SmartDebrief User Guide Version 1.3

Transcription

1 Version , Descartes Systems UK Limited

2 Contents Overview... 3 How to configure your Debrief Scheme... 4 Scheme Name... 5 Scheme Description... 5 Points Accumulation Period (Months)... 5 Scheme Effective from... 5 Debrief Points... 5 Debrief escalation levels... 5 Debrief built in comments... 5 How to debrief at a depot for the first time... 6 How to debrief a driver for the first time... 7 Debrief a driver for the first time... 8 How to add actions, close a period and generate a memo Debrief Infringements Individually Close Selected Infringements Ignore Selected Infringements Close a Period Generate a Memo How to extend empty periods How to amend periods View Debriefed Infringements on the Calendar Debrief Reports Glossary Descartes Systems UK Limited Page 2 Version 1.3

3 Overview SmartDebrief is a powerful and flexible on-line tool for managing and controlling driver infringements. It provides a full audit trail of driver and debriefer interactions and a paper trail can be created if required. This user guide has been created for users or potential users of the debriefing system. It will help you to understand what features are available and how to use them. Smartanalysis retains data derived from analogue charts, digital driver files, digital vehicle files and manual (or other ) entries. Tacho Records are generated and analysed by Smartanalysis to produce infringements whether they are Infringements (I), Exceptions (E), Faults (F), Advisories (A) or WTD Infringements (W). Many reports are already available to Operators to enable them to assess and review performance Drivers Hours Law and Drivers Hours Law (1 week) Between Dates being two examples. Before an Operator introduces debriefing, they need to decide on how they will account for any infringements and how to highlight good or bad performance this is where the Debrief Scheme comes in. It is fully configurable to your requirements. Points are allocated to infringements, and levels (or bands) set to track a driver s cumulative performance. Once set up, you then need to decide when to start and where (i.e. which depots) and who should perform the debriefings (i.e. the Driver Debriefers). SmartDebrief is flexible enough to allow depots to all start debriefing at the same time or to stagger their starts. Now let s take a deeper look into SmartDebrief Descartes Systems UK Limited Page 3 Version 1.3

4 How to configure your Debrief Scheme The Debrief Scheme is configured per Operator and must be set up before debriefing can take place. From the Menu select Debrief / Debrief Scheme Click on the arrow to the left of the page to expand the Debrief Scheme Click on Modify Debrief Scheme 2018 Descartes Systems UK Limited Page 4 Version 1.3

5 The first time an Operator enters the Debrief Scheme page, a default Debrief Scheme is loaded. This may be suitable for many Operators without change. You will be taken through the steps to allow changes to be made to the Debrief Scheme. Scheme Name A name for the Debrief Scheme Scheme Description A description for the Debrief Scheme Points Accumulation Period (Months) The period in months over which points will be accumulated ending at today s date. It is a moving window infringements outside the window will not be included in any calculations. Scheme Effective from The date the Debrief Scheme becomes effective. It will normally precede or be the same as the Depot Debrief Start Date. Debrief Points Infringements include Infringements (I), Exceptions (E), Faults (F), Advisories (A) and WTD Infringements (W). Each type can be included or excluded from the Debrief Scheme and allocated a different penalty (or number of Debrief Points). In the example above, Infringements, Faults and WTD Infringements have been included and assigned a default penalty of 8, 1 and 0 points respectively. Exceptions and Advisories have been excluded. Debrief escalation levels Many Operators want to assess driver performance by being able to quickly view the number of infringements and debrief points they have. The Debrief escalation levels provide a guide to driver performance and can be used as a sort option when viewing the Depot Debrief Overview page. The Debrief escalation level is the level the debriefer selects for the very last Action taken against the driver. It is not continually re-generated which means that as a driver s performance improves and infringements begin to fall outside the Points Accumulation Period, this level will not change until the next Action is taken. The number of Debrief escalation levels is configurable, as are the Min and Max points values for the level. Debrief built in comments When Debrief Actions are assigned to an Infringement they must include a comment. The Debrief built in comments provide a quick way to add a comment to a Debrief Action with the click of a mouse. The Debrief built in comments are configurable. A user must have the Debrief Admin role to be able to configure the Debrief Scheme. Other users may view the scheme Descartes Systems UK Limited Page 5 Version 1.3

6 How to debrief at a depot for the first time Before debriefing can start at a depot, a Debrief Scheme must be set up see How to configure your Debrief Scheme. From the Menu select Debrief / Depot Debrief Overview If not already shown in the Depot drop down list, select your depot Notice that the Depot Points Accumulation Start Date is not set (shown in red above). If the Select Depot Debrief Start Date window shown below does not appear, click Refresh Select the appropriate date and click on Set Depot Debrief Start Date Once a Depot Debrief Start Date has been set, you will not be asked to set it again. A user must have the Debrief Admin role to be able to configure the Depot Debrief Start Date Descartes Systems UK Limited Page 6 Version 1.3

7 How to debrief a driver for the first time Before a driver can be debriefed, the Depot Debrief Start Date for the depot must be configured see How to debrief at a depot for the first time. A user must have the Driver Debriefer or Driver Debrief User role to be able to debrief drivers. From the Menu select Debrief / Depot Debrief Overview If not already shown in the Depot drop down list, select your depot When the page is displayed for the first time, the filter criteria are set to display Active and Employed Drivers with Open Infringements (i.e. infringements that have not been debriefed see Glossary). Only show drivers with open infringements When selected (ticked), only drivers at the depot with infringements that require debriefing (i.e. Open infringements) will be shown. When deselected (unticked) all drivers at the depot will be shown. Only show drivers not seen in the last 8 weeks When selected (ticked) only drivers at the depot not interviewed/debriefed in the last 8 weeks will be shown. When deselected (unticked) all drivers at the depot will be shown Descartes Systems UK Limited Page 7 Version 1.3

8 Only show drivers not seen in last 8 weeks SmartDebrief User Guide It is possible to combine Only show drivers with open infringements and Only show drivers not seen in the last 8 weeks to produce the following results: Only show drivers with open infringements Show drivers [1] at the depot with open infringements that have not been debriefed in the last 8 weeks. Show all drivers [1] at the depot that have not been debriefed in the last 8 weeks. Show drivers [1] at the depot with open infringements Show all drivers [1] at the depot [1] Note that Driver selection is further filtered by the Driver Group (if used), Driver Type (All, Employed, Agency or Casual) and Driver Status (All, Active or Inactive) Only show infringements up to Infringements that occur more recently than this configurable date will not be included in any points calculations or when filtering drivers to show only those with infringements. By default it is set to the last Sunday occurring two full working weeks before today s date. By ignoring infringements that occur after this date, the debriefer is prevented from debriefing periods that are incomplete and may still have tacho records to be downloaded. This date is also referred to as the current latest working date. Debrief a driver for the first time Click on Debrief Now 2018 Descartes Systems UK Limited Page 8 Version 1.3

9 Select the date from which you wish to start debriefing the driver and click Set Driver Debrief Start Date Use default Depot start date Debriefing will start from the same date configured as the Depot Debrief Start Date. Use date of earliest infringement Debriefing will start from the date of the earliest infringement by this driver since the Depot Debrief Start Date. User defined starting date Debriefing will start from the date configured. Note that any earlier infringements by this driver will be ignored. Once a Driver Debrief Start Date has been set, you will not be asked to set it again 2018 Descartes Systems UK Limited Page 9 Version 1.3

10 How to add actions, close a period and generate a memo By clicking on Debrief Now for the driver on the Depot Debrief Overview page, and after setting the Driver Debrief Start Date, the system will try to start a Debrief Meeting. However, before it can do this a check is made to ensure that there is a tacho record for every day in the period. The check to ensure that there is a tacho record for every day in the Debrief Period only applies to Employed drivers. It is made to reduce the likelihood that tacho records will be downloaded after the period has been debriefed. The debriefer is then taken into a Debrief Meeting Ensure the Location is set correctly Add notes relevant to the meeting in the Notes window Set the Meeting Date (this option is useful if writing up the Meeting after it has actually taken place) 2018 Descartes Systems UK Limited Page 10 Version 1.3

11 The debriefer can elect to debrief each infringement individually or close/ignore selected infringements in one go. Debrief Infringements Individually Click on Debrief against the infringement If required, adjust the Allocated Points If required, adjust the Level Add a Comment (you can optionally use the quick comment feature by selecting from the Standard Comment drop down list and clicking on Add to comment) Select the Status by choosing from the drop down list Click one of the buttons Skip, OK, Cancel or Next Skip OK Cancel Next will skip to the next infringement (if any) without saving the current action will save the current Action and return to the meeting will cancel and return to the meeting will save the current action and move to the next infringement (if any) A user with the Driver Debrief User role will not be able to alter the Allocated Points 2018 Descartes Systems UK Limited Page 11 Version 1.3

12 The Level shown on the Depot Debrief Overview page is the Level the debriefer selects for the very last Action taken against the driver. It is not continually regenerated which means that as a driver s performance changes this level will not change until the next Action is taken by the debriefer. Close Selected Infringements By choosing this option, the debriefer will not be given the opportunity to configure the Allocated Points, Level, Comment or Status. A fixed comment will be added, and the Allocated Points will be set to the Original Points. Place a tick in the checkbox to the left of each of the infringements that is to be closed Click on Close Selected Infringements Ignore Selected Infringements By choosing this option, the debriefer will not be given the opportunity to configure the Allocated Points, Level, Comment or Status. A fixed comment will be added, and the Allocated Points will be set to the 0. Place a tick in the checkbox to the left of each of the infringements that is to be ignored Click on Ignore Selected Infringements 2018 Descartes Systems UK Limited Page 12 Version 1.3

13 A user with the Driver Debrief User role will not be able to Ignore Selected Infringements Close a Period A Debrief Period is considered Closed when all the infringements have status Complete. The system will automatically close the period when the last infringement is completed. If there are no infringements in the period then the system will allow the debriefer to close the period manually by selecting Close Debrief Period. When a Debrief Period is closed, the debriefer has several options; to continue and debrief the next Debrief Period, to Create a Memo or to exit the meeting. Generate a Memo This option is only available when the Debrief Period is Closed. If multiple periods have been debriefed in the same session (i.e. without exiting the Debrief Meeting), then all those periods will be included in the Memo. Click on Create Memo A Memo is created and presented to the debriefer in a new window. This should be shown to the driver and his permission sought to mark it as signed. If he agrees, then the debriefer can mark the Memo as signed. Click on Sign If the debriefer decides not to create a Memo during the meeting, then it s possible to do so at a later date by going to the driver s debrief history. From the Menu select Debrief / Depot Debrief Overview If not already shown in the Depot drop down list, select your depot If necessary, adjust the filter criteria so that the driver is displayed (remember that he will not appear if all his infringements have been debriefed and the filter criteria are set to only show drivers with open infringements) 2018 Descartes Systems UK Limited Page 13 Version 1.3

14 Click on History Select the periods to be included in the Memo by placing a tick in the checkboxes on the left hand side Click on Create Memo A Memo will be displayed, and the debriefer is taken to the screen shown at the top of the page where once again, the opportunity will be presented to sign the Memo The Create Memo option is only available when the Debrief Period is Closed 2018 Descartes Systems UK Limited Page 14 Version 1.3

15 How to extend empty periods By default, Debrief Periods are one week in duration and finish on a Sunday. The system will automatically offer the debriefer the opportunity to extend a Debrief Period if it is empty i.e. there are no infringements. By clicking on Debrief Now for the driver on the Depot Debrief Overview page the system will determine whether the Debrief Period to be debriefed is empty. If it is, then: 1. If there is an infringement between the end of the empty Debrief Period and the current latest working date it will offer to extend the end date of the Debrief Period to the Sunday that follows the infringement. 2. If there is no infringement between the end of the empty Debrief Period and the current latest working date it will offer to extend the end date of the Debrief Period to the current latest working date. If the debriefer answers No, then the Debrief Period will not be extended and a normal one week Debrief Period will be used Descartes Systems UK Limited Page 15 Version 1.3

16 How to amend periods There may be occasions when a Debrief Period which has been debriefed and closed, requires amendment. For example, new information may come to light and the debriefer wishes to adjust the points allocated to an infringement, or perhaps the debriefer wishes to add a further comment to an action. From the Menu select Debrief / Depot Debrief Overview If not already shown in the Depot drop down list, select your depot If necessary, adjust the filter criteria so that the driver is displayed (remember that he will not appear if all his infringements have been debriefed and the filter criteria are set to only show drivers with open infringements) Click on History Click on Amend alongside the Debrief Period that you wish to alter The Amend button will not appear if there is a Signed Memo associated with this Debrief Period it is not possible to amend a Debrief Period once a Memo for that period has been signed. If there is an unsigned Memo associated with this Debrief Period then the system will warn the debriefer before deleting it. The debriefer is then taken into a Debrief Meeting in the usual manner. Location and Notes are copied from the previous Debrief Meeting that took place for this Debrief Period. The debriefer can alter them if required and then proceed to debrief the infringements in the usual manner see How to add actions, close a period and generate a memo. If the Debrief Period being amended is left Open i.e. there are infringements which, as a result of the new Actions, are not Complete then the system will resume debriefing this Debrief Period the next time the debriefer attempts to debrief this driver Descartes Systems UK Limited Page 16 Version 1.3

17 View Debriefed Infringements on the Calendar It s possible to quickly see which infringements have and have not been debriefed via the Calendar. From the Menu select Calendar / Driver / Depot View If not already shown in the Depot drop down list, select your depot Select Driver Type, Driver Status, Date and Time span Notice that the two infringements by driver SMEDLEY have been debriefed Descartes Systems UK Limited Page 17 Version 1.3

18 Debrief Reports There are four Debrief Reports available: Driver Debrief Overview Debrief Infringements Summary, Debrief Infringements By Driver Full Report, and Debrief Infringements By Depot Detailed Status In Smartanalysis the process to view and search for a report is the same for every report although each report has its own user selectable parameters. The Driver Debrief Overview report is described below: Click on View Reports or Search Reports from the Report menu. Click on the Driver Debrief Overview report. The following screen is displayed Choose the depot, depot group, driver group, drive type, driver status and particular details to report on Descartes Systems UK Limited Page 18 Version 1.3

19 Depot: Driver Group: Driver Type: Driver Status: Only show infringements up to n days ago Show Driver Group: Display Drivers Never Debriefed Sort On: Sort Order: Only Show Infringements at Depots using Debrief: Allows you to pick which depot to run the report for Allows you to pick the driver group to run the report for Choose from Agency, Casual, Employed or All Drivers Choose from Active or Inactive drivers Infringements in the last (n) days will not be displayed. Default is 14 days. Choose to have driver group displayed in the resultant report (if applicable) Choose to run the report for only those drivers who have had a debrief or also include drivers who have never had a debrief Choose to sort the resultant report by Last Debrief Date, Last Debrief Meeting, Open Infringements, Open Infringements points Choose to sort ascending or descending Choose whether to only include depots that are using a debrief scheme For Only Show Infringements at Depots Using Debrief to work effectively, it is important that the Debrief Start Date is set. The Debrief Start Date is used to indicate whether the depot is in a Debrief Scheme or not. Click on the View Report button Below is an example of what the Driver Debrief Overview looks like. To print the report, you can export it into PDF format and then print it from within Adobe Acrobat Descartes Systems UK Limited Page 19 Version 1.3

20 Choose Acrobat (PDF) file and then click on Export Descartes Systems UK Limited Page 20 Version 1.3

21 Glossary Term Accumulated Points (Allocated) Accumulated Points (Original) Allocated Points Current latest working date Debrief Action Debrief Meeting Debrief Period Debrief Scheme Debriefer Depot Debrief Start Date Depot Points Accumulation Start Date Driver Debrief Start Date Meaning The total number of Allocated Points since the Start of Points Accumulation date The total number of Original Points since the Start of Points Accumulation date The actual number of points allocated by the Debriefer during a Debrief Meeting for the infringement. Points are allocated by adding a Debrief Action to an infringement. The date configured in the Only show infringements up to field on the Depot Debrief Overview page An action taken by the Debriefer during a Debrief Meeting against an infringement. It is compulsory to add a comment to the Debrief Action before it can be added to the infringement. A meeting held with a single driver to review any infringements that have occurred during the Debrief Period. The period (default 1 week, Monday to Sunday) over which infringements will be reviewed. Debrief Periods are closed by completing all infringements in this period before advancing to the next Debrief Period. The configuration used to drive the debriefing. It is configured per Operator. The logged in user who is conducting the Debrief Meeting The date from which drivers at this Depot can be debriefed. It is configured the first time debriefing takes place at a given depot. A Debrief Scheme must be in place for the Operator. The earliest date from which points against a driver can be accumulated. It is the later of: 1. The current date minus the Points Accumulation Period 2. Depot Debrief Start Date In the early days, the Depot Debrief Start Date will prevail. As time passes, or more precisely after the Points Accumulation Period has passed, this date will move each day to track the current date minus the Points Accumulation Period (normally 12 months). The date selected by the Debriefer when a driver has not been previously debriefed by the system. It is the date from which to start debriefing this driver. It is only set up once and cannot precede the Default Depot Start Date Descartes Systems UK Limited Page 21 Version 1.3

22 End of Last Debrief Period Escalation Level Infringement Infringement Status Last Debrief Meeting Meeting Created Meeting Date Memo Open Infringement Open Infringements Open Points Original Points Points Accumulation Period (Months) Start of Points Accumulation date The end date of the last Debrief Period that was closed The current Escalation Level for the driver. It shows the level selected by the Debriefer in the most recent Debrief Action added for a driver. Levels are normally selected according to the Accumulated Points (Allocated). However, the Debriefer can override the level when adding a Debrief Action. Escalation Levels are configured in the Debrief Scheme. This term is used loosely in this document to cover Faults (F), Advisory (A), Exceptions (E), Infringements (I) and WTD Infringements (W). These may or may not be shown against a driver depending on how the Debrief Scheme has been configured. The Status of debriefing an infringement; Not Started, In Progress, In Dispute or Complete. The Status of an infringement is changed by adding Debrief Actions to it. The date of the last Debrief Meeting The actual Date and Time recorded for the start of the Debrief Meeting The date and time chosen by the Debriefer for the start of a Debrief Meeting. The default is the Meeting Created date. A printable summary of a closed Debrief Period or Periods suitable for a driver to acknowledge and sign An infringement whose current Status is not Complete. It is therefore in one of the states Not Started, In Progress or In Dispute. The total number of Open Infringements since the Start of Points Accumulation date The total number of points from Open Infringements calculated using the Original Points for each infringement. The default number of points, configured in the Debrief Scheme, assigned to different infringement types The maximum period, configured in the Debrief Scheme, over which points are accumulated. The default is 12 months. It is used to determine the Depot Points Accumulation Start Date and the Start of Points Accumulation date. The actual date from which points against a driver are accumulated. It is the later of: 1. Depot Points Accumulation Start Date 2. Driver Debrief Start Date A blank value indicates that the driver has not been previously debriefed (in which case the Depot Points Accumulation Start Date is used to gather 2018 Descartes Systems UK Limited Page 22 Version 1.3

23 driver infringement data). In the early days, the Driver Debrief Start Date will prevail. As time passes, or more precisely after the Points Accumulation Period has passed, this date will move each day to track the current date minus the Points Accumulation Period (normally 12 months). Status Complete Status In Dispute Status In Progress Status Not Started Total Infringements Debriefing of this infringement is complete. There is a dispute between the Debriefer and the driver over the infringement. Resolution is required before debriefing of the infringement can be completed. Debriefing of the infringement has started and Debrief Action(s) have been added but it is not complete. Used while more information is gathered. Debriefing of the infringement has not started and no Debrief Actions have been added The total number of infringements since the Start of Points Accumulation date 2018 Descartes Systems UK Limited Page 23 Version 1.3