Effective Driver Vehicle Inspections

1. Attention Attendees: • Thank you for attending! • The presentation will start in a few minutes at 1:00 PM Central. • You will be muted during the event. • Please use the Question feature to text questions to “Q & A”. We’ll try to answer them during the Q&A period if they are not covered in the presentation. • The slides and recording will be posted within 7 days at: http://www.jjkeller.com/nptcinfo Effective Driver Vehicle Inspections This webcast will cover ... How to link safety and maintenance Regulations on the federal vehicle inspection vehicle Effective policies, procedures and drive and maintenance training Question & Answer Moderator Dr. Gary Petty, President & CEO, NPTC Panelists Tom Bray, Sr. Editor – Transportation Management, J. J. Keller & Associates, Inc. Tom Moore, CTP, Senior Vice President, NPTC Greg Whisenant, Corporate Risk Management, Transportation Safety Manager, Shaw Industries, Inc.

2. Dr. Gary Petty President & CEO National Private Truck Council

3. Introduction • Regulations – Tom Bray • Policy and Procedure Best Practices – Tom Moore • Shaw Industries’s Program – Greg Whisenant • Housekeeping issues: • You will be muted during the event. • Please use the Question feature to text questions to the Q&A Panelist. We’ll try to answer them during the Q&A period if they are not covered in the presentation. • If you lose the program window and need to re-loginbe sure to enter a different e-mail address to avoid being denied access for multiple logins. Gary Petty National Private Truck Council

4. DOT Driver Inspection Requirements Tom BrayJ. J. Keller & Associates, Inc. Thomas Bray Senior Editor, Transportation Management J. J. Keller & Associates, Inc.

5. Unsafe Operations Forbidden (396.7) • Catchall for law enforcement and auditors • A motor vehicle shall not be operated in such a condition as to likely cause an accident or a breakdown of the vehicle. • Knowingly operating an unsafe vehicle can make a carrier criminally liable. Tom BrayJ. J. Keller & Associates, Inc.

6. Driver Inspections • Required by the regulations • Pre-Trip (§392.7 and §396.13) • Enroute inspections (§392.9 and §397.17) • Post Trip/DVIR (§396.11) Tom BrayJ. J. Keller & Associates, Inc.

7. Driver Inspections • Pre-trip (§392.7 and §396.13) • Driver cannot operate the vehicle until the driver is satisfied with the condition of the vehicle (Part 393 and Appendix G are the guides) • Regulations list the MINIMUM that must be checked. Many carriers require more! • No required form, however, many carriers have developed mandatory forms or require flagging on the driver’s log (best practice). Tom BrayJ. J. Keller & Associates, Inc.

8. Driver Inspections • Enroute: • Only required if vehicle is hauling unsealed cargo or hazardous materials. • HM: Done every time the vehicle is parked. • Cargo securement: Driver must stop every 3 hours/150 miles to check unsealed cargo. • “Walkaround inspection” checking tires, lights, hubs, cargo securement, coupling devices, and general condition. • No required form. Best practice, “flag” on log. Tom BrayJ. J. Keller & Associates, Inc.

9. Driver Inspections • Post-trip (§396.11) • Driver must report condition of the vehicle at the end of the workday to the carrier in writing (DVIR form required). As a best practice, carriers require this inspection to be noted on the driver’s log. • Regulations list the MINIMUM that must be reported on. Many carriers require more! Tom BrayJ. J. Keller & Associates, Inc.

10. Audit Point DVIR violation in compliance reviews common (number one critical violation). • Common violations: • Failure to submit. • Failure to act on reported defects (can lead to claims of knowingly operating unsafe equipment). • Failure to have certifying signatures. • Failure to retain. Tom BrayJ. J. Keller & Associates, Inc.

11. DVIR Flow-No Defect Driver finds no defect Driver signs DVIR showing no defects Next driver reviews DVIR as part of pre-trip and submits DVIR to carrier (no “second or third signature” required) Tom BrayJ. J. Keller & Associates, Inc.

12. DVIR Flow Driver Reports Defect Driver notes defect on form Mechanic or carrier official acts on report, then signs that repairs were completed or not necessary Next driver to pre-trip vehicle reviews previous DVIR and signs agreeing with the mechanic or carrier official DVIR with all signatures is submitted to the carrier Tom BrayJ. J. Keller & Associates, Inc.

13. Tom BrayJ. J. Keller & Associates, Inc.

14. Tom Moore, CTP Senior Vice President National Private Truck Council

15. Why Do You Need to Conduct a Pre- and Post-Trip Inspection? • Compliance • The Driver & Manager can be held liable • A good inspection helps prevent road calls and interruptions to sales • Why aren’t the regs followed? • Conflicting goals • Forms and processes that lead to poor follow-through • Complexity of Equipment • Poor training/understanding • Drivers don’t believe the company listens or cares Tom MooreNational Private Truck Council

16. Driver Inspections • “Care and Feeding” of Vehicles by Drivers Is a Training and Policy Issue! • Roadside and maintenance inspections best gauge of driver performance Tom MooreNational Private Truck Council

17. Driver Inspections Make sure drivers have necessary tools: • Training that emphasizes regulatory requirements, timing of inspections, developing a routine, and standardization. • Tire gauge • Hammer • Flashlight • Gloves • Inspection checklist • Contact number and name for questions Tom MooreNational Private Truck Council

18. Driver Inspections • Critical components of any inspection: • Under hood. • In cab (including driver, vehicle, and shipment paperwork). • Walkaround, including lights (the largest component). • Airbrake check. Tom MooreNational Private Truck Council

19. Driver Inspections • Example of routine: • During the walkaround portion of the pre- and post-trip, have lights on and take one step and check everything you see working from top down, then under, checking inside out when looking under. • When at any wheel check, check as much of the following as possible: • Brakes (air lines, chamber, pushrod, adjuster, S-cam and pins, brake lining, drum or rotor). • Suspension (hangers, springs, arms, shocks, bags, etc.) • Wheel assembly (rims, lugs, hub, hub oil level and leaks). • Tires (tread, condition, and inflation). Tom MooreNational Private Truck Council

20. Audit Your Inspection Practices • Road Breakdowns • Out of service rates • Accident rates • Equipment violation citations • Maintenance cost and repair Tom MooreNational Private Truck Council

21. Benefits to Employees • Driver Benefits • Improved asset uptime • No departure delays • Decreased risk of DOT fines • Clearer lines of communication • Technician Benefits • Improved asset uptime • Improved productivity • Streamlined paper work process • Educated driver Tom MooreNational Private Truck Council

22. Benefits to Company • Lower overall maintenance costs • Reduced breakdowns • Increased fuel mileage • Improved on-time percentages • DOT Compliant – Better CSA Scores • KPI Data for Improved Maintenance • Trained/harmonious employees • Improved Communication • Improved retention Tom MooreNational Private Truck Council

23. FPO Greg Whisenant Corporate Risk Management Transportation Safety Manager Shaw Transport Inc.

24. Shaw TransportFleet Operations • Shaw Industries Inc. – 23,000+ employees • Flooring Manufacturing Company • Shaw Transport Inc. • Private/For-Hire Fleet • 1,250 + Drivers • 50,000,000 miles annually • 800+ Power Units • Berkshire Hathaway Company Greg WhisenantShaw Industries

25. Shaw Transport Divisions • Over The Road Division 153 Power Units Single & Team Operations • Peddle Division 52 Power Units Southeast Delivery Drivers • Inter-Plant Division 94 Power Units Local Pant to Local Distribution Facilities • 28 Regional Distribution Facilities 430 Power Units The remaining power units are operated by various divisions. Greg WhisenantShaw Industries

26. Purpose of DVIR • To have an established procedure for drivers to perform pre and post trip inspections required by the Federal Motor Carrier Safety Regulation (FMCSR) • The pre and post trip inspections recorded daily on the Driver Vehicle Inspection Report (DVIR) • Help avoid DOT penalties and provide a sound basis for a good inspection and maintenance program. • Daily inspection of vehicles will help prevent small problems from becoming BIG PROBLEMS Greg WhisenantShaw Industries

27. DVIR Driver Responsibilities • Drivers are responsible for filling out a DVIR at the end of each day for each vehicle he/she has operated. • The driver is responsible to review the last DVIR, and make sure the vehicle is in safe operating condition prior to leaving on a trip. • Pre-trip inspections are to be conducted prior to each trip to help identify problems that could cause a breakdown or an accident. (FMCSR 396.13) • Post-trip inspections must be performed at the end of a driver’s work day on the commercial motor vehicle (FMCSR 396.11.) Greg WhisenantShaw Industries

28. DVIR’s • Good Drivers know their equipment! • Well maintained equipment reduces violations found during Roadside Inspections. • Keeps your CSA Score low in the “Maintenance” category. • Anytime an accident is litigated DVIR’s are requested. • Recommend pulling the last thirty days of DVIR’s any time an accident occurs in an on road type accident. Greg WhisenantShaw Industries

29. DVIR’s • DVIR Auditing • Three signatures needed on any DVIR’s with safety defects. • Remind drivers to maintain the equipment like it’s new. • The no bungee cord or duck tape rule! Greg WhisenantShaw Industries

30. This a properly Filled-out DVIR. Make sure you turn in the proper color of paper-work.

31. Requirements: Correct tractor, trailer number & location. Explain defects or deficiency in the remarks sections. Check box if “No Defects” on tractor. Check box if “No Defects on trailer. Sign if defects or deficiencies are reported and repaired. Must be signed by mechanic. Driver signature every time form is complete. Mechanic’s signature if needed.

32. Greg WhisenantShaw Industries

33. Electronic DVIR’s • Recently moved all drivers that operate vehicles with EOC’s to E-DVIR’s. • Reduce filing time • Reports get to operations faster • And repairs get completed quicker Greg WhisenantShaw Industries

34. Through Customization & Automation, Increase DVIR Compliance • Ensure compliance with company inspection policies • Require Driver Upon Login or Logout to Complete Pre/Post Trip eDVIR • Provide a means to review previous days DVIR and maintenance messages • Integration to 3rd party maintenance packages • eDVIR • Odometer

35. Maintenance Reports for Monitoring eDVIR Action Items

36. DVIR’s & CSA Scores • DVIR’s not only keep maintenance scores down • They can help prevent down time on the roadway which in turn can prevent HOS violations • They can prevent accidents to keep crash scores down as well • At Shaw we feel like our CSA scores come from doing everything we can to stay compliant and safe. Greg WhisenantShaw Industries

37. Shaw Industries CSA Scores

38. Question & Answer Session Please continue to submit your questions. Tom BrayJ. J. Keller & Associates, Inc. Gary Petty National Private Truck Council Tom MooreNational Private Truck Council Greg WhisenantShaw Industries

39. Closing Remarks • Checkout the archive of past topics at: http://www.jjkeller.com/nptcinfo • PowerPoint slides and recording up in 1 week • Remaining topics for 2013: • July 10, 2013 - DOT Drug & Alcohol Testing • October 2, 2013 - Physical Qualification of Drivers: DOT Physicals, CDLs and Med Cards, Functional Capacity Testing Gary Petty National Private Truck Council

40. Thank you for participating in today’s webcast! Visit: www.jjkeller.com/nptcinfo For today’s presentation and learn more about future NPTC and J. J. Keller webcasts.

41. Due to the constantly changing nature of government regulations, it is impossible to guarantee the total and absolute accuracy of the material contained herein or presented. J. J. Keller & Associates, Inc. and NPTC, cannot and does not assume any responsibility for omissions, errors, misprinting or ambiguity contained. J. J. Keller and NPTC, shall not be held liable in any degree for any loss, damage or injury caused by any such omission, error, misprinting or ambiguity present. It is made available with the understanding that J. J. Keller and NPTC are not engaged in rendering legal, accounting or other professional service. If legal advice or other expert service is required, the services of such a professional should be sought.