Consider a world where your fleet runs smoothly, inspections are a breeze, and safety is never compromised. This is the reality that digital vehicle inspection reports (DVIRs) make open for fleet owners, managers, and supervisors like you. This comprehensive guide dives deep into the meaning and benefits of DVIR, explores features beyond the usual suspects, and equips you with the solution to choose the perfect digital vehicle inspection software (DVIS) for your mid-sized fleet.
What is DVIR?
A commercial vehicle driver whose vehicle weight is 10000 pounds or more fills out a detailed form called a Driver Vehicle Inspection Report (DVIR). This form is filled out pre-trip and post-trip after he inspects his vehicle completely for any faults or flaws. DVIR is like a checklist of various parts of a vehicle that the driver has inspected and is working well.
Regular pre and post-trip inspections help identify any smaller vehicle maintenance issues. Every time a vehicle is driven off-road, the driver performs a DVIR. A DVIR should include any repairs made during the previous 24 hours. The DVIR report includes the driver's details, vehicle details, date, a list of 20 items for inspection, and a space for the driver and mechanic to note defects.
A driver of your fleet must fill out this form daily to ensure his safety and all around him. If your business only runs one vehicle over 10000 pounds, then your driver is not liable to fill out driver inspection reports.
Benefits of eDVIR
As the world is moving towards simplifying all tasks through digitization so is the inspection form. Paper forms have many setbacks like it's a tedious process to store paper records of 3 months of all the trucks. Paper can slow down the process and is susceptible to damage or loss.
An electronic DVIR allows a your driver to enter the details from a phone or tablet.
A few benefits of eDVIR are:
1. Real-time Data
The Fleet Manager is instantly aware of the trucks which have completed the report for the day. The app immediately informs the Fleet Manager in case of any defects. Otherwise, as soon as the driver inspects the truck, the fleet manager can give a go-ahead.
2. Time Saved
It saves a lot of time for the your truck driver in filling out the vehicle inspection form from his handheld device. He doesn't need to spend time submitting the form. The click of a button completes this action.
Fleet Managers can easily get past data in case of any audit thereby saving time. The fleet manager also receives information on defects immediately and can book repairs at the earliest.
3. Reduced Downtime
Your truck driver can click vehicle inspection pictures and capture the defects and attach them to the inspection report. It further gives details and clarity of the issue which is not available on paper.
The maintenance team can receive all this information to carry out immediate repairs, and the relevant parties can be notified accordingly.
4. Online Access to information
You can access eDVIRS from anywhere and at any time.
Drivers can log into an online portal and view their inspection history, making it easy to track missing documents. The Fleet Manager can also track if a vehicle has repeated faults or similar faults. He can track inspections and manage vehicles remotely.
Steps To Do Vehicle Inspection
DVIR Law as per the FMCSA
FMCSA(Federal Motor Carrier Safety Administration) cancels the requirement that commercial motor vehicle (CMV) drivers operating in interstate commerce have to submit DVIRs.
This does not apply to drivers of passenger-carrying CMVs. The motor carriers retain the DVIRs when the driver has neither found nor been made aware of any vehicle defects.
This rule affects all motor carriers currently subject to 49 CFR 396.11, both private and for-hire.
Current safety regulations require drivers employed by motor carriers to prepare a written report after each day’s work. This is done on each vehicle operated. The report lists any defect known to the driver which would affect the safety of operation of the vehicle or result in its mechanical breakdown. The driver must submit this report to the employing motor carrier so that they can make the necessary repairs.
Regulations now require drivers to file the DVIR at the end of each tour of duty, even if there are no vehicle defects to report.
FMCSA has divided the DVIR process into two steps. We estimate that filling out a DVIR takes 2 minutes and 30 seconds as the first step. The second step, which involves reviewing and signing the DVIR, takes 20 seconds when defects are reported and 5 seconds when no defects are reported. When there are no defects to note, there is nothing to review on the DVIR, and the form requires only a signature.
The Agency estimates that 5 percent of DVIRs note defects, and that 95 percent of DVIRs note no defects.
The DVIR must identify the vehicle and list any defect known to the driver which would affect the safety of the operation of the vehicle or result in its mechanical breakdown. If a driver operates more than one vehicle during the day, a report must be prepared for each vehicle operated.
Penalties for Non-Compliance with DVIR
Failing to comply with the rules set down by FMCSA could lead to some of the following issues:
- Stiff Penalties: Violations of DOT regulations come under Title 49 Code of Federal Regulations Part 395, Subpart B, Section 391.5(a)(2). This section states that carriers must report certain information about accidents involving their trucks. Failure to do so could result in fines of up to $10,000 per violation.
- Out-of-service: Failing to comply with DOT regulations can result in a vehicle being placed out of service. In such cases, carriers must notify the public within 24 hours. If the carrier fails to do so, the vehicle will be taken off the road and impounded.
- Suspension of License: The Federal Motor Carrier Safety Administration (FMCSA) announced that it had suspended the commercial driver’s licenses of three trucking companies for failing to comply with safety regulations. They must submit reports detailing inspection and maintenance activities every six months.
- Failure to Maintain Records: In a statement, FMCSA said the carriers failed to maintain required records related to inspections and maintenance of vehicles. As a result, the agency revoked the carrier’s authority to transport hazardous materials.
Benefits of Digital Vehicle Inspection Software (DVIS)
Paper-based vehicle inspections are a thing of the past. They're time-consuming, prone to errors, and offer limited data analysis capabilities.
According to a study by the American Transportation Research Institute, 74% of carriers reported challenges with managing paper-based inspection reports.
DVIS tackles these issues head-on by:
- Streamlining inspections: Fill out digital forms on mobile devices, eliminating paperwork hassles
- Enhancing accuracy: Standardized checklists and pre-populated data ensure consistency and reduce errors.
- Boosting efficiency: Automate workflows, saving time and resources for your team.
- Improving data analysis: Gain valuable insights from inspection reports to identify trends and make informed decisions.
- Promoting safety: Ensure compliance with Federal Motor Carrier Safety Administration (FMCSA) regulations and prioritize driver and vehicle safety.
Choosing the Right Fit
With a wide range of DVIS options available, choosing the right one can be overwhelming.
Factors to Consider
- Ease of use: The daily vehicle inspection app should be user-friendly for both drivers and managers with varying technical skills.
- Scalability: Ensure the solution can accommodate your growing fleet size and evolving needs.
- Customization: Opt for fleet inspection app/software that allows you to tailor inspection forms, workflows, and reporting according to your specific requirements.
- Compliance: Verify that the DVIS ensures adherence to FMCSA regulations and industry best practices.
- Security: Choose a solution with robust data security measures to protect sensitive information.
- Cost-effectiveness: Evaluate the total cost of ownership, including licensing, support, and integration costs
Must Have DVIS Features
By carefully considering these factors, you can choose a DVIS like Simply Fleet that empowers your fleet and sets you up for success.
1. Inspection Tasks
Fleet managers can create and publish custom tasks. There is a list of preloaded inspection tasks (vehicle parts) which need to be checked for. Apart from this, the fleet manager can include other inspection tasks using the name familiar to the drivers. You may want the driver to upload an image for certain tasks.
2. Inspection Forms
Forms such as pre-trip fleet vehicle inspection forms, weekly, and monthly forms can be created based on your needs. You can include a list of inspection tasks to be performed in each form. You can name the form like ’Weekly Monday’ etc.
3. Inspection Schedule
This feature can send reminders to the concerned person through phone or email notifications. The driver can plan for the inspection and ensure the timely completion of required tasks.
4. Inspection Submission
Drivers can go through each task on the fleet vehicle inspection form and flag if any task fails inspection. They can upload images for such issues within the app. If needed, managers can print out the fleet vehicle inspection report and use it to get the problem fixed. Additionally, all services carried out can be logged within the app itself.
Conclusion
With digital vehicle inspection software, fleets can perform comprehensive vehicle inspections without having to send out an inspector or pay for expensive services. Fleet managers can easily track the status of each vehicle using digital vehicle inspection software.
With Simply Fleet, you can easily manage your fleet and keep an eye on everything from one place.
Check out our vehicle inspection app today to get started. Whether you have a small or large fleet, we have the right solution for you. We offer affordable solutions that help you have access to up-to-date information about your fleet.
