Driver Reports (DVIRs)
Overview
When Driver Reports are entered into RTA, either though RTA Inspect, RTA Driver Reports or an additional integration or DVIR (see Partner Intergrations) the details come to a landing screen for review and either assignment or dismissal.
On RTA, the Review Driver Reports screen offers many of the same options, formatted for fleet360
Access to Review Driver Reports is allowed for the following User Roles:
Admin
Facility Admin
Shop Manager
Lead Technician
Technician
Custom User Groups as assigned by the admin
As one of these users, review/assign/close Driver Reports by logging in at app.rtafleet.com and using the side menu Shop > Driver Report Maintenance.
By default, the issues listed are ordered first by severity (if an issue marks the vehicle as “inoperable”) then by days open, with the longest outstanding reports at the top.
This list, like others in RTA is adjustable based on the user’s preferences. Columns can be rearranged through drag/drop, order or priority of the list can be set by clicking the column header, and there is a column chooser in the top-right menu to simplify or detail your list.
Duplicates
If an issue persists on a vehicle, or if a reported issue has not been resolved before the next inspection and the item fails again, a duplicate issue line is created. These duplicates will register in the far-right column, next to the Action icon.
If hovered over with the mouse, details of the number of “Dupes” or Attachments will be listed
By clicking on the Dupes line, details of the previously submitted DVIR will show below the shown line. Information can be gathered, such as date, notes and driver who submitted.
Attachments will show any photos taken by the driver, previously attached files, as well as the option to drag/drop or add new files. Clicking on the existing tiles will bring a full screen view of the attachment.
Actions
Hovering over the Actions icon will bring up 3 options:
Assign to Work Order
Plan by Date/Meter/PM
Close
By selecting Assign to Work Order a side-screen pull prompt with any/all open work orders currently assigned to this vehicle. Either select an existing Work Order or select Assign to New Work Order at the bottom of the page.
If Assign to Work Order is greyed out, you must edit the defect by double clicking on the line and adding a VMRS code. Once this is done you will be able to Assign to Work Order.
Add a VMRS code, then fill out the Work Order details and assign the job to be fulfilled based on the Paperless Shop Procedure or your own shop processes.
When the job line is completed, the Driver Report line is closed automatically. Fleet360 records the close reason as Defect repaired, stamps the completing mechanic (or user) as the closer, and, once every defect on the same inspection is closed, marks the inspection itself closed. Nothing has to be done on the Driver Report Maintenance screen.
Plan by Date/Meter/PM defers the repair instead of doing it now. Fleet360 creates a planned work line for the asset with the defect’s VMRS code and notes, and sets the Driver Report line to Planned. The planned line becomes due:
By Date – on a date you pick (tomorrow or later).
By Meter – at a meter reading higher than the asset’s current work meter.
By PM – together with one of the asset’s PM schedules, so the repair is picked up at the next PM.
When that planned line is later added to a work order, the Driver Report line moves to Assigned, and it closes when the job line is completed, exactly as if it had been assigned directly. Manage the planned line in Planned Work Maintenance. Plan by Date/Meter/PM is available only on an open line; it cannot be used to make a closed line come due again.
Close lets the user close the Driver Report line without requiring a work order. Click Close and set the reason for closing based on the auto-generated reasons. This will dismiss the report line from this screen and close it as “Unresolved” if submitted through RTA Inspect. Other integration results may vary.
The close reasons are:
Defect need not be repaired for safe operation
Invalid or incomplete component/condition information reported
Driver responsibility
Defect repaired
Quick repair
Closing applies to the line and all of its duplicates at once. Closed lines drop off the screen because the Status filter defaults to Open; add Closed to the Status filter to see them, together with the Close Reason column.
Closing Driver Report lines
A Driver Report line closes in one of two ways:
Complete the repair. If the line is assigned to a work order (directly, or through a planned line that was later added to a work order), completing that job line closes the Driver Report line with the reason Defect repaired.
Close it from the screen. Use Actions > Close and pick a reason. Use this when no work order is needed, for example a duplicate, a driver error, or a defect that does not affect safe operation.
Line statuses you will see:
Status | Meaning | What closes it |
|---|---|---|
Open | Reported and not yet acted on | Assign, Plan or Close |
Assigned | Linked to a work order line | Completing the job line |
Planned | Deferred to a planned work line (by date, meter or PM) | Adding the planned line to a work order, then completing it |
Closed | Finished; no further action | – |
Closed is final. A closed line cannot be edited, assigned, planned or reopened from the Driver Report Maintenance screen. The only way a defect returns to Open is deleting the work order line it was assigned to and choosing Delete Line and Restore Defect (see Deleting a Work Order Line Linked to a Drivers Report (DVIR)). If the problem comes back, the driver’s next inspection creates a new line. To have a repair come due later instead, use Plan by Date/Meter/PM while the line is still open rather than closing it.
Q: Do I need to close the Driver Report line after the work order is done? No. Completing the job line closes it for you. If it still shows Open, the line was never assigned to that work order.
Q: Can I close a line and have it come due again later? No. Closed lines do not come back. Use Plan by Date/Meter/PM on the open line to defer the repair to a date, meter reading or PM.