Fleet Data Organization and Compliance are Keys to CSA 2010 Preparedness

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1 Professional Services and Advisement from J.J. Keller & Associates to help you prepare for Comprehensive Safety Analysis (CSA) Fleet Data Organization and Compliance are Keys to CSA 2010 Preparedness J. J. Keller encompass fleet dashboard technology provides critical oversight to driver and vehicle records, and safety & compliance processes Whereas Comprehensive Safety Analysis (CSA) 2010 enforcement is focused on safety, getting your fleet data and processes in order is step one in preparing for greater FMCSA enforcement. In other words, if you don t have your driver and vehicle records and compliance processes under sound management, you will likely have interaction with the FMCSA. You can expect a safety review. Since your safety and compliance history is monitored for a rolling 24 month period with CSA 2010, it s vital to get your fleet compliance organized, and your drivers trained for roadside inspections. Here we illustrate how J. J. Keller encompass - an online fleet management system helps to establish a foundation for fleet organization and compliance which can be built on over time. There are already a number of mirror applications available that show company Safestat and CSA 2010 safety scores; these technologies mirror what the FMCSA is already telling you. It s good information to have, but they won t help you manage compliance. TOP WAYS TO PREPARE FOR AND LIVE WITH ONGOING CSA 2010 ENFORCEMENT Centralize & Consolidate Fleet Data Have Compliant Driver Records Have Compliant Vehicle Records Generate Baseline Reporting Complete Driver Training Establish Ongoing Attention to Your Fleet Metrics J. J. Keller encompass is an online system that allows you to effectively manage your safety and compliance levels, which helps produce better scores in the CSA 2010 Safety Measurement System. Your compliance and safety, as an organization, are only as good as the tools utilized to manage the information. J. J. Keller encompass is not new technology. It has been in the market since 2001, and is now used to manage over 200,000 drivers and vehicles. The system is hinged around a fleet dashboard that provides alerts to issues that affect your overall safety, compliance, and efficiency. Dashboard Fleet Management When used in combination with the CSA 2010 SMS, the J. J. Keller encompass dashboard offers a solid view of your fleet. Unlike industry technology that provides fleet data strictly through the use of a black box that s housed in the cab, J. J. Keller encompass is also used to record compliance and safety data and can be used to measure that data in the form of scorecards. Most clients of J. J. Keller encompass follow a progression similar to the following: PHASE 1 Input driver and vehicle records, including qualification data, scanned qualification files, populate training records, scan and import vehicle titles, record roadside inspections, and enter general information on the fleet. This information creates and feeds your base dashboard of compliance. Immediately, there are alerts to indicate if any compliance steps need to be taken. 1

2 PHASE 2 PHASE 3 Add advanced functions in your company s J. J. Keller encompass account, to further improve compliance, safety, and operations. The system is ready when you are to allow you to audit driver logs, request automated background checks, perform fuel tax reporting, implement a vehicle maintenance program, and track additional information on each driver and each vehicle. You have access to these features at all times; so you can use them when you are ready. Add on-board technology to have greater fleet oversight and efficiencies in compliance management. There is an additional cost once the onboard recorder is installed, but the benefits of further automation and the increased amount of fleet data is exponentially greater. With J. J. Keller Mobile onboard technology powered by J. J. Keller encompass you have extraordinary oversight to fleet performance. Using your online dashboard, you can now track vehicle location, speed, fuel use, hard braking, and automated hours-of-service and fuel tax reporting. The speed by which J. J. Keller encompass features are implemented are dependent on the company s organization; whereas many fleets are looking at onboard technology, most aren t looking at implementation for 1-2 years. J. J. Keller encompass is designed to allow fleets to first learn the value of fleet organization and compliance, and then progress to the efficiencies of onboard technology over time using the same system throughout the growing process. Example J. J. Keller encompass online dashboard 2

3 J. J. Keller encompass and CSA 2010 BASICs There are a growing number of resources that educate on CSA 2010 and describe how your fleet will be monitored. Go to dot.gov/offline/ for more information on the topic. The J. J. Keller encompass system isn t defined by or built specifically for the Behavioral Assessment Safety Improvement Categories (BASICSs) of CSA It s bigger and broader; providing information that can help monitor and improve many areas of the organization. But to illustrate the natural connection between J. J. Keller encompass and the CSA 2010 initiative, each of the seven BASICS is outlined and related to the functionality of J. J. Keller encompass - for new users and advanced users of the system. BASIC 1 Unsafe Driving This basic measures the operation of Commercial Motor Vehicles (CMVs) in a dangerous or careless manner. Examples include speeding, reckless driving, and improper lane changes. J. J. Keller encompass is designed to allow fleets to first learn the value of fleet organization and compliance, and then progress to the efficiencies of onboard technology over time using the same system throughout the growing process. J. J. Keller encompass for Basic 1 Unsafe Driving Enter driving records, violations, roadside inspections, and incidents. Configure points system for violations. The system produces letters to drivers to educate and coach them. Use in-cab GPS to track speed, braking, and any movements of the driver. Driver behavior and scoring can be used to measure drivers against each other. BASIC 2 Fatigued Driving This basic measures the operation of CMVs by drivers that are ill, fatigued, or in non-compliance with the hoursof-service regulations. Examples include log book violations and obvious signs of driving while ill or fatigued. J. J. Keller encompass for Basic 2 Fatigued Driving Enter data from driver logs and have the system perform an hours of service audit to inform you of any hours of service violations. Violations are clearly defined, by regulation. Create driver violation summary reports that can be ed to administrators and drivers as needed. Use these to continue to educate drivers about the complex hours of service rules. Drivers use their cell phone or laptop to record hours of service and will receive alerts if compliance issues are present. These alerts, or audits, are also present in the online dashboard. 3

4 BASIC 3 Driver Fitness This basic measures the operation of CMVs by drivers who are unfit to operate a CMV due to lack of training, experience, or medical qualifications. Examples include failure to have a valid and appropriate CDL, and being medically unqualified to operate a CMV. J. J. Keller encompass for Basic 3 Driver Fitness All driver qualification data and records reside in the system. Keep personal driver information, medical cards, safety performance history, and any relevant driver information. Establish custom fields to track specific criteria for drivers. Many companies have special training or performance requirements that can be set up. The in-cab recorder doesn t provide or create additional fitness information, but establishes greater visibility on the driver to coach and improve driving performance. BASIC 4 Drugs & Alcohol This basic measures the operation of CMVs by drivers who are impaired due to alcohol, illegal drugs, and misuse of prescription or over-the-counter medications. Examples include use or possession of controlled substances or alcohol. J. J. Keller encompass for Basic 4 Drugs & Alcohol The system allows for automated random pulls, and provides alerts for non-compliance on the dashboard. Test results are entered and maintained for each driver. The system can integrate with approved 3rd party providers to request tests, set up testing locations, and report on results. Track driver tendencies through GPS, speed, braking, and questionable driving behavior. BASIC 5 - Vehicle Maintenance This basic measures the operation of CMVs having improper or inadequate maintenance. Examples include mechanical defects in brakes, lights, or other areas, and failing to make repairs. J. J. Keller encompass for Basic 5 Vehicle Maintenance This is a vital component of CSA 2010 management. Record all roadside inspection information and set up preventive maintenance activities. Record and report on all maintenance to see trends by vehicle. Schedule mechanics and manage your parts and inventory; receive dashboard alerts when maintenance is coming due, and/or receive notification when work is required. The onboard recorder will collect engine data that can be used in diagnostic reporting. Use data to pinpoint specific issues with vehicles. 4

5 BASIC 6 Cargo Securement This basic measures the operation of CMVs with the potential of shifting loads, spilled or dropped cargo, or unsafe handling of hazardous materials. Examples include improper load securement, cargo retention, and hazardous materials handling. J. J. Keller encompass for Basic 6 Cargo Securement Record and evaluate roadside inspections, to ensure loads are handled correctly. Record and monitor driver training. Driver credentials are stored in the system to access at any moment. Alerts are posted, and can be ed, when credentials are expiring or have expired. Track driver tendencies that could create an incident with cargo. Monitor speed, braking, and abnormal driving behavior. BASIC 7 Crash History This basic measures patterns of high crash involvement, including frequency and severity. Information is based on state-reported crash records. J. J. Keller encompass for Basic 7 Crash History Enter all accident information. The system will automatically indicate if post-accident drug or alcohol testing is required. Upload accident photos and documentation to create virtual accident files. Track driver tendencies that could create an incident or accident. Monitor speed, braking, and abnormal driving behavior. Your Safety Responsibilities Every fleet in both private and for-hire companies will likely see a greater possibility of intervention from the FMCSA. This can be in the form of a compliance notification letter or an on-site audit that determines your fitness level. More of a company s safety record is being used to establish their safety measurement rating. With the old Safestat system, the safety rating of a company was only affected if it had moving violations and inspections that put the driver/vehicle out of service. Now, any safetybased inspection violation will be recorded and will affect the company safety score. In 2010, there are expected to be 160,000 interventions from the FMCSA. That s approximately 25% of all fleets. The result that FMCSA is looking for is improved safety. As part of the intervention process, the FMCSA will be looking for fleets to provide a safety improvement plan; to define what is being done to improve safety and compliance deficiencies. J. J. Keller encompass helps The J. J. Keller encompass system isn t defined by or built specifically for the Behavioral Assessment Safety Improvement Categories (BASICS) of CSA It s bigger and broader; providing information that can help monitor and improve many areas of the organization. companies put their fleet management plan in place, by tracking critical information about drivers and vehicles and supporting the processes necessary to comply with all regulations. J. J. Keller encompass can be the organizational service to lead your company to establish the best practices and prepare for CSA

6 Amy Daley, CTP (Certified Transportation Professional ) is the ASP Product Manager at J. J. Keller & Associates, Inc. Amy was instrumental in the development and release of J. J. Keller encompass. She can be reached at ext. 7353, or adaley@jjkeller.com About J. J. Keller J. J. Keller & Associates, Inc. was established in 1953 and has become the nation s leader in risk and regulatory management solutions. The company employs over 1,000 associates and serves over 350,000 customers including more than 90% of the Fortune 1,000. J. J. Keller s diverse products and services include publications, forms, training, supplies, software, consulting, online management tools, outsourced services, and mobile technology J. J. Keller & Associates, Inc. 6

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