Maintain Compliance with Fleet Compliance Software | Blog | Tenna

Maintaining fleet compliance is a crucial aspect of managing a successful fleet operation. With many rules and requirements that change from state to state, fleet compliance management can feel overwhelming for contractors.

In this article, we'll look at the main parts of fleet compliance and share important strategies to help your business stay on track. Most of these strategies involve using (you guessed it) fleet compliance software integrated with your equipment management system.

Understanding Fleet Compliance

Before jumping in, it’s important to understand all that fleet compliance encompasses. First, what is fleet compliance? Fleet compliance is adhering to governmental and industry-specific regulations that govern the operation of commercial vehicles. These regulations aim to ensure safety, promote environmental responsibility, and maintain legal adherence.  

It also ensures that you follow the laws and regulations in your state.

However, compliance is not just about meeting legal requirements. Internally, fleet compliance makes sure that all your vehicles, equipment, drivers, and operations follow company rules. Building a culture of safety and responsibility within your fleet operations is essential and involves understanding the specific regulations that apply to your fleet to take proactive steps to align with them.

Key Areas of Fleet Compliance  

Here are some of the key compliance areas fleet and safety managers need to be aware of.

Submitting Driver Vehicle Inspection Reports (DVIRs)

Driver Vehicle Inspection Reports (DVIRs) are required. The Federal Motor Carrier Safety Administration (FMCSA) and the Department of Transportation (DOT) mandate this. These reports help make sure that commercial motor vehicles are safe to drive.

The FMCSA requires drivers to check their vehicles before and after each trip to identify any mechanical problems. These early intervention checks help prevent crashes, injuries, and deaths.

Electronic Logging Device (ELD) Requirements

ELD became mandatory for all carriers and drivers subject to the ELD rule on December 16, 2019. Strict rules limit how long a driver can be on the road before taking required rest breaks. These rules aim to stop driver fatigue and make roads safer.

Fleet managers address this often with a telematics system that includes ELD solutions, but more on that below.

International Fuel Tax Agreement (IFTA) Compliance  

Another compliance regulation applies to carriers who operate interstate motor vehicles in two or more jurisdictions. These vehicles must obtain an IFTA license and maintain IFTA compliance.

Once you get a license, vehicles can travel through all IFTA areas. You only need to file one fuel tax return each quarter. However, managing this for a large fleet can be cumbersome.

Insurance and Liability Safeguards

Insurance companies are pushing for driver safety, which can include implementation of dash cams and driver scorecards within fleets.

With driver safety scorecards, contractors can set point thresholds and grading criteria. They can also weigh factors like harsh braking and speeding to find high-risk drivers. Fleet and safety managers can check driver scorecards every week or month. They can use this data to help reduce accidents and claims. Check out more ways to improve fleet safety programs with driver scorecards.

While AI dash cams can help with driver safety, they are also invaluable assets to protect businesses from liability and false or fraudulent claims. Read more about the savings and benefits of dash cams.

Effective Strategies for Fleet Compliance Management

Now that we've covered the key areas of fleet compliance, let's explore strategies to manage and maintain compliance effectively.

Implement a Comprehensive Compliance Program

A comprehensive compliance program is the foundation of successful fleet compliance management. This program should include:

• • Policies and Procedures: Develop clear policies and procedures that outline compliance requirements and expectations for drivers and fleet managers. Clear communication of these policies is crucial to ensure everyone in the organization understands their role in maintaining compliance.
  • Training and Education: Regularly train and educate drivers and staff on compliance regulations and best practices. Operator and driver training programs should be interactive and include real-world scenarios to make them more relevant and engaging. Dash cam footage is a great tool to leverage for driver coaching opportunities.
  • Monitoring and Auditing: Implement systems for continuous monitoring and auditing of compliance activities with fleet compliance software to identify and address any issues promptly. Routine audits can uncover potential compliance gaps, and addressing these promptly can prevent future violations. Fleet compliance software can also provide automatic alerts to notify managers of missed inspections.

Leverage Technology to Streamline Fleet Compliance

Technology plays a crucial role in modern fleet compliance management. By leveraging fleet compliance software, companies can streamline compliance processes and record keeping.

• • Telematics Systems: Use a telematics system to check vehicle performance, track driver behavior, and follow HOS rules. These systems can provide real-time data, allowing for immediate corrective actions if necessary. Additionally, telematics can help in optimizing routes and reducing fuel consumption, contributing to both compliance and cost savings. For example, Tenna’s safety and compliance solution provides trip data for IFTA by jurisdiction. It also uses telematic data from fleet trackers for federal fuel tax reporting. This automation eliminates the typical manual collecting and accounting for miles vehicles have driven by state, region, province, etc., which improves and speeds up record keeping.
  • Fleet Management Software: Implement fleet management software (that includes compliance) to automate record-keeping, maintenance scheduling, and compliance reporting. Automation reduces the likelihood of human error and ensures that teams conduct compliance activities consistently and efficiently. Such software often includes dashboards and reporting tools that provide insights into fleet operations and compliance status.
  • Electronic Logging Devices (ELDs) help track driving hours. Equip vehicles with ELDs to record these hours automatically. This ensures compliance with HOS regulations. ELDs make it easier to log hours and reduce the paperwork for drivers. This helps drivers focus more on safe driving and provides accurate records that auditors or inspectors can use. Solutions, such as Tenna’s, will also alert drivers when they need to rest.

Complete Regular Vehicle Maintenance and Inspections

Regular vehicle maintenance and inspections are essential to ensure vehicles are safe and meet compliance standards. Implement a proactive equipment maintenance program that includes:

• • Routine Inspections: Conduct regular inspections to identify and address potential issues before they become major problems. Inspections should check all important parts of the vehicle. This includes brakes, lights, and tires. Regular checks help in maintaining the reliability and safety of fleets. 
  • Preventive Maintenance: Perform preventive maintenance tasks, such as oil changes and brake inspections, to keep vehicles in optimal condition. Preventive maintenance helps vehicles last longer. It also lowers the chances of sudden breakdowns. These breakdowns can disrupt operations and cause compliance problems.  
  • Compliance Checks: Ensure all vehicles meet regulatory compliance standards, including emissions and safety requirements. Integrate compliance checks into the maintenance schedule and document them meticulously. This approach addresses any non-compliance promptly and reduces the risk of penalties.  

Maintain Accurate Fleet Records

Accurate record-keeping is a critical component of fleet compliance management. The good news is that with fleet compliance software detailed digital records of all compliance-related activities are easily kept, including:

• • Driver Logs: Keep accurate records of drivers' hours of service to ensure compliance with HOS regulations. You should regularly review and audit these logs to ensure they are complete and accurate. Properly maintained driver logs are essential for demonstrating compliance during inspections and audits.
  • Maintenance Records: Document all maintenance and repair activities to demonstrate vehicle compliance and safety. Maintenance records offer a history of vehicle upkeep and help predict future maintenance needs. They also serve as proof of compliance if there is an audit or inspection.
  • Inspection Reports: Maintain records of all vehicle inspections and any corrective actions taken. Detailed inspection reports help track the condition of the fleet and ensure that any issues receive prompt attention. They also provide a basis for continuous improvement in fleet operations.

Fleet Compliance – Looking Ahead

Fleet compliance management is an ongoing process that requires attention to detail and a commitment to adhering to regulations. By implementing the strategies outlined in this article, construction businesses can maintain compliance, enhance safety, and improve overall fleet efficiency.

Stay proactive, leverage fleet compliance software, and don’t forget to involve your drivers in the compliance process. Engaging drivers in the compliance process with training and resources encourages open communication and greater adherence to compliance standards.

With these strategies, your business will be ready to handle the challenges of fleet compliance management successfully.

Contact us to learn more about Tenna’s fleet compliance software for the construction industry