Establishing an Effective Maintenance Program

The Mechanics Need

Your Help

Maintenance is Your Responsibility Too

• You may not turn the wrenches, but you are a big part of the maintenance program

• Your “part” is to make sure things get done as required by the Federal regulations

• Your organizational skills and attention to detail will help get this done

Federal Regulations Require

• Qualified annual inspectors – see form• Qualified brake inspectors – see form• Periodic (annual) inspections at least

every 12 months• Pre-trip, en-route, and post-trip

inspections by drivers• Systematic inspection and repair of

equipment

Systematic inspection/Repair

• Different makes of trucks have different maintenance schedules – find out what yours is

• How does the shop track what service is due on a vehicle? e.g. oil changes, lube, brake inspection, annuals, etc…

• How are drivers notified that a service is due?

Reporting Problems

• What is the system for drivers to report vehicle problems to maintenance?– Is this working? – Are you having too many on-road

breakdowns or vehicle out of services?• The national average for vehicle out of service

is 22.90% - what is yours?

– Can the system be improved in any way?

Annual Inspections

• How are annual inspection due dates tracked?

• They can be tracked on an equipment list kept on a computer or on a board in the garage, or many other ways

• Mechanics should check a list of services due for each vehicle when it is brought into the shop

Driver Inspections

• Have your drivers been trained on how to inspect a vehicle?– Not just to take the CDL exam either!

• They should be trained on how to inspect and how to write up a defect for repair

• Sources of training: Motor carrier inspectors, mechanics, videos, written materials, etc.

Tracking Repairs

• Every repair that is made needs documented – even changing a light bulb needs a paper trail

• This is used to demonstrate that repairs were made for defects on roadside inspections, and to a jury if vehicle defects contribute to an accident

• This includes owner operator equipment

Record Keeping

• Each unit should have it’s own file • Must contain the following:

– Company number, if so marked– Make– Serial number– Year– Tire size– Name of owner, if not owned by the

motor carrier

Record Retention

• Must retain records of all inspections, repairs, etc. for:– 1 year– And for 6 months after the unit leaves

the motor carrier’s control– Annual inspections must be retained for

14 months– Roadside inspection reports must be

retained for 12 months – DVIR must be retained for 90 days

Track Roadside Data

• Should track all roadside inspection data so mechanics can be notified of trends

• This information can be used to improve the maintenance program