The OSCER System. User s Manual and Overview

Transcription

1 The OSCER System User s Manual and Overview May, 2005

2 Contents Introduction Getting into the System Welcome to the Home Page of OSCER List Active Drivers/Inactive Drivers List Active Vendors/Inactive Vendors List Vehicles/Trailers Reports Downloads Weekly Push Reports (sample) Page 2

3 Introduction This User s Manual to OSCER is to help orient new clients who may be using OSCER for the first time or are still getting familiar with OSCER. Throughout the manual, we assume the reader has a working knowledge of how to use a web browser and has used other types of computer programs in the past. If you have unanswered questions about any aspect of the system after reviewing the manual, please contact so that we can answer your questions and provide additional insight into the program. What is the OSCER System? The Online Safety and Compliance Electronic Reporting System is a database designed to store, sort and display information about employees who drive vehicles for your company, independent contractors and vehicles within a company. The system also searches for key anniversary date expirations and sends reports via to supervisors in time for them to take action in order to stay in compliance. OSCER also tracks driver events like tickets, accidents, DVIRs, OOS reports, and safe driving anniversaries. We maintain this database at our offices on a secure server that allows convenient, remote access to authorized managers within your company and no one else. The database is accessed via the Internet using a current version Web browser such as Internet Explorer or Netscape Navigator. Entering OSCER You must have a live Internet connection. Go to the address to enter the system. Type in your ID and password and click on Login. Page 3

4 Welcome to the Home Page of OSCER Once you have entered your ID and Password, you will arrive at OSCER s home page. This page is the hub point for moving between sections and/or functions within the system. Here is a screen shot below to illustrate the home page: There are up to four levels of management structure within the program: corporate, divisions, regions, and locations. These levels may be renamed to accommodate your specific needs (i.e. Business Unit, Profit Center, etc.) Depending on the security level of each user s login credentials, not all locations may be open to that user. The illustration below shows the home page for someone with the highest security clearance. This enables access to all areas of the program, and all locations associated with each of the levels of management (division, company, location, etc.) Page 4

5 Level One Level Two Level Three Level Four The home page also enables access to various maintenance functions, including information about the main contact at each management level and location within the program. The maintenance screens cover location information, contact phone numbers, etc. The Add button is only used when adding a new level of management or a new location. Most of this work is completed when the system is first being implemented or during mergers or acquisitions of new locations, etc. The View/Edit button lets the manager add vital information about their area of responsibility such as: contact names, phone numbers, insurance information and report distribution information. Location managers should update their section periodically to keep it current. A sample location form is provided on the next page to familiarize you with how it looks. Page 5

6 This button lets you update who will receive automated to-do reports (reminder notices about soon to expire anniversaries). Page 6

7 Navigating the System From the homepage of the OSCER System, you can review information on drivers, vehicles and request various reports and downloads of information. The way to get to these sections of the system is to use the various hyperlinks located along the left side of the Home Page (as illustrated below): The remainder of the guide is devoted to helping you understand how to explore and use these sections. Page 7

8 List Active/Inactive Employees This section provides a listing of all employees assigned to this location. At this screen, you may select a driver record by locating the driver s name in the list, and clicking in the circle at the left of their name. Once you ve selected a driver, you can explore various pages of information about this driver by clicking on a link in the left hand column of this screen. Options include: DRIVER MAIN PAGE (to see the most common details like drivers license number, etc.) EVENT LIST (to see what events have been entered for this driver) ADD NEW EVENT DOT CHECKLIST TRAINING SUMMARY ADD NEW DRIVER MOVE DRIVER TO NEW LOCATION Certain users may also have a delete driver link. If a driver is no longer associated with your company, they can be moved to inactive status and need not be deleted. Page 8

9 Driver Main Page The main employee screen contains several sections and optional sub forms for capturing additional information about each employee. The main sections cover: Basic information such as: o employee type o employment status o name, home address and contact information o date of birth and date of hire License Information and Driver Qualification Dates License endorsements (if applicable) Medical restrictions Insurance Information (Occupational Accident Coverage if dealing with contractors) Remarks Driver anniversary dates for key expirations are entered in date fields: License Annual review (DOT and/or CDL drivers) Medical/Physical (DOT and/or CDL drivers) Page 9

10 Checklist At the top and bottom of an individual driver record, there is a button marked Checklist. This button accesses a checklist of all the items that must appear in a driver qualification record. This checklist has two columns marked local and corporate. As new drivers are hired and their files are constructed, each item should be checked as it is completed. Companies with multiple locations can use the corporate column to audit/verify that the individual locations built the file properly and completely. Single location accounts may use the second column as part of a self-audit process to revalidate that the records are in place. Page 10

11 Events Database At the bottom of an individual driver record, there is a button marked Events. This button accesses the events database, enabling a supervisor to construct a record of events tied to a particular driver. Predefined events have been entered to cover a wide variety of commonly encountered situations. Examples of event categories include: Accidents Moving violation Completion of training Attendance at safety meeting Customer complaint Cargo loss/damage Road observation reports Anniversary of accident free driving (years 1-40) Workers compensation injuries By pressing the EVENTS button, you will see a listing of all events tied to this driver. At this screen you can look at a selected event, or change information. This is also where you could add a new event. Selecting a specific event and pressing the EDIT button will take you to the specific event detail screen. Page 11

12 A button on the event form is labeled Edit Accident Form. This button will display the first notice of loss report associated with the event if the event is an accident to be reported to the insurance provider. Accident Form The accident form is modeled directly from the standard insurance industry accident reporting form. Once completed, it may be ed or printed for faxing directly to your insurance provider. It also provides a permanent record of the incident tied to the driver who was involved. A portion of the form is reproduced below. The vehicle information may be automatically entered by selecting your vehicle number from the drop box. If the vehicle information needs to be entered free-hand, just select the N/A box and you can enter any vehicle number, description, etc. that is needed. Page 12

13 If you need to the report to other staff at your company or to your insurance provider, just click on the This Form box. The form will always default to include you as the initial recipient (it knows your address by virtue of your log in credentials). You may add other recipients to the list as needed. Training Summary The Training Summary page enables you to record who has been trained on each required topic and whether refresher training will be required. If refresher training is required, the system will send reminder notices prior to the anniversary date. Simply indicate which training topics are required for each driver (leftmost column) and update the form. Date fields will appear under the Date Last Done column. Mark which events will be Recurring and update the form date fields will then appear under the Date Next Due column. Once a training cycle is completed, click the Add Training Event button at the bottom of the screen for a permanent record of the training session that was conducted. Page 13

14 List Active Vendors/Inactive Vendors Some companies have vendor relationships typically for owner/operators or companies that supply leased employees. The Active/Inactive Vendor records are selected by clicking in the circle to the left of the Federal ID #. In order to review a selected file, click on EDIT. If you want to delete a file, click on DELETE. If a vendor is being moved from one location to another, click on MOVE TO OTHER LOCATION once you have selected the record. The edit vendor page resembles the edit employee page closely contact information, relationship start dates, etc. Page 14

15 List Active/Inactive Vehicles This section provides a listing of powered vehicles (tractors, company cars, etc.) assigned to a particular location. At this screen you may ADD new vehicles to the location listing, and view a vehicle record by selecting EDIT. Selecting a specific vehicle and pressing the EDIT button will show you that vehicle record. To save changes press the UPDATE button. To exit back to the vehicle listing, press the BACK button on the active screen The vehicle record covers the main statistics of the vehicle make, model, year, plate number, etc. This information is mainly for reference, but can be used to issue reminders of key expirations as well. Maintenance/Inspection Reminder Button At the bottom of the Edit Vehicle page the Maintenance/Inspection Reminder button will take you to a page where you can design a maintenance or inspection schedule. You simply check each month where there will be an inspection or maintenance issue to schedule and then update the form. The form will come back with date boxes in those selected months for date last done and date next due. Simply schedule the dates that the vehicle is due to come in, and note if any previous dates have been completed (date last done). Page 15

16 State of Operation Also located at the bottom of the vehicle form is the State of Operation button. This page enables you to track the states that the vehicle is able to operate in. Also enter any liquor permits (and their date of renewal), fuel tax permit renewal date and HAZMAT permit renewal date as needed for each vehicle. List Trailers This section is similar to the VEHICLES section except that it is intended for non-powered vehicles. The majority of the information specifically describes the vehicle and covers key anniversary dates. Page 16

17 Reports By going to the drop-down menu at the Home page and selecting REPORTS, various reports about drivers and vehicles can be selected from this section. OSCER will requested reports to you within five minutes. Once at the REPORTS section, go to the field and use the dropdown window to select the report at you want. Once the report is selected, click on SUBMIT on the same line. Note: only one report can be selected per request. If more than one report is required, press the BACK button and repeat the process on for the next report. Select your location information if it is not already selected for you by the system, otherwise, you will get an aggregated or roll up report summarizing all location data. To request a report, simply select the type of report from the appropriate drop box and hit the submit button. You may need to specify a date range for some report types. The system reports cover many key safety and compliance issues, including: Vehicle accident analysis by type, location, driver tenure, etc. Workers compensation accidents by location, tenure, type, etc. Operations focused reports for inspections, permits, etc. Current asset values Tickets and violations by driver Terminated and/or quit drivers by location Active employees vs. contractors by location Data dump for ad-hoc reporting on your own system Page 17

18 Download Files The final area of the system to cover is the download function. Select Download from the Home Page and you will be presented with this screen: Select a file type and hit submit for the system to extract a copy of all your data and send it to you via . The attachment will be a *.csv file a comma delimited file that can be imported into a local database like MS Access or other popular programs. NOTE: If you would prefer to look at the data in a spreadsheet format, you may either import it into a spreadsheet or simply double click on the attachment to launch it in MS Excel. This function enables you to look at your data and perform ad-hoc reporting looking for patterns or trends that our pre-formatted reports may not have contemplated. Page 18

19 Weekly Push Reports Push Reports are to do lists that apprise you of anniversaries and occurrences that require your attention. Push reports are ed to you on Fridays of each week. Color-coded underlining is used to help highlight issues that need attention. Additionally, information is grouped by the amount of time until the anniversary or expiration date. This helps prioritize your response to these issues. Here is a sample report. Page 19