The Federal Motor Carrier Safety Administration (FMCSA) is taking steps every day to move more into paperless safety standards. This move aims to optimize record keeping, formatting and just the simpleness of reminding staff members to complete certain tasks to stay in compliance. Some fleets and businesses have really embraced the paperless approach and found how it speeds up their process and eliminates any wasted time staff or operators might have been doing with manual entries.
Others however, have struggled to make the switch from paper record keeping to electronic forms. Some businesses think it might be too expensive, or that their way of doing business is too “unique” and can’t be changed. AssetWorks Field Service Solutions (FSS) wants to show you what a day in the life of both a driver and a staff member would look like if they’re using an electronic ticketing system, or an eSystem, and point out what things you’re able to change to help you save time and money.
The Driver’s Daily Routine
A driver starts his day and has a trip ready. An eSystem prompts the driver to logon. He logs on and is prompted to complete a Digital Vehicle Inspection Report (DVIR). The driver is able to easily select if they’re performing a pre or post trip inspection, allowing them avoid any mishaps or unnecessary checks that do not need to be made.
If no faults are found, what would usually take a couple minutes to fill out on paper, takes literally seconds to complete with an eSystem. If faults are found, writing up a fault would take less than a minute to be recorded. When the driver goes on duty, the eSystem starts to records the rest of the logs and will send you notifications through your trip, so you’re driving the safest way possible. Some notifications you’ll see throughout your trip would be “a break check after 150 miles” or a “safety check after two hours”. All of these notifications are to make sure you’re well rested and taking the appropriate breaks needed. When it’s time to fuel up your vehicle, the eSystem records the fueling and attaches the receipts to the event, so you no longer have to worry about missed paper receipts. After a good, hard day on the road, you pull back into the motor pool to finish your day. You e-sign your logs and sign off the system, completing your day.
The HSE Admin’s Daily Routine
Now that the Health, Safety, and Environment (HSE) Admin is using the eSystem to help with their daily tasks, record keeping just got a lot easier. Since the receiving and sorting of all vehicle inspections are electronically recorded, more time is freed up to focus on other day-to-day tasks, while the eSystem will hold on to records for six months.
No more waiting on the daily inspection to come in from the drivers, and then sending them over to the maintenance department. When an inspection report is completed, the maintenance department will receive a notification with the report and what vehicle inspections have faults. By saving time when receiving and filling out inspection and maintenance records, you save over 50 hours of work on an average of a 100 trucks per month. That is a huge savings, not only in time, but in man-power as well.
Your eSystem sends its quarterly International Fuel Tax Agreement (IFTA) report in an email, showing all the miles recorded. And within ten minutes, all the fuel data is added, allowing you to download the receipts. If any driver has missed adding their receipts, the eSystem will notify the HSE admin to take proper action at the time of fueling. With all the time being saved by doing you’re reporting electronically, your admins can now focus on other tasks and support for your customers.
What did we learn?
Using an electronic ticketing system in the field will not only speed up your process and how you do your daily tasks, but will record everything and keep you in compliance. The system is a system of record and takes care of reminding drivers to complete all the required paperwork to stay compliant. E-Systems will cut your hours so much, that in our experience, we’ve seen on average a 100 hours per month, that is almost 1 employee every 100 trucks.
What if you wanted to do more? If you have specialized equipment to do inspections, like booms, trailers or other accessories, Enterprise eSystems should be able to provide custom vehicle inspections. AssetWorks FSS Electronic Field Ticketing allows you to speed up your processes, gives you more accurate data and eliminates manual entry. All of these benefits allow you to focus more on your customer and potentially see a greater ROI. Schedule a demo today!