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Table of Contents Answering the FAQs of ELD
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By James McCarthy
Vehicle-installed ELD vs. BYOD: Choosing the right technology for compliance By Jenny Shiner 6 5 wins for motor carriers and drivers: Beyond compliance with ELD By Todd Ewing 8
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Ask the ELD EXPERTS
Answering the FAQs of ELD By James McCarthy
The ELD mandate effective date is rapidly approaching, so I’d like to answer some of the most frequently asked questions we’ve heard in relation to the mandate.
In addition to increasing overall safety, ELDs will reduce paperwork headaches and stress, and make it easier communicate with the home office.
a monthly fee and everything is included. However, a system with a $20 monthly service fee plus $300 for hardware (dongle, smartphone renewal, etc) comes to a total cost of ownership of $1500 over five years.
An ELD that can print out an instant log answers the need for quick and easy inspections and also helps maintain privacy.
How can I figure out if the ELD mandate applies to my bus fleet? If your drivers are currently using paper logs to maintain hours-ofservice records, they will need to have an ELD. The only exemptions allowed are for drivers of vehicles manufactured before 2000 and drivers who do not use the short haul exemption more than eight days out of every 30-day period. What initial steps must I take to be ready for the ELD mandate? Evaluate the available ELDs and software to find the best fit for your needs. Do you need manual data transfers or online connectivity? Do you want IFTA miles-by-state reporting? Do you want automatic log auditing? How do you want to manage and store the ELD data? Depending on the size of my fleet, and assuming I currently don’t have any ELD devices, how much am I going to be spending between now and the ELD effective date? What about moving forward? The costs for adding ELDs can vary significantly. Your best approach is to compare the total cost of ownership over five years and include all the expenses. For example, if you’re looking at a system based on a cell phone or tablet, you will also need to include the costs per vehicle for a dongle, renewal fees, monthly service costs, and data plans over the five-year period. Smartphones and tablets will need to be upgraded regularly and data plans come with heavy overage penalties. Some ELD systems can require over 1GB data per month per vehicle. The bottom line is to not take anything for granted. What may appear to be a cheap deal with no up front costs may cost you in the long run. As a comparison, our VDO RoadLog ELD is available for $800 without 4
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What features of a state-of-the-art ELD are important, and why are they important to my business and bottom line? The most important feature is an easy driver log functionality that will be compliant in the future. The ELD should allow for quick and easy roadside inspection. As enforcement ramps up, checking the logs on electronic displays and smartphones will be difficult and time consuming. Drivers will want a system that doesn’t have to be turned over to the inspector, and an ELD that can print out an instant log answers and also maintains your privacy. Device reliability is important and the best way to do that is to keep it simple. Check how many different components a particular ELD system requires. If you have a system with a dongle and smartphone that are delivered from separate suppliers, you are more likely to have issues than with one piece of hardware from one manufacturer. System connectivity is paramount. While it’s OK to drop a call, a loss of connectivity between an ELD dongle and smartphone means you have to edit all your logs and possibly explain instances of “unassigned driver” to enforcement. Your most reliable connectivity will likely come from a system that’s hardwired to the vehicle. You should also look at other features such as IFTA miles-by-state reporting, pre- and post-trip reporting capabilities, plus options for track and trace, driver behavior monitoring, and trip management. How can I prepare my company culture for ELD implementation and monitoring? It’s key to show your team why ELD implementation is an important priority. Do not use ELDs as a punishment for bad drivers, but rather convince your leading drivers to try it. And while ELDs will satisfy the federal mandate and help increase overall safety, they will also deliver a host of long-term benefits such as less paperwork headaches, more profitable drive time, time savings, reduced errors, less stress, and easier communication with the home office. James McCarthy is the VDO Roadlog ELD marketing manager for Continental Commercial Vehicles & Aftermarket. Visit them online at www.vdoroadlog.com and email them at roadlog-sales@vdo.com.
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Stay compliant with VDO RoadLog ELD Solutions. A powerful online fleet management system The VDO RoadLog ELD works with the VDO RoadLog Office system, an online fleet management suite designed to help you ensure FMCSA compliance. VDO RoadLog Office saves you time and money by producing automatic online backups of all necessary information and helps to eliminate hours of manual work for reporting Hours Of Service (HOS), state mileage reporting (IFTA/IRP), and Pre/Post Trip Inspection Reports (DVIR). Plus, RoadLog Office has been designed to be extremely flexible and is easily updateable. As FMCSA rules and regulations change, free software updates will continue to keep your device and your drivers in compliance.
VDO RoadLog is your smart and simple choice for ELD mandate compliance. Ideally engineered for bus and motorcoach applications it is designed to keep you and your drivers up to date with the ELD mandate and help automate your FMCSA compliance reporting. Stand alone ELD or management suite One of the most affordable ELDs on the market, VDO RoadLog is available as a stand alone ELD without monthly fees. But for operators who want extra management and monitoring functions, VDO RoadLog is available with a suite of online management tools for efficient remote operation via wireless connectivity. Exclusive integral printer speeds inspections One of VDO RoadLog’s best features is also an industry exclusive - VDO RoadLog ELD is the only ELD on the market with a built-in printer that can produce a logbook-style print out on-the-spot during an inspection. A paper print out eliminates the need to transfer any data or hand over personal cell phones to a compliance officer. This ensures that your drivers can get through inspections quickly and return to their trips with minimal inconvenience and information sharing. The simplicity of the VDO RoadLog ELD will allow you to dramatically reduce the man-hours required for managing your operation and compliance reporting. With RoadLog, driver log information is securely stored online and can be easily accessed on the road or in the office with an internet connection. VDO RoadLog’s wireless communications option allows you to remotely monitor any violations that need to be addressed directly from your office.
VDO RoadLog Office is offered in three service levels to fits the exact needs of your business: VDO RoadLog Office Solo provides ELD mandate compliance, automated log auditing, IRP/IFTA calculations, and log reporting. Log violations reports can be generated and printed, and mapping shows where and when vehicles traveled over multiple days. Office Solo helps make FMCSA compliance easier with automatic online data back up and on-screen wizard tips. Office Solo is available online with no monthly fees. VDO RoadLog Office Advanced includes all of the features of Office Solo but adds the ability to automatically send and receive data to and from the VDO RoadLog ELD Plus. Office Advanced offers near real-time Track & Trace for your drivers and coaches as well as mapping that shows travel times and locations over multiple days. Office Advanced is available online for an affordable monthly fee per-vehicle. VDO RoadLog Office Premium includes all of the features of Office Advanced and gives you the ability to remotely manage and monitor trips and driver assignments. You can also monitor driver performance remotely. Office Premium allows text-based communication to and from the ELD, with messaging lock-out while in motion. Office Premium is available online for an affordable monthly fee per-vehicle. For more information on the best VDO RoadLog ELD for your operation, visit: www.vdoroadlog.com or contact: roadlog-sales@vdo.com.
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Ask the ELD EXPERTS
Vehicle-installed ELD vs. BYOD: Choosing the right technology for compliance By Jenny Shiner As many businesses are aware, fleets across the United States will soon be required to use Electronic Logging Devices (ELDs) to automatically track Hours of Service (HOS). Once you start researching ELDs, you will find that there are two main technologies available to meet compliance, Bring Your Own Device (BYOD) or vehicle-installed ELD. In case you are not familiar with BYOD, it refers to companies or employees providing their own tablets or smartphones and downloading an app to monitor HOS. Whereas vehicle-installed ELD is an HOS-dedicated tablet that is tethered to a GPS device and is installed into the vehicle. Which option is best? Since the use of ELD is being mandated by federal regulation, it’s safe to assume some buyers are looking for the easiest, least expensive option. BYOD options appear to be the lower cost of entry and easier to access. If your drivers already have smartphones, you can just download an app, right? There is much more to the story than that. Before selecting BYOD, make sure you consider the potential disadvantages of this option such as CDL drivers are legally not allowed to interact with their phones while their vehicle is in motion, your company will likely have to foot the bill for everyone’s data plans, most consumer-grade BYODs are not designed for harsh environments, and cell phones are easily turned off or can lose their charge, which will leave your business in violation of the law. These are challenges that you will not encounter with a vehicle-installed ELD option, as their ruggedized design is specific to commercial use, data plans are typically included by the provider, they enable a lockout feature while the vehicle is in motion, they are always plugged in to a power source, and are not easily tampered with by drivers. Although a vehicle-installed ELD option may be the higher cost of entry, it’s crucial that you assess the overall cost of ownership, the potential return on investment (ROI), and other benefits gained by using a more comprehensive ELD solution. Vehicle-installed ELD solutions help businesses get compliant and benefit in many ways beyond compliance. You will pay less in the long run with a vehicleinstalled ELD option vs. BYOD and receive more bang for your buck. Choose the right ELD partner When assessing technologies, comparing the service offerings between ELD providers is also imperative because they can vary considerably. Along with the ELD hardware, the system and vendor should meet other important requirements. 6
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First, the system must meet the basic ELD functionality requirements under the mandate. Along with functionality of the software, you should look at the provider’s customer service. Some key areas to think about are how they will support you once you become a customer, if onboarding and training are available, and if they provide an implementation guidance and training resources to get your team up to speed. You should also consider the provider’s experience level in HOS and ELD platforms. Going with a newer player is risky because they are less experienced and will likely be less reliable. Selecting a provider with a proven track record in telematics and ELD technology will prevent challenges down the line, from either a compliance or software/ hardware standpoint. Instead of settling for any system just to be compliant or because it costs the least, why not take this opportunity to select the right technology that can improve your fleet management practices the most? When making your final decision between vehicle-installed ELD vs. BYOD, ask yourself this: do your customers come to you because you’re the lowest price? Or are they coming to you because you provide the best service for the money? Why choose GPS Insight to get ELD compliant The GPS Insight Hours of Service Solution offers a simple alternative to paper logs and provides many benefits beyond compliance. Although it is an easy-to-use interface, GPS Insight understands this new mandate is a paradigm shift for the industry and is offering its customers hands-on training, augmented by on-demand training videos, to make the transition from paper logs to e-logs as seamless as possible. Jenny Shiner serves as marketing communications manager for GPS Insight. For more information on getting ELD compliant, contact GPS Insight at 877-477-2690. Visit them online at www.gpsinsight.com.
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Ask the ELD EXPERTS
5 wins for motor carriers and drivers: beyond compliance with ELD By Todd Ewing
table. Electronic logs help you say “goodbye” to wasted time catching up on stacks of driver logs, tracking down missing logs, decoding illegible entries, and digging through pages for an old record. With an ELD solution, what was manual and time-consuming becomes efficient, guesswork becomes precise, and what once required time spent digging is now at your fingertips. This translates to more time to do the things that can take your business further, the things that really set your business apart.
Win #3: Drivers can focus on driving.
Motor carriers and drivers alike have compliance on the mind with the deadline for the Federal Motor Carrier Safety Administration (FMCSA) ELD mandate drawing closer. Many questions around the topic linger, but one of the most common questions has been “What’s in it for me?” But other than compliance and avoiding any penalties or fees, as a carrier or driver, what is your motivation to get on top of this regulatory change? The ELD mandate may have been intended to enforce a standard of safety and make it easier to manage records of duty status (RODS), but implementing a solution can mean all sorts of wins for both carriers and drivers that are far-reaching and long-term, especially simplifying what was once complicated.
Win #1: Compliance is only the beginning. Let’s be honest. Your priority for the moment might be compliance, pure and simple, so though it would be nice to see some kind of ROI beyond that, it may not be your focus. But the good news is that ELD solutions can offer much more than avoiding violations and penalties. Identifying a vendor sets you on the right path, but during that process, the vendor will likely have bundling options to partner your ELD solution with a telematics solution to help you see benefits beyond basic compliance. But here’s a warning for you: get started early especially if you’re interested in getting more from your solution. The ELD mandate has some complexity to it and you may find yourself down a few different rabbit holes, so starting early is the key no matter what solution you ultimately choose. For example, are you sure the ELD mandate applies to you? Did you know that a certified vendor and registered ELD solution don’t necessarily guarantee compliance? As you answer one question, new ones are likely to creep up.
Win #2: Get rid of those stacks of paper on your desk. Paper logs are more than just a hassle; they’re a big disadvantage to carriers and drivers. They can leave you at risk for inaccuracy and keep you behind the times—and behind your competition—for example, by increasing your response time, potentially lowering the quality of your service. That means possibly leaving money on the 8
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Eliminating the hassle and clutter of paper logs benefits drivers as well, allowing them to focus on what they’re out there to do: drive. ELDs help reduce time-consuming and headache-inducing paperwork and avoidable communications with dispatch. Many ELD solutions will even keep record of driver activity in the event of an accident, relieving drivers of the burden of providing evidence. Without the distractions and interruptions of a paper log, drivers can focus on getting to their destination safely and providing the best customer service.
Win #4: “Safety first” becomes a reality. We’ve all said it: “Safety first.” We absolutely maintain that perspective as we go about our days and as we work, but have we gone that extra mile to actually put safety first, ahead of everything else we have going on? ELDs give you near real-time access to Hours of Service (HOS) information and the ability to set up alerts to prevent HOS violations. This helps drivers and managers to share the responsibility of preventing violations and take an active role in driver safety. If you choose to bundle your ELD solution with a telematics solution, you can identify ways to improve driver behavior and keep vehicles performing their best, while also monitoring vehicle activity during off-hours. Using a single platform, you can automate alerts about hazardous driving behavior and search through logs easily and any time.
Win #5: You’re made for each other. If you’re currently tracking HOS, you’re likely already deep in the pursuit of finding the right ELD solution. The right ELD vendor will not only help reassure you that you’ll be in compliance before the December 18 deadline, but also help customize the solution for maximum usefulness for your company. Whether it’s simply transitioning to electronic logs or as comprehensive as optimizing routes, cutting down on fuel costs, reducing hazardous driving behavior, and generally improving productivity, ELDs help remove guess work. A quality vendor will help make your transition smooth and as effective as possible by getting to know you and your priorities in order to make the most of all that comes with implementing an ELD solution. Todd Ewing is the director of product management for Fleetmatics. Visit them online at www.fleetmatics.com.
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Fleetmatics, a Verizon Company, is a leading global provider of GPS fleet tracking, mobile workforce management, and electronic logging solutions for fleets of all sizes. The company’s fleet management system, Fleetmatics REVEAL, pairs GPS vehicle tracking technology with easy-to-use cloud-based software that provides access to critical vehicle and driver data such as vehicle location, fuel usage, speed and mileage. It also provides insights into a business’s mobile workforce that can help reduce operating expenses, improve customer service and potentially increase revenue. Fleetmatics LogBook manages Hours of Service (HOS) for drivers by combining required vehicle data with driver status from the mobile application. Drivers simply log into the mobile app and start driving while their hours are managed automatically. With Fleetmatics LogBook, you can: •G et real-time HOS status information in the driver’s hands and in the office •S end proactive alerts to the driver to prevent violations before they run out of hours •U se mobile technology to add new features and transition to new regulations with simple software updates •K eep your managers and dispatchers in touch with remaining hours to get loads delivered safely and on time To learn more about the ELD mandate and Fleetmatics solutions, visit Fleetmatics.com or call 866-844-2235.
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The Mandate is coming up fast.
www.vdoroadlog.com
We’ve got you covered. VDO RoadLog™ offers simple, affordable solutions for FMCSA ELD mandate compliance.
VDO and RoadLog – Trademarks of the Continental Corporation
• Available with no monthly fees. • Built-in printer to get through inspections faster – no data transfer hassles. • Backed by Continental, a leader in compliance systems, with over five million ELDs in use worldwide. You’ve got the driving covered. Leave the mandate to us. Get yours now: www.vdoroadlog.com (855)-ROADLOG roadlog-sales@vdo.com
It’s our mandate to help you. Next Generation ELD
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Turn ELD compliance into opportunity.
Hours of Service (HOS) compliance is too important to trust just anyone. So don’t. Fleetmatics can help meet compliance requirements while giving you powerful, easy-to-use tools that can help: • Improve productivity and efficiency • Increase safety and positive driver behavior • Reduce fuel and maintenance costs
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