Sentinel Drive User Guide For Android Devices and MDTs

Transcription

1 Sentinel Drive User Guide For Android Devices and MDTs January BSM Technologies Ltd., All rights reserved Page 1

2 About this document This guide will help you familiarize yourself with the Sentinel Drive mobile application for Android devices. Here s a high-level overview of the document s major sections: Using the Application for the First Time First-time users should read this section. It covers essential first steps such as logging into the app, selecting a vehicle, setting up a driver profile, and saving a signature. Conducting Pre-Trip and Post-Trip Vehicle Inspections This section explains how to conduct pre- and post-trip vehicle inspections, how to add trailers, and how take note of vehicle defects. Clearing (Signing-Off) Defects This section explains how to clear defects identified during previous pre- or posttrip inspections. This is typically done by a mechanic. Empty Logsheets A reminder for drivers to keep empty logsheets in their vehicle. Logging Hours of Service (HOS) This section goes over HOS-related user operations, such as pairing the vehicle with your device and how to start your day, take breaks, and end your shift. Sentinel Drive FAQs Answers to some frequently asked questions. Sentinel FM Notes Various notes, best practices, and behavior that you should be aware of when using the Sentinel FM portal in conjunction with Sentinel Drive. Note: This guide is for BSM Technologies customers. It covers different Mobile and Hours of Service related solutions, so certain features and equipment described in this guide may not be relevant to your specific deployment. This guide is NOT intended to be a substitute of Hours of Service and Inspection related training. Also, the screenshots included in this guide may appear slightly different from your specific deployment. This manual can be found on the BSM University site: Customer Service BSM CUSTOMER SUPPORT: customercare@bsmwireless.com 2016 BSM Technologies Ltd., All rights reserved Page 2

3 Disclosures How Data is Used and Captured What data is captured? Vehicle activities (including speed) and ignition on/off events are automatically detected from the engine and recorded on the device. Depending on the solution, status data (such as whether the vehicle is driving, idling, parked, and so on) is collected directly from the vehicle Engine Control Module (ECM) or via GPS detection. How is the data stored? All Hours of Service-related information (automatically detected data and manually entered data) is stored locally on the mobile device or MDT terminal. This data is also sent to, and stored on, BSM Technologies servers. How can I view my logs? Logs may be viewed locally on the mobile device or MDT unit, and can also be ed directly to an inspection officer from the mobile device or MDT unit during roadside inspections. All logs are also available online at any time, and can be retrieved from the Sentinel FM website at Compliance Certificates United States BSM certifies that use of the Sentinel Drive app with a connection to the SFM7000-wifi telematics device complies with all requirements for automatic on-board recording devices in Federal Motor Carrier Safety regulation 49 CFR part when used as instructed by the Sentinel Drive instruction manual. Canada BSM certifies that use of the Sentinel Drive app complies with the requirements for Use of Electronic Recording Devices as outlined in Section 83 of the Canadian federal hours of service regulations (SOR/ ) when used as instructed by the Sentinel Drive instruction manual. Safety Disclaimer Drivers/Users are only expected to use the Sentinel Drive solution while the vehicle is at rest. Please only operate your device when it is safe to do so and is legal by relevant and applicable laws BSM Technologies Ltd., All rights reserved Page 3

4 Table of Contents About this document... 2 Disclosures... 3 How Data is Used and Captured... 3 What data is captured?... 3 How is the data stored?... 3 How can I view my logs?... 3 Compliance Certificates... 3 United States... 3 Canada... 3 How to Use the Application... 6 Using the Application for the First Time... 6 Logging in to the mobile app... 6 Selecting an asset... 7 Setting up your profile, signature, and preferences... 7 Fixed mount... 9 Conducting Pre-Trip and Post Trip Inspections Vehicle inspections Attachment inspection Clearing (Signing-Off) Defects Empty Logsheets Logging Hours of Service (HOS) Shift start and daily duty status Taking a break End of shift Log out BSM Technologies Ltd., All rights reserved Page 4

5 Personal driving Coworker operation Sentinel Drive FAQs Where do I get my user name and password? What is my company s domain name that is required on the login screen? What if the system doesn t work? How do I correct the odometer? What does the Log sync failed message mean? What should I do if internet is unavailable or if ed logs are not received by the DOT officer? What should I do if my QR code is broken and I can t select the vehicle? What if the time on my mobile app is wrong? What do I do if I m out of cellular range? What if my home terminal is wrong? What if I can t connect my mobile device to the Wi-Fi/GPS hotspot? Sentinel FM Notes BSM Technologies Ltd., All rights reserved Page 5

6 How to Use the Application Using the Application for the First Time In your device s applications, look for the Sentinel Drive logo. Tap the logo to start the app: Logging in to the mobile app Prerequisite: If you have a Wi-Fi based solution, then before logging into the mobile app, you need to make sure that your device is connected to the in-vehicle Wi-Fi. This process may differ slightly based on what device you re using, but here s the general overview: 1. Turn on the vehicle s ignition and wait about a minute. 2. Enable Wi-Fi on your device. 3. In the list of available networks, look for a network name with SentinelFM and tap to connect. 4. Enter your password. By default, it s in the format BSM[company name]123. For example, BSMsamplecorp123. Note that your company name may be abbreviated. Login to the mobile app from the login screen: 1. Enter your Username. This is usually your employee ID or your vehicle number. 2. Enter your Password. This is usually your employee ID or 1234, and should be changed after your first login. 3. Enter your company s Domain Name. This is usually your company name or an abbreviation of your company name. 4. (Optional) Enable Remember Me to save your username and domain. 5. Tap Login. Note: At the top of the login screen, you will see the Android OS versions that are supported by the current version of Sentinel Drive. This is meant to reduce issues when upgrading the device s OS, Sentinel Drive, or both BSM Technologies Ltd., All rights reserved Page 6

7 Selecting an asset For Sentinel solutions that use in-vehicle boxes/locators, you need to associate the app with an asset on the Asset Selection screen. If it s your very first time logging into the app, you ll be taken there automatically. You can also return to this screen at any time by tapping Switch Asset on the main menu. On the asset selection screen, associate the device with an asset by doing either one of the following: Enter an asset name in the text field at the top of the screen. You should see a list of assets appear as you start to type. Tap to select an asset from the list. Alternatively, tap the QR icon at the bottom right, and then point the device s camera at the QR sticker on the asset for a few seconds. This is only possible for assets that have a QR sticker. Note: For locator-based solutions, all activity within the last 14 days from any previous vehicles will be synchronized with the current vehicle to ensure that all hours are accounted for. For CYOD1 solutions (choose-your-own-device), selecting an asset on this screen immediately syncs its location with the server. To send the location of another asset, tap Switch Asset on the main menu and then search for and select the other asset. Repeat as necessary. You can also perform inspections on the currently selected asset. Setting up your profile, signature, and preferences When first logging into the app, you should go to Settings to make sure that all settings are configured properly. You must also save your signature, which is used when saving HOS logs and vehicle inspections. To go to settings, tap Settings on the main menu. Tip: You can get to the main menu from most screens by tapping the menu icon at the top left BSM Technologies Ltd., All rights reserved Page 7

8 A default signature must be stored in the mobile app before any driver logs and inspection forms can be saved. Here s how to add a default signature: 1. On the Settings screen, tap the My Profile arrow. 2. Tap Change Signature. 3. In the empty signature field, enter your signature using your finger or the back of a pen. 4. Tap the save icon in the bottom right of the screen. If applicable, you should also set your Hours of Service (HOS) rules. This ensures compliance when you use the HOS features of the application. Here s how: 1. On the Settings screen, tap Rules. 2. Tap the Cycle drop-down to display all available HOS rule sets. 3. Tap the rules that apply to you. 4. Tap to select any exemptions that apply to you and then tap the Save icon. Step 2 Steps 3, BSM Technologies Ltd., All rights reserved Page 8

9 Fixed mount The fixed mount option is intended for drivers that use the same vehicle every day, or for devices that are fixed to the vehicle. When this option is enabled, it prompts you to select a vehicle. That vehicle is then automatically paired with the device every time a driver logs in. Here s how to enable fixed mount: Notes: 1. On the Settings screen, tap the Fixed Mount slider to On. 2. If the device is currently paired with a vehicle, a dialog appears. You can either set the currently paired vehicle as the fixed mount, or select another vehicle. 3. If the device is not currently paired with a vehicle, or if you chose to select another vehicle in the dialog, you ll be taken to the Select Asset screen. Select the fixed mount vehicle. You can search by the vehicle s description, license plate, or box ID. You can disable fixed mount at any time by tapping the slider to Off. You can change the selected vehicle at any time by tapping the arrow next to Fixed mount vehicle and then selecting a different vehicle BSM Technologies Ltd., All rights reserved Page 9

10 Conducting Pre-Trip and Post Trip Inspections Vehicle inspections Do the following either during or after the physical inspection of the vehicle: 1. Tap Inspections on the main menu. 2. Tap either Pre Trip or Post Trip and then tap the New Inspection icon at the bottom right. 3. Inspect your vehicle. 4. If no defects in a category have been identified, tap the checkbox next to the inspected category. You can also tap Select All at the bottom left to quickly select all checkboxes. Note: All defect checkboxes must be selected to save the inspection form. If a defect has been identified, then do the following: a. Tap the corresponding defect category (for example, Air Brake System). This brings you to the subcategory options for that defect. b. Select from the available subcategories by tapping on the appropriate defect (for example, Audible air leak). c. Insert a comment related to that specific defect. You can optionally take a picture of the defect. 5. Once you re done your inspection, tap Save. Any selected defects will appear in red. Note: All major defects will be flagged with the following icon: When a major defect is flagged, the vehicle is deemed inoperable. Step 1 Step 2 Step 2, cont d Steps 3, 4 Steps 5a, 5b Step 6 When a major defect has been identified and recorded, a visual reminder will appear on the inspection screen. A warning message will also appear on the next login BSM Technologies Ltd., All rights reserved Page 10

11 Attachment inspection An attachment/trailer inspection must be performed every time a trailer is attached to a vehicle. This is independent of the vehicle inspection. Here s how to add and inspect an attachment: 1. Start a new Pre Trip inspection as described above (Tap Inspection on the main menu, tap Pre Trip, and then tap the new inspection icon). 2. Tap Yes at the top right (next to the Attachment field). This brings you to the Select Attachment screen. 3. As with selecting a vehicle, you can do either of the following: a. Enter the attachment name in the text field at the top. b. Tap the QR code icon at the bottom right, and then point the device s camera towards the QR sticker on the attachment. 4. Now, perform an inspection of the attachment in the same method as inspecting a vehicle. Notice the Vehicle and Attachment headers you can tap to expand and collapse them, so you don t need to scroll through all a vehicle s inspection items while inspecting an attachment/trailer. Step 2 Step 3 Step 4 Step 4, cont d 2016 BSM Technologies Ltd., All rights reserved Page 11

12 Clearing (Signing-Off) Defects Once a defect is repaired, it needs to be cleared, typically by the mechanic that repaired the defect. Here s how: 1. Tap Inspections on the main menu. 2. On the Inspections screen, tap either Pre Trip or Post Trip. You ll see a list of recent inspections, with any identified defects shown in red. A note about the list of recent inspections: a. Trailer-only inspections are denoted by a blue trailer icon and the trailer name. b. Trailer & vehicle inspections do not have a blue trailer icon, but list the trailer name. c. Vehicle-only inspections have no additional information. 3. Tap the relevant inspection report in the list. 4. Tap Clear at the bottom of the screen. All defects are cleared, and the name of the person who cleared the defects will now appear alongside that report in the list of reports. 5. Tap the Back arrows on the upper left corner of the sub-category and main category defect screens. Notice that the defect is no longer shaded red. You will also see the name of the person who cleared the defect. Note: This option is visible to authorized users only. Please contact your supervisor if it s unavailable. Step 1 Steps 2, 3 Step 4 Empty Logsheets Important Note: As a driver, please ensure you have enough empty paper logsheets and DVIR forms with you for each trip BSM Technologies Ltd., All rights reserved Page 12

13 Logging Hours of Service (HOS) Shift start and daily duty status It s a good idea to review the previous day s logs at the start of a shift. In general, logs should be complete, accurate, and signed for the last 7 days in the US and 14 days in Canada. Here s how to log your HOS: 1. On the main menu, tap Hours of Service. 2. For the current day, mark yourself On Duty at your shift start time. Tap the current status at the top left to bring up the status selection menu, and then tap On Duty. 3. If the start of shift time is earlier than the current time (for example, if you did some paperwork in the office or warehouse before logging into the device in your vehicle), you ll need to edit the log: a. On the main HOS Screen, tap Log Sheet at the bottom left. Tip: You can also tap anywhere on the HOS graph itself. b. On the screen that appears, navigate to the On Duty event in the list of events. c. Tap the relevant on-duty event and then tap the Edit icon. d. Here, tap the Start Time to edit it. You can optionally enter a comment in the text field. Once you re done, tap Save. Step 1 Step 2 Step 3b Step 3c Step 3d 2016 BSM Technologies Ltd., All rights reserved Page 13

14 Taking a break Most US Interstate rules mandate 30 minute breaks after every 8 hours of On Duty driving. Always check with your supervisor about applicable laws and exemptions. Here s how to take your 30 minute break: 1. On the Hours of Service screen, tap the current status at the top left to open the status change menu. 2. Tap 30 Min Break. A confirmation dialog will appear, asking you to confirm that you re going to take your 30 minute break. 3. Tap Yes in the confirmation dialog. You ll notice that your status on the HOS graph will change to Off Duty, and a 30 minute countdown timer will appear just below the graph. 4. You can stop the countdown at any time by tapping the current status at the top left and then selecting another status (typically On Duty). Steps 1, 2 Step 4 Important! During the day, make sure that: 1. The selected vehicle is safe to operate, and that it has no major defects. 2. You have enough on-duty and driving hours available in your daily and per cycle allowance. 3. You re connected to Wi-Fi and the pairing is correct. See below for more information BSM Technologies Ltd., All rights reserved Page 14

15 IMPORTANT NOTES ABOUT CONNECTIVITY: You can verify your device s connectivity status by looking at the connectivity indicator on the device s notification bar. See the screenshot below. If the icon is Grey, the device is not connected to Wi-Fi. If the icon is flashing Yellow, the device is connected to an incorrect Wi-Fi network (for example, not connected to a vehicle, or connected to the wrong vehicle). If the icon is Blue, the device is connected to the correct vehicle. Furthermore, GPS connectivity loss is indicated below the graph on the HOS screen: You are not HOS compliant unless the icon is blue and the device has GPS signal! You may need to fill out paper logs for periods of time where Wi-Fi connectivity or GPS signal was lost. However, note that inspection information and manual HOS information will still be transmitted to the server as long as Wi-Fi connectivity is available. Look for the standard Android Wi-Fi indicator on the right side of the notification bar, pictured above BSM Technologies Ltd., All rights reserved Page 15

16 End of shift Once a driver s shift is done, they ll need to do the following: 1. If required by their carrier, conduct a Post Trip Vehicle inspection, as described in the Conducting Pre- Trip and Post-Trip Inspections section of the document. 2. Review the day s logsheet and edit any duty statuses if required. 3. Close the current day s logsheet by changing their status to Off Duty. 4. Sign the current day s logsheet. 5. Log out of the application. Important! By US (7 days) and Canadian (14 days) regulations, the last 7 or 14 days of logsheets must be complete and accurate. It s recommended that you review your logsheets for the previous day(s) at the start and end of a trip. Log out The driver should log out of the application once their shift is done and they ve done all of the above. To do so, simply tap Logout on the main menu: Personal driving Drivers can enable the Personal Driving mode when using a company vehicle for personal means, such as when driving home for the night. Personal Driving time does not count towards On-Duty time. To enable personal driving, go to the HOS screen by tapping tap Hours of Service on the main menu, tap the current duty status at the top left, and then tap Personal Driving. Note that a visual reminder appears above the HOS graph BSM Technologies Ltd., All rights reserved Page 16

17 To disable personal driving, tap the current duty status (which will be Personal Driving) and then tap the new status, which will typically be Off Duty. Coworker operation You can use the Coworker feature to log work hours for a co-worker who is not driving. Note that the coworker must have an active HOS account in the same company domain as the driver. Here s how: 1. Tap the coworker icon in the top banner of the screen and then tap Co-Worker Login. 2. On the Co-Worker Login screen, the coworker needs to enter his or her username and password. Notice that they don t need to enter their company domain BSM Technologies Ltd., All rights reserved Page 17

18 Sentinel Drive FAQs Where do I get my user name and password? Please contact your supervisor. Typically, both your username and password will be your employee ID. The password should be changed after your first logon. What is my company s domain name that is required on the login screen? Please ask your supervisor for this information. Typically, it ll be your company name or some abbreviation of it, such as SampleTruckCorporation or STC. What if the system doesn t work? If system doesn t work for any reason, please record your duty status and vehicle inspections manually on paper logsheets and DVIR forms and contact your supervisor with details about the issues you re encountering. How do I correct the odometer? Please call your supervisor and request that they change your odometer s reading from dash of vehicle. What does the Log sync failed message mean? This means that the system couldn t communicate with the server and you might lose some updates from the server. In this case, please ensure your logsheets are correct and that you ve performed your pre-trip and post trip inspections completely and correctly. What should I do if internet is unavailable or if ed logs are not received by the DOT officer? You can offer to write your HOS logs and DVIR forms on paper and share them with the officer. What should I do if my QR code is broken and I can t select the vehicle? Please call your supervisor immediately to request a replacement. What if the time on my mobile app is wrong? The time zone setting associated to your profile is wrong and needs to be updated. Please contact your supervisor or call BSM Technologies support. What do I do if I m out of cellular range? The mobile app only requires cellular service when a new driver logs into that specific device or MDT for the first time (to sync their account). Should the driver then drive out of cellular service, the driver can still use the mobile app, but no data will be transmitted back to the BSM servers until cellular service is regained. What if my home terminal is wrong? The home terminal associated with your profile is wrong and needs to be updated. Go to the Settings tab, then tap the My Profile arrow. In the Home Terminal field, enter the correct home terminal address BSM Technologies Ltd., All rights reserved Page 18

19 What if I can t connect my mobile device to the Wi-Fi/GPS hotspot? Ensure that the device s Wi-Fi is enabled and that you have the SentinelFM network selected. If you re still not seeing the network or are having issues connecting, try restarting the device. Turn off the device, then wait for about 15 seconds before turning your device back on. Passwords are case-sensitive. Ensure that you have entered your password correctly for example: BSMsampleCorp123 For further assistance, please contact your supervisor BSM Technologies Ltd., All rights reserved Page 19

20 Sentinel FM Notes Signing a log sheet will re-send it to the server. The information on the HOS dashboard in Sentinel Fleet Management (Sentinel FM) is received from the driver s mobile device, and includes the current duty status hours (within 15 minutes). In the HOS dashboard in Sentinel FM, when a user clicks on Log ID, the server finds all unsigned records and generates a PDF. When a new signature is received by the server, it calculates any violations and generates an updated PDF. Violations are calculated when a signature is received; if violations are unsigned, they are deleted from the logsheet but remain on the audit report. In the HOS dashboard, if you see a blank page when reviewing a lot, this means that there is only one record before midnight and that the log has not yet been signed. This issue is resolved once the log is signed. PDFs generated by clicking a log ID will not be updated unless a new duty status has been received since the previous PDF was generated. For example, if you generate a log ID PDF at 9 a.m., and then generate the same PDF at 11 a.m., they will be identical unless a duty status change was received by the server between 9 and 11. Note that the numerical chart will only be updated when the page is refreshed. Modification remarks are displayed on the log, regardless of whether the log was signed. When a co-driver is logged in, then for that login session, his or her name is displayed on every log until the log is signed or the co-driver s name is manually removed. To update the log history list, you must manually refresh the page. Be aware of some issues related to the Login/Logout report: o This report was created for legacy MDTs, which were always wired (and so the vehicle was always known). However, when using Sentinel Drive, the driver must log in before selecting a vehicle. This means that the vehicle is unknown when the driver logs in. o Therefore, on the Sentinel FM server side, there may be some missing information. o For example, if a driver changes his or her duty status and then select a vehicle, the Sentinel FM server uses the most recently selected box ID and associates that with any records with no box ID. o In general, the Login/Logout report is not reliable if no box is selected. Logs will show an odometer value of 0 if there are any irregularities (such as negative mileage, odometer jumps, etc.). Once the driver signs his or her log, the odometer value is recalculated to the correct value and the log is updated. If a driver s last duty status for the day is On Duty or Driving, then the line between the last duty status change and the end of the day will be missing. This issue is resolved once the log is signed. o Note that for the following day, the graph will start at the correct place (either On Duty or Driving) at midnight, but the gap on the previous day will still appear until the log is signed BSM Technologies Ltd., All rights reserved Page 20