Driver Vehicle Inspection Report - DVIR
Driver Vehicle Inspection Report Overview
A Driver Vehicle Inspection Report, or DVIR, is a record that confirms if a driver has completed an inspection on a vehicle. Maintenance Pro Web has the ability to add these DVIR checklists into the system for Vehicles and Trailers.
Setup New DVIR Checklist
The software has two built-in checklists to be used in conjunction with the DVIR function called DVIR Trailer and DVIR Vehicle. To add these to your system click the gear icon on the top right and choose Inspection Templates.
Click on the blue New button on the top right to create a new template.
Choose DVIR Trailer or DVIR Vehicle for the name from the drop-down list.
If these template names do not appear as options in the drop down list, double check and see if you already have them saved to your template list. If not, you may need to contact us to enable the DVIR feature onto your account.
Please note that manually typing the template name into the box will not enable the DVIR function. You must choose from one of these two existing built-in options when setting this up. Otherwise, the template will be treated as a normal inspection checklist without any extra functionality.
Once the appropriate template name has been selected immediately click Save on the bottom. You do not need to add any inspection tasks.
The DVIR item should now be present in your inspection template list. Note that the tasks have been automatically added for you.
Assign DVIR To Equipment
To link equipment to the new DVIR template you'll want to first make sure you're on the Inspection Template management screen. Click the gear on the top right and choose Inspection Templates.
Click the action gear to the right of the DVIR template and choose Add Equipment.
This will present you with a list of available units. Check the equipment that should be linked to this DVIR and click Save.
The system will take a few moments to link the template to the appropriate units. The update process may take a few minutes to complete.
The equipment count will update once the operation is complete.
Create New DVIR Record
Once the equipment is assigned to the DVIR template you will be able to create new DVIRs for the unit. To do so, from the equipment list click the action gear on the right hand side and choose Inspection: DVIR Vehicle or Inspection: DVIR Trailer.
This will bring you to the Inspection Record screen.
Assignee would be the person filling out, or responsible for filling out, the inspection.
Date will default to the current date. This can be backdated if filling out a historical inspection record.
Current Miles / Hours / Kilometers would be the current meter reading of the equipment at the time of inspection.
You can enter any Notes you'd like to preserve for future reference.
Each checklist item will be presented with a Pass and Failed button.
Press Pass or Failed on each checklist item to proceed to the next row. Pass means the checklist item has no issues. Failed means that a problem with the checklist item was found.
If any checklist item is marked as Failed then you will be presented with additional options.
Checking Create Repair Request will add a new repair request with the checklist item's name to the equipment task list. Anything entered in the text box underneath will be added to the repair request notes.
Note that creating a repair request is optional. You can still type into the text box below if you wish to note down any information about the failed item.
The Picture button on the right side allows you to upload a related photo of the failed item.
If a repair request was already previously created for the checklist item, and the request is still pending, you will be notified so that a duplicate request is not created.
Signing Off On DVIR
Once all checklist items have been passed or failed you will see a Condition selection and a signature box.
Note: If you do not see a signature box then you need to enable signatures in your organization. Click the gear on the very top right of the page and choose Organization Profile. Click the Signatures tab, check Inspection Signatures and save.
The condition presented will depend on if items have passed or failed.
If everything has passed you will get a Condition Satisfactory, at which point you can sign and save.
If anything has Failed you will have two condition options available to click on, either Defects Corrected or Correction Not Needed.
In either case, the driver that's filling out the inspection will want to sign.
If the failed items do not need to be fixed at this time, then you can mark Correction Not Needed, sign and save.
If the failed items need to be corrected, do not click either condition. Simply sign and save. The Failed inspection will save to the equipment's history to complete at a later time.
From the Equipment profile click the History tab, then click the Inspections button. This will show all previous inspection records for this vehicle.
Whenever the inspection failure has been corrected, click on the failed inspection from equipment history. You can choose the Defects Corrected option. Both the mechanic's signature who resolved the failure, and driver's signature, will be required.
If the mechanic and driver are not both present, you can have the mechanic sign the record first. Then the driver can come back to the record later and sign their portion of the inspection.
At this point the inspection is finalized as all signatures have been retrieved. Click Save to record the changes.
The status of the inspection will change from Failed to Fixed, letting you know the failures have been corrected.
If you have the Inspection column showing on the equipment list you will also see the status displayed there.
View All Inspection Records
We have provided a quick and easy way to view all inspection records in the system without having to go directly to equipment history. To view this, click Inspections on the left side menu.
Click the blue status filter on the top left for filtering options. This is useful if you only want to see recent inspections, or all failed inspections.
Utilize the search box on the top right to filter by a specific equipment ID.
Clicking on a row will take you directly to the inspection record. Here you can finish the inspection, or re-open an existing inspection and make changes.