A DVIR form is a formal record that confirms that a commercial vehicle has been inspected before a driver takes it out on the road. While many have become accustomed to the paper-based DVIR form, it is an ineffective and inefficient format. Here is why sticking with the paper-based DVIR form could be costing you more than you realize.
Conducting maintenance: you wouldn't consider putting it off for your car, but many people find themselves ignoring the need for maintenance on their work equipment. Unfortunately, failure to maintain your equipment can lead to costly problems down the line. Do you need more help remembering to take care of maintenance on your equipment?
Waste collection and hauling truck technologies have revolutionized the tactics of fleet management in the 21st Century waste management industry. In the "green-minded" age of sustainability and public environmental sensitivity, the industry faces a high level of scrutiny. Thus, this raises the performance bar for waste disposal operators and fleet managers. According to a July 2018 report at Waste Today by industry expert and editor Adam Reding, the waste management sector has experienced a significant emphasis on accountability, efficiency, and preventative maintenance.
Maintaining a competitive edge in the transportation and logistics industry is easier said than done. Owners and operators are often forced to wear many hats. In addition to increasing profits and expanding their customer base, business owners must remain abreast of changing industry regulations and introduce strategies to improve efficiency. Below is a look at the key issues facing logistics providers and the top five ways Whip Around can help your business avoid those challenges and become a leader in the logistics industry.
With thin profit margins and high risks, owning and managing a towing business can be a real challenge. Mostly, these challenges come in the form of finding affordable insurance rates, ensuring safety and compliance, and efficiently managing vehicle fleets. In an effort to help, let's examine 5 benefits of electronic fleet inspections for towing businesses.
Utility companies don't have the fleet management luxuries of 5 days per week operations or regularly scheduled periods of planned weekly downtime for fleet wide maintenance. In the power business failure is simply not an option. As the energy provider for homeowners, health institutions, and data centers, (to name just a few) utility crews work 24/7/365 to ensure that a reliable power supply is always available to those who depend upon it for their livelihoods, and in some cases, their very lives. Energy consumption is evenly divided at 1/3 each among the commercial, residential, and industrial sectors which comprise a massive diversified customer base unseen in many other industries.
Motor carriers and other fleet owners are obligated under the Federal Motor Carrier Safety Administration (FMSCA) Ruling 396.11 regarding vehicle inspections, maintenance, and repairs. Motor carriers and fleet owners are required to systematically inspect, repair, and maintain all motor vehicles and inter-modal equipment under its control.
As part of this ruling, Driver Vehicle Inspection Reports (DVIRs) are a requirement for commercial vehicle drivers. In the past, DVIRs were filled out by hand at the beginning and end of each driving day. Today's electronic DVIR technology eliminates the tedious hand-work while still achieving compliance.
Most business owners do not realize that failure to properly maintain and repair company vehicles is a silent killer for profits. Not only do improperly maintained vehicles pose an unwanted safety hazard to your drivers, but can cost you an exorbitant amount of money. Vehicles which are out of commission for repair reduces the overall efficiency and productivity of your team. This is less product you are able to deliver and a fewer number of services you can offer.
Failure to keep your company's fleet in compliance can result in fines, penalties, and costly downtime until your business can meet fleet compliance.
In the era before digital transformation, fleet and operations managers frequently relied on the costly "management by the rear view mirror" budgeting strategy. This is a circumstance which was unavoidable with a paper-based fleet management system. In other words, managers would look back on past incidents of vehicle downtime, try to discern patterns, and budget for maintenance accordingly based solely on past fleet performance.
Completing construction projects on-time, safely, and with quality results is the main objective of construction companies. Their ability to efficiently manage daily workflows is essential for reaching this objective, yet inefficient paper-based inspection processes might be holding them back. In an effort to help, let's examine 3 reasons for construction companies to use digital inspections.
Maintaining a fleet of motorcoaches is about more than just protecting the company's assets. It's essential to the safety and well-being of drivers and others on the road. The Federal Motor Carrier Safety Administration (FMCSA) sets strict standards for the way that carriers carry out and report the results of inspections. In the past, paper reports were required to be completed at the end of each day. These days, electronic driver vehicle inspection reports (DVIR) help motorcoach companies improve the safety of their fleets and to stay compliant with federal safety regulations and rules.
DOT compliance is essential to fostering the safe transport of cars, shipping containers, concrete piping, and other heavy cargo. A compliance inspection can occur at any time, highlighting the importance of bolstering compliance among drivers and other employees. Below is a look at DOT compliance and the increasingly critical role it plays for businesses in the transportation and construction industries.
As the owner or operator of a transportation-focused business, you are likely counting the days until your company completes the transition from paper DVIR to digital DVIR. From increased efficiency to improved compliance with key regulations, this offers a host of advantages that will help you promote safety and improve your bottom line. However, procedural changes are not always easy for employees, and you may need to take some special measures to ensure a smooth transition to digital DVIR. Below are seven steps to help you prepare your drivers for these new technologies.
It’s a daily grind familiar to every fleet manager: get up early, fight traffic, get to the office, and begin fighting with your drivers about driver-vehicle inspection reports (DVIR). You hound them to do the inspections, to fully and accurately fill out the form, to tell you about any mechanical issues with your fleet, and to do more than just a cursory checkbox-based inspection.
You listen to whining about the hassle of inspections, the fact that they take up too much time, the frustration of endless paperwork. And then you add each day’s form to the avalanche of papers accumulating in your office, and hope for the best. You can simplify the DVIR process. And in so doing, you can get your time back and enjoy your job again.
“Let’s make this task as long, and drawn out as humanly possible,” said no one ever.
If you’re like most people, you’re always looking for ways to make your job a little easier. For those in the commercial driving industry, one thing that could help relieve some stress is to streamline daily vehicle inspections with eDVIR.
What exactly does that mean, though? Today, we’re breaking it down to help your drivers complete their daily inspections, and get them on the road faster!
Driver vehicle inspection reports (DVIR) are already an integral part of managing your fleet. So, when it comes to how best to coordinate this critical task, the question isn’t so much whether DVIR is worth the effort — it absolutely is — but how best to go about satisfying this requirement and maintaining the protection it affords you and your business.
Electronic DVIR gives you the chance to revolutionize your approach to filing detailed reports, even presenting you with the capability to conduct pre-trip inspections on your phone. It’s a whole new day for DVIR. So let’s delve into how this latest tool works and how it can facilitate your business.
A MODERN SOLUTION
In the old days, DVIR would present you with a record of your vehicle’s condition, one which could serve as evidence to both the vehicle’s condition if an accident should occur and which ensures that the likelihood of any such incident would be minimized. After all, vehicle collisions are among the most common causes of death.
Thankfully, eDVIR plays the same essential role in your fleet management, albeit with a streamlined methodology that emphasizes ease of use and accuracy above all else. Drivers still need to complete and submit forms before and after each trip, but electronic reports allow for a level of customization and access that just isn’t possible by traditional means.
What once proved to be a burden actually creates a smoother environment for all. While drivers will find these electronic forms so much more accessible, you’ll be able to shed the worry about when you’ll receive the latest inspection reports and how to proceed. eDVIR uses a cloud-based system, meaning you’ll be able to evaluate reports instantly and leap into action to address any outstanding concerns.
In general, this new system facilitates the your ability to keep your fleet running strong and eliminates the need for copious paperwork. Less work and a more streamlined process make less work for everyone involved and boost your fleet’s capacity to handle each project in a timely manner.
THE FULL ADVANTAGE
You’ve already assembled a winning team, but the way you do business very likely could use a tune-up. So let’s break down some of the key benefits that eDVIR offers. First, we’ve alluded to the time savings already, but seeing as time is one of the most limited resources you need, this aspect of eDVIR stands above all others.
Since you can build and customize your own forms, inspection reports can be completed in a fraction of the time they once were and, thanks to the mobile capability, they can be completed from anywhere at anytime via a smartphone or other mobile device. Simply log in to the system, complete the form and submit it, and it is automatically saved in the system and added to the unlimited storage of your archives.
This ability to have the latest information right at your fingertips makes it that much easier to schedule necessary maintenance and repairs, keeping you one step ahead of your competitors. Moreover, the simplified forms reduce the chance that human error will interfere with your operation. After all, you never know when you’ll need to submit your full reports for audit.
You’ll already have them ready in waiting in your digital storage space, but now you’ll be far more confident in how well they’ll reflect the activities of your fleet. Once you give eDVIR a try, we know you’ll see the difference instantly and probably wonder why you spent so long wasting time on its paper-based counterpart.
CHECKING IT TWICE
Though the system is vastly modernized, eDVIR still functions like the DVIR you’re used to. You’ll still need to run through a checklist of inspection points just like you’re filling out a paper form. You’ll simply be doing so from the convenience of your mobile device. Here are the most important elements you’ll need to review before starting a new trip:
Brakes: Your vehicle has many critical parts that must be working properly to ensure the safety of your drivers and others on the road. Needless to say, your brakes are among the most important. Of course, don’t forget your service and parking brakes.
Steering and horn: Your driver’s ability to accurately pilot the vehicle without incident depends on the soundness of the steering mechanism. But don’t forget to verify that your horn is working as it should. If something does go wrong, this is the best way to let others know.
Tires and wheels: When you’re on the road as much as your fleet is, your tires certainly take the bulk of the damage. If they don’t have sufficient tread on them, you could be heading for disaster. So be mindful of the condition of your tires and wheels before you hit the road, including whether your tires simply need a bit of air first.
Lights and reflectors: Like your tires, your lights reflect the natural wear and tear that occurs when you’re always on the road. Check that they are all working properly and all that reflectors are attached. You’d be surprised how often such a simple item can make a life-changing difference.
Windshield wipers and mirrors: Especially when you’re driving a large commercial vehicle, your mirrors are your greatest hope to orient yourself with the other cars on the road. Likewise, your windshield wipers defend against the changing conditions you may encounter and require frequent replacement.
Emergency kit: If you do find yourself in a dire situation, an emergency kit filled with maintenance repair items and other must-haves can really come in handy. You never know what might happen out there. So your best bet is to be ready for a crisis if one does occur.
A WORLD OF DIFFERENCE
We can’t imagine you’re still doubting how eDVIR can enhance your fleet management skills, but if you do need more information about how it compares to traditional DVIR, you might want to check out our handy infographic. The benefits of taking your inspection reports into the modern world are already apparent, and the technology is quickly on its way to becoming the standard-bearer throughout the industry.
Don’t let your competition get an edge on you, especially when eDVIR can maximize your productivity and efficiency in such a significant way. To get started for free, visit our website and sign up for a demo of Whip Around today.
No matter how long you’ve been managing your fleet, chances are good that you’ve become intimately familiar with — and perhaps even disillusioned by — the requirement that is the daily vehicle inspection report (DVIR).
This document serves as a record that a thorough inspection was conducted of the driver before and after each trip, ensuring its safety and effectiveness. Considered a precautionary safety measure, DVIR protects your fleet in the event that a vehicle collision or other incident were to occur, both by preventing physical harm and by presenting legal evidence of the vehicle’s condition.
Traditionally, paper-based DVIR have dominated the industry, but an exciting new development is shaking up the way drivers and fleet managers like yourself approach their business.
Thanks to the latest technology, you can now toss away your filing cabinet full of inspection reports and embrace the future. Growth only comes with innovation, and for the fleet management business, that innovation has come in the shape of electronic DVIR (or eDVIR, for short).
By simplifying and streamlining the processes involved in completing and filing an inspection report, this new tool takes the guesswork out of DVIR, allowing you to take your fleet into the modern era. Along the way, you’ll be able to take advantage of a host of benefits, which we’ll discuss in greater detail below.
WAY OF THE FUTURE
Federal law requires that every driver of a commercial vehicle files a daily inspection report of whatever vehicle they’re operating. This activity extends to completing a new report prior to each trip as well as finalizing the previous report with updates, especially if any action items had yet to be performed.
However, due to the consistent nature of DVIR, the perpetual need to file more and more paperwork has a tendency to jeopardize one’s schedule and slow down productivity, making it more difficult for your drivers to stay focused on the task at hand. With an entire fleet of drivers to manage, this complication is compounded exponentially.
In fact, you’re liable to be trapped in an unfortunate scenario in which you’re likely to be caught in an endless cycle of following up on inspection reports rather than turning your attention to more important matters. eDVIR eliminates that headache, with an easy-to-use system that prioritizes production above all else.
You’ll be relieved to know that this new system isn’t entirely dissimilar from its predecessor. Drivers still complete and submit new reports each day, following up on the previous one. What is drastically different is the manner in which this process is conducted.
Rather than filling out antiquated paper forms, drivers can log into a cloud-based user interface that is updated in real time and complete a fully customized inspection form. This fact alone remarkably trims away much of the time of shuffling through pages and pages of standard forms, since you’ll be able to structure your inspection forms based on your fleet’s specific needs and which fields take priority.
Rather than the cumbersome task of filling out paperwork, your fleet will be able to log in, complete a report and file it in minutes. No more lost or illegible inspection reports for you!
While its methods may seem completely foreign, the primary difference between eDVIR and paper-based DVIR is simplification. The former removes all the frustrating and challenging aspects of filing these required inspection reports and allows you to place your emphasis on keeping your operation moving smoothly.
With just the click of a button, you’ll be able to access all the submitted reports throughout your organization, and the quality of these reports — thanks to the streamlined forms — will be more readable, more complete and more accurate. After all, it’s a lot more difficult to overlook fields or slip into human error when dealing with a straightforward electronic interface.
Regardless of where your drivers are located, you’ll be connected through the data and able to communicate to ensure that everything is going precisely as planned.
EVERYTHING TO GAIN
We’ve already alluded to the fact that eDVIR cuts down on the amount of time it will take you to complete and submit inspection reports. However, the time-saving element of eDVIR, as they say, is only the tip of the iceberg.
So let’s delve into some of the other benefits that this digital alternative offers.
Easier management: Since eDVIR makes the entire process much smoother for drivers, you won’t have to waste your time reminding them to submit their inspection reports. Instead, they’ll be able to log in, complete and file them before you even have to worry about it in the first place, making your job (and your life) much less stressful.
More competitive: Your processes will have gotten a major facelift if you opt to upgrade to eDVIR, making your business far more able to outperform your competitors. With all the time you’re saving, you might even find the bandwidth to look for process improvements in places you didn’t even know you might find opportunities for growth.
Automatically saves: One of the key problems with paper-based forms is how easy it is to miss critical fields — leaving out essential information — or to misplace completed forms entirely. In either case, eDVIR sidesteps this possibility, automatically saving your progress as you fill out your fully customized form from anywhere you may be.
Detailed analytics: eDVIR also leans heavily into the analytic side of things. Consider it just another perk of a fully digital system. As data syncs between your driver’s mobile devices and the web-based dashboard, you’ll receive real-time results in the form of analytics, leaderboards and even alerts that can inform your business decisions.
Fully searchable: If you’ve ever tried to pull an old file, you know what a pain it is to find what you’re looking for, and that’s even if you have a thorough organizational system in place to give your filing some semblance of order. With eDVIR, you’ll be able to easily search the complete archives and find the report or data you need in no time at all.
Unlimited storage: Speaking of your archive, here’s something we know you’ll love. So many online companies nowadays make mountains of profit by ratcheting up costs on storage but not eDVIR. This system gives you unlimited storage right from the outset, making it easy to hold onto the full extent of your report history for future reference.
Customizable: As we’ve mentioned, your inspection forms are completely customizable. But this dedication to tailoring your experience to your specific needs doesn’t end there. Through and through, eDVIR puts an emphasis on customization. From the forms to the data reports, you’ll be amazed at how much you can adjust this system to your liking.
Rapid submission: Remember when you had to wait days or weeks to gain access to a driver’s inspection report? Actually, you may be facing that reality right now. Well, no longer. eDVIR gives drivers the opportunity to submit completed reports instantly, and you’ll be able to review, ask questions and take action within seconds.
Remain in compliance: The law required DVIR be a regular part of your business, but few ways to remain compliant with regulations are as effective as eDVIR. Given its speedy process and impressive breadth of capabilities, you’ll never again have to wonder to yourself if your business is truly keeping up with the latest legal requirements.
A DECISION TO MAKE
Most likely, your schedule as a fleet manager is already brimming with administrative tasks and other thankless duties. So DVIR may very well be the least of your concerns, but because of the critical role these reports play in the long-term safety and reputation of your business, they really do need to remain top of mind in at least some capacity. Your drivers are, of course, your greatest asset, and these reports maximize their safety (and that of those around them) on the road.
Moreover, they protect your business from facing any liability should something go wrong in the throes of a job. You have a responsibility to guard against injury and litigation alike, and DVIR is one of your most effective tools to prevent both from ever occurring on your watch. So, if DVIR truly must remain an integral part of your fleet management, then the only real question you have left is whether you’re willing to take the plunge and incorporate eDVIR into your operation.
Broadly speaking, there’s an argument to made on both sides of the technology debate. The ways in which the internet, digital products and the like have affected our culture and society are undoubtedly far-reaching and not without consequence.
On the other hand, when it comes to DVIR, an all-digital solution will only benefit how much your team is able to accomplish in a specific period of time. Your productivity may be at stake, but your legal standing might be as well. Since one of the key purposes for DVIR is to remain in full compliance with the law, you need to ensure that your fleet is being as thorough and organized as possible.
Given the amount of vehicles in your fleet and the sheer volume of paperwork that results, your business doesn’t naturally lend itself to an intricate system designed to keep your reports intact. Instead, chaos is likely inevitable when you remain complacent with paper-based DVIR.
How even are you able to keep track of every inspection report that comes, let alone ensure its quality, if you’re overwhelmed with having to file physical copies of reports? Imagine the countless hours that your drivers take to complete paper forms and the questionable results these yield.
If you do, you’ll probably agree that it’s simply not worth the effort to try and wrangle together better output if you’re slavishly sticking to the same methodology that your business has been using for years. You need to find a new, better way of taking your operation to the next level and maximizing your fleet’s performance.
Again, these are all the elements you need to consider before you discount eDVIR as a luxury your fleet just doesn’t need right now. Most likely, it is precisely the tool necessary to keep your business steadily moving forward.
THE WHIP AROUND WAY
While eDVIR is quickly becoming the standard-bearer for your industry, we pride ourselves in the fact that our solution, Whip Around, is among the finest all-digital DVIR products on the market. In just minutes, you’ll be able to empower your team with the wide-ranging abilities we discussed above and take your fleet to new heights of productivity and efficiency.
Protecting your team and your business has never been so easy, and you might catch yourself wondering how you ever managed to go so long without such an asset in your arsenal. Bid farewell to that lengthy downtime it used to take to complete and submit inspection reports because a new day is here.
From your driver’s mobile device right into the cloud-based system, this seamless process connects you to your fleet and your fleet to their inspection reports like never before. The real-time aspect of it all provides you with the time needed to move on action items for a particular vehicle and more closely manage your fleet from any location anywhere.
All your drivers need is a mobile device, and they can complete and submit high-quality DVIR every single time. You might think that you’ve honed your fleet management tactics over the years, but we guarantee that you haven’t experienced just how easy it can be until you’ve tried eDVIR the Whip Around way.
A CLOSER LOOK
Of course, our goal in discussing not only the extensive benefits of using eDVIR but also the distinction that Whip Around’s services can bring to your business is to convince you that this new tool is worth upgrading your systems. Any time a drastic change like this is proposed, our natural reactions are often to step back and balk at the discomfort that accompanies having to second-guess our own mindsets.
But as the person in charge, it’s your duty to continually explore emerging ways to boost the effectiveness of your operation and the efficiency of your processes. Nowadays, that means taking your once-paper-bound approach to DVIR and transferring it into the electronic realm for the very first time.
Still undecided about making the switch? We completely understand. At Whip Around, our mission is to make fleets like yours be the very best that they can be. eDVIR is still coming into its own and spreading like wildfire across your industry.
So we know you may be looking to further solidify your opinion of the technology before jumping into it headfirst. Perhaps you’re a visual learner and need a more tangible way to visualize the differences between paper-based DVIR and its electronic counterpart.
If that’s the case, check out our extensive infographic that compares and contrasts the two, presenting you with perhaps our most compelling argument for why you should at least consider revolutionizing your inspection reports.
Feel free to reach out to us with any questions you may have or get started today to optimize your fleet!
For fleet managers like yourself, daily inspection reports are just another part of the reality of running your business. However, they don't have to be nearly the headache that they once were proven to be. In recent years, new tools have arisen to provide you with the option of setting aside your paper-based process in favor of something a bit more in keeping with today’s technologically driven landscape.
After all, daily vehicle inspection reports (DVIR) are already a required element of commercial vehicles and provide necessary protections for both your business and, by extension, your drivers. So, considering the indispensable nature of DVIR, why should you and your drivers be forced to deal with an archaic way of doing things if a better option already exists?
That’s the question your industry is currently facing, as the rise of an electronic-based alternative to traditional DVIR — coined eDVIR— has challenged the entire framework with which inspection reports are created, completed and submitted. As news spreads, the battle of paper-based DVIR versus eDVIR is undoubtedly going to rage on.
The only question that remains is which side of the debate you and your company will be on when all is said and done. Some veterans of your industry may balk at technology essentially stepping in to revolutionize such a critical part of your business, but others will see this as an opportunity to streamline part of your drivers’ routine. But before you settle on your own perspective, we’ll take you through both DVIR and its digital counterpart so that you can make an informed decision.
So, before we elaborate on the latest in DVIR, it’s time for a quick refresher. Over time, it’s possible that inspection reports have become second nature, but don’t let that lead to complacency. Remember that a daily record — conducted by each driver and of every vehicle — is a requirement of the Federal Motor Carrier Safety Administration.
So, while your employees may not want to take the time to keep updated with this process, it is quite literally mandatory by law. Until a report is ready, you cannot be certain that a vehicle is safe to hit the road, and that might open the door for culpability if an incident does occur out there. It’s simply not worth the risk to allow a driver to head out without having at least the safety net of a DVIR to provide the minimum amount of protection you need to have peace of mind about each trip.
At its most basic level, an inspection report should answer the fundamental questions raised about the condition of a vehicle. For example:
Do key parts like the windshield wipers and lights function properly?
Are the tires in decent shape and properly inflated?
Does the vehicle have any leaks, defects or other items that require attention before the trip begins?
The full list of concerns is quite exhaustive, but the point stands that the level of detail on a DVIR runs deep. It has to, in order to serve its purpose as both legal document and safety precaution.
Whenever a driver takes a vehicle out without one, he or she is — knowingly or not — putting the long-term reputation of your business on the line. Sure, it’s easy to write DVIR off as a mere formality and breeze through the steps without much care or regard for accuracy, especially when you’re burdened with having to fill out and submit paper copies of each day’s reports.
Then, as the fleet manager, it’s your job to try and make sense of it all. Of course, some drivers are going to waive their DVIR just so that they can keep up.
But vehicular collisions occur every day. If an incident does occur, it’s up to you to ensure that your company and its drivers have met at least the simplest requirements expected of them. That mean having an updated DVIR file, and such a prospect is far less headache-inducing if the records in question are of the digital variety, not the paper kind.
Before the technology to streamline this process was made readily available, it’s only natural that paper-based DVIR would reign supreme. In any case, we are in a new age. DVIR is clearly a key part of your business. So, if you must comply with regulations, there’s no reason why doing so has to be so convoluted. eDVIR may be the new kid on the block, but we’re willing to bet that you’ll hop aboard the digital train once you have a bit more information on hand.
At face value, the eDVIR process isn’t that much different than the traditional way of doing things. Drivers still complete and submit daily reports so that you can keep them on file. The inspection points themselves are largely the same, and the protections they provide have never been more pertinent to the long-term prospects of your business.
What does change — quite drastically, we might add — is how you complete and submit reports. With a fully digital system, drivers no longer need to deal with lengthy inspection forms. Instead, these can be customized to only include the fields you need or rearranged to suit your needs. Then, they are submitted instantaneously using a cloud-based interface, allowing managers like you access to inspection reports in real time.
We have already demonstrated that DVIR is a requirement of your business, and eDVIR at least makes it easy to open the lines of communication and stay in the know with your team.
Moreover, fully electronic inspection reports give you the chance to organize your DVIR records and streamline your processes on the back end. Piles of paperwork can become tiresome quickly, but eDVIR strips all of those concerns and streamlines this critical part of your business to the point that you won’t have to worry about a thing.
In the event that one of your drivers is involved in an accident or some other incident, electronic files will be far easier to access than the old paper forms.
After all, compliance is a real hot-button issue these days, and the last thing you want is for your DVIR files to be incomplete or out of date. eDVIR ensures that this doesn’t happen and that you’re prepared for any circumstances that may come your way.
You’ll even be able to run fully customized reports to uncover opportunities for growth or to identify trends within your business that can pinpoint ways to cut costs or otherwise boost productivity. Even without this added benefit, digital files should already minimize the amount of human errors present in eDVIR, leading to greater accuracy and a higher overall quality of work.
While it is only now starting to gain traction, eDVIR is fast becoming the standard-bearer in your industry. With so many administrative duties in your hands, we’re sure that you’ll be able to appreciate the beauty in the simplicity that is eDVIR. Cleaner inspection forms and real-time submissions alone are game-changers, long before you factor in the many ways in which eDVIR can serve your company better than traditional DVIR ever did.
Less hassle and more efficiency just for bringing your DVIR system into the modern age? That’s not a bad trade-off any way you look at it, but the real clincher for your company will likely be how eDVIR makes it so easy to satisfy regulation and maximize protections for all involved. This is a gift in and of itself, one which you would be wise to at least consider before retreating to the outdated system you know.
BENEFITS OF TECHNOLOGICAL UPGRADE
If you’re still on the fence about taking the leap into eDVIR, we’ve got you covered. Let’s briefly run through some of the most integral advantages of using this digital format instead of relying on paperwork.
Work faster: Because you can customize forms and automatically store and organize completed inspection reports, your drivers will able to log in, run through the inspection points they need to hit and get out without having to waste precious minutes fiddling with paperwork or risk losing the completed form before it’s ever turned in. The entire process is streamlined from top to bottom, and there’s no telling how much of a difference you’ll witness once you integrate eDVIR into your business. Time, as they say, is money. The resources you’ll save with this new process is easily among the best elements of it all.
Simplified reporting: Noticing a pattern here? eDVIR doesn’t only streamline — and thus expedite — the inspection process itself, but this same benefit extends to the reporting module as well. If your company is ever audited, you’ll need to be ready to present months’ worth of inspection reports. With digital copies, you’ll be able to access them at a moment’s notice. In fact, you can even customize specific reports based on your own parameters, saving you the time of having to sift through piles of paperwork just to (hopefully) identify what you’re looking for.
More open communication: Across the board, one of the most impactful ways in which technology has changed our world is in how we communicate. Case in point, with fully digital eDVIR, you can communicate with your drivers instantly. Any submitted inspection forms will be easily accessible, and the maintenance team can begin preparing to address any action items discovered during inspection. You can even submit photos through the system for further proof or clarification. Whereas you once had to wait until your driver returned to accept the report and finalize maintenance plans, you can now plan ahead and use your resources more strategically.
Fewer errors: Say goodbye to those days of having to decipher one of your driver’s handwriting or struggling to make sense of a completed inspection report. With eDVIR, it is so much easier to review a report and acknowledge next steps well before intervention is needed. In addition, the ability to customize forms keeps the reports lean and makes it far less likely that a driver will make a mistake. Human error is unavoidable to some degree, but now you can greatly reduce the chances of a major mistake slipping through the cracks. Such a mishap could damage your business and your reputation, if it goes unchecked. Don’t leave your company’s well-being to happenstance.
Incredible mobility: By now, we’ve acknowledged that eDVIR uses the cloud to upload and share information, but let’s emphasize it once more. This system, of course, works for either iOS or Android and on any mobile device, be it smartphone or tablet. Because your drivers travel all over the place, the need to access the system from anywhere is obviously much greater. Thankfully, eDVIR accommodates this, making it a breeze to log in no matter where you are.
FAREWELL TO PAPER
Simply, eDVIR provides a host of benefits that could very well help your business function more smoothly and present the possibility for even more improvements ahead for your business. Though the technology itself is still relatively new, many companies like yours have already seen much success with it, crediting eDVIR for increased productivity, greater accuracy in their records and more accountability on the part of their drivers.
The inspection reports themselves may be digital, but the effect of this new process on business operations is very tangible indeed. Is it any wonder then why eDVIR continues to be heralded as the future of inspection reports? No matter what metric one turns to for success, eDVIR appears poised to facilitate it.
That’s why Whip Around has invested heavily in our eDVIR product. Our easy-to-use system allows complete autonomy and customization of the inspection process. Regardless of how you want to configure your inspection form, Whip Around can make it happen, saving you countless man-hours and ensuring that your drivers stay focused on the job at hand.
Anywhere you are, you’ll be able to manage inspection reports with the touch of a button. Imagine the flexibility of being able to access these DVIR from your mobile device, not to mention the detailed analytics that accompany such digital files.
You’re just one click away from finding a better way to manage your fleet. For more information on how Whip Around can help you, get started FREE today!
From time to time, the rigors of fleet management can become too much. With all the work that goes into maintaining each vehicle and supervising each driver, you may have caught yourself subconsciously searching for some way to streamline the processes involved in your day-to-day operation.
Although the industry is making remarkable strides across the board to change with the times, one area that is making particular progress is the driver’s vehicle inspection report (DVIR). Traditionally, these critical documents were simply put on paper, an approach that was functional once upon a time but has slipped into obsolescence with the advent of technology. Now fleet managers like you can take advantage of a fully electronic version of DVIR, better known as eDVIR.
That being said, it’s still essential that your fleet’s DVIR — no matter which format you use in your business — includes all of the key components that you need to effectively document your driver's’ activity and the condition of your vehicles. That’s why we’re providing you with a one-stop checklist that you can reference to create, complete and submit high-quality DVIR every single time.
Failing to keep these on record could create a disastrous scenario for your business, and as the applicable requirements are subject to change, you need to ensure that you remain compliant at all times and that your files are up-to-date. So let’s delve into precisely what you should be checking for in each DVIR as well as the tools necessary to create the best reports possible.
WHAT YOU NEED TO INCLUDE
With as much driving as your team does, wear and tear of your vehicles is a real concern. Just take a moment to consider all the miles each vehicle in your fleet racks up over the course of each day or week. So much constant motion and dealing with variable road conditions certainly takes its toll.
However, if you’re going to build a checklist designed to minimize risk, you have to know what to look for so that you can take action before problems arise. After all, an in-depth inspection can make all the difference and even prevent tragedy if it is performed correctly.
To that end, let’s break down some of the most essential parts of your vehicle your drivers should be sure to check when completing each day’s DVIR.
If any of the below are faulty or broken, the safety of your vehicle might be compromised, resulting in a potentially hazardous journey on the road.
Brakes: Depending on the kind of vehicle being inspected, you might need to keep a close eye on trailer brake connections, but at the very least, be sure to double-check your service and parking brakes. For obvious reasons, any kind of malfunction here could have catastrophic consequences. So your brakes should always be among the first items on any DVIR checklist.
Steering and horn: No matter what steering mechanism your vehicle uses, the consistent usage of any vehicle in your fleet could adversely affect it. As with brakes, steering is a no-brainer addition to your inspection checklist, but even so, it’s easy to overlook such an obvious element. A driver’s ability to steer the vehicle is tantamount to his or her ability to act at a moment’s notice. Before hitting the road, ensure that everything is as it should be. Yes, including your car horn.
Tires and wheels: We haven’t conducted a scientific study about which part of a vehicle drivers tend to most overlook, but if we did, we wouldn’t be surprised if tires topped the list. From simply failing to ensure that your tires have enough air to not replacing them in a timely manner, tire maintenance is all too often not taken into account. So be sure that your vehicle’s tires are adequately filled and not too worn. Moreover, your wheels and rims should be inspected and secure as well.
Lights and reflectors: Headlights, taillights and brake lights are all key elements of safe driving, and of course, you need to account for each of these before you hit the road, especially in a commercial vehicle. But you’ll also want to verify that all reflectors are secure and in working order, especially since your drivers never know what kind of conditions they’ll be traveling in. Proper lighting is your first line of defense against the rain, snow or other stormy weather you might encounter.
Windshield wipers and mirrors: Much like your vehicle’s lights, switching out the windshield wipers regularly and checking for damage to both the rear-view and side-view mirrors helps to boost visibility and increase safety for everyone on the road. Anything you can do to optimize performance of your vehicle and prepare it for any situation is a tremendous help regardless of what you’re driving. For large commercial vehicles, it’s even more vital.
Emergency kit: Although the bulk of your inspection centers on the condition of the vehicle in question, it also extends to being sure that you are carrying emergency items at all times. They might be maintenance and repair items like a tire gauge, jumper cables and a fire extinguisher or something simpler like a first-aid kit. The important part is that all your vehicles have what they need to take action if a crisis occurs.
Once you’ve verified all of the above are covered, note the make and model of the vehicle and any action items you need to take to ensure that all requirements are met. Priority should be given to any issues that threaten the safety of the vehicle, as they need to be addressed before driving continues. Then make note that these updates have been made. And, of course, don’t forget to sign the report at the end!
CREATING YOUR PROCESS
By its very definition, DVIR necessitates daily repetition and, as such, is best implemented as part of a routine. For instance, inspections should be performed both at the beginning of each trip and after its completion, as mandated by regulations. Such an approach provides optimal coverage, since the operational safety of a vehicle can be affected throughout the course of a single journey.
Both the pre-trip and post-trip reports need to be signed before submission and should remain on file for at least three month. In addition, DVIR should also account for mid-route equipment or trailer changes. To clarify the pre-trip and post-trip inspections further, we’ll look into what is involved in both types of inspections.
Pre-Trip: Oftentimes, the pre-trip side of your inspection is pretty straightforward. The end goal, of course, remains complete satisfaction that the vehicle you’re about to drive is in safe operating condition. Typically, the first step is to review the previous day’s DVIR. If there are any action items that have yet to be completed, these must be resolved before the next trip begins. This level of redundancy creates a system of checks and balances that prevents a driver from operating a vehicle with potentially deadly defects. Once this has been verified, the driver must review and sign off.
Post-Trip: The post-trip end of DVIR is where the real work usually happens. At the end of each day, the driver must file a detailed written DVIR listing any condition he or she discovered that might compromise the safety or integrity of the vehicle. If they require immediate attention, these must be dealt with and certifications issued for each repair. Conversely, the driver must confirm in the report if any defects found do not need to be addressed urgently or if no such defects were found at all. Naturally, such a review of any outstanding damages will be conducted again before the vehicle is sent out (see above).
WHY YOU NEED DVIR
Sure, all these inspection points and processes sound like a major headache. But rest assured, it all has a very important part to play in keeping your business running smoothly and as safely as possible. In fact, even though DVIR is mandatory for your business, the entire process does offer a ton of benefits for your business. Here are just a few to consider.
Stay updated on maintenance: Small tasks like checking oil levels and changing lights might not take a lot of time out of your drivers’ day, but they do ensure that your vehicles are properly maintained, thus extending the number of years they’ll remain in peak condition.
Reduced chance of tickets: Because your drivers remain on top of those small maintenance tasks, their vehicles are far less likely to get dinged by the authorities for simply having a tail light out or failing to have a working turn signal. Once you take a moment to consider the extent of DVIR, you’ll be amazed at how it affects every element of your business.
Fewer accidents: Safety is the ultimate goal of DVIR. So it’s no surprise that thorough inspection that rules out many of the causes of traffic accidents will have a direct effect on the number of on-road issues your fleet will face over the big picture.
Cheaper insurance: This one comes in tandem with the previous entry, but it’s undeniable that minimizing the number of accidents your vehicles are involved in will help to keep insurance costs down. All just because you kept a close eye on your vehicles and maintained a DVIR backlog.
Decreased need for repairs: Even if your drivers are on top of their inspections, you’ll still need to spring for repairs every now and then. But keeping DVIR a key part of your business will reduce the amount of immediate, short-term repairs you’ll have to deal with. Parts can be ordered ahead of time, and you can schedule repairs without having to worry about keeping your drivers on the road. This not only saves you the time of having to wait for availability — potentially putting a vehicle out of commission for a while — but also helps to keep your repair costs down in the long term. In both cases, consider DVIR a definite win.
Boost morale: When your drivers are seen handling a pristine-looking and smooth-operating vehicle, that can only draw positive attention from customers, helping to increase sales and giving you a competitive edge. Likewise, your drivers will feel an enhanced sense of pride in their work and hold you in higher esteem for being so invested in the quality of their work and the condition of their vehicles.
Increased productivity: When you and your drivers aren’t bogged down by all of the above concerns, you’ll find that you’ll be able to stay more focused on the job at hand. That means less downtime for your drivers, who can continue their work without the headache, and the ability for you and your entire team to focus on how to improve your business, from customer service to the day-to-day back-end processes that govern it all.
INSPECT THE UNEXPECTED
Sometimes, you may fall into the false belief that DVIR has little direct purpose in your business, short of meeting an industry-wide regulatory need. However, as tedious as the steps above may seem, don’t lose sight of the integral role that these reports play in keeping your team functioning at its absolute best.
When your business is as potentially fraught with chaos, accountability and shrewd record-keeping are a necessity to both maintain a high level of quality service and protect the long-term prospects of your fleet. The extreme detail included in each DVIR is intended to prevent the opportunity for something to go wrong and for your driver (and your reputation, by extension) to be found culpable for any incident that occurs.
While we naturally advocate for the adoption of eDVIR, the necessity for DVIR of any type has never been stronger. These reports will be the one element that stands between your business and a potential lawsuit, and you need to place them as a priority if you haven’t yet fully adopted them into your daily operation.
Your team looks to you to set the tone for how best to conduct themselves and what processes they need to follow to complete their jobs effectively. This needs to include DVIR. With the checklist we’ve provided above, you have precious few excuses for not implementing or improving upon a DVIR protocol for your business.
Just imagine the difference that such an initiative would make throughout your business, and with any luck, you’ll realize that the rewards that lie ahead far outweigh the short-sighted inconveniences that DVIR may bring.
CONDUCTING THE VEHICLE INSPECTION
PAPER-BASED DVIR PROCESS
To begin, the driver uses pen and paper to fill out their name, time, date, carrier name, and location. Once ready, they use their checklist to inspect each area of the vehicle. Paper-based reports provide the vehicle checklist in alphabetical order which can take the driver back and forth around the vehicle, which can be time consuming and inefficient.
To begin, the driver opens the eDVIR mobile app and selects the appropriate inspection form. The app provides a detailed checklist custom formatted in the order of one fluid walk-through around the vehicle so it is already optimized for the driver's inspection.
REPORTING THE FAULTS
PAPER-BASED DVIR PROCESS
When a driver conducts a paper-based DVIR and finds no faults, the DVIR is marked as complete and the document is then filed for up to 3 months. If there is a defect, they must notify a mechanic and he comes to review the DVIR, fix the defect and document what he did to fix it. The mechanic signs off with date and time on the same paper report and submits it to the carrier.
During the eDVIR process, the driver inspects the vehicle with the mobile app and can take photos, voice record faults, and digitally sign and submit the report on the app, which automatically creates a date and time stamp for the report.
The mechanic is alerted in real-time electronically about any faults found and noted on the report. Once the mechanic has repaired the vehicle he marks the previously found faults as completed on the app.
SECOND DRIVER INSPECTION
PAPER-BASED DVIR PROCESS
The next driver will review the DVIR and make sure the mechanic has fixed any noted faults. They will sign and date that same paper document and deliver it to the carrier where it will be kept on file for a minimum of 3 months.
DOT (Department of Transportation) can randomly conduct an audit on inspection reports based on the last 3 months of operations. DOT selects a vehicle from the fleet and the carrier is required to provide the DVIR. If the carrier can’t provide the report, they can be fined thousands of dollars.
During the eDVIR process, the second driver inspection is even easier. The next driver uses the same inspection report via the mobile app. They will make sure all faults have been updated and then signs off on the previous vehicle inspection report electronically. Just like before, all dates and time stamps are recorded automatically and the vehicle inspection report is saved in the cloud for the carrier, making it available upon demand for a DOT audit with a quick search in the dashboard.
ASTOUNDING EDVIR STATISTICS
We bet you didn’t know that by switching from a paper-based DVIR process to a eDVIR process that you can significantly improve your daily operations, saving you both time and money. Here are a few ways this can happen:
Save thousands with reduced downtime by keeping your vehicles on the road. Downtime can cost up to $1K / day.
Reduce the time it takes to complete a daily vehicle inspection report, by 80%. And increase the efficiency and accuracy at the same time!
Save time pulling reports. Preparing for a DOT audit can take up to 2 days traditionally where as you can just search for the report electronically in a few seconds within the web app dashboard.
PROFOUND EDVIR ADVANTAGES
Saving 80% of the time it used to take you and your fleet to conduct driver vehicle inspection reports seems like a no brainer! Let’s take a look at the additional advantages that you will find with eDVIR:
Eliminate the cost of paper-based booklets
Never lose a report again for when a DOT audit occurs
Eliminate the cost of pens and paper
Do inspection reports from the field anytime with Mobile App Access
Save reports to your online account with Virtual Unlimited Storage
Quickly pull reports when DOT (Department of Transportation) requests them (can take up to 2 days traditionally) with a few clicks vs sorting through paperwork
Reduce risk of DOT fees and stay compliant
Customizable inspection forms for more efficient inspections
24/7 customer support for any digital reporting issues
Paperless analytics and reporting
Manage and review inspections more easily
Stay on top of unplanned maintenance
Review common defects across fleets
Review common defects across vehicle type or brand
Find which drivers are and are not doing their DVIR
Review outstanding defects on vehicles
Make better vehicle buying decisions by reviewing total cost of defects across fleet and vehicles
See which tires are lasting longer, ie: Bridgestone vs Michelin
HOW TO GET STARTED USING EDVIR
We’re sure you don’t need any further convincing that eDVIR is the way of the future, but just to seal the deal let’s show you how easy it is to get setup with eDVIR using the Whip Around app. Here are the setup steps: