Fleet management

What is CMMS? Introduction to Computerized Maintenance Management Systems

What is CMMS? Introduction to Computerized Maintenance Management Systems

In the smart age of Industry 4.0, extending asset life-cycles while optimizing uptime for maximum fleet and plant equipment availability is the prevalent goal for industries across the board. Learn more about a Computerized Maintenance Management system (CMMS).

An Ultimate Guide to Fleet Maintenance With Whip Around

An Ultimate Guide to Fleet Maintenance With Whip Around

A first-class fleet maintenance operation is the only way to ensure that your fleet will continue to reliably drive the profits home. Fleet managers who resist the crucial digital transformation for fleet operations and maintenance can be sure that their competitors have already deployed it in today's era of smart fleet management. That's where Whip Around comes in. 

What is a DOT Pre-Trip Inspection Checklist?

What is a DOT Pre-Trip Inspection Checklist?

The pre-trip inspection is a fundamental safety procedure best practiced by all CMV (commercial motor vehicle) operators to ensure safe over-the-road operation. A thorough pre-trip inspection checklist is required to eliminate all possible mechanical or safety issues before departure to ensure smooth over-the-road operations. Identifying damage or maintenance issues early on should be the first step.

How Government Fleets Can Improve Compliance With Whip Around

How Government Fleets Can Improve Compliance With Whip Around

As of May 17th, 2018, streamlined efficient fleet management is a requirement for federal level government fleets. That sounds like a job for Whip Around (WA). Streamlined reporting and compliance have already made the Whip Around app an industry leader in the private sector, bringing versatile DVIR capability to commercial fleets around the world. With WA, inspections can be carried out anytime, anywhere, and reports are available for decision makers on demand.

Streamline your Daily Vehicle Inspection Reporting with eDVIR

“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!

[Infographic] Paper-Based DVIR vs eDVIR

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Let’s break down the differences between a paper-based DVIR process and an eDVIR (electronic DVIR) process and show you the advantages that technology has to offer.

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.

EDVIR PROCESS

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.

EDVIR PROCESS

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.

EDVIR PROCESS

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

  • Real-time alerts

  • Manage and review inspections more easily

  • Stay on top of unplanned maintenance

  • Analytics advantages:

    • 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:

  1. Register your account at Whip Around

  2. Login to web app dashboard

  3. Add your vehicles

  4. Add your drivers

  5. Setup and customize your inspection report

  6. Login to mobile app

    1. Apple Store - IOS App

    2. Google Play - Android App

  7. Start vehicle inspection reports (DVIR)

Are you still using paper DVIR forms?

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Business’s of all sorts in the United States have been transitioning to paperless documentation. This is not only to promote a green environment and save the planet, but in 2016 39% of businesses found that too much of their spending money was going toward unnecessary printing. We get it, you have been doing a fine job with the routine you have and change could just confuse things. The reality is, switching to digital DVIR forms will only make things easier and quicker for you and your staff.

PAPER CREATES PROBLEMS

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Paper is great when it comes to efficiency in small quantities, such as taking down a number or writing a quick reminder for yourself. When you are using it in large quantities for everyday uses however, it becomes extremely inefficient. A few reasons for this are:

  • Every paper document you file costs 5 dollars and an additional 20 dollars to have it found

  • If you need to reproduce a paper document it could cost up to 250 dollars

  • 7.5% of all paper documents are simply lost, which can cause some serious complications depending on its importance

AUTOMATING DVIR FORMS

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There are a number of ways that you can eliminate the use of paper in a business. When it comes to businesses in charge of fleets, a whole lot of paper is wasted because of all of the vehicle inspections that  are required each day. 

Drivers are also having to do more work than necessary because of these paper forms. By using a mobile application to automate your DVIR slips, you will:

  • Quicken the entire inspection process. Digital forms are easily accessible, they cannot get lost, you do not need to have a pen handy or spend time trying to retrieve one, and you can copy your name and ID information right from prior forms. Once the form is completed it will be saved directly into the database, avoiding any possibility for loss or the time it takes it to retrieve it if necessary.

  • Have less errors. If a driver is using their own handwriting the form can be difficult to read or understand. Both the driver and the office team have to be able to read the information on the form for reviews purposes and in the case that it needs to be passed on for maintenance.

  • Make the reporting process simpler. All fleet companies need to have easy access to their forms and proof of inspections as the FMCSA will require at least 3 months of DVIRS during an audit. Getting a low score on a review or audit can weigh heavily on your business. Digital forms are all saved in the cloud, making them easily accessible and legible when such an event takes place.

  • Faster communication for repairs. Reports on defects will be sent to the maintenance team as soon as they are documented. With the app connected to the driver’s mobile device, they will have the ability to take photos to fully communicate the issue.

  • The technology is designed to function on any smart mobile device. Whether the driver is using an iOS or Android device, they will be able to install the app on their smartphone or tablet so they can complete the electronic form from any location.

  • Have the option to create your own customized forms.Depending on the type of vehicle being used, it may require its own customized inspection form. Completing the wrong form could result in inadequate or missing information. If there is anything that needs to be included the form can be altered or another form can be attached to the file.

WHAT DOES THIS MEAN?

If you have completed a DVIR form before, you know that it can be a big pain. Simplify your process and ensure that everything is being done properly and efficiently with eDVIR forms.

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Eliminate the hassles by using the optimal path that is digital ease. Times are changing and these tools are created to provide you with solutions that will eliminate your problems. Don’t shoot yourself in the foot, optimize your inspection process today.

Transform Your Fleet Vehicle Inspection Process

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Let’s be honest. The level of inherent risk involved means that you need to do your due diligence before sending a fleet of vehicles out there. Should disaster strike on the road or elsewhere during a job, it’s your business and your reputation that is bound to suffer. This is precisely why pre-trip vehicle inspections are such an essential part of your day-to-day operation.

While it may be tempting to forgo this process in favor of simply boosting productivity, to do so just may make all the difference if something does go wrong out there. Still on the fence? Let’s introduce our secret weapon: fleet vehicle inspection software. There’s no better way to take your business into the modern age than to install a faster, more accessible way of delivering inspection reports.

Sure, pre-trip vehicle inspections may cut into your time and seemingly have an adverse effect on your business’s efficiency. However, maybe you’ve just been approaching this necessary part of your workflow the wrong way. After all, embarking on a constant search for improvement opportunities is a sure way to maximize your long-term chances of success.

In the case of how you manage your fleet, working smarter — and not harder, as the adage goes — can begin with streamlining your inspection process. Fleet vehicle inspection software is the easiest way to transform your business, lending a new level of performance that will undoubtedly result in better service and smoother operations across the board. Without further delay, let’s discuss exactly how Whip Around’s fleet vehicle inspection software can help.

A CLOSER LOOK AT THE STATUS QUO

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A pre-trip inspection is customary for anyone holding a commercial driver’s license. So we shouldn’t need to stress the level of detail that normally goes into the process. With all the safety steps and routine maintenance involved, performing such an inspection before each and every trip can become tedious for even the most seasoned driver.

Yet, the potential for something to go wrong exponentially increases whenever a given vehicle is put to work for long stretches of time or racks up a high level of mileage. So, in actuality, pre-trip inspections actually become more important over time, and this growing necessity only underscores the big-picture value in eliminating the headaches that so often accompany the tried-and-true way of conducting vehicle inspections.

The likelihood of a driver deciding to overlook or just skip an inspection for the sake of time is just not worth the possibility of an accident or other mishap.

But the reality is that the time it takes to thoroughly inspect a vehicle, fill out an inspection form and effectively communicate the results to a manager can have a profound effect on a driver’s ability to perform the job to the best of their ability. In the end, this leaves businesses like yours with one simple but critical question to face.

Forgo the pre-trip vehicle inspection — a highly dangerous move we strongly advise against — or find a new way of reaching the same thorough results as in the current process. Using vehicle inspection software certainly falls in the latter (and far safer) category, giving your business the opportunity to catch up with the changing times and ensure that the vehicle in question is ready for another day out on the road.

The only issue you may initially face is figuring out how your new software system functions. Thankfully, even this isn’t a problem with the right vehicle inspection tool at your disposal.

INTRODUCING VEHICLE INSPECTION SOFTWARE

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So you’ve decided that a change is most definitely in order. But what exactly is vehicle inspection software, and how steep is the learning curve to implement it? Before we get to that second part, let’s address the first one. Fleet vehicle inspection software provides fleet managers and drivers with the cloud-based tool they need to complete and submit fully customizable inspection forms from anywhere and at anytime.

Fully digital daily vehicle inspection reports mean that you’re able to go paperless and stay more organized than ever. As it currently stands, drivers need to keep blank copies of standard inspection forms on hand at all times, and even then, they still have to be troubled with filling out each one every day, ensuring that they filled them out satisfactorily.

Moreover, they then need to keep track of these hard copies and remember to bring them back to the office when they return to check in with you, their manager.

Fleet vehicle inspection software removes the guesswork in filling out hard copies of those pesky inspection forms, saving both time and money as a result. It’s simply an easier way of doing things, and the fact that inspection forms can be customized so that only active fields are included only makes the process that much quicker.

Now it’s done in one fell swoop, as drivers are able to complete and submit streamlined forms in a fraction of the time. So your fleet will be more focused on the task at hand and less bogged down by the tedium of administrative requirements. The ability to keep your team’s attention on its performance is itself a major distinguishing factor, speaking volumes about the impact vehicle inspection software can have on your business.

With any routine task, simplicity is essential, and fleet vehicles inspection software like Whip Around centers entirely on its easy-to-use interface.

FORM A SMOOTHER PICTURE

Vehicle inspections aren’t only a wise business practice but one that is actually required by law. The Department of Transportation dictates that commercial vehicles complete a form each day. This requirement acts as a safety precaution on behalf of the driver and all others on the road, but in the event that accident or some other unfortunate circumstance befalls the vehicle, it also acts as evidence that your vehicle was inspected and in top condition beforehand, minimizing liability.

We’ve already discussed how fleet vehicle inspection software takes those tired old inspection forms and goes digital with them. However, more than merely creating an alternative to the usual mountains of paperwork, this new process instantaneously saves progress on each report. So no data is ever lost, and there’s no chance of a completed form becoming lost in the shuffle or getting misfiled back at your home office.

If the unthinkable does occur, your company and your driver will be able to access the inspection form for that day in a matter of moments. Thanks to the cloud-based system, you will be able to bid farewell to the paperwork you once dreaded having to file in the first place. Even better, you’ll be demonstrating to your clients, your drivers and your industry that you are able and eager to remain in compliance with your vehicle inspections.

As technology continues to play an ever-larger role in our everyday lives and companies are falling victim to hacks and scams seemingly at every turn, creating a sense of transparency and maintaining a detailed record of your business activity is becoming less of a luxury and more of an exercise in common sense. Implementing digital vehicle inspection reports into your operation is, in the end, an easy way to accomplish just that.

THE MAGIC OF MOBILITY

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The internet is truly an amazing thing. Thanks to the worldwide web and the network it provides, we live in a decidedly global world. Anyone can work from any organization across the planet from any other place without any detriment or disadvantage to his or her work. All they need is a solid internet connection or phone signal through which data can be transmitted, and any member of your team can engage with you at a moment’s notice.

No longer do workers have to be limited by their location, and fewer industries need this flexibility as much as yours does. Your drivers are already on the road and constantly moving from place to place. Just filling out an inspection form seems like more trouble than it’s worth, but now Whip Around’s fleet vehicle inspection software streamlines that process and removes the trouble of having to manually turn in the inspection forms after the fact.

Instead, drivers can perform inspections, reports maintenance issues and make repairs with no issue whatsoever. Through the magic of these new digital forms, you can stay 100% in the know about what your drivers are up to and be able to review the updated file on each vehicle right away. For all the reasons we’ve outlined above and so much more, this system creates an autonomous relationship for each of your drivers, empowering them to take action when needed and allowing them to take ownership on what needs to be done.

Too often, employees are hesitant to take accountability for fear that something will blow up in their faces or that a misunderstanding will emerge down the chain of command. However, in this case, drivers can take pride in their work with full knowledge that their actions are making an immediate difference in the day-to-day performance of their duties.

A ROAD PAVED WITH BENEFITS

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As if we haven’t touted the benefits of fleet vehicle inspection software enough, let’s take another moment or two to summarize the many ways in which a system like ours can transform your process.

  • Save time: You’ll be able to trim away countless hours shuffling through needless paperwork, from completing overlong, over-complicated forms to filing them back in the office. Such an activity can really drag down your productivity. It is time for an upgrade.  

  • Liberate your location: It’s not exactly telecommuting — a trend that more and more companies are exploring each year — but for your fleet of vehicles, being able to complete, submit and update your digital inspection forms in the cloud is the closest you will experience to it.

  • Speed it up: You and your drivers already have to face the doldrums of being on the road and the intense pressure of dealing with traffic, road construction and any of a million potential delays. But time remains, as always, of the essence. Now, with fleet vehicle inspection software, you can streamline your process so that you can move on to the next step.

  • Enhance performance: When you are able to expedite your business processes, you’re not only afforded with a tremendous time savings, but you have the opportunity to reach new service levels that you never would have been able to achieve. Step up your performance now, and your company will be poised for more success going forward.

  • Collect that data: Because the digital inspection forms house all the necessary data in one unified server in the cloud, you’ll be able to analyze data like never before. Create customized reports, and you never know what you’ll learn or what new opportunity for improvement you’ll uncover.

A COMPETITIVE EDGE

In today’s marketplace, you’ll need every advantage you can get. Don’t waste another moment clinging to antiquated business practices when your competitors are embracing a more streamlined approach. Vehicle inspection software can present you with the opportunity you need to keep your vehicles out in the field without sacrificing your managerial control or risking the safety of your drivers and the stability of your business.

This system will work wonders on your productivity, drastically cutting down on inspection times and keeping your drivers busier than ever before. In fact, you’ll probably wish that you had implemented fleet vehicle inspection software long ago, but don’t get too caught up in what might have been. Rather, focus on just how much better your business can be with this newfound resource in your corner.

The benefits we’ve discussed above should offer a compelling argument for why it’s worthwhile to consider introducing such a system into your existing business processes. Many options are already out there vying for your patronage, but with design and functionality specifically built with companies like yours in mind, we’re confident that Whip Around can not only meet your needs but exceed your expectations as well.

Time and again, our clients are wowed by the many ways in which fleet vehicle inspection software can revolutionize their previous process. Don’t struggle with your inspections when an easier way is just a few moments away. If you’re interested in learning more about how Whip Around works, check out our website for details on how you can get started now!