Preventive Maintenance and Inspection Procedures

8/22/2019 Preventive Maintenance and Inspection Procedures

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RISK POINTS: OPERATIONAL POLICIES & PROCEDURESTopic: Driver Disciplinary Program

Line of Business: Auto

Risk Control Strategy / Key Issues: Establish, document amaintain a program for the discipline of drivers

Suggested Program Elements:

1. Program Statement: Assign program responsibilities to one designated accountable person.individual should be provided with the legal and management resources needed to accomplisgoal as established by your organization. An individual in the human resource department iscandidate because of the need to maintain confidential records separate from all other personrecords.

The reason for implementation of the program as well as your organizations Zero Tolerance fcompliance should be communicated, in writing, to all staff members within the organization.duties and responsibilities of the designated individual should be outlined in the corresponden

well.

2. Traffic Safety Committee: Establish a traffic safety committee (or other similar process) to:

Review property damage/injury accidents

Review all incidents/near misses

Develop suggest actions to prevent recurrence

Recommend discipline procedures

3. Driver Rules: Establish and document your organizations official stance on the following item

Driver rules / regulations handbook published

Distributed to each driver

Signed receipt from driver put in personnel file

Policy outlining consequences for traffic violations/accidents

Warning letter

Time off without pay

Termination of employment

Requirement that all damage to or caused by a student transport vehicle musreported to Transportation Supervisor


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Preventive Maintenance and Inspection Procedures

COUNTERMEASURE

Objective: To prevent accidents caused by vehicle deficiencies. Description:Worn, failed or incorrectly adjusted components can cause or contribute toaccidents. Preventive maintenance and periodic inspection procedures help toprevent failures from occurring while the vehicle is being operated. Suchprocedures also reduce reliance on the driver, who may have limited skill andknowledge for detecting vehicle deficiencies.

Questions for Management:

1. Are there excessive demands for the repair of your vehicles? This

should be viewed as an indicator of inadequate maintenance andinspection procedures, and a vehicle maintenance situation which couldcause or contribute to accidents.

2. Do you use preventive maintenance management measures toschedule periodic inspection and maintenance activities?

3. Do you have an adequate record-keeping system which tracksmaintenance, repairs, and inspections?

4. Do you have a way of determining when the wear of a component issuch that it should be replaced or repaired?

5. What guidelines or rules are used for placing vehicles out of serviceuntil necessary repairs are made? How are they enforced?

6. Do you have a means for gauging the effectiveness of your preventivemaintenance procedures?

7. Would your vehicles pass the minimum periodic inspection standardsset out by the FMCSR?

8. Are your drivers sufficiently trained and knowledgeable to detectmaintenance and repair needs, and to refer them for maintenance?

9. Does your preventive maintenance and inspection program recognizethe following safety-related vehicle components whose deteriorationdirectly affects vehicle control: - braking system - steering system -couplers - tires and wheels - suspension

Does your preventive maintenance and inspection procedures:

1. Recognize wear of consumable components which must be periodicallyreplaced or serviced.

2. Take account of indicators of deterioration which can be monitored atthe driver inspection level.

3. Make provisions for the condition of those components which cannot be


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easily detected by drivers.4. Are your drivers trained in troubleshooting?5. Are your mechanics and maintenance supervisors adequately trained?

How? When? By whom?

Driving Tips:

Check whole vehicle carefully, pre-trip and post-trip.

Pre-trip and post-trip inspection reports are an important part of the job.

Ensure annual vehicle inspection report or decal is in or on the vehicle.

Don't drive a faulty vehicle.

References: FMCSR Part 392.7; Part 393; Part 396. V1; V3.

DRIVER INSPECTION REPORTS AND PROCEDURES C2

COUNTERMEASURE

Objective: To ensure that vehicles are in a safe operating condition whiledriven.

Description: The driver is ultimately responsible to make sure that the vehiclebeing driven is in a safe operating condition. Appropriate inspectionprocedures and reports assist in ensuring this. The driver is also in a positionto detect vehicle deficiencies and refer them to maintenance for repairs. Somevehicle deficiencies cannot be detected by periodic preventive maintenance

and inspection procedures.


1. Are there established inspection and reporting procedures for drivers?2. Are these procedures in compliance with FMCSR rules?3. Are drivers adequately trained to inspect safety critical components

and determine whether their condition is adequate? How? When? Bywhom?

4. Are drivers equipped with inspection aids and the necessary reportforms?

5. Are maintenance personnel responsive to driver-reported deficiencies?6. Does the company have established standards for placing vehicles out

of service?7. Are drivers encouraged not to drive when they discover a deficiency

which should cause the vehicle to be placed out-of-service?


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Driving Tips:

Federal and State laws require that you may not drive a vehicle

unless you are satisfied that it is in a safe operating condition. Carefully inspect the vehicle and report on its condition as you

are required to.

During a trip you should monitor the condition of vehicle

components which may affect the safety of the vehicle.

If something seems to be wrong with the vehicle, stop and

check it out. Do not continue with the trip until you are satisfied itis safe to do so.

References: FMCSR Part 392.7; Part 396. D1; D2.

BRAKE PERFORMANCE C3

COUNTERMEASURE

Objective: To reduce accidents associated with insufficient braking ability.

Description: The braking system is one of several key safety-related items.Catastrophic brake failure, such as sudden air loss, may lead to loss of controland the drivers inability to recover. Progressive brake deterioration, such asbrake shoe wear without corresponding adjustment, can be even moretroublesome because it may appear innocuous during normal driving, but may

precipitate an accident during emergency braking applications.


1. Are preventive maintenance procedures adequate to detect and repairworn or defective brake system components?

2. Do you have established standards for indicating out-of-serviceconditions for brake system components which deteriorateprogressively: air leaks, brake shoe wear, drum wear, bearing sealleakage?

3. Are drivers adequately trained to detect deteriorated conditions during

their inspections? How? When? By whom?4. Are mechanics and maintenance supervisors adequately trained?

How? When? By whom?5. Do you have an inspection lane for checking brake adjustment?


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Driving Tips:

Test your brakes for stopping performance before going on

highway.

Assure yourself adequately that your brakes are properly

adjusted.

Learn how to determine if the air system is operating

satisfactorily.

Check to make sure that low air warning devices are

functioning.

During a trip, before entering severe downgrades, stop and

check brake adjustment.

References: FMCSR Part 393; Part 396. D1; D2; V1; V4; V6.

TIRE INFLATION C4

COUNTERMEASURE

Objective: To prevent loss of control accidents due to tire failure.

Description: Tires are one of several key safety-related components. Impropertire pressure, either too little or too much, can lead to deterioration and

eventual catastrophic failure.


1. Are drivers and maintenance personnel following the tiremanufacturers' specifications for tire inflation and loading?

2. Are tire inflation guidelines available to drivers?3. Are drivers trained in how to check tire inflation? Should they check it?4. Are they properly equipped to check it?5. Are drivers knowledgeable of the consequences of improper tire

inflation?

Driving Tips:

During extended trips, monitor tire inflation.

Do not operate tires with inflation pressures other than those

specified by the manufacturer.


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References: FMCSR Part 392.75; Part 396. D1; V1.

TIRE WEAR AND DETERIORATION C5

COUNTERMEASURE

Objective: To prevent loss of control accidents due to tire failure.

Description: The tires are one of several key safety-related items. A tire that isworn or damaged may fail as a blowout and result in loss of control of thevehicle. The principal indicators of deterioration are tread wear, tread andsidewall damage, and air leakage.


1. Does the company have an established standard for indicating whentires should be taken out of service?

2. Is the company standard in compliance with the minimum tread depthstandards as specified by the FMCSR?

3. Are drivers and maintenance personnel trained and knowledgeable tomake a determination during inspections as to whether or not a tireshould be taken out of service?

Maintenance Tips:

Check tires regularly to ensure they meet the minimum DOT

tread depth requirement.

Do not mount mismatched sizes, or pair tires in duals with

significantly different wear.

Do not mix bias and radial tires on the same axle.

Follow company standards for out-of-service conditions.

Replace tread only on sound casings.

Driving Tips:

During vehicle inspections, check tires to make sure that their conditionis within company-established out-of-service criteria.

During a trip, monitor tires for road damage or deterioration.

Look for:

tread or sidewall separation


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cuts or gouges

flat spots or uneven wear

leaks (monitor tire inflation)

flat tires at duals

References: FMCSR Part 392.75; Part 396. D1; V1; V3.

WHEEL RETENTION AND DETERIORATION C6

COUNTERMEASURE

Objective: To prevent loss of control accidents due to wheel failure.

Description: The wheels are one of several key safety-related items. Incorrectlyassembled, or damaged wheel components can result in collapse of the wheel

assembly and consequent loss of control.


1. Are maintenance personnel sufficiently knowledgeable to be able toidentify and take out of service worn or deteriorated wheel and rimcomponents?

2. Do you have company standards for identifying out-of-serviceconditions requiring replacement?

3. Is the company standard in compliance with the minimum periodicinspection standards as specified by the FMCSR?

4. Are drivers adequately trained to detect deteriorated component conditionsduring their inspections?

Maintenance Tips:

Use established company or industry guidelines to determine

whether components should be returned to service.

Attempt to determine cause of damage or deterioration. Such

analysis may help identify improper use or maintenanceprocedures which should be corrected.

Driving Tips:

When inspecting wheels,

Look for:

Cracks in wheels and rims


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Improperly seated lock rings

Rust around wheel nuts - check for tightness

Check wheel nut tightness after recent tire change

Missing components

References: FMCSR Part 396; 393.205. D1; V1; V3.

STEERING SYSTEM PERFORMANCE C7

COUNTERMEASURE

Objective: To prevent loss of control due to steering system deterioration

Description: The steering system is one of the several key safety-related items.It can fail catastrophically or deteriorate progressively. Progressively increasing

steering wheel play will make it harder for the driver to steer and should beviewed as an indicator of deteriorating steering system components which mayeventually lead to a catastrophic failure. Steering wheel play is a principalindicator of steering system deterioration which can be monitored at the driverinspection level.


1. Is steering wheel play checked against an out-of-service criterion?2. Is steering system component deterioration checked during preventive

maintenance and inspection procedures?

Driving Tips:

During pre-trip inspections, check for excessive steering wheel

play.

Follow established company guideline for taking vehicle out of

service.

Write up steering deficiencies on your vehicle inspection report.

References: FMCSR Part 393.209; Part 396. D1; V1.


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FULL TRAILER COUPLING C8

COUNTERMEASURE

Objective: To prevent accidents due to trailer separation.

Description: Trailer separation can occur due to improper hitching, or inadequateor damaged equipment. Pintle hooks and ball hitches can uncouple if improperlylatched. Hitch mounts could separate due to damage or lack of maintenance.


1. Are towing vehicles and trailers equipped with properly rated ballhitches or pintle hooks?

2. Are appropriate safety devices, such as chains and breakaway brakesavailable?

3. Are hitches and safety devices being properly maintained?4. Are drivers trained and knowledgeable in proper use of hitching

equipment? How? When? By whom?

Driving Tips:

Check to see that hitch components are in good condition on

trailer and truck.

Adjust coupler if necessary.

Ensure that the pintle hook or ball hitch is properly locked.

Ensure that safety chains are properly connected.

Ensure that electric and air lines are properly connected.

References: FMCSR Part 393.70; 393.71. D1; V2.

5TH WHEEL HITCHES AND ADJUSTABLE AXLES C9

COUNTERMEASURE

Objective: To eliminate accidents due to trailer separation, inactive trailerbrakes or running lights, or trailer axle separation.

Description: Proper coupling procedures of semi trailers ensure that the


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coupling equipment remains in good order, the landing gear is not damaged,the air lines and electric lines are hooked up, the axle loads are balanced andthe coupling is secure.


1. Are drivers trained in proper coupling procedures?2. Do drivers know how to check for proper condition of coupling

equipment?3. Are preventive maintenance and service procedures being followed?

Driving Tips:

Adjust trailer height to minimize coupling impact.

Check conditions of kingpin and jaws. Check that the jaws are locked after coupling.

Ensure that the landing gear is raised.

Hook up air and electric lines carefully.

If the trailer axle is adjustable, make sure it is locked properly.

Check to see that the kingpin is not riding on top of the jaws.

If the tractor has an adjustable fifth wheel, make sure

adjustment is locked. Do not pull the trailer with the slide stops.Before driving away, apply the trailer brake; and pull gentlyagainst them to check coupling.

References: FMCSR Part 393.70; 393.71. D1; V1; V2.

VEHICLE LIGHTING AND CONSPICUITY C10

COUNTERMEASURE

Objective: To reduce the number of accidents due to other drivers' inability tosee the vehicle.

Description: Trucks or tractor-trailer combinations, due to their length andlower maneuverability, may be struck by other vehicles because the otherdriver does not see the vehicle and its movement in time. Such drivers can beassisted by making sure that the truck's lighting system and reflectors areadequate. The truck driver should use extra care in crossing traffic lanes andmaking turns during adverse visibility conditions.



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1. Are proper lighting devices and reflectors installed and maintained?2. Are proper visibility devices used when carrying unusual loads which

project from the rear or sides of the truck?3. Are paint schemes being selected with the thought that they could

enhance conspicuity?

Driving Tips:

Check to make sure that all lights and reflectors are operable and

clean.

Use extra care when making turns or crossing intersections

during poor visibility conditions.

Use extra care when pulling low profile trailers such as empty flat

bed tractors, an empty container chassis, construction equipmenttrailers, or pole trailers.

References: FMCSR Part 392.30 to 392.33; 393.9 to 393.33. D1.

PAYLOAD CHARACTERISTICS C11

COUNTERMEASURE

Objective: To reduce the number of accidents caused by overloading, poorload distribution and lack of clearance with fixed objects.

Description: Many accidents are caused by inadequate loading procedures or

route planning. Heavy, high, or offset loads can precipitate rollovers duringemergency steering maneuvers or when driving at excessive speeds. Hightrailers or outsize loads can result in collisions when routes are not planned.


1. Are dispatchers knowledgeable in matching cargoes and vehiclesduring dispatching?

2. Are drivers instructed how to deal with sealed cargoes3. How does the company deal with the problem of overloading?4. Are drivers trained how to deal with top heavy or offset cargoes, or

improper axle weight distribution?5. Are drivers trained to understand how and why rollovers occur?6. Are equipment purchasing specifications matched to anticipated loads?

Driving Tips:

Make sure your vehicle and axle weights are within legal limits.


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Make sure you know your vehicle weight rating.

Make sure that tire ratings and inflations are compatible with the

load and driving conditions.

Make sure that suspension and coupling ratings are appropriate

for the load. When trailer is being loaded with mixed cargo, have heavier

articles loaded on the bottom.

Check to see that heavy articles are not offset to one side of the

trailer.

When driving with heavy or high loads, use reduced speeds.

Remember that you may have to make an emergency lanechange.

Curve speed advisory signs normally do not apply to heavily

loaded commercial vehicles; go slower.

Be aware that trailer wheels off-track and may collide with curbs,

or track onto unimproved shoulders, leading to loss of controlwhen vehicle is heavily loaded.

Know your vehicle height and plan your route so that you are

not surprised by low bridges.

When picking up a sealed trailer, find out payload

characteristics.

References: FMCSR Part 393.9; 393.100; 393.102; 393.104; 393.106. D1.

CARGO SECUREMENT C12

COUNTERMEASURE

Objective: To reduce the number of truck rollover or falling cargo accidents.

Description: Cargo which breaks loose on the road can create controldifficulties for the driver and present a hazard for other drivers. Shifting cargocan cause loss of control and truck rollover.


1. Are your trailers equipped with proper tie downs and front-endstructures?2. Are drivers and dock personnel knowledgeable in proper methods for

blocking and bracing?3. Does your company carry unusual payloads which are prone to shifting

and thus require special attention to securement methods?


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4. Are spare wheels and accessory equipment properly secured?

Driving Tips:

Check to make sure that the lading has been properly secured. Periodically check to see that tie downs and bracing are still

intact and the cargo has not shifted.

Some cargo or lading, such as liquids in cargo tanks or portable

tanks has a tendency to shift: you must drive at reduced speedsduring turns or braking to guard against loss of control.

Pay particular attention to bracing and tie downs when picking up

unusual cargoes. Satisfy yourself that the loading personnel havedone their job properly.

References: FMCSR Part 392.9; 393.100; 393.102; 393.104; 393.106. D1.

Alteris provides the above program information in order to reduce the risk of insurance loss and claims. The information provided

is not intended to include all potential controls or address any insured specifically. Alteris also does not warrant that all loss

and/or claims will be avoided if the program information is followed. By providing this information, Alteris in no way intends to

relieve the insured of its own duties and obligations, nor is Alteris undertaking, on behalf of or for the benefit of the insured or

others, that the insureds property or operations are safe, healthful, or in compliance with any law, rule or regulation . Insureds

remain responsible for their own efforts to reduce risks and should consult their own legal counsel for appropriate guidance.

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Preventive Maintenance and Inspection Procedures