Rev. A. waysmart DVIR Forms User Manual

Transcription

1 Rev. A waysmart DVIR Forms User Manual

2 Page 2 DVIR User Manual (Rev A)

3 About this Document: Document: DVIR User Manual Part Number: Rev. A Revision History: Revision Description Author Date A First Iteration of manual Scott Vecchiarelli 05/15/2013 Notice of Rights The inthinc DVIR User Manual was created by inthinc, inc., 4225 West Lake Park Boulevard, Suite 100, Salt Lake City UT, (801) Copyright 2013 by inthinc Technology Solutions, Inc. All rights reserved. Information in this document is subject to change. No part of this document may be reproduced or transmitted in any form by any means, without prior written permission of inthinc, inc. For more information on obtaining permission for reprints or excerpts, contact inthinc Training & Development, training-group@inthinc.com or (866) Trademarks Trademark names are used in this document. We have attempted to put a trademark symbol ( ) with each occurrence of a registered trademark name. If we did not use a trademark symbol, we are using the names in an editorial fashion to the benefit of the trademark owner, and not to infringe upon the trademark. inthinc, the inthinc logo, inthinc tiwipro, inthinc waysmart, and inthinc tiwifamily are either registered trademarks, or trademarks of inthinc Technology Solutions in the United States and/or other countries. All other trademarks are the property of their respective owners inthinc Technology Solutions. All rights reserved. About the waysmart Device FCC Notification: This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications; however, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one of more of the following measures: Reorient or relocate the receiving antenna Increase the separation between the equipment and the receiver Connect the equipment into an outlet on a circuit different from that to which the receiver is connected. Consult the dealer or an experienced radio/tv technician for help. Industry Canada Notification: This product meets the applicable Industry Canada technical specifications. This Class B digital apparatus complies with Canadian ICES-003. Changes or modifications to the tiwipro /waysmart that are not expressly approved by inthinc, inc. could void the user s authority to operate the tiwipro / waysmart. About inthinc inthinc is a global company centered on telematics, fleet solutions and driving safety. Its breakthrough driving safety solutions are designed to safeguard lives, save money and protect the environment. inthinc technology dramatically improves driver behavior and has been documented to reduce accidents by more than 80 percent. For more information please visit Corporate 4225 West Lake Park Blvd. Suite 100 Salt Lake City, UT (United States) (International) contact@inthinc.com Canada 1738 Bowness Wind SW Edmonton, AB T6W 1P1 Canada DVIR User Manual (Rev A) Page 3

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5 About This Document This user manual provides information about the Driver/Vehicle Inspection Report (DVIR) feature that is available on the waysmart 820 and 850 platform. The Driver/Vehicle Inspection Report feature allows drivers to complete and submit Pre-Trip and Post-Trip inspection forms electronically through the Touchscreen driver interface. Contents DVIR Forms - Feature Overview 7 Manage (DVIR) Inspection Forms 9 Accessing the Forms Application 9 View Existing (DVIR) Form 11 Create New (DVIR) Inspection Form 13 Edit (DVIR) Inspection Form 17 Copy (DVIR) Inspection Form 17 Publish (DVIR) Form 19 DVIR Configuration Options 43 Process Flows with DVIR Partially Disabled, or Enabled with a Prompt 45 Pre-Trip Disabled - Login Process Flow 45 Pre-Trip Disabled - Logout Process Flow 46 Post-Trip Disabled - Login Process Flow 46 Post-Trip Disabled - Logout Process Flow 47 Post-Trip Disabled - No Driver Process Flow 47 Published (DVIR) Inspection Forms 21 Published (DVIR) Forms on the Touchscreen 21 DVIR Form Submissions 23 View (DVIR) Form Submissions 24 Edit (DVIR) Form Submissions 25 Approve (DVIR) Form Submissions 26 DVIR Inspection Reports (Scheduled Reports) 27 Report Example - (DVIR) Pre-Trip Inspection Report 28 Report Example - (DVIR) Post-Trip Inspection Report 28 (DVIR) Red Flag Alerts 29 Creating (DVIR) Red Flag Alerts 29 Viewing (DVIR) Red Flag Alert Notifications 31 Driver Interaction with (DVIR) Forms 33 Example - Driver Login with Pre-Trip Inspection Form 33 DVIR Specific Use Cases 35 Driver Login - Process Flow 35 Driving and Logout - Process Flow 36 Not Safe on Login Branch - Process Flow 37 No Post-Trip on Login Branch - Process Flow 38 No Driver Logged In - Process Flow 39 Driver Interaction Scenarios 41 DVIR User Manual (Rev A) Page 5

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7 DVIR Forms - Feature Overview Many of our customers require that drivers complete a Pre-Trip and Post-Trip inspection form, prior to, and immediately following a trip. The pre/post-trip inspection form, in many cases, is required by law and is intended to ensure the vehicle is safe to operate. In the past, drivers have had to manually complete these pre-trip and post-trip inspections reports, using paper checklists or forms that they are required to retain for record keeping. inthinc has integrated electronic driver vehicle inspection reports (DVIR) with its waysmart fleet management solution, providing commercial fleet managers and drivers with one source from which to manage vehicle operations. Developed in accordance with U.S. and Canadian federal safety rules and regulations for commercial carriers, the inthinc DVIR simplifies pre-trip and post-trip inspections while also flagging vehicles in need of maintenance. How it Works Administrators will have access to a Forms application on the my.inthinc.com web portal, which they will use to create the pre-trip and post-trip inspections forms. A single form may consist of many questions, in various formats, to collect the data required. Inspection forms can be designed to be simple, or very complex, depending on the data that needs to be collected to meet the organizational needs. The Form application user interface within the my.inthinc.com web portal is designed to be intuitive and easy to use. After a pre-trip or post-trip inspection form has been created (my.inthinc.com web portal), the forms can be published to any number of vehicles in the fleet. Once a form has been published, the form will be stored locally on the Touchscreen driver interface in the vehicle. When drivers login to the waysmart system, using the Touchscreen interface, they will be prompted to select whether a Pre-Trip inspection is required. If the answer is yes, the Pre-Trip inspection form will launch and display on-screen. Drivers will be required to complete and submit the inspection form. The same would be true if the driver is required to complete a Post-Trip inspection form. During the logout process, if a Post-Trip inspection is selected, the Post-Trip inspection form will launch and require driver input and submission. After the driver has completed and submitted the form, the form (with driver submissions) will be transmitted to the inthinc web portal over cellular (GPRS) communication. All form submissions will be available for administrator review at the my.inthinc.com web portal. Administrators can review, edit, approve, and generate reports for all Pre-Trip and Post-Trip form submissions. Creating Accountability New Notifications and Violations have been implemented to support the DVIR forms feature. Notifications and Violations are sent to the my.inthinc.com web portal when certain criteria are met. For instance, a notification will be sent to the portal each time a driver completes (or does not complete) an inspection report. A violation will be sent to the my.inthinc.com web portal when a vehicle is driven without an inspection being completed. Administrators can create Red Flag Alerts for each of the new notifications and violations that are available. For a complete list of Notifications and Violations, see page 29. Administrators can create and configure Red Flag alerts to receive an immediate notification by phone, , or text message, anytime specific DVIR notifications or violations are sent to the my.inthinc.com web portal. DVIR Key Features Include: Ensure Federal Compliance - The DVIR is developed in accordance to U.S. and Canadian federal laws related to commercial vehicles. With representation on the American Trucking Association s (ATA) Technology Maintenance Council, and as members of the Commercial Vehicle Safety Alliance (CVSA), inthinc understands how safety inspection reports need to be developed to meet federal and state regulations. Automatic Alerts to Drivers - Drivers receive automatic in-cab verbal alerts reminding them to complete a safety inspection before and after every trip. Instant notification is sent to fleet managers via text, phone, or and recorded in the inthinc.com portal when a driver has failed to complete an inspection. Electronic Safety Inspection Reports - With automated electronic inspection reports, fleet managers can reduce the inaccuracies and administrative overhead associated with paper logs. Pre and Post-Trip inspections are completed directly on the waysmart Touchscreen and sent directly to fleet managers via cellular communication. Create Customized Inspection Lists - Through the inthinc.com portal, fleet managers have the power to create unlimited and fully customized inspection lists based on different vehicle types and duties. DVIR User Manual (Rev A) Page 7

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9 Manage (DVIR) Inspection Forms As mentioned earlier, Administrators will have access to a Forms application on the my.inthinc.com web portal, which they will use to manage forms. Not all customers will have access to the DVIR feature or Forms interface by default, the account must be configured to allow access to the DVIR Forms feature. For more information on the availability of this feature, contact your inthinc Sales or Account Management representative. This section will cover the various aspects of managing DVIR Forms and will include how to view, create, edit, copy and publish DVIR Forms. Accessing the Forms Application 1. Navigate and Login to the inthinc web portal (my.inthinc.com) 2. Click on the Forms tab at the top of the page. (See Image 2) 3. The Forms application will display with the Manage tab selected by default. Image 1 - inthinc web portal login screen Image 2 - Forms Tab highlighted in the main menu Forms Application User Interface (UI) at a glance: Main Menu Options Search for Specific Forms Forms Sub-Menu Options List of Created Forms Page Navigation DVIR User Manual (Rev A) Page 9

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11 View Existing (DVIR) Form The Forms user interface (UI) Manage sub-tab will display a list of all Forms that have been created. From this page portal users can view a form, edit a form, create a new form, or copy an existing form. Think of this area as where you create and stage forms prior to publishing the forms to vehicles within the fleet. 1. Navigate and Login to the my.inthinc.com web portal (my.inthinc.com) 2. Click on the Forms tab at the top of the page. (See Image 3) 3. The Forms application will display with the Manage tab selected by default. (See Image 4) 4. View a Form by completing one of the following: a. Use the Search field at the top of the page and type the name of a Form. The list will automatically filter results based on your search. b. Manually navigate through the various pages of the list until you locate the Form. Note: Click on each column header to sort the list by that column in either ascending or descending order. Image 3 - Forms Tab highlighted in the main menu Image 4 - Forms Application - Manage Forms List displayed Manage Forms Tab at a glance: Form Version Number Search for a Specific Form Create New Form Button Name of the Form Options Button - Edit - Publish - Copy DVIR User Manual (Rev A) Page 11

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13 Create New (DVIR) Inspection Form To create a new Form, follow the instructions below. 1. Navigate and Login to the inthinc web portal (my.inthinc.com) 2. Click on the Forms tab at the top of the page. The Forms page will display. (See Image 5) Click on the Manage sub-tab. A list of all created Forms will display. To create a new Form, click the (+) button at the top of the page. A blank Form page will display. (See Image 6) 5. Complete the Add Form page as follows: (See Image 7, on page 14) a. Name - Provide a friendly name for the Form. b. Description - Provide a brief description for the Form, if needed. c. Trigger - Select the event or trigger that will launch the Form (Pre-Trip or Post-Trip). d. Version - You cannot edit this field. This number will indicate the current working version of the Form. e. Status - Select active or inactive. Select inactive when the Form is no longer is use. 6. Select the Group (vehicles) that the Form will be published to. (See Image 7, on page 14) 7. Add questions to the Form as follows: a. Select the Question Type you would like to add from the available question types (Text, Numeric, Date, Choose One, or Select Multiple). A blank question will be added to the Form. b. Configure the Question Properties as needed. See Table 1, on page 15, for more information about the question properties. 8. To Add additional questions, repeat step 7 as many times as necessary until the Form contains all of the questions required to collect the necessary data. Note: To change the order in which the questions appear on the Form, simple click and drag the question up or down the list. To delete a question, click the (x) icon in the upper-right corner. 9. When finished, click the Save button at the bottom of the page. The Form will now be visible in the Manage Forms list. Image 5 - Forms Tab in the main menu highlighted Image 6 - Create New Form button highlighted DVIR User Manual (Rev A) Page 13

14 Step 1 Complete the basic Form information Step 2 Select the Group(s) that the Form will be Published to Step 3 Select the Question Type to add Step 4 Configure the Question Properties for each question added to the Form Image 7 - Add New Form - Form Properties highlighted Step 5 Save the Form Page 14 DVIR User Manual (Rev A)

15 Table 1 - Question Properties Question Type Properties description Text Data Name The value in this field is what appears in the final XML report. Caption Text Hint Default Value Read Only Required Length Invalid Text Enter the question text that will be presented to the user. [Optional] Enter additional text (information) for the question. [Optional] The value entered here will be the default selection that is presented to the user. For example, if the question answer is yes or no and the default answer is yes, then yes will be selected by default when the question is presented to the user. [Optional] Select if the question/text should be read only and does not require driver input. [Optional] Select if the question should be required, meaning the user must answer the question before they can continue. [Optional] If enabled, you can specify the total minimum or maximum length the answer must be, and make either one of them inclusive. [Optional] When answer length is enabled, you can specify the message to be displayed to the user when the answer does not meet the minimum length requirements. Numeric Data Name The value in this field is what appears in the final XML report. Caption Text Hint Default Value Read Only Required Range Invalid Text Kind Enter the question text that will be presented to the user. [Optional] Enter additional text (information) for the question. [Optional] The value entered here will be the default selection that is presented to the user. For example, if the question answer is yes or no and the default answer is yes, then yes will be selected by default when the question is presented to the user. [Optional] Select if the question/text should be read only and does not require driver input. [Optional] Select if the question should be required, meaning the user must answer the question before they can continue. [Optional] If needed, you can require the driver to enter a value that is within a specified range of numbers. You can specify the minimum and maximum values and make either of them inclusive. [Optional] When answer length is enabled, you can specify the message to be displayed to the user when the answer does not meet the minimum length requirements. [Optional] Select the type of number that will be accepted (integer or decimal). Date Data Name The value in this field is what appears in the final XML report. Choose One or Select Multiple Caption Text Hint Default Value Read Only Required Range Invalid Text Data Name Caption Text Hint Default Value Read Only Required Options Underlying Value Enter the question text that will be presented to the user. [Optional] Enter additional text (information) for the question. [Optional] The value entered here will be the default selection that is presented to the user. For example, if the question answer is yes or no and the default answer is yes, then yes will be selected by default when the question is presented to the user. [Optional] Select if the question/text should be read only and does not require driver input. [Optional] Select if the question should be required, meaning the user must answer the question before they can continue. [Optional] If needed, you can require the driver to enter a value that is within a specified range of numbers. You can specify the minimum and maximum values and make either of them inclusive. [Optional] When answer length is enabled, you can specify the message to be displayed to the user when the answer does not meet the minimum length requirements. The value in this field is what appears in the final XML report. Enter the question text that will be presented to the user. [Optional] Enter additional text (information) for the question. [Optional] The value entered here will be the default selection that is presented to the user. For example, if the question answer is yes or no and the default answer is yes, then yes will be selected by default when the question is presented to the user. [Optional] Select if the question/text should be read only and does not require driver input. [Optional] Select if the question should be required, meaning the user must answer the question before they can continue. This is where you enter the answer choices (options) for the question. You can add as many options as needed, each will be displayed as an available answer the driver can select from. This field is generated automatically based on the number of answer options present. The underlying value indicates the answer selection on the final XML report export. DVIR User Manual (Rev A) Page 15

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17 Edit (DVIR) Inspection Form To edit a Form, follow the instructions below Navigate and Login to the inthinc web portal (my.inthinc.com) Click on the Forms tab at the top of the page. The Forms page will display. Click on the Manage sub-tab. A list of all created Forms will display. Locate the Form you wish to edit in the list of available forms. Hover your mouse cursor over the Options button in the column on the right-side of the page, and select Edit from the list of available options. The Edit Form page will display. (See Image 8) Make any necessary changes to the Form and when finished, click the Save button at the bottom of the screen. 7. Form will now be visible in the Forms List. (See Image 9) Note: After editing a Form, be sure to Publish the form to vehicles in the fleet. For more information on Publishing forms, see page 19. Image 8 - Manage Forms List - Edit Form highlighted Image 9 - Confirmation that Form changes were saved DVIR User Manual (Rev A) Page 17

18 Copy (DVIR) Inspection Form Making a Copy of a DVIR Form will create a new form, however will copy all of the details of any form you select. This allows you to make changes to a copy of a form, without the need to create an entirely new form Navigate and Login to the intihnc web portal (my.inthinc.com) Click on the Forms tab at the top of the page. The Forms page will display. Click on the Manage sub-tab. A list of all created Forms will display. Locate the Form you wish to edit in the list of available forms. Hover your mouse cursor over the Options button in the column on the right-side of the page, and select Copy from the list of available options. The Edit Form page will display. Make any changes to the Form that are necessary, including changing the Form name. When finished, click the Save button at the bottom of the page. The new form will be visible in the Manage Forms List. Page 18 DVIR User Manual (Rev A)

19 Publish (DVIR) Form Forms can be published after creating a new form, or editing an existing form. Forms must be published before they will be available for driver input on the Touchscreen interface. Follow the instructions below to Publish a form Navigate and Login to the inthinc web portal (my.inthinc.com) Click on the Forms tab at the top of the page. The Forms page will appear. Click on the Manage sub-tab. The Manage Forms List will display. To Publish an existing form, locate the form in the list and click the options button in the far-right column, then select Publish from the list. (See image 10) Note: If the current version of the form has already been published, the list option for publish will not be available to select. The form must be edited before a new version of the form can be published Within a few moments the page will refresh and a confirmation that the form has been published will display at the top of the screen. (See Image 11) The published form will now be visible in the list on the Published forms sub-tab. Note: The Publish tab will display a list of all Forms that have been published to any number of vehicles in the fleet. The version number will indicate the version of the Form that is currently published. Image 10 - Manage Forms List - Publish option highlighted Image 11 - Publish Forms tab displayed after successfully publishing a form DVIR User Manual (Rev A) Page 19

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21 Published (DVIR) Inspection Forms The Manage sub-tab will display all forms that have been created, but have not necessarily been published to any vehicles. Whereas, the Published sub-tab will display a list of all forms that have been published to any number of vehicles in the fleet. Forms must be published before drivers can interact with the form on the Touchscreen interface. When Forms are published, the form is transmitted to the Touchscreen interface via cellular (GPRS) communication and the form will be stored locally on the device. If cellular communication is not available, published forms and all form submissions will be held in queue until communication is available. When publishing forms, the version number indicated for each form is critical for understanding when a form has been edited and which version of the form is currently published. Each time a form is edited and subsequently published, the version number will increment by one. This section will provide information on how drivers will interact with Forms on the Touchscreen interface, how to view form submissions, edit form submissions, and approve form submissions from drivers. Search for Published Forms Published Form Version # List of Published Forms Published (DVIR) Forms on the Touchscreen The following screenshots are examples of the DVIR Form questions on the Touchscreen interface. Anytime the driver is prompted to select whether a pre-trip or post-trip inspection needs to be completed, if yes, the pre-trip or post-trip inspection form assigned (published) to the vehicle will launch and display on-screen. Image 12 - Example of Text Entry Question Text questions are open entry text boxes that drivers can use to submit a paragraph of text. Image 13 - Example of Select Multiple Question This is the best question type to create a checklist of items that can be selected by the driver. Image 14 - Example of Choose One Question This type of question is best for closed ended questions such as True/False or Yes/No Image 15 - Example of Numeric Question Numeric questions can be configured so the driver input must be within a specific range, and can also be inclusive. DVIR User Manual (Rev A) Page 21

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23 DVIR Form Submissions The Forms application Submissions sub-tab is where administrators can view all Form submissions from drivers. From this page, portal users can review the details of the Form submission, or choose to edit or approve the Form submissions. See Table 2 for more information about the submissions list. Select Date Range Approve Forms Function Select Form to View Submitted Forms List View Form Submission on Map Navigate Pages Table 2 - Forms Submissions User Interface Overview column Map Icon Date / Time Submitted Group Driver Vehicle Form Edited Approved description Click this icon to view the location of where the form was submitted on the map. Indicates the date and time the form was submitted. Indicates the group (team) the driver who submitted the form is assigned to. Indicates the driver who submitted the form. Indicates the vehicle the driver was operating at the time of the form submission. Name of the form that was completed and submitted by the driver. Indicates whether or not, an administrator has edited the form, since the driver originally submitted it. Check box that administrators can select if the form has been approved. DVIR User Manual (Rev A) Page 23

24 View (DVIR) Form Submissions Administrators can view all forms that drivers have submitted in the my.inthinc.com web portal by viewing the Forms Submissions sub-tab. When viewing form submissions, portal users can choose to edit the original form submitted by the driver if the data in the form is found to be inaccurate. In addition, there is a tool that allows portal users to select if a form submission has been approved. This functionality is optional, however can be beneficial for tracking forms that have been reviewed after submission Navigate and Login to the inthinc web portal (my.inthinc.com) Click on the Forms tab at the top of the page. The Forms page will display. Click on the Submissions sub-tab. A list of all form submissions for the current date will display. To view a specific form, locate and select the Form from the Form drop-down list. Click anywhere in the Date field and select a timeframe. Click the Refresh button. A list of all forms that meet the selected criteria will be displayed. Select a Timeframe Approve Forms Function Select a Form List of Forms Edit Form Button Page 24 DVIR User Manual (Rev A)

25 Edit (DVIR) Form Submissions Administrators can edit form submissions at any time. Each question on the form that requires driver input can be edited once the form has been submitted. This is useful in situations where a driver may have entered incorrect information or did not complete the form entirely before submitting Navigate and Login to the inthinc web portal (my.inthinc.com) Click on the Form tab at the top of the page. The Forms page will display. Click on the Submissions sub-tab. A list of all form submissions for the current date will display. Select a specific Form from the Forms drop-down list. Click anywhere in the Date field and select a timeframe. Click the Refresh button. A list of all forms that meet the selected criteria will be displayed. Locate the Form you wish to edit in the list of forms, and click the Edit link in the far-right column. (See Image below) Each question on the form is represented as a column in the table. You can edit the response for each question independently. When finished making necessary edits, click the Approve Edits link in the far-right column. To cancel any changes, click the Discard Edits link. (See Image below) Edit Form Button Columns Represent Form Questions Form Being Edited Form Options Can Now Be Edited Approve or Discard Edits Button DVIR User Manual (Rev A) Page 25

26 Approve (DVIR) Form Submissions Administrators have the ability to mark any form submissions as Approved. Approving forms is not required, however it can be a valuable administrative tool for visually indicating which form submissions have been reviewed. The idea is that as drivers submit forms, administrators can review the driver submission and then mark the form as approved if the information submitted is complete and accurate. Approve Form Submissions by Checking the Approved Box Page 26 DVIR User Manual (Rev A)

27 DVIR Inspection Reports (Scheduled Reports) Pre-Trip and Post-Trip Inspection reports can be setup within the my.inthinc.com web portal as scheduled reports. Administrators can configure a report subscription to send all pre-trip and post-trip inspection reports, over a specified period of time, to any number of recipients. This functionality also provides a method for obtaining a hard-copy of the pre-trip and post-trip inspection reports that drivers have completed and submitted. This section will provide information on how to setup and configure the scheduled reports. Follow the instructions below to create a new scheduled report Navigate and Login to the inthinc web portal. (my.inthinc.com) Click on the Admin tab in the main menu. 3. Click on the Reports sub-tab in the left navigation window. (See Image 16) Click on the Add Report sub-tab in the left navigation window. A blank Add Report form page will display. (See Image 17) In the Name, Status, and Time section, complete the following: a. Name - Provide a friendly name for the report. This is the name that will be displayed in all report lists. b. Status - Select Active. c. Time of Day - Select the time of the day the report should be delivered. 6. In the Report Occurrence section, select how often the report should be delivered from the available options in the drop-down list. Options include the following: a. Daily - Select this option if you would like the report to be delivered each day. b. Weekly - Select this option if you would like the report delivered once each week. If this option is selected, users will also be able to specify the day of the week the report should be delivered. c. Monthly - Select this option if you would like the report delivered once per month. If this option is selected, users will also be able to specify the day of the month the report should be delivered. 7. In the Report Settings section, complete the following: a. Report - Select the desired report (Pre-Trip or Post-Trip Inspection) from the list options. b. Days Reported - Select how much data should be included on the report. c. Group - Select the group (team) that you would like to receive report data for. d. Owner - Leave default owner, unless another report owner is necessary. 8. In the section, complete the following: a. b. Select whether the report should be delivered to group (team) managers or to the specified addresses listed below in the text box. Enter one or more recipients to receive the scheduled report. 9. When finished completing the Add Report form, click the Save button at the bottom of the page. The scheduled report will now be visible in the report list. Image 16 - Admin > Reports sub-tab highlighted. Reports List displayed. Image 17 - Admin > Add Report sub tab highlighted. Add Report form displayed. DVIR User Manual (Rev A) Page 27

28 Report Example - (DVIR) Pre-Trip Inspection Report The following image is an example of the DVIR Pre-Trip Inspection Report: Report Example - (DVIR) Post-Trip Inspection Report The following image is an example of the DVIR Post-Trip Inspection Report: Page 28 DVIR User Manual (Rev A)

29 (DVIR) Red Flag Alerts Administrators can create and configure Red Flag Alerts to receive an immediate notification by phone, , or text message anytime specific DVIR notifications or violations are sent to the my.inthinc.com web portal. New Notifications and Violations have been developed to support the DVIR forms feature. Notifications and Violations are sent to the my.inthinc.com portal when certain criteria are met. For instance, a notification will be sent to the portal each time a driver completes a pre-trip inspection report. A violation will be sent to the inthinc portal when a vehicle is driven without an inspection completed. Administrators can create Red Flag Alerts for each of the new notifications and violations available. The Table below will describe each of the new Notifications and Violations available. Table 3 - DVIR Notifications and Violations type name description Notification Vehicle failed a pre-trip inspection Sent when a Pre-Trip inspection is not completed. Notification Vehicle passed a pre-trip inspection Sent when a Pre-Trip inspection is completed. Notification Vehicle failed a post-trip inspection Sent when a Post-Trip inspection is not completed. Notification Vehicle passed a post-trip inspection Sent when a Post-Trip inspection is completed. Violation Vehicle driven without an inspection completed Sent when a driver moves a vehicle without completing a Pre-Trip inspection. Violation Vehicle driven when inspected as unsafe Sent when a driver moves a vehicle that has been marked as unsafe to operate. Violation Previous driver failed to complete a post-trip inspection Sent when the previous driver fails to complete a Post-Trip inspection. Note: For more detailed information about Red Flag Alerts, refer to the inthinc Portal User Manual, which is available at inthinc University ( Creating (DVIR) Red Flag Alerts To create Red Flag Alerts you will need administrator access to the my.inthinc.com web portal. Follow the instructions below to create Red Flag Alerts for DVIR Forms Navigate and Login to the inthinc web portal. (my.inthinc.com) From the main menu, select the Admin tab. The Admin page will display. Select the Red Flag sub-tab in the left navigation window. The Red Flag page will display. Select Add Red Flag sub-tab in the left navigation window. A blank Add Red Flag form page will display. In the Red Flag type section, select Driver Vehicle Inspection Report from the drop-down list options. (See Image 18, on page 30) 6. Complete the Name, Description, and Type section as needed. 7. Complete the Assign To section as needed. 8. In the Driver Vehicle Inspection Report section, select the notification types you would like to create the Red Flag Alert for. (See Image 18, on page 30) 9. Complete the Notifications by Name section as needed. 10. Complete the Phone Call Escalation section as needed. 11. When finished completing the form, click the Save button at the top or bottom of the page. The Red Flag alert has been created and will be visible in the Red Flag Alerts list. DVIR User Manual (Rev A) Page 29

30 Image 18 - Admin > Add Red Flag form displayed with Notifications section highlighted. Page 30 DVIR User Manual (Rev A)

31 Viewing (DVIR) Red Flag Alert Notifications In addition to receiving immediate notification by phone, , or text message, administrators can view Red Flag Alert notifications and violations in the my.inthinc.com portal at any time. Follow the instructions below to view Red Flag Alert notifications Navigate and Login to the inthinc web portal. (my.inthinc.com) From the main menu, select the Notifications tab. The Notifications page will display, with the Red Flags sub-tab selected by default. From the Team drop-down menu, select the group (team) to display. From the Time Frame drop-down menu, select a Time Frame to view. Click the Refresh button. A list of notifications/violations that meet the selected criteria will display. Note: The list can be sorted by clicking each column header, or can be filtered by text or drop-down list in select columns. Select Group & Timeframe Notification List View Notification on Map Notification Detail Note: For more detailed information about Red Flag Alerts, refer to the inthinc Portal User Manual, which is available at inthinc University ( DVIR User Manual (Rev A) Page 31

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33 Driver Interaction with (DVIR) Forms This section will provide an overview of how drivers will interact with DVIR Inspection Forms. The waysmart system will automatically launch Pre-Trip or Post-Trip inspection forms, when applicable, as long as the form has been published to the vehicle. For more information about publishing, see Publish a DVIR Inspection Form on page 19. Drivers will be held accountable for completing Pre-Trip and Post-Trip inspections forms when prompted by the waysmart system. If a Pre-Trip or Post-Trip inspection is not required, drivers can decline the inspection. Notifications will be sent to the inthinc portal each time an inspection is completed or not completed. Failure to complete an inspection form, or driving a vehicle that has not been inspected or marked as unsafe to operate, may result in a Violation being sent to the inthinc portal. For more information on when Notification and Violation occur, see the DVIR Specific Use Cases section on page 35. Table 4 - A Day with DVIR Inspection Reports step frequency driver input data interchanged Driver Login Once / As Needed Driver ID waysmart Touchscreen displays the Pre-Trip Inspection Form assigned (published) to the vehicle. The driver submission is immediately sent back to the my.inthinc.com web portal. inthinc portal sends out Red Flag alerts if necessary. Driver Logout Once / As Needed - waysmart Touchscreen displays the Post-Trip Inspection Form assigned (published) to the vehicle. The driver submission is immediately sent back to the my.inthinc.com web portal. inthinc portal sends out Red Flag alerts if necessary. Example - Driver Login w/ Inspection Form The following screenshots are representative of what a driver would see when logging in to the waysmart system and electing to complete a Pre-Trip Inspection. Upon logging in, drivers will be prompted to enter their Driver ID. If the previous driver did not complete a Post-Trip inspection (as required), the new driver will be prompted to select whether or not they wish to complete the Post-Trip inspection now. If Yes is selected, the Post-Trip inspection form will launch and the driver can complete and submit the form. If No is selected, the next screen in the Login Wizard will display. See the next step. Drivers will be prompted to select whether or not they need to complete a Pre-Trip inspection. If Yes is selected, the Pre-Trip inspection form will launch and the driver can complete and submit the form. See the next steps. If No is selected, the Pre-Trip inspection form will not be displayed and no Pre-Trip inspection will be recorded. If applicable, the Pre-Trip inspection form will launch and the driver will be prompted to complete all required questions on the form before they are able to Submit the form. Example of a Numeric type question. Numeric questions can be configured to be within a certain range of numbers, and can also be inclusive. Example of a Select Multiple type question. Select Multiple questions allow multiple boxes to be checked. This is an appropriate question format to create checklists. DVIR User Manual (Rev A) Page 33

34 Example of a Text Entry type question. Text Entry questions are open entry text boxes where a driver can enter any amount of text. Example of a Select One type question. Select One questions are multiple choice, single answer questions, such as True/False or Yes/No. After the driver has completed the Pre-Trip inspection form, the next screen will prompt drivers to indicate whether the vehicle is safe to operate. Selecting Yes or No will record that the vehicle was either safe or not safe to operate. Note: If the vehicle moves after being designated as not safe to operate, a Violation (Login ID moved unsafe vehicle) will be recorded in the inthinc portal. [When applicable] If Hours of Service (HOS) is configured, drivers will need to specify whether they are using the vehicle for personal use. If Yes is selected, the driver will not be required to select an HOS duty status. If No is selected, the driver will be required to track all HOS duty changes. [Optional] If needed, drivers can complete the information on the Load screen. Trailer - Enter specific information for a trailer. Service Number - Enter service number information. Hazardous - Indicate if the load contains hazardous materials After completing the required login information, the Summary screen will display. Drivers can check this information for accuracy before continuing. Press Done to complete the Login Wizard. Page 34 DVIR User Manual (Rev A)

35 DVIR Specific Use Cases This section will outline the specific DVIR use cases, in the form of flowcharts, which will provide more information on when Notifications will be sent to the inthinc portal and when Violations may occur. Driver Login - Process Flow The Driver Login flow represents how the driver will interact with the Touchscreen unit upon initial login to the system. The Driver may be prompted to complete a Pre-Trip or Post-Trip inspection, and indicate the vehicle is safe to operate upon logging in. DVIR User Manual (Rev A) Page 35

36 Driving and Logout - Process Flow Once the driver is logged in, they can either drive or logout. The following flowchart represents the options presented to the driver when logged in to the system. Note: The driver can receive violations if operating an unsafe vehicle or by not completing an inspection. Page 36 DVIR User Manual (Rev A)

37 Not Safe on Login Branch - Process Flow This flow happens when the following occurs: A new driver is logging in. The previous inspection, whether Pre-Trip or Post-Trip, marked the vehicle as unsafe to operate. DVIR User Manual (Rev A) Page 37

38 No Post-Trip on Login Branch - Process Flow This flow happens when the following occurs: A new driver is logging in. No Post-Trip inspection has been done since the last time the vehicle was moved. Page 38 DVIR User Manual (Rev A)

39 No Driver Logged In - Process Flow This flow happens when the following occurs: A vehicle is moved, with no driver logged in. DVIR User Manual (Rev A) Page 39

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41 Driver Interaction Scenarios The following scenario will provide a better understanding of driver interaction with DVIR Forms and when certain notifications and violations occur. Scenario: Driver drives to a location, declines to complete a Post-Trip inspection and logs out of the system. Various drivers log in and out, and eventually a driver logs in and drives following a Pre-Trip inspection. No. Action system variable 1 Driver A logs into vehicle at district. Prior to login, the vehicle was left inspected and safe to drive. PRE = No SAFE = Yes POST = Yes 2 Driver A does Pre-Trip inspection, finds vehicle safe to drive. PRE = Yes SAFE = Yes POST = Yes 3 Driver A drives to location, parks the vehicle, and logs off while declining to complete a Post-Trip inspection. PRE = Yes SAFE = Yes POST = No 4 Driver B logs into the vehicle Prompted: Driver A did not complete a Post-Trip inspection, do it now? Driver B declines Prompted: Complete a Pre-Trip inspection? Driver B declines 5 Driver B logs out Prompted: Complete a Post-Trip inspection? Driver B declines 6 Driver C logs into the vehicle Prompted: Driver A did not complete a Post-Trip, do it now? Driver C declines Prompted: Complete a Pre-Trip inspection? Driver C declines 7 Driver C logs out Prompted: Complete a Post-Trip inspection? Driver C declines 8 Driver B logs into the vehicle Prompted: Driver A did not complete a Post-Trip, do it now? Driver B declines Prompted: Complete a Pre-Trip inspection? Driver B accepts Prompted: Is the vehicle safe to operate? Driver B says Yes 9 Driver B moves the vehicle Violation: Driver A did not complete a Post-Trip inspection PRE = No SAFE = Yes POST = No PRE = No SAFE = Yes POST = No PRE = No SAFE = Yes POST = No PRE = No SAFE = Yes POST = No PRE = Yes SAFE = Yes POST = No PRE = Yes SAFE = Yes POST = No 10 Driver B logs out Prompted: Complete a Post-Trip inspection? Driver B accepts Prompted: Is the vehicle safe to operate? Driver B says Yes PRE = Yes SAFE = Yes POST = Yes DVIR User Manual (Rev A) Page 41

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43 DVIR Configuration Options Pre-Trip and Post-Trip DVIR functionality can be disabled or enabled separately, allowing for use of the features independently, if needed. Additionally, the waysmart system may be configured to prompt drivers to select whether the trip should be treated as a DOT trip. For instance, the driver may be taking the vehicle across state lines or may have connected a trailer requiring DOT (HOS) log tracking. The DVIR feature, in that case, can be configured to display the inspection report only when the driver indicates the current trip as being a DOT trip. See below for all available configuration options. For questions about the DVIR configuration for your fleet, contact your inthinc Account Management representative. Pre-Trip (DVIR) Configuration Options: DVIR Pre-Trip Enabled DVIR Pre-Trip Disabled DVIR Pre-Trip DOT Pre-Trip inspections are always enabled, regardless of DOT status. Pre-Trip inspections are always disabled, regardless of DOT status. Pre-Trip inspections will follow the DOT status. If a vehicle is configured to prompt for DOT, the DVIR form will display only when the driver indicates this is a DOT trip. Post-Trip (DVIR) Configuration Options: DVIR Post-Trip Enabled DVIR Post-Trip Disabled DVIR Post-Trip DOT Post-Trip inspections are always enabled, regardless of DOT status. Post-Trip inspections are always disabled, regardless of DOT status. Post-Trip inspections will follow the DOT status. If a vehicle is configured to prompt for DOT, the DVIR form will display only when the driver indicates this is a DOT trip. DVIR User Manual (Rev A) Page 43

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45 Process Flows with DVIR Partially Disabled, or Enabled with a Prompt The flowcharts in this section show the changes made to the flows when Pre-Trip and/or Post-Trip inspections are disabled. All other flowcharts discussed in previous sections still apply. Pre-Trip Disabled - Login Process Flow Occurs when the Pre-Trip portion of the DVIR feature is disabled, and a new driver is logging in. DVIR User Manual (Rev A) Page 45

46 Pre-Trip Disabled - Logout Process Flow Occurs when the Pre-Trip portion of the DVIR feature is disabled, and a driver is logging out. Post-Trip Disabled - Login Process Flow Occurs when the Post-Trip portion of the DVIR feature is disabled, and a driver is logging in. Page 46 DVIR User Manual (Rev A)

47 Post-Trip Disabled - Logout Process Flow Occurs when the Post-Trip portion of the DVIR feature is disabled, and a driver logs out. Post-Trip Disabled - No Driver Process Flow Occurs when the Post-Trip portion of the DVIR feature is disabled, and the vehicle moves with no driver logged in. DVIR User Manual (Rev A) Page 47

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