ELD Survival Handbook

Transcription

1 ELD Survival Handbook A Crash Course On What You Need To Conquer The Final Rule 2016 Teletrac Navman THINK ABOUT THE INK BEFORE YOU PRINT!

2 Welcome to the ELD Survival Handbook Change has come for the transportation industry. The Federal Motor Carrier Safety Administration (FMCSA) s position on compliance is now clear for commercial fleets across the nation. Electronic logging devices (ELDs) are the future of the industry. At the end of 2015, the FMCSA made use of ELDs a federal law. This emphasis on technology that manages driver safety was a historic moment for our industry. This push for a safer, more productive workforce also inspired carriers to reassess their operations and their future strategy. With the long cycle of suspension and reinstatement that preceded the final rule, it may seem difficult for carriers to become federally compliant. Drivers who have grown accustomed to using paper logs may be hesitant to switch to ELDs. Dispatchers may not know how to manage ELD technology in their day-to-day work. Change can feel daunting. Companies may not know where to look next. With the right telematics provider, however, change can be easy. The right ELD system can stave off costly violations, improve driver safety, and increase a company s competitive edge. The right ELD system can do much more than track driver hours. It can become the central point of a carrier s business, creating a comprehensive, easy-to-access view of fleet operations. An ELD connects directly to a vehicle s on-board computer. Harnessing that data can make the difference between good work and great work. The right telematics provider can help guide you toward the next phase in your business. I hope this guide will assist you in identifying which ELD system best suits your need, keeping your team safe and productive as we move into a new age in transportation. Utilizing technology to secure the tentpole ideas of safety, transparency, and commitment to excellence is a watershed moment in the industry. Sid Nair Senior Director, Transport & Compliance Teletrac Navman.

3 What are ELDs? Electronic logging devices (ELDs) are tablet computers that allow drivers to record their Hours of Service (HOS). HOS are federally regulated work schedules that apply to commercial vehicle drivers. HOS laws define how long drivers can work per day and per week, when they need to take breaks, and how they need to record their schedules. ELDs are connected to the vehicle s engine and record ignition on/off and vehicle location via GPS. The devices then reconcile this information with the HOS schedule, automating HOS records for drivers. The ELD s connection to the engine also provides a wealth of data for carriers. Businesses can determine which routes cost the most fuel and time, which drivers need further instruction, and which routes are the most profitable for the company. ELD connected to vehicle engine automatically records driver HOS statuses HOS statuses are uploaded to telematics system Managers can review HOS statuses, run reports, and create compliant routes

4 Explanation of the ELD Final Rule Explanation of the ELD Final Rule Hours of Service (HOS) compliance is nothing new. The federal government started enforcing HOS laws in the 1930s and has kept versions of these laws on the books ever since. These laws are designed to match a truck driver s demanding schedule with the body s sleep/wake cycles, also known as circadian rhythms. Each iteration of HOS laws has sought to improve driver and road safety. The ELD Final Rule requires carriers to use ELDs in place of paper logs. Through a connection to the vehicle s engine, ELDs collect vehicle location data managers can use to help drivers improve performance. This information helps both drivers and managers businesses are able to schedule more profitable routes and drivers are able to complete their jobs more efficiently. Here are the three important dates concerning the Final Rule February 16th, 2016 On this date, the ELD Final Rule becomes effective. This is not a compliance deadline. December 18th, 2017 This is the first compliance deadline. From this date, paperlogs can no longer be used. Carriers will have two options at this point using an ELD or using an AOBRD. December 16th, 2019 This is the final compliance deadline. On this date, all carriers must use ELDs. AOBRDs will no longer be an option. How to Explain ELDs to Drivers ELDs are a sea change for drivers. Transitioning from paper logs to electronic logging devices entails not only a change in how drivers work but also in how businesses think about driver culture. Managers should keep this in mind when introducing ELDs to drivers. There are many points of concern managers may hear when introducing ELDs to their drivers. With the right information, however, these issues can be quickly smoothed over and resolved. Here is a list of common points of opposition to ELDs and how fleet managers can respond to them. ELDs are Big Brother looking over my shoulder. ELDs store the same amount and type of information as a compliant paper log. The federal government is mandating ELDs to promote safety, not control drivers. They are used to help drivers stay safe and prevent overwork. I don t need a computer telling me when to take a break. Breaks were federally mandated before ELDs became mandated. The ELDs help drivers avoid failing an inspection. ELDs help drivers manage their time by giving a warning before a break period. You don t trust me to do my job. Implementation is for safety and compliance, not out of lack of trust. ELDs help improve how you drive, make deliveries, and interact with customers. Management will help improve your performance ELDs are constructive, not punitive.

5 How to Explain ELDs to Your Company The term ELD is used to describe electronic logging devices, but what does that mean, really, and how do you sell the concept to your company? It comes down to understanding the needs of your team and value the best ELD systems can introduce in cost savings and growth. Once you unveil the many features and benefits that ELDs can offer your team, your company will have no choice but to say yes to a multi-purpose fleet management and compliance solution. Survey Says... According to a C.J. Driscoll & Associates survey, 52% of companies that operate commercial fleets and are subject to federal HOS rules report paper logs as their compliance solution to monitor driver hours. It s not surprising that companies are skeptical about electronic devices. Some business owners can t see a return on investment when 500 of their 6,000 vehicles are subjected to regulations, or they feel that compliance issues are not affecting their bottom line. A lot has changed in the industry, however. The ELD proposal will soon take effect, enforcing ELD use for all commercial fleets. Investing now in a scalable solution that eliminates costs ensures that your business stays relevant in an industry where technology equates to staying compliant. Keep in mind that there are positives in relying on ELDs. The same survey notes that businesses are ecstatic about the rewards that an ELD solution can offer. We like efficiency, so if we can do away with the log books and use the electronic system, it would be a benefit, said a construction company with 80 vehicles. Companies that currently use ELDs or AOBRDs report a reduction in violations, drive time, driver coercion, and an increase in efficiency. In addition, drivers are happier; they eliminate paperwork and on-the-road manual log submissions while increasing efficiency through invehicle tools that come pre-installed on their devices. At the end of the day, ELD systems are about more than meeting compliance; they re about maintaining a productive and efficient workforce. Calculate Your Return on Investment (ROI) Exploring how your business can increase growth and its competitive edge is a crucial part of managing a fleet. Use an ROI calculator to find out the end costs of purchasing an ELD compliance solution. Page 6 in this guide gives you a snapshot of the savings you ll see with an ELD system. Statistics and research can assist in the decisionmaking process and advance your company s long-term goals. Anticipate Questions When it comes to compliance and measures to remain violationfree and safe, companies may have questions. Make sure to research the topic and collect information that will help you sell ELDs to you team. The more you understand the data you ll be sharing, the better chances you ll have at receiving a positive response from your company. There are a range of topics you can address in your presentation. Here are a few to get started: What is the ELD solution s ROI? Be sure to create calculations for several scenarios related to company output and expenditures. The best ELD providers offer methods that show you the value in numbers. Go to page 6 to see a breakdown in savings. Will additional resources and personnel be needed to implement the system? What is the implementation timeline? New systems typically require some assistance from the provider, which equals to down time while implementations are taking place. Find out the length of a basic installation. Focus on the value the system will ultimately provide your workforce. What are the system s contractual terms and costs? Demos are a great way to learn about obligations tied to a particular ELD system. You ll have an opportunity to ask questions and receive information, including pricing. Not all providers offer real numbers, but it s good to at least have approximations of the spending involved. Does the solution do more than track HOS, as well as meet compliance? Each system is different, but only the right solution can offer a chance to optimize your fleet management and efficiency with features that give you insight into vehicle performance. Online research can only take you so far. Invest time in speaking with the most reputable providers before you present to your company. Meeting with industry experts can guide you and help answer questions that may arise in your search. Take the Solution for a Spin Testing an ELD is unlike driving a vehicle where there s wheel and a roar of a powerful engine. But the right ELD solution can offer managers and drivers functionality that parallels the most technologically advanced navigation and GPS systems on the planet. The best providers offer insightful demos where you can touch and unlock a line of features that high-powered ELD systems pack, heightening the experience of actually owning one. Not only will you see how it works, you will also capture how it can work for your company s demanding and growing environment. Bottom Line Ideally, you d like the ELD system you choose to speak to business concerns, as well as address inefficiencies. Knowing where to look for information and which questions to ask during your search will get you where you need to be when you re presenting to your business. There s no better feeling than knowing you can help your company increase compliance, productivity, and safety day in and day out.

6 Drivers and Dispatchers Review ELDs Electronic Logging Devices (ELDs) can elevate both a business and its drivers from satisfactory, to top performing. Drivers in particular can increase efficiency by eliminating paper logs, saving time from human error, and stopping at rest areas or fuel stations to fax logs. With ELDs drivers can easily receive assignments from dispatchers, and enter and submit their daily hoursof- service electronically, right from their in-cab displays. Drivers can maintain a clear record of all of their hours through an easy-to- use screen that simplifies driver workloads and facilitates rapid data entry, improving compliance and safety. Hear what drivers and dispatchers have to say about how ELDs are helping them in their daily workflow: Electronic logging devices or paperless logs as we call them, helps us record all hours of service, and driver vehicle inspection report information. John Calhoun, Dispatcher I am the Teletrac Administrator at my company with 300+ Drivers and 175+ Vehicles. I had many drivers refuse [to convert to ELDs], but [eventually] all converted and now they are very happy. In terms of paperwork reduction- I have found that the drivers who had the most trouble were the ones who didn t want to follow the rules even on paper! Gail Barnes, Dispatcher I run e-logs in my truck and bring home between $1100 and $1500 every week, so get with a good company or sink. Will Beckham, Independent Carrier I own my own truck, and I run e-logs and make more money now than I did with paper logs. Larry Poulos, Independent Carrier I run 660 miles per day, five days a week in a 67mph truck, at 62.5 cpm, and run e-logs. Granted, there isn t a lot of time for lolly-gagging, but that paycheck makes it well worth my while. Jimmy Graski, Fleet Driver If you re logging paper legal[ly] then nothing should change for you except less paperwork. Larry McHerst, Independent Carrier Note: These reviews were gathered from an ELD Final Rule poll conversation facilitated on Teletrac s Facebook page.

7 ELD Benefits: How Managers and Drivers Win ELD functionality can elevate a business from satisfactory to top-performing. Driver efficiency increases, while improved fleet management optimizes everyday tasks and performance. Federal compliance, reduced paperwork, automated driver tasks, electronic driver logs, HOS reporting to track statuses and locations, and digital driver vehicle inspection reports sent directly from a driver s cab you can achieve this and more. All it takes is the right ELD system at your reach. Manager Benefits Driver Benefits Eliminate paper logs and timely driver submissions, such as faxing at fuel stops, and future fines associated with manual entry errors Quick communication between managers and drivers response times improve and managers are free to focus on other managerial duties, saving time and resources Instant insight into available and remaining hours of service for each driver, including notification of violations as they happen in real time Managerial access to HOS driver log summaries and reports at any time, improving decision-making A federally compliant system is in place, allowing businesses to operate under the most recent FMCSA regulations Driver work hours and time on the road is easily collected, helping in planning and scheduling Data is captured, including statuses and engine use, which can prove useful for possible disputes and legal proceedings. Logs are automated, eliminating time-consuming processes, such as manually entering hours on paper logs and stopping to fax at fuel stops, and human error Insight into cumulative and remaining hours of service before mandatory resets Faster and more compliant roadside inspection access for officers and scale houses Less paper processes, reducing the chances of lost log grids and summaries and associated fines Improved overtime hours due to less paperwork completions and submissions when on the road Additional ELD features, such as truck navigation, helps drivers focus on road safety and timely arrival to customer sites Reduced driver abuse and coercion due to secure data entry through electronic log books and signatures to verify accurate hours worked Teletrac Navman THINK ABOUT THE INK BEFORE YOU PRINT!

8 Grocery Supply Company Editors note: Teletrac Inc. and Navman Wireless are now merged as a global telematics powerhouse. This content was created prior to the unification of both brands. How a Texas Outfit s Drivers Accepted ELDs In December 2015, the U.S. government announced its electronic logging device (ELD) Final Rule, ushering in a new age of transportation dedicated to driver and road safety. Implementing these devices affects every part of a carrier s operations, from the drivers to the managers to the customers, boosting both safety and efficiency. Don Owen, Transportation Manager at Grocery Supply Company in Sulphur Springs, TX knows how important ELDs are to a company s operations he s been using them for almost ten years. Owen is a pro when it comes to driver management. From the start, he knew the importance of getting all parties on the same page. Before using ELDs, we were using paper logs, says Owen. When it came time to transition to ELDs, we discussed it in safety meetings with the drivers. We made sure they knew that ELDs would be a benefit to them, that they would make their jobs easier. This initial conversation is crucial to a successful implementation. You have to get past the transition period because how you handle that transition period is paramount in getting the buy-in from the drivers, says Owen. During this transition period, Owen stresses listening to drivers concerns and responding to them. By opening a dialogue, managers can clarify the company s use of ELDs this can go a long way to allaying common driver concerns involving the technology. Listen to what the drivers tell you. Let them know that the ELDs are not Big Brother and that they re for safety and legality says Owen. When discussing drivers concerns, time management is another frequently-cited issues. Drivers traditionally had a good deal of autonomy in how they managed their time. ELDs place greater controls on how drivers use their time, keeping them responsible for staying on top of their jobs. ELDs track your time much better than do paper logs, says Owen. I used to be a driver, and paper logs could be manipulated to work in a driver s advantage. With ELDs, that manipulation is out. Here s how I look at it. If doing what you re supposed to be doing and going where you re supposed to be going, then ELDs are not a problem. The ELD Final Rule sent a clear message to the transportation industry compliance and safety technology is here to stay. Grocery Supply Company is a sterling example of a company that has embraced the change. They have installed ELDs in all 54 of their trucks. With ELDs, we re able to easily tell our customers when our drivers will arrive, says Owen. Our drivers don t have to worry about miscalculating their hours and they re able to go home more often and get rest. As a business, we can create profitable routes for every driver we have. When embraced by an organization, ELDs are more than just compliance tools. They become the key to pushing a business forward into a new phase of success.

9 2016 Teletrac Navman THINK ABOUT THE INK BEFORE YOU PRINT!