Filling out driver vehicle inspection reports (DVIRs) for pre- and post-trip inspections is a standard procedure for drivers. These inspections ensure the vehicle is in roadworthy condition and assure the driver it’s okay to get behind the wheel. But what happens when a vehicle issue is found? Depending on the fleet, the process of reporting that issue back to the maintenance shop could be a bit troublesome.
Many fleets still use a paper-based process for filling out DVIRs, notes Vector’s CEO and co-founder, Will Chu. This written form of documentation can take time to complete and paperwork can be lost easily when transferred from the driver to the maintenance department, not to mention the difficulty it presents when trying to track down the history of that vehicle’s repairs. This can create a big liability for fleets.
In order to combat these issues with the paper process, many fleets are switching to using a mobile application to electronically file DVIRs. Drivers are able to fill out DVIRs on the app and send them directly back to the maintenance shop, with no waiting and less potential of getting lost.
Transitioning from paper maintenance shop documentation to digital offers fleets many benefits. Not only does repair documentation get sent to the maintenance shop much faster, drivers are also able to use the app to keep track of the progress of repairs.
Apps such as Transflo’s TRANSFLO Mobile+ integrate with the fleet’s transportation management system (TMS) and provide drivers visibility on the status of their vehicle.
“When drivers’ trucks are in the shop, they want the mechanics focused on getting them back on the road,” says Transflo’s vice president of product and innovation, Doug Schrier. “The mechanics update their progress within [the fleet’s TMS], and notifications can also be triggered when the trucks statuses are updated. This will ensure that the driver knows as soon as the truck is ready to roll.”
Additionally, if the driver needed to take photos or a video of the issue for the maintenance shop to “diagnose drivability of the asset and required repairs,” Schrier says, the mobile apps enable them to do so immediately.
This may also allow a technician to address the issue without the driver visiting the maintenance shop, notes Chu, as well as allow the shop to order any necessary parts to fix the issue that might not be in stock. Having this ability can save hours in the repair process, which translates to more time on the road and less time in the shop.
Some mobile apps can also assist with preventive maintenance by sending notifications to drivers reminding them of upcoming services due on their vehicles. This can help the driver plan ahead and ensures the required maintenance gets completed.
Overall, when it comes to digitized shop maintenance documentation, the driver’s ability to communicate with the maintenance department as well as the back office — along with being able to track current and past inspection reports— makes the electronic document process a valuable asset to any fleet’s operations.
