Waste Fleet Safety: Tips and Tools to Ensure Safe Driving. White Paper.

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1 Waste Fleet Safety: Tips and Tools to Ensure Safe Driving White Paper

2 Table of Contents Introduction 1 CSA Fleet safety planning 3 Influencing driver behavior 5 The required tools 6 Driver scoring and monitoring 7 Fleet mapping 8 Reports and alarms 9 Vehicle Inspection and Maintenance 10 Accident management 11 In closing 12 About FleetMind 13 ii

3 Every year, an estimated 20 percent of all fleet vehicles are involved in accidents. The direct and indirect costs of these accidents are tremendous. From insurance premiums to the potential threat of fatalities, serious injury and employer liabilities safety initiatives are a critical concern for waste fleet managers and senior executives. INTRODUCTION While many direct costs of accidents are covered by insurance programs, the following indirect costs can be far more damaging:. Time and productivity lost due to injuries or related administration requirements. Resulting increases in insurance rates. Time and costs involved in replacing vehicles. Time and productivity lost in terms of vehicle use. Additional time required for paperwork and accident oversight. Loss of reputation or negative publicity as a result of accidents or unsafe driving. Resulting legal costs Accidents impact so many aspects of waste fleet and business operations that estimating the true direct and indirect costs is difficult but the stakes are high and the risks need to be mitigated at all levels of an organization. The reality is that most accidents are avoidable, and effective safety management can reduce the risks significantly. A safe fleet can often reduce frequency of accidents by half. It all boils down to driver behavior. 1

4 CSA 2010 CSA 2010 The Federal Motor Carrier Safety Administration (FMCSA) launched a new fleet safety rating system know as Comprehensive Safety Analysis (CSA) 2010 which is now being implemented across North America to score fleets and drivers on their safety performance. This underscores the burgeoning move toward greater safety and driver accountability. The CSA is intended to improve road safety by keeping track of the safety data related to both carriers and drivers, and by taking prompt action to correct or address any apparent safety issues. CSA 2010 is expected to have four major impacts for waste management firms: 1. Driver performance files will need to be updated on a continuous basis to list all violations over a 36 month period. This will ensure complete safety transparency over a statistically significant period. 2. A driver's file will provide the entire history of the individual s safety performance. This will make it easy to assess driving performance and habits. 3. Drivers will need to adjust to increased monitoring and scrutiny, and fleet managers will have to ensure a greater culture of safe driving accountability. 4. Safe drivers will be in even greater demand. Any way you slice it, it s becoming clear that fleet safety performance is top of the list for every fleet-driven organization. 2

5 Fleet safety planning In order to be truly effective, a fleet safety plan needs to take into consideration how you select and train your drivers, vehicle inspection and maintenance, and ongoing monitoring and data collection. Important elements should include: 1. A formal safety policy with complete management support. A safety policy needs to articulate very specifically the mission and expectations of the program. It also requires the full support of the management team on a consistent basis. This may sound obvious, but a policy without senior level enforcement will not succeed. 2. Clearly articulated roles and responsibilities. The clear designation of accountability and responsibility needs to be identified and tied to performance evaluations. Every implicated member of the team needs to understand what is expected of them. 3. Ongoing driver management. Drivers are at the heart of every successful or unsuccessful safety program. New drivers need to have safe driving records. Existing drivers need effective safety training. All drivers need to be monitored daily and in real-time to measure and track driving habits. Typically incentives should reward safe driving, and rapid intervention and correction should address unsafe driving behavior. Drug and alcohol testing are often a mandatory part of driver management practices. FLEET SAFETLY PLANNING 4. Vehicle inspection and maintenance. Safe vehicles are essential for safe driving. Vehicles need to be inspected regularly, and data needs to be collected in real-time via electronic control module (ECM) and other vehicular data to provide accurate performance reporting and real-time alerts. 3

6 5. Accident reporting and investigation. For accident preparedness, it is essential to have a system in place that properly captures all vehicle and driver data to facilitate post-accident procedures. 6. Data collection. Data collection software technologies can deliver a visual presentation of performance metrics to identify trends in driver behavior, track vehicles and service performance and measure efficiencies. Fleet Management Software Example - Profile Views: To support an effective safety program, you need to identify and set your policies and performance (KPIs) measures. 4

7 Influencing driver behavior Fleet safety is all about reducing risk by reinforcing safe driving behavior. Fleet managers who have limited or no visibility into their drivers behavior, cannot address or mitigate the issues, and cannot deal effectively with at-risk drivers. This lack of visibility directly impacts their risk factors, safety records and operating costs. Waste and recycling firms need to ensure that fleet managers have the tools and information they need to pro-actively implement fleet safety initiatives and mitigate associated risks. A waste fleet manager needs to approach safety management in four ways: 1. First he needs to identify the high risk drivers. Who are the drivers that constantly exceed speed limits, drive aggressively, accumulate complaints and are involved in the most accidents? 2. Secondly, these drivers need to be coached toward safer and more defensive driving techniques. Incentives can be offered to help motivate safer driving behavior. 3. Third, driving patterns and behavior need to be continuously monitored to reinforce behaviors on a daily basis. It s too easy to lapse back into bad habits. Changing and maintaining driving behavior is a long-term process. 4. And finally, systems and processes need to be put in place to deal effectively with any accidents that do occur. Accident management is an important piece of an overall safety program. INFLUENCING DRIVER BEHAVIOR 5

8 The required tools Fleet management tools can provide managers with real-time visibility into driver activity and behavior. All departments should typically have access to centralized fleet safety data for a completely transparent representation of a fleet s safety performance. A safety-capable fleet management solution should allow for critical visibility into truck and driver activity with its fleet mapping and reports and alarms solutions. Digital dashboards - once the domain of Fortune 500 firms can now provide you with a single interface into a variety of operations information specific to your business requirements. These dashboards are increasingly becoming a part of waste fleet management solutions and are typically designed to track key fleet and driver performance indicators (KPIs) to flag any potential problem areas. With a fleet management dashboard, KPIs are proactively tracked and presented to you for immediate review, regardless of your company size. You no longer have to pull the data from multiple sources, analyze it and extrapolate key findings a fleet management dashboard can easily track and distil the information you need and display it in real-time. Fleet Management Dashboard Example - Tracking Routes: REQUIRED TOOLS The benefits of a fleet management dashboard are wide-ranging:. You have a vastly improved ability to make decisions - a visual presentation of performance measures lets you identify trends in driver behaviour and track vehicles and service performance for optimal safety.. You can better align your organization by working from a universal set of metrics and a single view into these, all internal functions can track organizational safety goals and performance.. You increase operational efficiencies you save time over running multiple reports, gain total visibility into all information, better manage routes and drivers, and can respond faster to safety issues.. You can deal with problems faster by being able to detect and identify problem areas, you can better manage exceptions, deal with driver or vehicle issues, and ensure safety program adherence. 6

9 Driver scoring and monitoring Of all the standard fleet safety components, driver monitoring and the ability to easily score driver behavior are of utmost importance. Automatic and real-time access to driver scoring results provides the information required to give constructive feedback to drivers, reward safe driving behavior and provide the requisite coaching for any unsafe activity. Driver activity can be monitored easily and immediately, and accurate data can be readily captured to deal with any driving incidents. Real-time driver scoring provides fleet managers with a score based on specific corporate criteria, such as for example maximum speed limits. All drivers are subject to speeding occasionally, however at-risk behavior such as repeated speeding and hard-braking violations need to be tracked and flagged automatically. A scoring report can rank drivers to ascertain those that require additional safety training or are at highest risk for safety violations. Good drivers can be identified and rewarded accordingly. A driver s adherence to formal safety policies needs to be considered into their regular performance reviews. Driver scoring data is usually presented in immediate and user-friendly formats, making it easy for managers to access the required information anytime. Driving patterns can typically be identified for both behavior and location. Fleet Management Software Example - Driver Scoring: SCORING AND MONITORING Fleet managers need to be able to manage safety performance quickly and easily. Driver scoring information that is available at a glance simplifies the management of a safety campaign. 7

10 Fleet mapping Fleet mapping features provide a real-time map view of your waste vehicles positions relative to towns, cities, highways and streets. These allow you to select from a number of layers which determine the level of detail and plot the vehicle s position according to reported events. Using fleet mapping tools, you can reconstruct the route taken by a driver on any given day, verify any deviations or unscheduled side trips, and view alarm criteria, such as exceeding a specified speed limit. FLEET MAPPING Fleet mapping tools typically let you track drivers, determine how your vehicles are being handled, determine which drivers generated alarms and where, monitor driver speed in relation to speed limits and plot locations of alarm occurrences. Fleet Management Software Example - FleetMap: An accurate breadcrumb trail is essential to understanding what is going on for every route and driver. Having a visual representation allows you to work pro-actively with individual drivers to mitigate any issues 8

11 Reports and alarms Fleet reporting capabilities allow you to evaluate overall fleet and driver activity by collecting relevant and actionable information. A flexible and robust report center should enable you to:. Graphically view route progress and status in real time. Report the exact route each vehicle took for any day. Record detailed events during accident situations. Proactively monitor various Key Performance Metrics (KPMs) with customizable deviation thresholds that automate supervisory alarms. Automatically create your own fleet reports for driver activity, driver performance and driver scoring. Map overall driving patterns and alert managers in real-time Fleet Management Software Example - Reports & Alarms: REPORTS AND ALARMS Reports and alarms let you easily track and monitor specified performance metrics to quickly address any issues. 9

12 Vehicle inspection and maintenance A comprehensive safety program needs an effective preventative maintenance component. This should consider:. The manufacturer s recommendations. Manufacturers will typically provide guidelines and recommendations for ongoing maintenance and care.. Maintenance expertise. Be sure to assign maintenance oversight to personnel who are appropriately qualified and trained.. Data collection. Be sure to keep up-to-date and accurate records of all service particulars. Document the completion of any repairs.. Safety equipment. Include the regular review of safety equipment as part of preventative maintenance program. Fleet Managment Software Example - Vehicle Performance: By combining onboard computing with mobile communications to capture and store electronic control module (ECM) and other vehicular data, you get accurate vehicle performance reporting and realtime alerts. INSPECTION AND MAINTENANCE 10

13 Accident management When accidents or driving incidents occur and they will - it is essential to have accurate information to deal with these appropriately. Some fleet management solutions let drivers record detailed information with the simple press of a button that captures essential data about any driving incidents. In addition to tracking driver activity, vehicle reporting features will typically allow you to monitor vehicle usage as well for accidents and alarms. Having accurate data readily available will reduce the time and costs associated with administering an accident event. Fleet Management Software Example - Vehicle Performance & Accident Reports ACCIDENT MANAGEMENT In accident reporting situations, it is important to capture data on both the vehicle s performance on a second-bysecond basis. 11

14 In closing CLOSING It takes an organization to raise a safe fleet. It s clearly to a driver s benefit to be better and safer at his job. It s important for managers to have the tools at their disposal to work pro-actively with their drivers. Safety-capable fleet management solutions will influence drivers to be more accountable, will support CSA 2010 initiatives, and will reinforce safety policies throughout the organization. Whatever the size of your fleet - whether two trucks or two hundred - fleet safety programs need to be a fundamental part of your fleet operations. 12

15 About FleetMind FleetMind was founded in 1996 by bringing together leading-edge computer systems expertise for harsh, real-world environments with breakthrough research and development in telematics for heavy trucks. FleetMind designs, manufactures, and markets wireless enabled on-board computers, driver terminals and business automation software that extend the reach of our customer s enterprise back-office systems all the way to the truck and driver. Our solutions have allowed some of the largest transportation and Waste Management fleets in North America to link their drivers and vehicles to business operations in real-time, delivering proven business results and a true competitive edge. FleetMind puts YOU in your driver s seat. For more information, visit us at Don Diego Padilla II VP of Sales - Waste Solutions FleetMind Solutions Inc Office: ext

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