EROAD Inspect sets the standard for vehicle inspections and is the best solution for your vehicle health and safety needs. It is based on 49 CFR Subpart 396.11 and 396.13. EROAD Inspect provides the transparency and flexibility to meet your pre-trip and post-trip vehicle inspection requirements, in combination with our web-based platform, Depot.
The EROAD Inspect Driver Vehicle Inspection Report (DVIR) enables drivers to add feedback regarding the condition of a vehicle, asset or trailer, as required. All completed reports can be reviewed and are stored in Depot. The inspection report identifies defect item(s) reported, name of the driver, and the vehicle / trailer identification. The DVIR is electronically signed by using the driver's login credentials, so there is no need for a traditional, hand-written signature.
Electronic signatures are used to record date/time stamps as the defect is managed through the EROAD Inspect Defect Board. Electronic signatures are used to certify that the defect has been repaired, and then by the driver, who verifies the repair on the in-vehicle device.
A driver must be satisfied that the vehicle is in safe operating condition before driving. The EROAD Inspect DVIR enables drivers to review all existing defects that are present on the truck and trailer, and then verify repairs, as applicable. A driver can perform the following tasks:
- Sign off that the required repairs have been completed against each existing defect
- Sign off that a repair has been completed roadside and verify that the required repairs have been completed before operating the vehicle again
- Sign off that there is a certification that no repair was required against the existing defect
Pre-requisite Steps Before Using EROAD Inspect
The Inspect DVIR functionality is only available for trucks that have already been activated with an EROAD Electronic Logging Device (ELD). Ensure that vehicles using EROAD Inspect are listed in Depot in order to complete inspections. An inspection template must be assigned to each vehicle using Inspect. Complete the following process for your organization and for your drivers:
- Driver profiles must be set up in Depot for EROAD Inspect to function properly. See Set up Depot for Inspect for more information. Required information in the driver profile includes:
- Four-digit unique driver PIN assigned to the driver
- Unique username is present
2. Enter trailer information under Administration > Vehicles and Assets in order to record any defect items.
3. Enable the Inspect checkbox under Managed Features, shown under Manage Vehicles and Assets. Drivers and mechanics who log into this ELD can now create an electronic DVIR, certify repairs, and provide the final certification when the vehicle is next operated. Currently this is done one vehicle at a time.
4. (Optional) Set up an email notification to receive a message whenever a DVIR is submitted on a defect with a failed status. See Email Notifications for more information.
Changes in Defect Processing
Going paperless is an exciting transition, but please be aware that some existing processes that support a paper system must change. Paper DVIRs required someone to manually move the inspection report from one person to another in order to communicate what might be wrong with a vehicle. With EROAD Inspect, once a driver identifies a defect and submits it through the ELD, it is present in your Defect Board for your mechanic or safety manager to take action.
Note: Users with one of the following roles may update the Defect Board - Service User, Unit Manager, or Client Administrator.
Our recommendation is to inform your team, who manages the health, safety and maintenance of your fleet, to do the following steps:
- Set up Failed DVIR notifications in Depot, so they are informed right away when a defect needs to be remedied.
- Set up a daily task to review the Defect Board in Depot periodically to see if anything new has been submitted from your drivers.
Conducting a Staged Rollout
Enabling Inspect on every EROAD ELD in your fleet might be overwhelming, especially if your fleet personnel are use to the traditional paper process. DVIR’s are delivered in real time and this can quickly fill your Defect Board if you have a large fleet. EROAD recommends that you start with a small group of vehicles and drivers in your fleet. This approach allows you to test your new internal processes to support electronic DVIRs. This also gives your mechanic or safety manager time to adjust and learn more about EROAD Inspect.
Select a pilot group of vehicles and their drivers that will be introduced to Inspect and train them on how to submit inspections and certify defects with training material provided by EROAD. As your drivers and mechanics become more accustomed to electronic DVIR’s, slowly start bringing more drivers and vehicles onboard. See Setup and Training for more information.
Managing the rollout of both ELD and DVIR systems can be a challenge with everyone learning new processes, which is why we recommend a staged rollout.