start at the device? Talk to Tracom.

What is an IVMS self-audit?

It is your own check of the IVMS program, done before the client auditor visits. You mark what you can show today, find the gaps, and close them with someone responsible and a date.

Which item sets should I switch on?

Switch on the sets your contract names. Common items are always on. If your contract names another operator or standard, add its rows from the contract text.

What counts as Available?

Only what you can show the auditor today: the report, the record, the setting, or the document. If it exists but is incomplete, mark Partial.

Why do unanswered rows count as zero?

An open row is a gap until someone checks it. Counting it as zero keeps the percentage honest and shows what is still unchecked.

Does a high score mean I will pass the audit?

No. The score measures your file against the rows in the sheet. The auditor works from your contract and the client procedures. Tracom builds devices and does not audit or approve contractors.

Next step

Bring your gap list

Send the rows that point to a device or an installation record. We will tell you which ones our datasheets can answer.

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