Vehicle Inspection & Maintenance Requirements and Best Practices This webcast will cover ... • DOT Inspection & Maintenance Requirements, • Raising the Inspections & Maintenance Bar, • The Pepsi Experience, and • Question & Answer Moderator Dr. Gary Petty, President & CEO, NPTC Attention Attendees: + Thank you for attending! + The presentation will start in a few minutes at 1:00 p.m. Central. + You will be muted during the event. + Please use the Question feature to text questions to our Panelists. We’ll try to answer them during the Q&A period if they are not covered in the presentation. Panelists Tom Bray, Editor, Transportation Management, J. J. Keller & Associates, Inc. Tom Moore, Vice President of Education, NPTC Dan Norris, CTP, Fleet Operations Manager Atlantic Region, Pepsi Bottling Group For audio, please use computer speakers or dial: 1-888-824-5783 or 1-617-213-8002, Pass Code: 61156559# Technical difficulties: 1-888-259-8414, Webinar ID: 198466121
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Vehicle Inspection & Maintenance Requirements and Best Practices This webcast will cover... DOT Inspection & Maintenance Requirements, Raising the Inspections.
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Vehicle Inspection & Maintenance Requirements and Best Practices
This webcast will cover ...• DOT Inspection & Maintenance
Requirements,• Raising the Inspections & Maintenance
Bar,• The Pepsi Experience, and• Question & Answer
ModeratorDr. Gary Petty, President & CEO, NPTC
Attention Attendees:+ Thank you for attending!+ The presentation will start in a few
minutes at 1:00 p.m. Central.+ You will be muted during the event.+ Please use the Question feature to text
questions to our Panelists. We’ll try to answer them during the Q&A period if they are not covered in the presentation.
PanelistsTom Bray, Editor, Transportation Management, J. J. Keller & Associates, Inc.Tom Moore, Vice President of Education, NPTCDan Norris, CTP, Fleet Operations Manager Atlantic Region, Pepsi Bottling Group
For audio, please use computer speakers or dial:1-888-824-5783 or 1-617-213-8002, Pass Code: 61156559#Technical difficulties:1-888-259-8414, Webinar ID: 198466121
• You get to “write the rule” - carrier is allowed to determine inspection, maintenance, and lubrication schedule, and “checklist requirements,” based on OEM recommendations, past experience, and other factors.
• The auditor will verify that you are performing the inspections, maintenance, and lubrication on the systematic schedule you have established for yourself.
• Common violations are not having a schedule, not following an established schedule, and not maintaining records.
• Third parties may perform maintenance and recordkeeping but carrier is ultimately responsible for providing such records at the time of audit.
• Major point of DOT Compliance Review If roadside OOS rate 34% or more, cannot receive
“Satisfactory” rating in vehicle factor. Auditor will verify that violations noted in roadside
inspection reports were repaired in a timely manner. If the vehicle was placed out-of-service, the auditor will verify that
the repairs were done before the vehicle was operated. Frequently asked question: Can a carrier or driver be cited (issued
a citation) for a mechanical violation NOT listed in Appendix G or the CVSA Out-of-Service Criteria?
YES, any violation of Parts 393, 396, or 571 discovered at the roadside can be cited by the officer (they will at the very least be listed as a “violation” on the inspection report). Only the more serious violations lead to an out-of-service order!
Post-trip/DVIR (396.11)• Pre-trip cannot take place of post-trip/DVIR• Copy of last DVIR NOT required to be
carried on the power unit anymore-retained by company for three months
• Carrier must maintain original records containing: Repairs needed and driver signature Certification of repairs or decision to not repair Certification of driver review repairs or decision to not repair
• When to complete DVIR: Driver done for the day Switch trailers – can have one DVIR for all trailers Switch truck – new DVIR Slip-seat – new DVIR when driver done Team – 24 hours 1 DVIR
• DVIR can be on back or bottom of driver’s log: The log must be available by equipment number in case of audit. If on back or bottom of the driver’s record of duty status (log), the
driver(s) must guide the DVIR thru the process—the requirements are the same.
Maintenance needs DVIR if deficiency Retention changes to six months!
• Each CMV inspected at least every twelve (12) months (396.17(c))
• Inspected per Appendix G (396.17(a))• Proof of inspection (396.17(c)(1))• Must use a qualified inspector (396.19)• Records retained for fourteen (14)
months (396.21(b)(1))• Can use state equivalent (396.23)• Closely related to roadside inspection
• Appendix G and CVSA Out-of-Service Criteria follow the same format whenever Appendix G and CVSA Out-of-Service Criteria differ – Appendix G is stricter.
• Example: One defective brake (bad shoe, drum, or brake out-of-adjustment) would lead to a vehicle not passing a periodic inspection. The CVSA Out-of-Service criteria would allow the vehicle to continue its current trip, if the one defective brake is on a non-steering axle.
Technician Qualifications • Anyone inspecting, maintaining, or
repairing brakes on a commercial vehicle must: Understand the brake service or inspection task; Be knowledgeable of and mastered the methods, procedures, tools
and equipment used when performing an assigned brake service or inspection task; and
Be capable of performing the assigned brake service or inspection by reason of experience, training or both.
• Hire intelligently• Train drivers• Arm them with the right tools• Ensure follow-up with all personnel• Pay a driver incentive tied to inspection performance
• Before Training Pre-trips not completed Post-trips not completed DVIR’s not being signed by mechanics or drivers No formal retention process Limited communication between technicians and drivers
• Results of these actions were People were not trained or were unwilling to comply with process Not DOT compliant Failing internal DOT audits High level of break downs and road calls The need for a defined process was identified
PBG’s Pre-trip Process• Review prior day DVIR to see if vehicle was
written up for maintenance• Review comments written by driver• If work was performed by the fleet shop, it must have
a mechanic’s signature. This lets you know that the vehicle is OK to drive
• If work was performed, but the vehicle is not signed off, inquire with fleet shop about its status. The mechanic either signs off on the DVIR or assigns a new vehicle
• Check only items that need repair• If no repair is needed, check “NO DEFECTS”• Legibly sign your name• Proceed to check in lane• Turn white copy into checker/dispatcher
Driver Take Away: I am required to check more items during my post-trip. It generally takes 15-20 minutes, but the best way to avoid morning delays is to conduct a thorough post-trip.
• Check only item(s) that need repair• Legibly sign your name• Proceed to check in lane• Turn white copy into checker• Take vehicle to fleet shop• See on duty mechanic and inform him of the
problem• Park vehicle as directed by mechanic• Mechanic will make repairs and sign off on Yellow
and Pink copy in the DVIR book. If repairs can not be immediately made a spare truck will be assigned
• Mechanic will file Yellow copyDial-in: 1-888-824-5783, Pass Code: 61156559#;
• Clear communication is essential• Establish responsibilities:
Driver: At the end of day, the white copy of your DVIR shall be turned in to the dispatcher or supervisor. The yellow copy is for repairs only. If no repair is needed discard the yellow copy. The pink copy remains in the book. Once your book is completely full, return it to fleet shop and pick up a new one.
Dispatcher/Supervisor: Must ensure the integrity and accuracy of the DVIR
Manager: Must ensure daily compliance and ultimately own the retention process. Manager should conduct random mock DOT audits to measure success.
Pre/Post-trip are completed Passing internal DOT audits with flying colors Employee and manager ownership Improved communication between driver and technician
• Driver Benefits Improved asset uptime No departure delays Decreased risk of DOT fines Clearer lines of communication
• Technician Benefits Improved asset uptime Improved productivity Streamlined paper work process Educated driver