Driver Management Solutions are designed to be modular so that carriers can implement those solutions that will provide the most benefit.
Below is the list of the workflow solutions carriers may choose from:
Driver Qualification File Management - *Patented 2013
SHIPS Safety workflows allow you to easily track and manage driver qualification files. Documents such as CDL’s, Physicals, Training certificates, lease reviews and insurance policies are all monitored for renewal. Based on expiration dates, drivers are placed in workflow queues and alerts are generated to notify appropriate personnel of the pending expirations.
CSA *Dashboard and Workflow
The CSA Dashboard tool is designed to provide carriers the most visibility and flexibility in identifying and acting on at-risk driving behavior while managing company performance to the BASIC percentiles set forth by the FMCSA.
With Workflow, the results calculated for each driver through the CSA dashboard are monitored for both positive and negative behavior and trends. As thresholds of specified behavior are identified, personnel are alerted through workflow which will execute activities based on the behavior identified. Items such as exceeding percentiles or points in BASIC categories, violation types or crash incidents can warrant activities such as training, warning letters or termination.
Pre-Employment Screening Program (PSP) Integration
PSP integration provides companies with the ability to request a PSP report for applicants then calculate equivalent CSA Driver Safety Measurement System (DSMS) BASIC scores for purposes of qualifying drivers and measuring them against their current fleet.
Training and Certification
Through driver safety workflows, training modules are assigned to a driver as a normal business process, based on an identified behavior or an accumulation of “negative” points detected by the system. In any case, once the system assigns training and due dates to a driver, workflows follow the driver’s compliance of completion.
Annual Safety Review
This workflow gives management visibility to the drivers as their reviews are due. Upon the driver entering the pending review queue, defined activities are automatically generated such as ordering the driver’s MVR, sending the driver a notification to complete the certificate of violation and setting up a review meeting. As the MVR and the COV are returned, the system will read and compare the documents identifying discrepancies or need for further action. Upon completion of the review, workflow removes the driver from the Annual Safety Review queue until the new expiration occurs.
Daily Vehicle Inspection Report (DVIR)
A driver completes either a paper based or electronic (via mobile communications or PDA device) DVIR. It is then automatically reviewed in workflow inspection issues. If items are noted on the DVIR requiring action, the system routes that Driver’s DVIR to the appropriate queue where action can be automatically or manually be assigned. Actions may include, schedule maintenance in-shop, complete delivery and schedule maintenance at nearby service provider or do not move- send service provider. Through integration with carriers maintenance systems, work order can be scheduled for in-house as well as external service providers eliminating re-keying data between applications. In addition, the status of a repair can be displayed on the portal so that a driver can track compliance with the DVIR status.
Log Violation Management
As log reports are generated from either third party audit service providers or electronic log data, SHIPS monitors the data, interprets the violation codes, and triggers the appropriate actions and violation letters. The system then monitors the return of the letters and completion of tasks, updating the driver files accordingly. A complete audit trail of the events executed and documents stored to support safety related issues are maintained in the system and available for reporting and viewing at any time.
These violations can be reported back to a company through either a website, mobile communication device or entered into a database by personnel at a terminal. When a driver logs the occurrence of a speeding violation, or a safety violation from an inspection, the system will match it to the violation posted by the FMCSA. If there is a discrepancy between the two, drivers are placed in a workflow queue for management review and assignment of corrective actions.
Vehicle Inspection Compliance
When a roadside inspection occurs that includes violations for which repair compliance is required, the workflow automates the function. The inspection report is scanned and all repair items are indexed. The inspection is placed in a hold queue until the receipts of repair are received from internal or external repair organizations. If a receipt is not received by a specified time, an alert to the proper individuals is sent. When all receipts are matched, the packet is sent to the state to show compliance and stored in the imaging system using predefined indexes.
Random Drug Testing
Drivers are randomly selected for drug testing. Carrier determines the percentage and frequency of selected drivers. As drivers are selected, drivers will enter into the managers’ workflow. If the driver is on the road, an authorized clinic will be determined and the driver will receive instructions and paperwork to be completed. Driver will remain in waiting on results queue until results are received either electronically or manually entered. If time period expires, driver can be removed from active status by flagging the dispatch system.
Accident Scene Management
When an accident occurs it is entered into the database collecting all of the pertinent information necessary to generate the appropriate reports and determine the corrective actions. Based on the severity of the accident, the driver will be assessed with points, assigned training, scheduled for a review or terminated. Necessary forms will be created and sent to the appropriate personnel/departments. If repair work orders are generated based on the accident, the system will monitor the completion of that repair and provide the appropriate repair documentation to the state. Driver’s scorecard will be updated and can be assigned safety points based on severity of accident type.