Author: Fleetworthy

Telematics have transformed fleet management over the past 50 years. Electronic logging devices help owners visualize vehicle movement and driver behavior, leading to improvements in compliance, driver safety, operational efficiency, and vehicle health.

Fleet telematics have rapidly evolved in the years since the pandemic. Emerging technologies and shifting industry dynamics are reshaping the way businesses approach vehicle and driver management. Meanwhile, lawmakers are adjusting regulations to keep pace with progress. In this ever-changing technological and regulatory landscape, companies that can anticipate and adapt to new developments will have the highest chances of success.

Prediction 1: Advanced Integration of AI and Machine Learning

As transportation companies face an increasing demand for road safety and operational efficiency, AI and machine learning are poised to revolutionize fleet management. These technologies can gather and analyze massive amounts of historic and real-time data about vehicle health, traffic patterns, driver behavior, weather, and road conditions. Critically, they can then return deeper insights than human analysis alone.

Used efficiently, AI-driven tools can reduce the cost of fleet ownership by:

• Optimizing routes to reduce delays and improve delivery speed
• Predicting maintenance schedules to prevent breakdowns and costly repairs
• Defining safety protocols to protect drivers, identify training needs, and reduce accidents

While AI and machine learning have the potential to streamline and optimize operations, integrating them successfully will require a significant investment in both technology and training.

Prediction 2: Stringent Emission Regulations and Eco-Friendly Fleet Management

Countries across the globe are doubling down on environmental sustainability, which means stricter emissions regulations are on the horizon. Heavy-duty vehicles are a natural target — they’re responsible for a disproportionate 25% of transportation-related carbon dioxide emissions in the United States. In 2023, the U.S. Environmental Protection Agency (EPA) proposed strict measures to reduce emissions in this sector.

As laws change, fleet owners will shift toward a more eco-friendly system to maintain compliance. Some companies will start by adopting environmentally friendly fuels or advanced diesel engines; others will begin replacing older trucks with hybrid or electric vehicles (EVs).

Achieving the EPA’s emissions targets will be both expensive and time-consuming. The agency estimates that vehicle manufacturers will need to spend $6 billion (after tax credits) to comply; purchasers can expect to pay about $17,000 more upfront for a zero-emissions day cab tractor. In return, the industry could save $250 billion in repair and fuel costs and eliminate about 1.8 billion metric tons of emissions by 2055.

Prediction 3: Enhanced Driver Safety Protocols and Training

Lawmakers, law-enforcement professionals, and trucking companies are becoming increasingly aware of the need for greater driver safety. In fact, the American Transportation Research Institute found that driver distraction is one of the top industry concerns. To mitigate risk, fleet managers are likely to implement stricter safety protocols and comprehensive training in the coming years.

This is another area where technology will play a crucial role. Expect more companies to implement advanced driver-assistance systems (ADAS) that use a combination of cameras and sensors to power features, including:

• Lane-departure warnings
• Lane-keep assistance
• Blind-spot monitoring
• Traffic sign recognition
• Automatic emergency braking

Real-time feedback and corrective actions can help stop risky behavior before it causes an accident. According to a report from the National Highway Traffic Safety Administration, ADAS could help reduce crashes by 62%. These systems also generate a great deal of useful data; AI tools will help businesses analyze the information to identify red flags and recommend targeted training for individual drivers.

While enhanced monitoring and analysis have the potential to increase safety, employers must be prepared to address privacy concerns and find room in the budget for both technology implementation and continuing education.

Prediction 4: Greater Emphasis on Data Security and Privacy

As fleet owners become more reliant on data-driven solutions, data security and privacy will become mission-critical. Telematics technologies that transmit and store data are vulnerable to data breaches and cyberattacks. Hackers could hold companies’ data hostage, expose proprietary information, or disrupt supply chains. And any time software intersects with physical systems, as it does with ADAS, there’s a risk that unauthorized parties could interfere with vehicle operation.

To avoid these threats — and protect company and client privacy — fleet owners must invest in robust security measures for individual devices and the system as a whole. It’s also critical to monitor compliance requirements; increasingly connected vehicles are almost certain to prompt new regulations and privacy laws that will impact fleet operations.

Prediction 5: Collaborative Efforts Between Government and Private Sectors

Industry players must be prepared to collaborate with governmental bodies as new technologies continue to transform fleet telematics. By educating legislators and participating actively in the process, it will be easier to achieve standardized regulations that benefit everyone on the road — without sacrificing security or innovation.

Greater collaboration could lead to exciting joint ventures, including:

• Third-party data access to boost compliance
• New technologies to increase security
• Uniform safety and operational standards

Government participation inevitably comes with bureaucratic challenges and opposing goals. However, change is coming, regardless of whether private parties participate. By getting involved, companies can benefit from fair, informed regulations and accelerated growth.

Preparing for Upcoming Changes in Fleet Telematics

Expanding technologies, new driver safety protocols, and evolving regulations are almost certain to impact the majority of fleet managers and owners in the next 3 to 5 years. During this period of change, it’s more important than ever to stay informed and adaptable — that way, you can adjust quickly to shifts in the industry.

Fleetworthy’s Intelligent Compliance Platform can help; our user-friendly system provides actionable data that boosts compliance, increases safety, and helps you make better decisions. Ready to get started? Learn more about the Intelligent Compliance Platform today.

The compliance landscape for hours of service (HOS) management grows increasingly stringent, and manual logging leaves organizations and drivers open to errors and increased risks. ELDs are relied on heavily to clock service hours accurately and consistently so you can present data in the right format in a variety of situations. ELD data is readily available when you need it for roadside inspections, audits, or even litigation.

Innovations in ELDs have also created opportunities for better managing your fleet and drivers by creating a collaboration between automated logging and human management and engagement with drivers.

As federal law now requires many motor carriers and drivers required to adopt electronic logging devices (ELDs), it’s essential for transportation companies to understand how to choose the right ELDs for their fleets. 

Understanding ELDs and Your Fleet’s Needs

ELDs are required for most commercial drivers who must keep HOS records of duty status (RODS). The federal ELD rule sets specific requirements for this technology and requires that in-use ELDs are registered with and certified by the Federal Motor Carrier Safety Administration.

Some primary needs ELDs must meet include:

• Automatic capture of RODS data
• Warning and flagging of HOS violations
• Flagging potential HOS falsification or identification records
• Ability to view logs or general on-demand real-time reports

Essential Features and Functionality

Ensure that the electronic logging device you select supports key features and functions for compliance with regulations as well as meeting business needs.

1. What Key Features Does an ELD Need to Ensure Compliance with FMCSA Regulations?

ELDs must automatically record certain information at an appropriate rate, including:

• Date and time
• Geolocation (every 60 minutes when the vehicle is in motion as well as at critical points such as power up and down and when duty status changes)
• Engine hours
• Vehicle miles
• Driver, vehicle, and motor carrier identification
• Authenticated user

ELDs must have a location accuracy of around 1 mile and synchronize with the vehicle engine to capture automatic data.

2. Can the ELD System Integrate with Other Fleet Systems? 

Integrations are critical to proactive management and understanding of HOS and other fleet or driver concerns. Integration with dashboard systems or other in-vehicle technology allows drivers to better understand and meet compliance needs. Additionally, a connection to back-office systems supports route management, emergency response, and compliance coaching. 

User Experience (UX) and Ease of Use

If the ELD options you provide drivers aren’t easy to use, you’ll have a harder time driving buy-in and adoption across your organization.

3. What ELD Elements Make Daily Operations Smoother for Drivers?

Consider how easy the ELD is to use and what functions your drivers need to effectively use the ELD. For example, does the ELD support in-cab dashboard display so drivers can quickly change duty status or see, at a glance, where they stand with HOS? Or does the ELD work with mobile devices for utmost portability? Think about what would increase drivers’ commitment to using the device when comparing options. 

4. How Does the ELD Provider Handle Updates and Maintenance to Minimize Downtime?

Some ELDs can collect additional data to support more proactive maintenance of vehicles. Advanced ELDs provide end-to-end vehicle data, including information about tires or fluid levels. An integration could send this data to your fleet management software for optimal resource management practices that reduce downtime and safety issues.

Security and Data Protection

With so much data automatically captured, protecting that information should be a primary concern when selecting an ELD.

5. What Security Measures Protect Sensitive Data Collected by the ELD?

Ask about critical security measures, including encryption of data, the ability to set access controls, and if the system is monitored proactively to ensure data protection. Talk to vendors about how data is handled during exchange between the ELD unit and other programs.

6. How Does the ELD Ensure Data Accuracy and Prevent Tampering?

Find out how specific ELD systems protect the accuracy of original data and prevent drivers or anyone else from tampering with recorded data. Maintaining compliance requires raw data that has not been modified to tell a different story about factors such as HOS or duty status. 

Cost Considerations

While ELDs are required for compliance, they are available at multiple price points and pricing structures vary between vendors. It’s best to do your research first so you can enter vendor discussions with an understanding of your budget.

7. What is the Total Cost of Ownership, Including Purchase Price, Subscription Fees, and Any Additional Hardware or Services?

Consider the total cost, over time, of the ELD. That might include an upfront hardware purchase as well as ongoing subscription fees. You might also need to purchase other items to integrate the ELD correctly.

8. Are There Any Hidden Costs or Common Pitfalls in Pricing Structures That Fleet Managers Should Be Aware Of? 

Look closely at fee and pricing structures and ask specific questions to avoid unpleasant budget surprises later. Ask how pricing is managed and whether number of users, amount of data, or any other factors might play a role.

Looking to the Future: Scalability and Updates

Avoid purchasing a solution that will be obsolete in a year or two by looking to the future.

9. How Does the ELD Solution Accommodate Fleet Growth and Evolving Compliance Regulations?

Ask about the vendor’s plans to support scalability in the future with new devices and options as well as price points for larger users. Ensure the vendor works to remain updated with compliance regulations and has a plan to keep devices updated. 

Choose Your ELD Wisely

An ELD is a crucial part of fleet compliance. By asking the right questions during the research process, you can select an ELD that meets your fleet’s needs now and in the future.

As a leader in the Safety Compliance industry, Fleetworthy Solutions™ knows that the right ELD can transform the way your fleet manages compliance and meets business goals. With our dedicated team of subject matter experts supporting you on every mile, you’ll have everything you need to select a compliant ELD and focus on your most valuable resources – your drivers.

Everyone can agree that Hours of Service (HOS) management is a critical aspect of all safety sensitive operations, as fatigue has proven to be a top cause of all accidents involving a Commercial Motor Vehicle. Your truck’s Electronic Logging Device (ELD) is the best tool available to capture HOS data and measure against the HOS minimums set forth by the FMCSA in a standardized format. These devices are relied on heavily in our industry to act as the de facto hours of service clock, referred to in audits, roadside inspections, and litigations. The HOS rules are specific in writing and expected to be followed, resulting in ELD manufacturers building and implementing logic and timetables into a recordable and presentable electronic device that your organization and law enforcement can access on demand.

There are many reasons why utilizing an ELD is critical for business operations and meeting minimum regulations established by the DOT and FMCSA. But what if the ELD is not painting an actual picture of compliance or risk and instead is providing a false sense of security for your fleet? Are you depending on your ELD to manage your HOS, or are you an active participant in the process?

Successful fleet managers still need to engage with and get to know their drivers on a personal level. Is there something going on in their lives that is affecting or limiting their rest periods and creating fatigue situations? Examples may include a second job, sick family members at home, marital issues, etc. Sometimes life gets in the way and drivers should feel comfortable telling their managers they are too stressed or fatigued to drive without potential severe consequences. Managers also need to review routes for compliance and reasonableness. If the route is too long, the driver is setup to fail from the beginning.

The intentions of ELDs were to make it easier and faster to accurately track, manage, and share HOS data, as well as create a safer working environment. While there is no doubt tracking HOS data is much easier than it was with paper logs, the data still needs to be analyzed and managed by a safety professional.

According to the ‘Compliance, Safety, Accountability’ (CSA) enforcement program, HOS violations in 2022 accounted for 3 of the top 10 violations with out-of-service (OOS) orders, including #2-no logs when required and #3-false logs. The top HOS violations include exceeding the 11 or 14-hour limits, not taking 10 hours off, and false logs. These statistics reveal that management is relying too heavily on ELDs and should start manually reviewing logs daily and hold their drivers accountable for following HOS rules.

The question as to whether ELDs have improved safety as originally anticipated is hard to quantify due to factors such as the COVID-19 pandemic, which resulted in several HOS exceptions, as well as the HOS changes made in 2020. However, if you look at the most recent data (October of 2022) published by the FMCSA regarding crashes involving fatality or injury, it proves that ELDs are not as effective on their own. Accident rates for “accident by 100 million miles” have actually increased since the mandate went into effect in 2017. An increase of 10% by 2019 from 2016, the year before the ELD mandate was enforced, proves that relying strictly on ELD data is not an effective HOS management tool for your company or the public safety.

Considering the cost of implementing these devices, one would expect to have an ROI that can be pointed to, specific to reduction in accidents/injuries/fatalities while also minimizing the workload on a motor carrier. That has unfortunately proven to be the opposite of reality; whereas increases in accidents, risk and significant lawsuits have proliferated as indicated in the average size of verdicts since the ELD mandate went into effect. According to the American Transportation Research Institute’s (ATRI) “Impact of Nuclear Verdicts” study, fatigue and hours of service were the #2 and #3 reasons by cases with a 95% success rate in verdicts. In many of these cases, the driver’s hours of service were egregiously in violation with the motor carrier found to be responsible and/or negligent.

With all of the available data coming from your ELD, it can create the perception of negligence. How is your fleet managing the ELD output or reporting capabilities? What actions or trends are you as a motor carrier able to point to that ensures you’re not only employing safe hours of service practices but overall driver compliance and risk? How a motor carrier manages their ELD compliance, including reports, trends, and data output, is critical to going beyond the minimum requirements while not falling victim to complacent compliance. Are you equipped to manage all elements of HOS FMCSA compliance without assistance? If an audit is called tomorrow, how confident are you that you’d receive a satisfactory rating? Would your feeling of confidence increase knowing you had a partner in compliance that has the experience and tools needed to provide support?

Fleetworthy has the tools to ingest information from your ELD, identifying trends, actionable data, and able to provide recommendations to improve your overall standing within the HOS Basic. A single source of truth, providing visibility 24/7/365 into your fleet and drivers is crucial to creating a safety net around your operations. With Fleetworthy’s CPSuite, you have a driver’s HOS record at your fingertips while also providing your team with the ability to manage other safety regulated and risk minimizing requirements such as DVIR/EVIR, maintenance records and driver qualification records. Layering on Fleetworthy’s 40 years of industry experience, you’ll have an experienced team of Subject Matter Experts (SMEs) available to you for all aspects of your fleet compliance. Our team of experts are adept at interpreting the information coming from all data sources, compiling into a single dashboard that provides a C-Suite level layout while also providing the details required for effective day-to-day fleet management. Having these resources at your disposal allows you to focus on the right areas and free up time to maintain the personal interaction needed with one of your most valuable resources – your drivers.

Background

The Federal Motor Carrier Administration (FMCSA) is the agency tasked with developing and enforcing safety regulations to reduce crashes, injuries, and fatalities involving commercial motor vehicles. These regulations provide minimum standards for motor carriers and drivers and are believed to reduce crashes and improve safety.

In partnership with local, state, other Federal agencies, FMCSA holds motor carriers accountable to these standards, although motor carriers should have policies and procedures in place that rise above the minimum standards.

Following the Federal Motor Carrier Safety Regulations (FMCSRs) is important for several reasons. This article focuses on what can trigger selection for a DOT audit and how to reduce the likelihood of selection.

Monitoring Motor Carriers

The FMCSA measures motor carrier performance with the intent of identifying those carriers that pose a safety risk and intervening with them to correct safety deficiencies under the enforcement program called Compliance, Safety, and Accountability (CSA).

The tool that the FMCSA uses to quantify motor carrier compliance and on-road performance is the Safety Measurement System (SMS), which assesses motor carriers and groups data into seven Behavior Analysis and Safety Improvement Categories (BASICs):

• Unsafe Driving
• Crash Indicator
• Hours-of-Service Compliance
• Vehicle Maintenance
• Controlled Substances/Alcohol
• Hazardous Materials Compliance
• Driver Fitness

Several things go into the SMS scoring that we will not cover here, but the end result is a “CSA score” in each of the BASICs listed above. It is vital for motor carriers to monitor these scores because they are the main trigger for Department of Transportation (DOT) audits.

Measures and Events as Triggers for Audit

The majority of reasons for a DOT audit are related to CSA scores and violation data in the SMS. A few examples include:

• A high score in one BASIC category will be flagged in the SMS system and will trigger an intervention, which could be a warning letter, or a notice of a compliance review.
  • Scores over threshold in 2 or more BASICs will typically result in an audit.
• The severity of safety violations.
  • There are sixteen violations noted as “red flag” violations, which are considered egregious and will draw more attention than other, less severe, violations.
  • A high percentage of out-of-service violations, resulting in a ranking over the national average can also result in an audit.
• Number of DOT-recordable crashes.
  • A high accident rate will trigger an audit that will be focused on crash, unsafe driving, and management controls around preventing crashes, but as the audit progresses it can branch into other areas as well.

Other Triggers Resulting in Audit

While the main reasons for a DOT audit come from CSA scores within the SMS, other events can also trigger DOT audits.

Safety Complaints

Complaints can come from various sources and will trigger audits if DOT deems them credible.

• Disgruntled drivers
  • Reroutes or other changes in work schedule or pay can cause frustration, and even if regulations are being followed, a complaint call to DOT may be the result.
  • Drivers being asked to ignore regulatory requirements often call DOT – they do not want to lose their license or be flagged in the CSA system as an unsafe driver because of their employer’s actions.
• Other company employees
  • Dispatchers, supervisors, and any others that are concerned about lack of management controls may ask DOT to investigate.
• Motoring public
  • Citizens that observe perceived or real unsafe behavior on the road by commercial drivers may register a complaint that triggers contact from DOT.

Serious Accidents

Fatalities are typically the type of accident that will trigger an audit, but a serious accident without a fatality can also be a trigger.

• These audits may be focused initially but may branch into other areas as the auditor reviews the carrier data and safety management controls.

Previous Audits

Unsatisfactory results of a prior audit may trigger the next audit.

• Failing a new entrant audit
  • The motor carrier will be required to show that deficiencies have been resolved to be allowed to maintain operating authority.
• Conditional rating on a compliance audit
  • The motor carrier will have a specified amount of time to resolve issues or operating authority will be revoked.
• Lack of improvement since the last audit
  • If a Satisfactory rating is granted on an audit, but CSA scores remain high over time, another audit can be triggered to ensure improvement since the last audit.

How to Reduce the Likelihood of an Audit

Some ways to reduce audit exposure are to:

• Have policies and procedures in place that exceed the minimum regulatory requirements and consistently follow them;
• Maintain best practices and be a leader in the industry;
• Keep good safety management controls in place that train and hold everyone accountable (drivers, supervisors, and managers);
• Continuous monitoring of systems and data that comes from those systems to identify breakdowns that need to be addressed before a crash or violation occurs.

Even if you do everything right, you may still be selected for an audit, but if you maintain a high level of accountability to the FMCSRs and company policies and practices, it will ensure that you are poised to pass the audit and keep your operating authority.

Fleetworthy provides services to help you meet and go beyond the minimum regulatory requirements and be prepared for any audit that may come your way. We can also help assess your current audit-readiness by conducting a Mock DOT Audit, conducted according to the DOT audit criteria, which will determine how you would fair in an audit conducted by DOT.