Introduction

Welcome to article eight of ten in this series on trucking company safety systems!  Now that the role of safety systems has been explored and different parts of a carrier’s safety program have been examined in greater detail, I am going to shift to the role technology can play in compliance management and administration.

In general, the world is moving in the direction of electronic recordkeeping and record creation.  Physical paperwork may be used as a backup, but since companies often generate so much documentation and electronic recordkeeping has become secure and reliable, it becomes hard to justify the expense needed to duplicate documents in paper format.

The trucking industry is incredibly disparate in the approach different companies take in their adoption of electronic records, though.  Some companies operate completely electronically whenever possible and constantly develop new ways to leverage technology for their operations.  Other companies’ use of technology may not extend much further than an email account and cell phone plan.

Don’t misinterpret the above paragraph as a judgement that less technologically sophisticated companies are always wrong, though.  At the end of the day, compliance is mandatory but technology is only needed as much as it enhances the ability of the organisation to function as a business.  A carrier may be able to manage its workload and make a profit while retaining decades-old physical paperwork and filing systems. 

With more of the world becoming reliant on digital documentation, many carriers are embracing digital processes to remain competitive.  Think about the daily paperwork requirements of a truck driver, for example.  If one company can use electronic devices to reduce the amount of time a driver has to spend on paperwork, not only can the driver be more productive but they will likely enjoy their job more, too.  In today’s tight labour market, such things need to be considered.

Now, let’s look at some ways in which electronics can help with safety compliance.

Electronic Compliance Options

Some electronic compliance devices are mandatory.  In Canada, Federally regulated carriers must use electronic logging devices (ELDs) instead of paper logs [1].  While this rule does not apply to all carriers and vehicles, most have to comply.  Carriers in the USA have been required to use ELDs for several years, and Canadian carriers operating in the USA have had to comply [2].  As a result, the majority of trucking companies in Canada need ELDs.

In the case of ELDs, carriers need to adopt the technology if they want to continue operating.  But, besides the hours of service (HOS) part of an ELD-carrier’s safety program, technology exists to assist in other aspects of the carrier’s safety program.

To determine where additional technology may be of assistance, a good place to start is by taking stock of all paperwork the safety program requires.  Fuel mileage books, bills of lading, delivery receipt slips, vehicle inspection forms: these all represent areas where digitisation can be employed.

I’ll now provide two examples where commercial carriers can easily use technology to their advantage: driver vehicle inspections and IFTA reporting.

Driver Vehicle Inspections

The daily requirement for commercial drivers to complete a vehicle trip inspection can be made easier by using digital programs.  Since smartphones and tablets have become common for business and personal use, it is easy for drivers to have access to digital forms that can be completed on such a device.

Many ELD programs come with driver vehicle inspection systems as part of their program, but, the inspection program offered by the ELD provider should be carefully examined by the carrier’s safety personnel before being used.  A standalone electronic inspection and compliance tool could be far better suited to their operations.

IFTA Reporting

Vehicle telematics (a term that means technology associated with vehicles that record and communicate information from the vehicle as part of its operations [3]) can be used to dramatically simplify International Fuel Tax Agreement (IFTA) recording.  Since IFTA reporting requires the recording of vehicle distances driven in different geographic areas and traditionally represented a significant portion of a driver’s paperwork-related work duties, fleets that operate under an IFTA should use technology to reduce the labour needed to meet IFTA requirements.

Besides the actual time required to create IFTA records, fleets sometimes also expend effort obtaining paperwork from drivers in a timely manner.  When the vehicle telematics system reports this to the carrier automatically and without delay, this potential source of interpersonal conflict disappears.  This goes for most digital systems since they typically wirelessly send information to the carrier without direct worker involvement.

A Tale of Caution: ELDs and HOS Monitoring

As an additional feature, many ELD providers have software that automatically detects compliance violations in the record of duty status for each driver in an effort to measure fleet compliance with HOS regulations.  Often, a carrier can view summaries of their fleet’s compliance performance on the ELD dashboard - a display screen that those with the necessary permissions can view to administer the carrier’s ELD account.

This sort of software is extremely useful and it can draw immediate attention to questionable driver behaviour.  Carriers are free to use this software as part of their hours of service (HOS) monitoring program and I recommend they do.  What I also recommend, though, is that the carrier has a method of checking for compliance outside of the ELD system. 

ELD systems may not catch all violations; additionally, drivers and other workers may find ways to exceed HOS limits while having the system not draw immediate attention to it.  Carriers need to systematically examine records for compliance; after all, government auditors will hold the carrier accountable for its drivers’ HOS compliance, not the ELD provider.  ELD providers do face consequences related to certification and reputation for providing weak compliance monitoring programs, but carriers do not slough off their HOS-related liability the moment they adopt an ELD system.

Carriers can download ELD records and audit them the same way they would for paper-based HOS records.  I recommend that some number of driver records are checked this way each month and that violation rates are tracked so that the results can be compared to the ELD’s system.  This is a great way to demonstrate due diligence in HOS management.

Summary

Eliyahu M. Goldratt, a business management expert, was quoted as saying “Automation is good, so long as you know exactly where to put the machine” [4].  This quote represents a principle carriers should keep in mind when incorporating technology into their operations.  Where the technology goes in the organisation and what it will replace are factors that need to be considered; hopefully, a chosen electronic compliance solution benefits the company in ways that can be measured in time saved and costs reduced.

There are two more articles remaining in this series on trucking company safety systems.  Read on as I discuss more ways carriers can improve and rethink their approach to safety and compliance.

References

1 - “Electronic logging devices”, Transport Canada, Government of Canada, accessed September 25th, 2021, https://tc.canada.ca/en/road-transportation/electronic-logging-devices

2 - “Electronic Logging Devices and Hours of Service Supporting Documents”, Federal Motor Carrier Safety Administration, Department of Transportation, accessed September 25th, 2021, https://www.govinfo.gov/content/pkg/FR-2015-12-16/pdf/2015-31336.pdf

3 - “Telematics”, Communications, webopedia, accessed September 25th, 2021, https://www.webopedia.com/definitions/telematics/

4 - “Eliyahu Goldratt Quotes”, BrainyQuote, accessed September 25th, 2021, https://www.brainyquote.com/quotes/eliyahu_goldratt_834691