Tech to lower CSA scores, Part 3: Integrated inspection reports, electronic logs

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Updated Feb 8, 2013

As part of the ongoing “All Hands on Deck” series, this section covers how devices like electronic logs and recorders are being used to compile driver vehicle inspection reports and how they can be used to help lower CSA scores. Part 1 covers how fleets are using modern tech to schedule and perform prevenative maintenance — see it here. Part 2 details how to use technology during pre- and post-trip inspections to find and fix issues that could dock CSA scores if found during a roadside inspection. Click here to read it.

Integrated DVIRs

Many fleets that use electronic driver logs are having their drivers complete electronic DVIRs as part of the daily login process. These electronic forms can be integrated with maintenance software systems to create a closed-loop process for vehicle inspections and repairs.

PeopleNet and TMW Systems last year announced an integrated DVIR system. Fleets that use PeopleNet’s touchscreen devices – either the Blu or Tablet platforms – can complete DVIR forms by selecviceting an icon from their daily workflow menu.

The Web services integration with TMW Systems’ TMT maintenance software continuously monitors the DVIR forms that drivers complete. Any forms that contain noted defects can be flagged automatically as critical or noncritical within a queue of pending repair orders – a tab called “inspection tickets.”

Once mechanics review the defects, the maintenance staff can turn the inspection items into repair orders. Once the repair work is complete, TMT sends a mechanic’s electronic acknowledgement form to drivers via the PeopleNet in-cab device. Drivers acknowledge the repair by entering their name, date and time.

J.J. Keller has an integrated DVIR system as part of its Encompass portal. Encompass integrates with Keller Mobile, an electronic onboard recorder that uses Android devices for the driver display. To complete a DVIR, drivers use a mobile app to check items and note defects on an inspection form. The Encompass dashboard shows an alert to fleet managers if a defect is noted.

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In the maintenance portion of Encompass, users can create a repair order for the defect. They also can track the defect through a certification process that flows back to the driver via the mobile app to review corrections and acknowledge that the inspection item was corrected.

Rair Technologies, a division of Drive Cam, offers an integrated online suite of compliance reporting services that includes DVIR auditing. The service captures DVIR information from carriers, either in paper or electronic form, and audits the records.

The audit shows drivers who are not submitting complete and accurate DVIRs, along with those who submitted DVIRs for a long period of time with no defects, which could indicate they are not inspecting vehicles thoroughly.

Rair’s online service includes the carrier’s CSA data, including violations, taken from the FMCSA portal. An audit feature compares defects noted on DVIRs to CSA violation data; fleet managers can see if drivers had noted defects on the day, and the day before, the violation occurred.

By using technology to bring companywide visibility and accountability to vehicle maintenance, CSA performance becomes a team affair.