Top 4 Integrated Reports That Top Fleets Run

As part of the Safety Team, you’re often scrambling to keep up with the constant inflow of data from every direction. You have what feels like 18 different systems you’re working out of to take note of each of your drivers’ behaviors, such as incidents, accidents, violations, compliance, hours on the road…and the never-ending list goes on.

On top of that, you’re tasked with organizing this data into meaningful and accurate reports to help determine what your fleet needs to improve on and help management stay on the same page. Making sense and getting insight out of all this data is important, but with so much data, where do you start?

Here are the Top 4 Reports the best fleets are running that can help you understand the overall safety of your fleet and where exactly you need to take action to improve (step-by-step instructions below!):

1. Distracted Driver Risk Report

2. Frequency Reports

3. Loss Runs

4. Enforcements (Inspections / Violations)

Why are these important? You have probably noticed that looking at telematics incidents alone isn’t giving you the full scope of driver performance. But what about telematics combined with HR events? Or maybe accident frequency per mile grouped by terminal?

It only makes sense to start combining your data sources to get the most out of your reports in order to see exactly where your fleet needs attention. As easy as that sounds, you may be asking yourself “Where do I start?” and “What data is most important to report on?” If you’re unsure of what reports can help improve your safety, that’s okay, you’re not alone.

Now the best part, here’s how you can run all of these reports today!

1. Distracted Driver Risk Report

Telematics + Cameras + HR Events + Workplace Observations + Accidents + Enforcements

Distracted CMV drivers are 23.2 times more likely to get into an accident than their undistracted counterparts. Yes, a telematics alert can be the sign of a distracted driver; but it could just as easily be the sign of a driver being cut off and avoiding an accident. By creating and running a Distracted Driver Risk Report each month, you can calculate drivers that are showing signs of distraction not only in the truck, but also outside of it as well. This information will allow you to address these drivers, give them the attention they need, and get them safely back on the road before a major accident occurs.

How-To:

1. Download telematics and HOS alerts from your 3rd party provider into an excel sheet
2. Download and add Camera Alerts to this excel sheet
3. Export and combine your HR Events, Workplace Observations, Accident Records, and FMCSA Enforcements to this spreadsheet from their respective spreadsheets, systems, or portals
   1. Group all data by driver using pivot tables to add dates and counts of incidents within each section
   2. Group by terminals or regions
   3. Add a filter on the date column for dates within the last 30 days
      1. For further benefit, add in a relative risk score per event within each category. This takes a large measure of subjectivity, but helps you weight the difference in risk between things like a past accident and a driver showing up late to work
   4. Display average driver risk scores per terminal
4. Sort the drivers by highest risk score
   1. Toggle on and off the terminal grouping to see this ranking as a total across your fleet or the ranking at each terminal

How-To with the Safety Suite:

1. In Reports, select Telematics, Cameras, HR Events, Workplace Observations, Accidents, and Enforcements as data sets
   1. Filter them by Date – Last 30 Days
2. Group your report by Terminal
3. Display as a Table
   1. Add or remove columns for any data you would like to see included
4. Click “Save to Dashboard” to easily access and run this report in the future

OR:

1. Select the Watchlist from your monitoring reports to view drivers flagged for being most at risk based on an A.I. enabled predictive analytics model that uses their distracted driving behavior and other factors

Starting with each terminal, you can see where the majority of distracted driving stems from on the graph. Click on each terminal to drill down and see each of the drivers who are exhibiting the highest signs of risk. Drivers exhibiting red flags both inside the truck and outside are more likely to be your distracted drivers that require some type of proactive intervention.

2. Frequency Reports

Accidents + Injuries + Timecards + Telematics OR Worker’s Comp Claims + Hours Worked

Is there a single terminal racking up your accidents? Perhaps there is a terminal that is missing a step in their training on a dangerous piece of equipment that’s running up your injuries. With the Accident and Injury Frequency by Terminal reports, you can quickly make that determination; and because your terminals aren’t all the same size, comparing the numbers in relation to hours worked or miles driven can give an accurate depiction of where you need to focus your time and training.

 How-To:

 Accident Frequency Reports

1. Download the total number of miles driven into an excel sheet
   1. Group that by driver
   2. Filter by miles driven for your desired date range
2. Add your accident records per driver to this excel sheet
   1. If your accidents are in another excel sheet, combine using a pivot table
   2. If your accident records are in another system, download and combine them
3. Divide the number of accidents by the total number of miles driven for each driver
   1. You can also break out DOT recordable and Non-DOT recordable to get separate rates
4. Group by terminal and sort by highest accident rates
5. Graph in a bar chart with Terminals as the X-axis and Accident Frequency as the Y-axis

Injury Frequency Reports

1. Repeat steps 1-4 as above, but use timecard data to pull the total hours worked by each driver or employee and use injury data in lieu of accident data

How-To with the Safety Suite:

Accident Frequency Reports

1. Select Accidents, Injuries, Timecards, and Telematics Alerts as your data sets
   1. Filter them by Date – Last 365 or Last 30 Days
2. Group your report by Terminal
3. Display as a Graph
   1. Add or remove columns for any data you would like to see included

Injury Frequency Reports

1. Select Workers Comp Claims, and Timecards as you data sets
   1. Filter by Date – Last 365 Days
2. Group your report by Terminal
3. Display as a Graph
   1. Add or remove columns for any data you would like to see included
4. Click “Save to Dashboard” to easily access and run this report in the future

3. Loss Runs

Claims Costs + Reserves vs Outlays + Maintenance Costs + Out of Service

To have a better understanding of your claims and the details surrounding them, you will want to study your Loss Runs report. This report can serve as a quick determination whether you are on budget or not, similar to how your checkbook would. You can quickly determine what you have spent and what you have left towards your annual reserves.

 How-To:

1. Pull your accident and claims records into an excel sheet
   1. Download from any risk management system or combine from internal records
2. Add Maintenance and Out of Service costs to provide the full cost allocations
3. Put reserves and outlays into two separate columns for each associated claim
4. Group claims by terminal
   1. Use pivot tables to nest claims under the accidents and provide the terminal groupings
   2. Filter by the desired date range (monthly, annually, or comparing month by month for multiple years)

How-To with the Safety Suite:

1. Select Claims, Total Reserves, Amount Paid, Total Remaining data sets
   1. Filter it by Date Range – Last Year (Date range optional)
   2. Select to View By – Sums
2. Group by Months of the Year
3. Display as a Table
   1. Add or remove columns for any data you would like to see included
4. Click “Save to Dashboard” to easily access and run this report in the future

4. Enforcements (Inspections / Violations)

Inspections + Resulting Violations + Resulting Citations

Obviously, as a Safety Manager, you want to reduce any and all violations, but where to start? By running the Enforcements Report, you can identify which violations you are most commonly seeing at each terminal. Then, diving a little deeper, you can also identify which drivers specifically are the origin for these types of violations and citations. After running your Enforcements Report, you will have a better understanding of the actions to take at each terminal and for each specific driver to help reduce your violations and citations.

How-To:

1. Download your inspections report from the FMCSA portal along with any associated violations and citations and compile in an excel spreadsheet
2. Use pivot tables to break down the inspection by driver with separate columns for violations and citations
   1. Creating additional column headers for violation and citation type and details will also be a good help when trying to create corrective action plans
3. Group the drivers and their resulting inspections by terminal or region
   1. Add a filter for your desired date range (last month, last year, etc.)
4. Create a graph with terminal as the X-axis and a count of the violations and citations as the Y-axis
   1. Drill down into terminal data to look at individual drivers
   2. Group by violation type to see counts of your most common violation types
      1. Add cost of violations as another column and total based on your grouping

How-To with the Safety Suite:

1. Select Inspections, Violations, and Citations data sets
   1. Filter it by Date Range – Last Year
2. Group your report by Terminal
3. Display as a Graph
   1. Add or remove columns for any data you would like to see included
4. Click “Save to Dashboard” to easily access and run this report in the future

Terminals with a very large delta between their inspections and the others have good performance and frequently have clean inspections. Terminals with a short delta between their inspections and the other two have a high frequency of citations and violations found.

Benefits of Aggregate Reporting

The biggest benefit that combining data brings to your business is clear visibility into your operations. With better visibility in reporting, fleet safety can be drastically improved. By seeing telematics alerts alongside HR data for example, a Safety Manager can better identify the difference between a one-time occurrence and a driver that has been distracted lately.

Overall, whether you’re aggregating your data in one central system or creating aggregate reports on your own, you can help your fleet reduce accidents, improve transparency between your safety manager and driver, predict at-risk drivers, assign specific corrective action and training, and start to benchmark driver performance.

Comparing data from each of your systems is the key to truly understanding the safety of your fleet. By seeing your data together, you know exactly where you need to improve, and even spot drivers that are exhibiting behaviors that can lead to a severe crash.

Bottom line: You’re already collecting everything you need to stay on top of and improve your fleet’s safety, let’s make sure you’re actually using it!