1. Scope
This outlines the process for conducting Driver Vehicle Inspection Reports (DVIR) using the Samsara Driver App. The goal is to ensure the safety of associates and the community, maintain fleet aesthetics, and proactively manage vehicle maintenance.
2. Procedure
1. Starting a DVIR
1.1. Log into the Samsara Driver App.
1.2. Select the DVIR Icon: Start your shift by selecting the green DVIR icon.
1.3. Review Past Reports: Past DVIRs will be visible at the top of the page for reference.
1.4. Create New DVIR: Initiate a new DVIR by selecting "Create DVIR".
2. Performing the Inspection
2.1. Select Inspection Type: Choose between Pre-Trip or Post-Trip inspection.
2.2. Conduct Vehicle Walkaround: Perform a thorough walkaround of the vehicle.
2.3. Identify and Document Defects:
Select "+Add Defects" to open the Defect page.
Check off items when a defect is identified, add comments, and include pictures if necessary.
After documenting defects, select "Done" and then "Next".
3. Certifying the Vehicle’s Safety Status
3.1. Safety Certification:
Determine whether the vehicle is safe or unsafe.
If the vehicle is unsafe due to defects requiring immediate attention, mark it as such.
Select "Certify and Submit" to finalize the report.
Confirm your certification by selecting "Certify and Submit" again in the popup window.
Important: If anyone other than the driver completes the DVIR, they MUST sign out to prevent it from affecting AI-associated safety scores.
4. Management Review of DVIRs
4.1. Receive and Review DVIRs: Management receives and reviews all submitted DVIRs.
4.2. Handle Unsafe DVIRs: Address any unsafe defects promptly. Alerts for unsafe DVIRs can be sent via email or SMS.
5. Resolving Defects
5.1. Defect Resolution Workflow:
Step 1: Identify defects during Pre/Post-Trip DVIR.
Step 2: Select the vehicle requires attention if a defect is found.
Step 3: Resolve defects through the appropriate channels (local shop or Shared Services).
Step 4: Management documents the resolution and certifies the vehicle is safe on Samsara.
Step 5: The driver acknowledges the issue is corrected during the next Pre-Trip DVIR.
5.2. Documenting Resolutions:
Use the DVIR to track service progress.
Add notes for each defect in the "mechanic" section of the DVIR.
Once all defects are resolved, management marks the entire DVIR as resolved and certifies the vehicle as "Safe to Drive".
6. Verification and Final Certification
6.1. Verify the Correction:
Complete a new Pre-Trip DVIR for the same vehicle.
Review notes from the mechanic's section.
Add a report to confirm the defect was corrected.
6.2. Final Certification:
Certify the vehicle as "Safe to Drive".
Confirm that all previous defects were corrected.
3. Responsibilities
7. Drivers: Conduct thorough Pre-Trip and Post-Trip inspections, document all defects, and certify vehicle safety status.
8. Fleet Coordinators/Operations Managers: Review submitted DVIRs, manage defect resolutions, and ensure compliance with safety standards.
The Standard Operating Procedure (SOP) for Driver Vehicle Inspection Reports (DVIR) is crucial for several reasons:
1. Safety
Driver and Public Safety: Regular inspections help identify potential issues before they become serious problems, reducing the risk of accidents and ensuring that vehicles on the road are safe to operate for our drivers.
Compliance with Regulations: Adhering to DVIR procedures helps the company comply with federal and state transportation regulations, which often require regular vehicle inspections.
2. Proactive Maintenance
Preventive Maintenance: Identifying and addressing defects early prevents minor issues from escalating into costly repairs or vehicle downtime.
Fleet Longevity: Regular inspections and timely maintenance extend the fleet's life, ensuring vehicles remain operational and reducing long-term costs.
3. Operational Efficiency
Minimized Downtime: By addressing defects promptly, the company can reduce the amount of time vehicles are out of service, maintaining the fleet's operational efficiency.
Streamlined Communication: The DVIR process ensures that defects are reported and tracked efficiently, allowing clear communication between drivers, fleet coordinators, and maintenance teams.
4. Legal and Financial Protection
Documentation: Properly completed DVIRs serve as legal documents that can protect the company in the event of an accident or regulatory inspection.
5. Brand Image
Aesthetics and Public Perception: Well-maintained vehicles reflect positively on the company’s image, particularly for companies like Goettl Air Conditioning & Plumbing, where vehicles are "driving billboards" for the brand.
6. Employee Accountability
Responsibility and Ownership: The process ensures that drivers and fleet managers are accountable for the condition of the vehicles they operate or oversee, fostering a culture of safety and responsibility within the company.
7. Data-Driven Decisions
Informed Maintenance Planning: The data collected through DVIRs helps management make informed decisions about maintenance schedules, fleet replacement, and resource allocation.