Digital Vehicle Inspection Software for eDVIR : A Must-Have Tool for all Fleets
December 13, 2022
Digital Vehicle Inspection Software for eDVIR : A Must-Have Tool for all Fleets

Unlock the benefits of eDVIR (electronic Driver Vehicle Inspection Report) in your organization today! Read up on the benefits of digital vehicle inspections like real-time data, and online access of information to truck drivers and vehicle fleet managers, over regular paper inspections. Explore the simply fleet’s (A fleet maintenance app) vehicle inspection feature with options for inspection tasks, inspection forms, inspection schedules, and inspection submissions.

What is DVIR?

A truck driver or 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/she 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. The commercial vehicle driver must fill out this form daily to ensure his safety and all around him. Companies that only run one vehicle over 10000 pounds are free from the requirement to use driver inspection reports.

The driver/inspector checks the condition of the vehicle's brakes, steering system, suspension, tires, windshield wipers, headlights, tail lights, turn signals, horn, fuel tank cap, brake fluid reservoir, battery terminals, exhaust system, seat belts, door locks, windows, mirrors, hood latch, fenders, body panels, trunk lid, undercarriage, and other components.

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.

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.

Importance of Fleet Vehicle Inspections

  1. To comply with legal requirements.
  2. Timely identification of vehicle defects enables the motor carrier to carry out repairs at a minimal cost.
  3. Notifying about faults early minimizes the downtime of a vehicle.
  4. Insurers look into your CSA (Compliance, Safety, and Accountability) scores to determine your rates.
  5. Pre-trip inspections are very important for the safety of your fleet and driver safety.
  6. Regular vehicle inspections help prevent accidents and reduce the risk of fines and penalties.
  7. A well-maintained vehicle improves its lifespan and reduces maintenance costs thereby saving money.
  8. A regular vehicle inspection schedule ensures that vehicles are safe and reliable.
  9. Regular fleet inspection is important to keep track of potential problems before they occur.
  10. Easily available records in case of any lawsuit.
  11. To protect the environment.

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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 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 driver to enter the details from a phone or tablet. A few benefits of eDVIR are:

Real-time Data

As soon as the driver inspects the truck, the fleet manager can give a go-ahead.

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.

Time Saved

It saves a lot of time for the truck driver in filling out the 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.

Reduced Downtime

The driver can click photos of the defects and attach them to the inspection report giving 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.

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. Fleet managers can track inspections and manage vehicles remotely.

Monthly and Annual Vehicle Inspections

Vehicles also need to undergo a monthly inspection by the driver. You can schedule this inspection for the last week of every month or the 1st of every month at your convenience. He can check for any leaks, wheel alignment, steering, clutch-play, etc.  If any defects are found, the vehicle should undergo repair work to ensure its smooth operation.

A thorough annual truck inspection which includes inspecting the interior and exterior of the vehicle should be performed. Replacement of worn-out parts like hoses, brackets, belts, or filters any kind of wear and tear can also be checked. Tires may need to be replaced as per the requirement. Any action which could improve the efficiency of the vehicle and increase its lifespan should be done. You can perform an annual inspection at the end or beginning of the year. Motor Carriers need to fulfill periodic inspection requirements and produce the roadside inspection report.

Benefits of using a Digital Vehicle Inspection App

The trucking industry is facing a significant challenge – it needs to comply with federal regulations while maintaining high levels of safety and efficiency. The cost of compliance could soon reach $1 billion per year.

To help solve this issue, a digital vehicle inspection system will allow fleet manager’s to quickly identify potential issues during routine vehicle maintenance. This technology streamlines the process of inspecting vehicles, saving Fleet Owners money and improving safety.

There is a huge opportunity to transform the way fleets operate. Every Fleet manager should know this exciting new option and understand what it offers.

Fleet managers often find themselves juggling multiple tasks, including

1. Managing vehicle maintenance programs

2. Maintaining compliance records

3. Ensuring that vehicles are inspected regularly.

As a result, many fleets struggle to keep up with the demands of daily operations while still meeting regulatory requirements.

In addition, many fleets face challenges related to paper documentation and manual processes. For example, some vehicle inspectors must manually enter daily inspection results into a database. This requires significant effort and time. This process can lead to errors and delays, especially during peak hours. Filing this paperwork in cabinets makes finding and filing it a tough task.

A recent survey found that nearly half of fleet managers reported having difficulty keeping track of vehicle inspection reports. Over 40% of respondents stated that they had lost or misplaced documents relating to vehicle inspections.

The good news is that Simply Fleet can help fleets streamline vehicle inspection processes and improve operational efficiency. These include:

  • Fleet Management Software - A fleet manager can use a cloud-based solution to automate vehicle inspection processes and manage inspection results. By automating the entire process, fleet managers can free up time to focus on other important aspects of running a successful operation.
  • Inspection App Solutions - An app-based solution can provide a easy way for drivers to submit inspection forms directly from their smartphones. Drivers can simply download the app onto their phones and complete the form without ever needing to access a computer.
  • Mobile Vehicle Inspection Software - Mobile vehicle inspection software allows fleet managers to send out automated notifications to drivers when inspections are due. Once the driver receives the notification, he/she can quickly complete the form and return it to the fleet manager.

Vehicle Inspection Feature of Simply Fleet

Simply Fleet has a feature called Vehicle Inspection on their app. The following services are provided.

  1. Inspection Tasks
  2. Inspection Forms
  3. Inspection Schedule
  4. Inspection Submissions

Let's see each one in detail:

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.

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.

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.

Inspection Submission

Drivers can easily access the Simply Fleet app through their mobile devices. Drivers must 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

Simply Fleet helps fleets manage their vehicles more efficiently by automating routine tasks such as maintenance scheduling, fuel tracking, driver performance reviews, and much more. 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. Fleet managers can also monitor Inspection Rules

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.

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