The following provides details on vehicle maintenance, including expectations for submitting maintenance records, removing defects from Motive, and closing vehicle maintenance cases with CloudTrucks.
When completing a Driver Vehicle Inspection Report (DVIR), defects on the vehicle (truck/tractor) and asset (trailer) may be identified. If defects are found during the inspection, the DVIR form will prompt a selection of whether or not the defect is “minor” or “major”. After selecting the correct severity, a photo of the defect will be required. Attachment of a photo and the addition of any notes will allow for the next vehicle or asset part to be inspected.
Step by step instructions on completing the Driver Vehicle Inspection Report (DVIR) in Motive can be found here.
DVIR Submitted Marks a Defect
DVIRs that are submitted with defects will be sent to CloudTrucks Safety Team for further review. When reviewing the defects, the Safety team will make a final determination on the severity of the defect. Each defect will be categorized as either minor or major. Following the determination of each defect, Safety will reach out to confirm the defect, its severity, and provide any additional next steps if needed.
Major defects will be considered as “out of service” defects. In accordance with 49 CFR § 396.9, these defects will result in a booking block which will be in effect until a receipt or work order is received along with a photo of the corrected part. Proof of maintenance will be required to return to operation in a safe manner.
Minor defects will be considered as “needing repair” but will not result in a booking block.
Removing Defects and Closing Maintenance Cases
All defects will result in a maintenance case being opened with CloudTrucks. For out of service (OOS) defects, the booking block will be removed and case will be closed after proof of maintenance is received. Similarly, for minor defects, the case will be closed after proof of maintenance is received.
To send CloudTrucks proof of maintenance (receipts, work orders, etc.) a photo can be uploaded as a “Document” in Motive and will be reviewed by the Safety team. Ensure that when submitting the document, “Other” is selected as the “Type”.
Following the “Type” selection process, enter in any fields regarding the information on the receipt/work order. A prompt will appear asking for a photo, which can be uploaded or taken directly from the Motive app. If prompted to enter an email address, please send the documents to operations@cloudtrucks.com.
Once the proof of maintenance has been uploaded, Safety will be notified. A review of the documentation will be completed and Safety will reach out to confirm the maintenance record, case closure, and booking block removal (if applicable).
Step by step instructions on submitting documents in Motive can be found here.
Please reach out to us at safety@cloudtrucks.com if you have any questions.
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