Transitioning your DQ Files from paper or a local drive to software may seem like a daunting leap. It’s a common feeling if you're not tech-savvy or have more paper or PDF files than you know what to do with. The comfort of handling physical paperwork is understandable because you can touch it. But it's officially riskier to be on paper and spreadsheets than a software system.
The journey ahead involves moving from your legacy Driver Qualification Files (DQF) management system to A-Suite Comply. We understand the concerns and hesitations, so we've prepared a brief guide on how to make the switch.
Transitioning your DQ File management ways will not only simplify your compliance management and ensure you're always protected against an unplanned audit, or worse - those thirsty billboard trial lawyers seeking a runaway verdict.
We've broken down this guide into sections that you can skip to using the outline below:
The transition of your DQ Files will occur in three distinct phases: Scanning, Uploading, and Auditing & Updating.
The following records will be transitioned:
Here is who will be involved in a successful transition:
To execute this project successfully, you will need:
The software you need includes:
Here are the key steps to ensure a smooth transition of your DQ Files to A-Suite Comply:
Completed by: Project Manager; Scanning Team; Compliance Specialist
In this meeting, we’ll propose our game plan and forecasted timelines. Together, we’ll coordinate dates and assign roles. The Project Manager typically conducts this meeting and will review things like:
Action Items:
Completed by: Compliance Specialist, AvatarFleet Client Success Manager
The actual project work starts by laying some groundwork for your A-Suite Comply system.
Each record you upload needs to be associated with the respective driver.
We've made this process straightforward by providing a practical Driver Roster Template for standardizing your driver data for the A-Suite Comply system.
Action Items:
Completed by: Scanning Team
To kickstart the scanning phase, prepare your on-site scanning area. It may seem like overkill to go through the trouble of preparing a space to scan, but believe me, you'll thank us later when your space turns into a war room full of documents and pulled out staples.
Organization is key here, as you're dealing with some pretty important documents. The LAST thing you want to do is misplace a driver file in the process of transitioning!
Action Items:
Completed by: Scanning Team
In this phase, the Scanning Team swings into action by preparing their computers and commencing the scanning process. Throughout this process, meticulous quality control is upheld to guarantee accurate file labeling and precise time tracking for completed drivers.
Action Items:
Completed by: Scanning Team
Next, you'll want to create a dedicated folder in your selected cloud storage solution and carefully transfer and review the scanned files to maintain their quality and integrity.
Again, look out for the quality of the scan - any missing or illegible information could cost you one day if you're ever in a pinch to track down a key detail of a Driver File.
Action Items:
Completed by: Compliance Specialist
You have two options for this process:
Once your files are uploaded, you can either begin "splitting" the individual PDF that contains multiple DQ files or start assigning expiration dates to the individual PDFs or images right away, now that they are in the system.
While splitting an individual PDF adds an extra step, the end result is the same: well-organized DQ Files with logged expiration dates in the system.
Once all your DQ Files are classified with the appropriate expiration dates, your Compliance Dashboard will be equipped with the right information to display your immediate action items following its setup.
Action Items:
Completed by: Scanning Team
As you reach the final stages of the scanning portion of your project, it's important that all local files are removed from the scanning team's computers, while maintaining the security and accessibility of the files in our shared cloud drive.
You must take all precautions to ensure that personal information is kept confidential by removing any local copies from your computer systems.
Action Items:
Completed by: Compliance Specialist, AvatarFleet Client Success Manager
Congratulations, you've finished scanning and are ready to take control of your DQ file management!
Your A-Suite Comply Dashboard is the tool you need to stay on top of out of compliance drivers and files.
With A-Suite Comply, we recommend you track the following items on a day-to-day basis to keep up with your driver qualification file management:
The drivers in this list are those who shouldn't be out on the road for your company based on the rules you have set up within your account.
So for example, if you've set up that any driver who has a failed CDL, MVR, or Medical Card can't be dispatched, they'll fall into this list, where you can open up and drill down each of the drivers.
If you have a team member who is listed as "DND" there is now a profile badge indicating a "Do Not Dispatch" status on his or her profile.
These are the drivers that have expired records, but are still able to be dispatched for the road.
This Report will list out each of your records that are expired for your drivers.
A list of all of the missing records for your team members. It is possible to have multiple missing records per team member.
Finally, in the fifth Report, you have clear visibility into drivers/records that will be expiring in 60 days or less. Using this Report enables you to stay on top of any incurring expirations in the next two months.
Action Items:
Completed by: Compliance Specialist, AvatarFleet Client Success Manager
The Comply Dashboard is influenced by Comply Rules within A-Suite, and you can access these rules for each position or job. It's crucial to understand the hierarchy that A-Suite Comply adheres to for setting up your Compliance Dashboard:
The top level is, as discussed, your Compliance Dashboard (think of this like mission control at NASA 🚀).
At the second level is your Compliance Rules. These feed your dashboard and influence what callouts your Dashboard Reports visualize.
Finally, you have your Records. These are what fall in/out of compliance and feed the Compliance Rules.
Once you've configured your Compliance Rules, any non-compliant Records will appear in the Report on your Dashboard, prompting action.
With the accurate information now reflected in your Reports, it's time to proceed with auditing your files and requesting the most up-to-date files from your drivers.
Action Items:
Completed by: Compliance Specialist
You're almost there! You've scanned your files, set up your Dashboard, configured your Compliance Rules, and now you're finally ready to look at an accurate report of your driver compliance.
It took a lot to get here, but you've done all the hard work to set yourself up for success.
Using your Compliance Dashboard, your Compliance Specialist can now review what driver files need updated and begin the process for requesting updated versions.
Action Items:
Completed by: Compliance Specialist OR Outsourced to AvatarFleet's Compliance Specialists
As part of the compliance specialist's responsibility to request updated driver files, it's important to note that when a record is approaching its expiration date, drivers can receive email or SMS notifications if you elect.
This notification system allows drivers to quickly send images of their new documents to your company's email message inbox, minimizing administrative tasks and maximizing their drive time for your freight.
In the past, you may have managed DQ file "versions" by archiving outdated files physically or digitally. With A-Suite Comply, you have the convenience of uploading a new digital copy of the DQ file, seamlessly replacing the previous version and simplifying the version control process.
There are two ways a Compliance Specialist can request files: individually or in mass. We have plenty of resources to help you utilize both methods, but if you run into any trouble, don't hesitate to reach out to your AvatarFleet Client Success Manager for assistance.
Action Items:
With a clear roadmap and dedicated team members, transitioning your DQ Files to A-Suite Comply can be a seamless process.
This project will not only streamline your compliance management but also ensure that your organization remains in line with regulatory standards. Embrace this change, and you'll reap the benefits of a more efficient and compliant future!