Get With the Program

Issue: Jan/Feb 2004

Drivers, dispatchers, shippers, spouses–these are folks you can prepare for changes to hours-of-service rules. But who’s telling your fleet management software about them? Or your on-board trip computers? The question is, should carriers that use “paperless” log systems and wireless vehicle tracking devices worry whether their computers are up to speed when it comes to the new rules?

Yes. It’s crucial.

Fortunately, most suppliers beta-tested their software and hardware in the months leading up to Jan. 4, when revised HOS rules took effect in the United States. For many Canadian carriers, that date was more important than the forthcoming switchover here, expected toward the end of this year, because Canadian fleets operating in the States must abide by the American rules. And the technology that ensured the systems were compliant with the new regime is easily transferable to Canada, suppliers say.

Paperless log technology originally developed along two basic tracks–remote reporting using some type of wireless communication and various systems that reside onboard the truck. These systems have been available for fleet management purposes for many years (drivers still must produce a written log to enforcement officers). Ideally, your log auditors can forget the lines and calculations in the logbooks and let the head-office computer track miles, stopovers, downtime, and everything else that goes into the book.

The dominant player in the market is Qualcomm Wireless Business Systems, whose technology is represented in Canada by Cancom Tracking. And while few fleets have been able to remove all of the paperwork from the drivers’ hands, Qualcomm’s various messaging systems–but not paperless logging–are currently used by more than 30,000 drivers in Canada. Lots of observers feel it’s a matter of time before the majority of fleets graduate to paperless logging.

Fleets that subscribe to the Qualcomm OmniTRACS mobile communications system met the new hours-of-service regulations because Qualcomm’s new FleetAdvisor management system is programmed to comply with the new rules in both Canada and the United States.

Some fleets, like Transport Besner, a 200-truck truckload carrier in Quebec City, use Qualcomm messaging but also their own proprietary software for tracking driver hours. Besner’s IT director Denys Pellerin, says adjusting his company’s software to meet with the new rules was a “major project,” but nothing that represented downtime or inconvenience.

“We use our own back-office software and we worked last summer and fall monitoring all our trips, so when the rules changed in January, we were ready,” he explains.

About 30 percent of Besner’s trucks run into the United States, and the fact that Besner is a truckload fleet makes logistics easier than it would be if it were pure LTL. Simply put, there are fewer stops and starts for truckloads.

Other suppliers say rewriting software has been less a problem than deploying it. “I can’t speak for other vendors, but for us implementation from a software perspective was not terribly difficult because it’s fairly close to what we do already,” says Eric Witty, product development director for XATA, a supplier of fleet management and paperless log systems. “The biggest task is going to be for the end users,” he explains, noting that software updates must be installed on individual onboard computers.

“For some trucking companies, it will be getting the time to chase those vehicles around the country wherever they are and get the software implemented.”

Joel Beal, Pice President of sales and marketing for Tripmaster, another on-board systems provider, voices similar concerns. “Our customers face an operational challenge,” he says. “Some–fuel haulers and mail haulers, for example–have regularly scheduled runs with tightly timed deliveries and more then one driver per day in a vehicle. They’ve got their work cut out for them.”

In the best case scenario, software updates don’t require downtime. Cadec, which markets Mobius TTS onboard computers, says that automated log parameters are downloaded to each unit along with assignment and delivery documents every time a driver logs in for work. Trucks and drivers using Mobius switched seamlessly from the old rules to new, says Gerry Kirouac, Cadec’s training manager. “We do everything wirelessly. We can go through short-range RF or some kind of cellular connection or a combination of the two,” he adds.

Likewise, PeopleNet Communications, which offers Internet-based vehicle locating and fleet management tools, says its clients’ systems can be reprogrammed remotely, so there is no downtime involved whatsoever.

Jamie Williams, president of Canadian sales, says PeopleNet’s OTAP (Over The Air Programming) technology means customers using the company’s electronic logbook, eDriver Logs, can receive current and fully compliant software “without having to take a single truck off the road.”

At least one company is trying to help fleets recover on-duty time that’s soaked up by delays.

McLeod Software’s fleet management program can calculate detention charges and automatically notify and bill your customers. Upon arrival, the system checks whether any detention charges apply to the shipper or receiver. If so, once the truck’s departure is confirmed, the system records the time, calculates detention and other charges, and adds them to the customer’s billing record.

An invoice with all charges is then automatically sent electronically or by fax to the customer.

You can set up the detention feature to allow a certain amount of “free time” at each location before detention charges are accumulated. A “warning time” is also available so that within the free time, a warning message may be send electronically or faxed to the right parties. After the free time has expired, but before the departure from the dock or yard, the detention charges start piling up.

Two detention periods are available, with different billing codes and rates. In addition, you can use the system’s reporting capabilities to identify detention trends by customer, location, tractor, or driver. Go to www.mcleodsoftware.com for details.