itruckla Log Auditing Enforcement Installation & Initial Setup Procedure

Transcription

1 December, 2009 itruckla Log Auditing Enforcement Installation & Initial Setup Procedure Installation: The software installation from a direct download off of our link; click on Products\Download Button, toward the bottom of the Page, click on Item #3; DDL itruckla Enforcement Log Auditing Download link and it will include: The itruckla Log Auditing software A blank database ready for your Company s data If you download from the link or place the CD into the CD-ROM drive Click on the Setup Icon; it has an automatic install feature The software will install The Setup will install an Icon on the Desktop. Upon clicking on the desktop icon, the software main menu will appear: 1

2 Note: Minimum Pixel Screen Settings=1024 X 768; 1280 X 800 best! After some initial software setup, the BLANK data set is ready for the entry of the company s driver s daily log for log auditing purposes. An explanation of the itruckla Log Auditing Tool Bar Button is as follows: To CoDriver=Switch to Co-Driver, would be used only for Team Log Auditing New Data =New Driver Status, quick view of Driver s status based on entered logs Log Date =Log Date, quick date change Summary =Monthly Summary VisuViolat =Visual Violation Input Driver Info =Driver s Info Big Grid =Enlarge Graph Note: If Screen Pixels set less than minimum (Pixel Screen Settings=1024 X 768); then Tool Bar Buttons may display as Co, N, D, S, VV, I and G! Currently the software will default to the USA October - 70 Hour Rule! Initial Software Setup Initial Software Screen Setup for Enforcement Personnel: Within the DDL itruckla Log Auditing software it is possible to customize the New Data Button to display a minimum number of TABS for the Enforcement Officer s efficient use of the software. The initial setup within the software is under Settings: Upon clicking on the Settings TAB, this drop down appears: 2

3 Click on the Log Sheet, Records item and an All Programs Settings Menu will appear: 3

4 To customize the New Data Button to have a minimum number of TABS within it for Enforcement purposes, the Officer can: Click on the Records/Report Settings + sign and The following options will be available to check (to add items to the New Data TABS) or un-check (remove items displayed on the New Data TABS): By ONLY having the Enable Simple Records checked in this area, the New Data Button TABS will be minimal and best for Roadside Inspection Enforcement. For the Safety Audit and CR Enforcement personnel, the Enable Details (Driver, Audit, Group) in New Data button will ALLOW for GROUPS to be used for creating more than one truck line within the software! 4

5 Enforcement can then: Click on the + sign in front of the Audit Settings line and The following items will appear for selection or change: The ONLY recommendation we have in this Menu is to set the MPH Limit that Enforcement deems acceptable when inputting the driver s daily log for audit. This means, Miles driven on any one (1) day divided by Hours driven on given day. If the calculation is greater than the MPH setting, an Over Speed Limit Violation will be calculated by the software and placed on the driver s Violation Letter. 5

6 For Safety Audit Personnel that wish to SAVE several truck lines information within the software after doing a Safety Audit, the GROUPS Menu Item can be utilized to: Create within the software a GROUP folder that then can be used to input that set of drivers being audited for that truck line Violation Letters will have THAT Truck Line s Name on the Violation Letters Lastly within the software setup, each State Agency may wish to setup ALL of the USA Federal DOT HOS, State HOS Regs and\or Canadian HOS Regs that they may wish to use within their respective Agency. This will then be available to EACH new driver entered into the software for audit AND will not have to be added individually to each new driver. This is accomplished by: Clicking on the New Data Button at the top of the Main Menu The Enter New Data Records Menu appears: By clicking on the Edit Quick Pick Rules List button, 6

7 this menu screen will appear: To add additional USA HOS Regs or Canadian HOS Regs, simply click on the Add Rule button. Upon clicking the Add Rule button, a COMPLETE listing of the USA HOS, State HOS Regs and Canadian HOS Regs are displayed and available within the software. You may view\review any and all options available to Enforcement. Each can be selected\added to your State s respective HOS auditing scenarios. 7

8 The USA Property Carrying Driver October COMPLETE set of HOS Regs are available for your Enforcement Auditing: Even though the DDL itruckla Enforcement software defaults to the USA Property Carrying Driver Oct 2005; 11 hr/14hr 70 hrs/8 days, your State Agency may be auditing various HOS Regs; ALL of these Regs can be PLACED in the initial Rules on the Fly Default Menu. The various Canadian HOS Regs are available as well: Simply select EACH Reg that may be used by yourself or your Agency and click OK in the Upper Left Hand Corner of this Menu! 8

9 If the USA Passenger Carrying Driver 2004 Regs are required with your Enforcement work, simply click OK at the Upper Left Hand Corner of the Menu: And, this HOS Regs will be added to your Default Listing! 9

10 Or, you may wish to select the USA State Rules applicable to your Enforcement Agency. Click USA State Rules and this Menu will appear: Click on the State of Texas and the Texas Intra-State Ruleset will appear. If your Enforcement involves this Ruleset, simply click OK at the Upper Left Hand Corner of this Menu Screen. The DDL itruckla Enforcement Software is now completely setup and ready for Roadside Inspections, Safety Audits or CR usage! 10

11 DDL itruckla Enforcement Onsite Usage Adding a NEW driver Roadside, Safety Audit or CR: When onsite, it will be necessary to enter the Drivers Name(s) via the New Data Button. Click on the New Data Button: the Enter New Data Records Menu will appear as shown above. Click on the Vehicle Driver TAB. By clicking on the Vehicle Driver TAB within the Enter New Data Records Button, this Driver Name input screen will appear: 11

12 Within the Driver Name field, you can simply: type in the Driver s Name that is going to be audited Click the Copy Settings, Quick Pick Duty Status Rules.box and Click OK To have ALL of the initially setup, DEFAULTED HOS Regs for your State Agency available for the Enforcement Officer, it will be necessary to CLICK on the Copy Settings..box so as to bring them over! Once the NEW driver is entered, the USA2005 October 1 HOS Regs is automatically defaulted to the NEW driver! If, the CR, Safety Auditor or Roadside Inspector is auditing based on ANY other USA, State Reg or Canadian HOS Regs; i.e. Passenger Carrying 2004 or Oilfield, or Short Haul, the Enforcement Officer will have to attach that SPECIFIC Reg to this driver! 12

13 Attaching OTHER HOS Reg to a NEW driver: If the NEW driver needs to have a different Ruleset other than the defaulted USA October, simply bring up that day s log and place the cursor at the Midnight Hour: Then, click the New Data Button and select the Rules on the Fly TAB: Note: that this driver is DEFAULTED to the USA2005 HOS. 13

14 The driver can be changed to the appropriate USA, State or Canadian HOS Reg by clicking on the appropriate HOS Reg and clicking the Add Record Button: This places the driver on THAT HOS Reg in the Remarks section and the Auditor is get to go! 14

15 Adding a Co-Driver (Team) driver for auditing BOTH as a Team: DDL itruckla Log Auditing allows for the inputting and viewing of TEAM Violations simultaneously! The software allows for a Simple Setup of the Co- Driver\Team. To add the Co-Driver (for companies with Teams) within the Lead Driver s Log, simply click on the pertinent day s log on the Name of Co-Driver Field that is blank: If you double click on the Name of Co-Driver Box on the log, this Simple Records Window will appear: 15

16 If you click on the Add New Button in the above screen, the following input screen will appear: 16

17 Type in the Co-Driver\Team driver into the CoDriver Name field. At the bottom of the Enter New Data Records Windows will be an: Add Record button to SAVE it and Exit to leave this Entry Screen. On the Main Menu, the Driver\Co-Driver relationship will appear as such: You are now ready to audit Team Drivers! Upon completion of the Audit, you can Remove this Co-Driver relationship by simply bringing up the Co-Driver on the Main Menu & clicking Remove and the Co-Driver will disappear! 17

18 Driver Log Input Daily Log Input The software is now ready to have drivers daily logs inputted. The main menu input screen will appear as follows: If any daily logs are Off Duty, the input person MUST click on Line 1 at the Left Midnight time so that the Remarks Section displays a: Log Date for that log and The Midnight Time, OR, The SOFTWARE assumes this days log is MISSING! It will appear on the Violation Letter\Report as Missing. **If in fact, a drivers daily log is missing during an audit, use the or the PgUp button on the keyboard to advance to the next day s log & the software will record the day as missing. After completing this days log input, Click on the Right Hand Arrow on the DATE, or hit the Page Up button on the keyboard to move to the next days log. 18

19 Input is achieved by clicking on the beginning of each duty status change: Continue clicking to enter each duty status change for the day. 19

20 The completed log is displayed above. Some features of DDL itruckla software displayed on the completed log are: Zero (0) hour or the beginning of that days 14 hour period, Any subsequent duty status changes WILL display the 14 hour marker or the 14X marker IF, Sleeper Berth or Split Sleeper Berth duty status are taken by the driver and As each Duty Status Change is made to the log, any HOS violations that would occur, IF, that driver continued on the last clicked duty status change To complete the log input, click on the Miles Driven Today field and input the mileage indicated on that driver s daily log. If the number of miles entered EXCEEDS the MPH setup as the Default in your initial setup, a window will appear indicating a Speeding Violation. It is only advising you that this drivers miles for the day, exceed the defaulted MPH within the software. You can click OK on it. This Violation will then appear on the driver s Violation Letter at the end of the audit or roadside inspection. Last seven (7) days Duty Status Entry, if applicable Note: This Section may or may apply to the Roadside Inspections!! If the Safety Audit person or the CR Investigator wishes to put in the last seven (7) days of duty status prior to beginning the AUDIT that can be accomplished as follows: Click on the Edit Button on the Windows Task Bar on the top of the main menu: 20

21 By clicking on this Edit Menu Item: Click on the appropriate date that you wish to change\add the previous HOS The Date Window will appear Enter that Date s HOS; e.g Click OK Change the HOS for that date Click OK Click Go To Day, etc 21

22 Driver Log Input Off Duty Log Days! If a driver has many consecutive days off, the input person may go into the New Data Button and this selection screen will appear: Click on the Logs Turned In Record Click on the Date Range for the number of log days that you want the software to enter\record as days off. Click Add Record and the system will record those days as Off Duty Days 22

23 DDL itruckla Log Auditing Visual Violation Input Instructions When an input person is auditing for Federal DOT Visual Violations, he\she uses the following software component; the VV or Visual Violations Button located at the top of the Main Software Menu: 1) Click on the VV or VisuViola for Visual Violation Menu will appear: 2) It is a complete listing of all the Federal DOT Visual Violations with Reg Number! This feature may or may not be used by the Safety Audit Enforcement or CR Enforcement Officers. 23

24 Select ANY one of the Federal DOT Visual Violations, such as; Duty Status Totals: And all of the following DOT choices for that Visual Violation in that reg appear for your selection and use. 24

25 If, the Driving Hours are Incorrect on that particular log, simply select Driving Hours Incorrect: And note, that selection appears in the Violation Window. IF, the Enforcement Officer wishes to type in a note that he\she wishes to have the driver review, he\she may do so. It will print on the Violation Letter. 25

26 Note: After adding that Visual Violation, it appears in the Remarks Section of the Driver s Daily Log: And, the Visual Violation Window does NOT disappear, AS, it is quite POSSIBLE that there may be MORE than ONE Visual Violation on a given day s log. If no more Visual Violations are necessary, simply click the Exit/Cancel Button and go onto the next day s log. 26

27 If there is more than one (1) Visual Violation, SELECT another Visual Violation, such as Log Mileage: And click Add Record to place it on that day s log visual violations. 27

28 Main Menu Reports itruck LA Log Auditing Reports The Audit Report Button is available to take the Enforcement Officer directly to the Violation Reports Menu. Since the Enforcement Officer has now inputted the drivers daily logs (which will give the Driver s HOS Violations) and checked for the Visual Violations required by the Federal DOT, both the HOS and Visual Violations will NOW print on the Driver s Violation Letter: By choosing a Date Range and Selecting Violation Types, the Enforcement Officer can Build a Report. If Violations are present, the Violation Letter button in the center of the screen will highlight. 28

29 The Enforcement Officer can then: Print the Report on the Print Button on the bottom of the screen or, Print the Violation Letter by clicking on the highlighted Violation Letter Button If no violations are present, the Commendation Letter button can be printed as shown below! Note: Upon completion of Building Report, the Print and Save buttons become visible and ready for use! If the Enforcement Officer clicks on the Print Button at the Bottom of the Page, he\she will get a Violation Report. 29

30 If the Enforcement Officer clicks on the highlighted Violation Letter Button in the center of the screen, the Violation Letter will appear: Sample Violation Notice Letter Driver: Ready for printing! 30

31 Miles Driver Report Driver 31

32 Hours Duty Status Total--Driver Violation Report Listing 32

33 Record of Time (hours) Worked--Driver 33

34 For Safety Audit or CR personnel who audit Companies with drivers that change HOS Regs on a routine basis..the software will present the Monthly Summary displaying 70\8, 11 hrs, 14 hrs, 16 hrs, etc. Sample Record of Time (hours) Worked Driver Multiple HOS Changes USA 2005 for two days; Oilfield for two days; USA 2005 for a day, etc, etc: 34

35 itruck LA Log Auditing Sample TEAM Violation Displayed on SAME Log!! If the Safety Auditor or the CR Enforcement Officer inputs a Team scenario for any period of time, example; Dotty Lucas April 1, 2007 log as Co-Driver: Dennis Lucas April 1, 2007 daily log: 35

36 By clicking on Dennis Lucas log as lead driver, the following Screen will appear: If the Officer clicks on the Show button, he\she can display the Co-Driver s log on the TOP of the lead driver s log. It will be presented as such: The Team Violations are displayed simultaneously on the Screen for the Officer to review or comment on!! These Violations would also print on the Team Drivers Violation Letter or Report, or, this individual overlaid log can be printed for citation! 36

37 To remove this Team Overlay, the Officer can again click on the Co-Driver s Name and the Simple Screen again will appear. Simply click the Hide button: And the lead driver s log (Dennis Lucas) will again display without the Team Violations. 37

38 itruck LA Log Auditing PCMiler Interface (or ProMiles) Mileage Checking If your company has purchased the DDL PCMiler Connect License, here are the steps to be used to audit for mileage falsification (ProMiles Interface is available): Click on the Reports Button: 38

39 If PCMiler Calculate Mileages is displayed as shown below, the PCMiler Connect interface is activated and ready for data input (ProMiles Interface is available as well): 39

40 Select Date Range for Audit: This is the first window that will appear allowing the log audit clerk to input his\her date range for auditing purposes: Click OK 40

41 Select Locations to be Verified: The locations entered in the Remarks section of the drivers daily log will appear: If PCMiler ascertains that the location cannot be found, it will allow the log audit clerk to FIX that location s spelling, etc. If the location is to be added to the list for auditing, highlight and click Add from Logs. This allows the input clerk to control locations for log mileage falsification purposes. Click Next. 41

42 Results of that Verification: The PCMiler Connect Interface allows the Company to have these log mileages checked using any of the six different route types based on your Company Policy: Click Next. 42

43 The mileage results for those locations will appear: State mileages for the location selection will appear: 43

44 Route Directions can be displayed: Hours and Speed auditing can be displayed: 44

45 To Print the above selections, simply click on the Print Button: The default Windows printer will display. Select the appropriate printer! That s all there is to log mileage falsification audit with the DDL PCMiler Interface! 45

46 itruckla Log Auditing Vista Printing Instructions VISTA (for whatever reason, only Microsoft knows why) does not 'associate' Wordpad.exe (the default word processing program in all Windows versions) with.wri file type (which is the default file type for Wordpad.exe). The solution in VISTA: 1. Launch 'Computer' from 'Start' or perhaps on 'desktop'. 2. Select 'Local Disk (C:)' or similar. 3. Select 'Program Files' (VISTA may require confirmation, and some photo id to accomplish the 'open'). 4. Select 'DDLiTruck' folder. 5. 'Right click' on 'DDLViolation.wri' file (Violation letter 'template') 6. Select 'Open' or 'Open With' 7. Wordpad.exe probably the default in list. If you have Microsoft 'Word' then that will probably also appear. Select program of choice. Make sure 'Always use the selected program to open this kind of file' is checked. 8. Launch DDL itruck and try violations report again. itruckla Log Auditing PDF to DDL Introduction. A process is now available to 'transmit' DDL printed logs without using any paper log, and NO 'scanning' of paper logs is needed. Specifically, the process to extract the DDL duty status and other records from the.pdf file when it appears in the motor carrier 'inbox'. This 'extraction' into DDL records and into the DDL itruck audit software, makes it much easier for motor carriers to 'audit' the driver s logs. There are three (3) pieces in the PDF to DDL procedure. 1. CREATE PDF LOG FILES using DDL. You can create.pdf files of DDL logs by installing any.pdf 'virtual printer' and 'printing' from DDL print modules to that 'printer'. Produces.pdf files that can be displayed using the 'common' Acrobat reader software (free). is the freeware.pdf 'printer' which is free since it is based on 'open source' software. Download and install, an it appears as another 'printer' option to 'print' DDL logs to. - PrimoPDF v2.0 FREE PDF Converter. 46

47 - CutePDF Writer (Freeware); - pdf995 create PDFs for free. There are even more... is the link to free Acrobat reader. Adobe also has a link to another.pdf 'printer' which is free. There are a couple of others. And by scanning and including your signature as a 'bitmap' signature in DDL, then your signature image is also included in the.pdf file. The.pdf files produced this way are ed, as attachments, to the motor carrier. 2. DDL ITRUCK application. The motor carrier will need DDL itruck installed and running. DDL itruck - the auditing version of DDL - can be 'activated' for PDF to DDL processing. 47

48 A direct link to DDL ITRUCK: Installation ID from DDL itruck, and I will return the appropriate Activation Code. If DDL itruck show 'w/pdf' in 'About' then that DDL itruck is activated for receiving data from the PDFtoDDL application described below. 3. PDFtoDDL application. There is a separate application, installed on same computer as DDL itruck that scans 'InBox' or a specified 'folder' for.pdf files. PDF files are opened and searched for the 'magic' DDL log data - includes all DDL produced data records that can be converted back into DDL itruck data records. PDFtoDDL' is the program. PDFtoDDL 'sends' each.pdf file to DDL itruck for processing. This program is still experimental, so any motor carrier willing to try it will require some detailed support. Bruce and I have tested it and it seems to work well. I have not yet written any 'help system' so we will have to work up some 'help system' or.doc file

49 DDL is covered by FMCSR Driver s record of duty status. In particular, DOT Interpretations Question 28 (The big green FMCSR published February 2004 or later): QUESTION 28: May a driver use a computer to generate his or her record of duty status (log book) and then manually sign the computer printouts in lieu of handwritten logs? Guidance: A driver may use a computer to generate the graph grid and entries for the record of duty status or log books, provided the computer generated output includes the minimum information required by and is formatted in accordance with the rules. In addition, the driver must: 1. Be capable of printing the record of duty status for the current 24-hour period at the request of an enforcement officer. 2. Print the record of duty status at the end of each 24-hour period, and sign it in his or her own handwriting to certify that all entries required by this section are true and correct. 3. Maintain a copy of printed and signed records of duty status for the previous 7 consecutive days and make it available for inspection at the request of the enforcement officer. This Regulatory Guidance regarding DDL s use was issued as a result of prodding by the author of DDL. The actual letter issued by the FMCSA on 04 Jan 2002 is available at the DDL web site. Download and Print both documents below: Regulatory Guidance Letter Dated 04-Jan-2002 (.pdf format) 49