FieldMaster Logs Administration and Best Practice Guide Version 3.0 Revision A November 2017 TRANSFORMING THE WAY THE WORLD WORKS
Legal Notices Trimble Inc. 10368 Westmoor Drive Westminster CO 80021 USA www.trimble.com http://www.trimble.com/fsm Copyright 2017, Trimble Inc. All rights reserved. Trimble and the Globe & Triangle logo are trademarks of Trimble Inc. registered in the United States Patent and Trademark Office and other countries. GeoManager is a service mark of Trimble Inc. All other trademarks are the property of their respective owners. Trimble reserves the right to make changes at any time, in order to improve the reliability, function or design of its devices, products or services and to supply the best devices, products and services possible. Trimble devices, products and services are protected under one or more of the following U.S. Patents: 5,477,228; 5,694,594; 5,959,577; 5,990,827; 6,459,988; 6,529,159; 6,552,682; 6,594,576; 6,664,922; 6,578,005; 5,963,911; 6,862,524; 6,795,017; 6,882,313; 6,867,733; 6,832,140; 6,922,566 and numerous other patents and patents pending in jurisdictions worldwide. Trimble does not represent that the devices, products or services shown or described herein are free from patent infringement or from any other third party right. Trimble assumes no obligation to correct any errors contained herein or to advise any user of liability for the accuracy or correctness of any engineering software support or assistance provided to a user. The Trimble devices, products and services are dependent on the coverage and calling areas of wireless networks owned and operated by third parties. Coverage and calling areas are approximate and may not cover significant portions of the United States. Actual coverage and operation of the devices, products and services depend on a variety of factors, including without limitation: system availability and capacity; system and equipment upgrades, repairs, maintenance, modifications and relocation; user equipment; terrain; signal strength; structural conditions; weather and atmospheric conditions; availability of power; governmental regulations; suspected fraudulent activities; acts of God and other conditions beyond the reasonable control of Trimble. Trimble will not be responsible for limits in coverage or performance degradation due to any such conditions. The user acknowledges that coverage and calling areas may be interrupted, halted or curtailed or the quality of the transmission may be diminished at any time. The devices, products and services are dependent upon the availability of the Internet, which is owned and operated by and accessed through third parties. Trimble assumes no responsibility for improper storage of data or information, or delivery of messages. The user assumes the entire risk in downloading or otherwise accessing any data, information, files or other materials obtained from the Trimble web site, even if the user has paid for or otherwise been provided virus protection services from Trimble. The Trimble devices, products and services and any modifications, alterations, additions or changes to the devices, products or services are not fault tolerant and are not designed, manufactured or intended for use in life support, emergency, mission-critical or other ultra-hazardous activities ( High Risk Activities ). Trimble specifically disclaims any express or implied warranty of fitness for such High Risk Activities. Use of a Trimble device, product or services in any application without the written consent of Trimble is prohibited. All customer information is governed by the Trimble Privacy Policy located on the Trimble web site www.trimble.com/privacy.aspx. Notice of Rights. All rights reserved. No part of this manual may be reproduced or transmitted in any form by any means electronically, mechanically, by photocopying, via recording or otherwise without the prior written permission of Trimble Inc. For information on getting permission for reprints, contact Corporate Communications at Trimble Inc. Headquarters. Notice of Liability. The information in this manual is distributed on an As Is basis, without warranty, and was current at the time of publication. While precautions have been taken in the preparation of the manual, Trimble will not have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the instructions contained in this manual or by the software or hardware products described in it. Privacy and Use. This product is intended to monitor and make available information concerning the vehicle s activities. It is the customer s sole responsibility to ensure that its use complies with any applicable laws and regulations. It is the customer s responsibility to develop and communicate policies concerning use of the application prior to implementing the product. Customers are urged to consult with their own legal counsel in connection with the particular use to which the customer puts the product and the potential implications from that use. FieldMaster Logs Administration and Best Practices Guide 2
Contents Legal Notices....................................... 2 1 Getting Started......................................4 Enabling FieldMaster Logs licenses........................................... 4 Know Your Driver Type................................................... 4 2 Daily Activities...................................... 6 Conflict Resolution..................................................... 6 Review Reports....................................................... 7 Availability Report.................................................... 7 Device Failure Report.................................................. 7 Driver Logs........................................................ 7 Violations Report.................................................... 8 Trip Detail and Activity Detail with Ignition On/Off reports........................... 8 Check Vehicle Road Worthiness............................................. 8 3 Monthly Activities.................................... 9 Data Backup......................................................... 9 Review Reports....................................................... 9 Asset Utilization Report................................................ 9 Internal Audit Report / Exceptions Report..................................... 9 Hours and Miles Report................................................ 9 4 Frequently Asked Questions............................. 10 5 Potential Issues..................................... 11 FieldMaster Logs Administration and Best Practices Guide 3
1 1Getting Started Enabling FieldMaster Logs licenses Know Your Driver Type This guide details essential setup information and the recommended best practice for managing FieldMaster Logs. It is NOT intended to replace the on-line Help which provides detailed information as well as step-by-step instructions for each of the processes described. Enabling FieldMaster Logs licenses For each employee who will be using FieldMaster Logs, you must enable a license for the FieldMaster Logs app. To enable access to FieldMaster Logs: 1. In GeoManager, click the Administration tab then click Employees / Employee Administration. 2. Click View / Create / Edit Employee Details. 3. Select the checkbox in the first column of the employee s record for each driver that you want to enable the FieldMaster Logs application for; then click Technician: Enable. The employee will receive an email from GeoManager. The employee must follow the steps contained in the email and create their password within fourteen (14) days. The employee is automatically created as a driver in FieldMaster Logs when they set their password. Their email address (for example, j-smith@example.com) is also their FieldMaster Logs username. Know Your Driver Type A driver type is a way of identifying which Hours of Service (HOS) rules apply to a driver based on the locality in which the driver operates, the type of freight carried or vehicle driven, and the weekly duration within which the driver works. A company that works: 5 days a week, typically follows a 7-day rule. The 7-day rules enable the driver to work (driving and on duty combined) a total of 60 hours (cycle) prior to requiring a 34 hour rest period. 7 days a week, typically follows an 8-day rule. The 8-day rules extend the allowable work to a total of 70 hours (cycle). In addition, a driver must have 10 hours off between shifts. For example, if a driver goes off duty at 4:00 pm, he cannot be on duty the next day before 2:00 am (10 hours). US rules MUST BE followed if state lines are crossed. FieldMaster Logs Administration and Best Practices Guide 4
1 Getting Started The HOS rules define the amount of time a driver can drive in a defined period for time. For example, US 7-day property-carrying rule means a driver can drive up to 11 hours in a 14 hour period. They can work more than 14 hours, but they cannot drive after the 14 th hour. In addition they must have taken a 30 minute rest break before the 8 th consecutive hour of On duty. If you are unsure of the rule your drivers should follow, contact your local DOT or FMCSA office. FieldMaster Logs Administration and Best Practices Guide 5
2 2Daily Activities Conflict Resolution Review Reports Check Vehicle Road Worthiness Conflict Resolution Log on to your account to view the Driver Log Conflicts Summary located on the home page. This summarizes conflicts that MUST BE resolved before drivers can download their records of duty to their tablet. The application will detect and report the conflicts listed below automatically. Conflicting driver activity two different duty statuses that overlap. Conflicting vehicle activity more than one driving or off duty status for the same vehicle during a particular time period. Decreasing odometer odometer value is less than a previously reported odometer value. Gap in log time period exists for which the driver has no duty status recorded. Missing location, midnight odometer and odometer status change did not include the data, status continues through midnight without a midnight odometer and an inactive driving, or off duty status is missing either a starting or ending odometer. Unidentified driver*. Odometer gap*. *Configurable in the Organizational Detail setup. Trimble recommends that the default settings are NOT changed. Resolving a conflict typically requires one or more edits to a driver s log. Log edits can be initiated from either the Driver Logs page, or Conflict Resolution page. For most conflicts, Trimble recommends that changes are initiated from the Conflict Resolution page. To resolve reported issues from the Home page: 1. Click the Conflicts box. 2. Select (all) from the Driver drop down and the appropriate range of dates. 3. Click View conflicts. 4. Click on the date to display the Conflict Resolution page for the driver and date shown. NOTE The Conflicts report can also be accessed from the HOS dropdown menu. FieldMaster Logs Administration and Best Practices Guide 6
2 Daily Activities If a vehicle is driven for more than one minute without a driver logged on, an Unidentified Driver conflict is captured. The conflict will be displayed if the vehicle is driven for more than the defined time (the default setting is 15 minutes, but this can be edited). All Unidentified Driver conflicts are included in the Conflicts report. The Driver Vehicle Usage report can be helpful in identifying the correct driver from an Unknown Driver conflict. The Missing Miles report can also help to identify the unknown driver as it should match a driver s undocked status. Review Reports The following FieldMaster Logs reports should be reviewed daily: Availability Report Device Failure Report Driver Logs Violations Report The following GeoManager Fleet Management reports help when managing a driver s daily logs: Trip Detail and Activity Detail with Ignition On/Off reports Availability Report The Availability Report helps you to make informed decisions about whether a driver is available to operate a commercial vehicle. The calculations are based on the driver s recent electronic driver logs and the hours of service rule (driver type) that has been assigned to them. The Availability Report displays N/A until the system gets 8 days of historical data for the driver. The report does not automatically update, re-run the report to update the driver s availability. The on-line help provides a detail description of the information displayed in the report. Device Failure Report This report identifies functional failures. The failures reported include: EOBR Disconnected - the inability to communicate with the vehicle bus. Power Failure - an unexpected loss of power. Time Sync Failure - date and time were not synchronized with the server. Unable to Record - ran out of memory or failed to obtain other critical data. Driver Logs This report enables you to view, edit, and print a driver s current record of duty status. The Driver Log displays all the information that the USDOT require for a driver s record of duty status. A driver s logs should include an initial Status Change of ON followed by Remark Inspection Completed (Pre-Trip DVIR). At the end of their shift, there should be a Status Change of OFF followed by Remark Inspection Completed (Post-Trip DVIR). NOTE If a driver s logs are printed and filed, they must be signed by the driver. FieldMaster Logs Administration and Best Practices Guide 7
2 Daily Activities Violations Report This report is key in keeping your drivers compliant and reducing the risk of fines. For example, a violation is reported if a driver operates a commercial motor vehicle in excess of the daily or weekly limits defined in the driver s assigned rules (driver type). Trip Detail and Activity Detail with Ignition On/Off reports Generate the Trip Detail and Activity Detail with Ignition On/Off reports from your GeoManager account / Reports tab / standard folder. A trip is defined as engine on to engine off. The Trip Detail report includes the date, time, and location the trip started and ended as well as the odometer reading. The Activity Detail with Ignition On/Off report includes the date, time, and location for all stops that may occur within a trip. The information can be used to edit a driver s logs, for example when a driver fails to log on and there are missing duty statuses. Check Vehicle Road Worthiness Use the Inspection Report page to view the status of reported defects. The Inspection Report page can be filtered to display only DVIRs with No Defects, Normal Priority Defects, and/or High Priority Defects. You can use the Inspection Checklist page to customize the list of parts and defects available to a driver to select when completing their DVIRs. NOTE The Repair Order Number can be edited and saved at any time without certifying repairs or adding a note. Certification of repairs cannot be edited once this information is saved. New notes can be added at any time, but existing notes may not be edited. FieldMaster Logs Administration and Best Practices Guide 8
3 3Monthly Activities Data Backup Review Reports Data Backup The regulations require the motor carrier to maintain a second copy (back-up copy) of the electronic hours-of-service files, by month, in a different physical location than where the original data is stored. The FieldMaster Logs are available for the required six (6) months. In addition, Trimble hosts a backup system that is in a different physical location for all our customers. Trimble backs up customer data every hour in our hosted system. If the main system goes down, Trimble will always have a way to restore your data up to six (6) months. Review Reports Asset Utilization Report The Asset Utilization Report helps monitor how much particular assets are being used over time. The report data is derived from DVIRs submitted. Internal Audit Report / Exceptions Report The Internal Audit Report / Exceptions Report includes all exceptions a driver took over the defined date range. The exceptions a driver can use are based on the HOS rule (driver type) assigned. They may include Emergency, 16 hour, and/or Adverse Conditions. For Drivers to use the 100 or 150-air mile exception, it must be enabled on the Driver detail page. Trimble recommends that the use of these exceptions is monitored to reduce the risk of misuse or excessive use and possible fines during a DOT audit. Hours and Miles Report The Hours and Miles Report helps determine the approximate time worked and distance driven for each log day in a given date range. This information can be used to reconcile a driver s record of duty status with the driver s timesheet or other payroll records. FieldMaster Logs Administration and Best Practices Guide 9
4 4Frequently Asked Questions Is your FieldMaster Logs DOT compliant (certified) as a paperless log system? Yes, Trimble is compliant with the regulatory requirements on the TVG series of hardware. What if a driver fails to log on? The logs will need to be manually created. The driving events will be captured as Unidentified Driver conflicts. The GeoManager Trip Detail report can provide you with the information needed to recreate the log within FieldMaster Logs. When recreating logs, Trimble recommends that you begin at the end and work backwards. May a driver amend his/her record of duty status during a trip? No, DOT does not allow drivers to amend their logs. DOT requires that only the Administrator can make changes and must document the reason for the amendment. Do the drivers have to sign their logs? No, if vehicle diagnostics is implemented. Yes, if vehicle diagnostics is NOT implemented and functioning. Yes, if their logs are printed. Printed logs become the official logs over the electronic version. FieldMaster Logs Administration and Best Practices Guide 10
5 5Potential Issues What needs to be done if: Driver does not log on recreate using GeoManager s Trip Detail report to provide the information required in the HOS Driver Log page. Driver does not log off edit the driver s Daily Log to add the Off Duty status in the HOS Driver Log page. NOTE This can be avoided if the driver reviews his logs as part of his pre-trip inspection. What if there are missing logs? Manually recreate the logs. The Trip Detail report can be used to recreate a driver s logs in the HOS Driver Log page. What if the tablet does not work at an inspection station? Request to allow them to have the office provide a copy by fax or email. The data is not lost, just not able to be viewed. What if the driver enters a wrong ID? The best practice is to have drivers verify their previous day log during pre-trip inspection; if they are showing blank days, it is an indication that they may not be entering the correct Driver ID. View the Driver Log conflicts page to check for driver errors within an hour or so after the start of each shift. FieldMaster Logs Administration and Best Practices Guide 11
TRANSFORMING THE WAY THE WORLD WORKS