User Guide
User Guide to Safety System
Setting Up and Using Safety Systems
User Guide to Safety System
User Guide to Safety System
Version 2016 R24 (2016)
Copyright
Copyright © 2007-2016 by Efficient Workflow Solutions, LLC | All rights reserved
Trademarks
MoversSuite is a trademark of Efficient Workflow Solutions, LLC.
Microsoft and Microsoft Windows are registered trademarks of Microsoft Corporation.
All other product names used are trademarks of their respective owners.
Notice
The material in this document is for information only and is subject to change without notice.
While reasonable efforts have been made in the preparation of this document to assure its accuracy,
Efficient Workflow Solutions, LLC assumes no liability resulting from errors or omissions in this
document, or from the use of the information contained herein.
Efficient Workflow Solutions, LLC reserves the right to make changes in the product design without
reservation and without notification to any person or entity.
Edition
2016
Copyright © 2007-2016 by Efficient Workflow Solutions, LLC | All rights reserved
Printing Information
Printed in the United States
Technical Support
If at any time you experience problems with MoversSuite, we encourage you to contact us as follows:
Toll free:
Phone:
Fax:
Websites:
Support:
1.866.750.7255
1.970.256.1616
1.970.256.1650
www.ewsgroup.com
support.ewsgroup.com/moverssuite/
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User Guide to Safety System
Table of Contents
SAFETY SYSTEM
4
SAFETY INFORMATION (PERSONNEL)
8
SAFETY INFORMATION (EQUIPMENT)
10
LOG SAFETY EVENT
13
ADMINISTRATIVE HOLD
15
SAFETY REPORTS
16
SAFETY SYSTEM SETUP AND ADMINISTRATION
17
Equipment Condition Type Setup
Equipment Event Type Setup
Equipment Safety Setup
Personnel Event Type Setup
Personnel Safety Setup
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User Guide to Safety System
Safety System
The Safety System provides a visual means of notifying users of the safety status of personnel and
equipment. Users can also log safety events that provide a historical record for each employee and piece
of equipment. Additionally, the system can prevent unsafe crew and equipment assignments by placing
administrative holds.
Figure 1: Safety indicators in Local Dispatch
Available through Local Dispatch and Long Distance Dispatch, the safety indicator provides quick
identification of the safety of personnel and equipment based on the following classifications. The
application bases indicators status on dates set within Personnel Safety Setup and Equipment Safety
Setup.
Indicator
Description
Black
Administrative hold is in effect. Users will not be able to assign these personnel and equipment.
Red
A safety violation is in effect. One or more safety date has expired.
Yellow
A warning that one or more safety date is nearing expiration (within 30 days of current date).
Green
Safety data is set for the employee and all safety dates are beyond 30 days from expiring.
Clear
No safety data exists.
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The dates evaluated for safety alerts (see Safety System for description) include the following:
Dates evaluated for personnel:
License Expires Date
Next Physical Date
Next MVR Date
Next Background Check Date
Refer to Safety Information (Personnel) and Personnel Safety Setup for more information.
Dates evaluated for equipment:
 Next Sanitized Date
 Next Inspection Date
 Next Service Date
 DOT Expiration Date
 ICC Due Date
 License Due Date
Refer to Safety Information (Equipment) and Equipment Safety Setup for more information.
Accessing the Safety System
The following table lists the functional areas of the Safety System.
Area
Description
Local Dispatch
Users view safety indicators for personnel and equipment resources, view
safety information, and log safety events within Assign and Remove Crew and
Assign and Remove Equipment sections.
Figure 2: Local Dispatch safety indicators
Users will access safety functionality through the right-click options available
in each assignment grid.
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Figure 3: Right-click options in Local Dispatch
View Personnel Information
Opens the Personnel Information screen allowing you to view safety data
for the driver through Safety Information (Personnel) tab.
View Equipment Information
Opens the Equipment Information screen allowing you to view safety
data for the resource through Safety Information (Equipment) tab.
Log Safety Event
This function opens the Log Safety Event screen allowing you to enter
safety-related data for a selected date.
Long Distance Dispatch
Users will view safety indicators for personnel and equipment resources, view
safety information, and log safety events within Current Driver Activity.
Figure 4: Long Distance Dispatch safety indicators
Pressing the safety indicator in Long Distance Dispatch opens the Personnel
Information screen allowing you to view the Safety Information (Personnel)
tab for the driver. Additionally, you can log safety events for the driver.
MoversSuite Administration
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Manage safety data within Safety tabs in Personnel Setup and Equipment
Setup. Users can place holds on equipment and personal through
administration.
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Safety Information (Personnel)
Use the Safety Information (Personnel) tab within the Personnel Information screen to view key safety
data and log safety events for personnel.
Figure 5: Safety Information tab within the Personnel Information screen
Access the Safety Information through View Personnel Information option available through the rightclick menu within the crew assignment grid in Local Dispatch (refer to Right-Click Options (Local
Dispatch)) and through the safety indicator next to the Driver field within Current Driver Activity in Long
Distance Dispatch.
The following table describes the fields and functions available within the Safety Information (Personnel)
tab.
Field/Function
Description
Safety Information
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The following data is defined within Personnel Setup and Personnel Safety Setup.
The following dates are evaluated to trigger safety indicators when set include the following:
Next Physical Date
License Expires
Next Background Check Date
Next MVR Date
Refer Safety System for more information on safety indicators.
Name
The employee name displays.
Next Physical
The date this employee is scheduled to have their next physical examination.
Last Physical
Last date of a physical exam for this employee.
License Number
License number for the employee.
License Class
License class designation for the employee.
License Expires
The expiration date of the license for this employee displays.
Background Check CID
The Certified Identification (CID) provided by this employee that was provided
for background verification.
Next Background Check
The date of the next scheduled background check for this employee displays.
Last Background Check
Last date a background checked was performed on this employee.
Next MVR
Date of the next Motor Vehicle Report (MVR) for this employee.
Last MVR
Date of the last MVR for this employee.
Administrative Hold
This flag is checked when an administrative hold is placed on this person. People
on hold cannot be assigned to a service or trip.
Safety Events
This section displays the logged events for the person. Refer to Log Safety Event for field descriptions.
Note: You can double-click on an event to view the Log Safety Event screen in read-only mode.
Log Event
Open the Log Safety Event screen to add a new event.
OK
Close the screen.
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User Guide to Safety System
Safety Information (Equipment)
Use the Safety Information (Equipment) screen to view key safety data and log safety events for
equipment records.
Figure 6: Safety Information screen
Access to this screen is through View Safety Information option available through the right-click menu
within the equipment assignment grid in Local Dispatch (refer to Right-Click Options (Local Dispatch)).
The following table describes the fields and functions available within the Safety Information
(Equipment) screen.
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Field/Function
Description
Safety Information
The following data displays when viewing safety data for equipment resources. All data is defined within
Equipment Setup.
The following data displays when viewing safety data for equipment resources. All data is defined within
Equipment Setup.
The following dates are evaluated to trigger safety indicators when set include the following:
Next Sanitized Date
Next Inspection Date
Next Service Date
License Due Date
ICC Due Date
DOT Inspection Expires
Type
Equipment Type set for this resource display.
Equipment Number
The identifier of the resource displays.
VIN
Vehicle Identification Number (VIN) of the resource displays.
Description
Name or description of the resource.
Condition
The condition status set for the resource displays.
Next Sanitized
Scheduled date for the next time this resource is sanitized.
Last Sanitized
The date this resource was last sanitized displays.
Next Inspection
Next scheduled inspection date for this resource.
Last Inspection
Next scheduled inspection date for this resource.
Miles (Inspection)
Odometer reading from the last inspection
Next Service
Next scheduled service date for this resource.
Last Service
The date this resource was last serviced displays.
Miles (Service)
Odometer reading from the last service
License Plate Expire
License expiration date for this resource.
License Plate Number
License plate number for the resource
ICC Due
Date the Interstate Commerce Commission (ICC) dues are due for this resource.
DOT Inspection Expires
Date identified by the Department of Transportation as the ending period of the
last inspection date.
DOT Inspection Date
Last inspection date recognized by the Department of Transportation
Administrative Hold
This flag is checked when an administrative hold is placed on this resource.
Equipment on hold cannot be assigned to a service.
Safety Events
This section displays the logged events for the resource. Refer to Log Safety Event for field descriptions.
Note: You can double-click on an event to view the Log Safety Event screen in read-only mode.
Log Event
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Open the Log Safety Event screen to add a new event.
OK
Close the screen.
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Log Safety Event
Use the Log Safety Event screen to track safety related data for personnel and equipment resources.
Events attached to the item provide a historical record visible through Safety Information (Personnel)
and Safety Information (Equipment) tabs and through Safety Reports.
Figure 7: Log Safety Event screen
Access the functionality through Safety Information (Equipment) and Safety Information (Personnel)
tabs and through right-click options in Assign and Remove Crew and Assign and Remove Equipment
sections.
The following table describes the fields and functions available within this screen.
Field/Function
Description
Logged
The application stores the current system date as the date the user logged the
event.
By
The name of the user creating the entry displays in this field. The application saves
this value and the Logged data permanently to the log entry.
Date
Enter the date of the event. See Date Fields for entry options.
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Type
Categorize the log entry by selecting a value from the list defined within Equipment
Event Type Setup or Personnel Event Type Setup depending on whether the entry
is for an equipment resource or person, respectively.
Description
Enter text describing the event.
Save
Use this function to add the log entry record.
Cancel
This function will discard the request to create a log entry record.
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Administrative Hold
A hold is placed on equipment resources or personnel to prevent them being assigned. The application
prevents assignment of equipment and crew from Local Dispatch and drivers in Long Distance Dispatch
when an Administrative Hold is effect.
The application indicates a hold through a black status indicator.
Figure 8: Administrative hold in Local Dispatch
When placing a hold, the application creates a log entry automatically based on the provided
description. Refer to Personnel Safety Setup and Equipment Safety Setup for details on placing the hold.
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User Guide to Safety System
Safety Reports
The following table lists the reports available that detail safety information.
Report
Description
Equipment Expirations Report
This report displays all equipment with one or more safety dates
expiring within the specified date range.
Equipment Safety Events Report
View all events logged for equipment resources within the specified
date range.
Personnel Expirations Report
This report displays all personnel records with one or more Safety
Dates expiring within the specified date range.
Personnel Safety Events Report
View all events logged for personnel within the specified date range.
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User Guide to Safety System
Safety System Setup and Administration
The following table describes the setup areas related to the Safety System.
Setup
Description
Equipment Condition Type Setup
Define the values available within the Equipment Condition field in
Personnel Safety Setup.
Equipment Event Type Setup
Define the values available within the Event Type field in Equipment
Safety Setup and Log Safety Event.
Equipment Safety Setup
Manage safety data for equipment resources.
Personnel Event Type Setup
Define the values available within the Event Type field in Personnel
Safety Setup and Log Safety Event.
Personnel Safety Setup
Manage safety data for personnel.
Note: The “Safety System” module in Security Profile Setup does not affect user access. See Security
Modules for a listing and description of all modules.
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Equipment Condition Type Setup
MoversSuite Administration > Operations > Equipment Condition Type
Use this setup to define the values available within the Equipment Condition field in Equipment Safety
Setup.
The following table describes the field available within this setup.
Field
Description
Description
Enter a text title to the options available within the Equipment Condition field within
Equipment Safety Setup (up to 128 characters).
Examples:
Excellent
Good
Poor
Out of Service
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User Guide to Safety System
Equipment Event Type Setup
MoversSuite Administration > Operations > Equipment Event Type
Use this setup to define the values available within the Event Type field in Equipment Safety Setup and
Log Safety Event.
The following table describes the field available within this setup.
Field
Description
Description
Enter a text title to the options available within the Event Type field in Equipment Safety
Setup and Log Safety Event (up to 128 characters).
Examples:
Administrative Hold
Accident
Failed Inspection
Inspection
Service
System Type
Set this flag on the Description of “Administrative Hold” only. This is requirement is for
the logged event that generated when a user places an Administrative Hold.
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Equipment Safety Setup
MoversSuite Administration > Operations > Equipment (Safety tab)
Use this setup to manage key safety data, log safety events, and place holds on equipment resources.
This data is visible within MoversSuite through the Safety Information (Equipment) screen.
This setup area is available through the Safety tab within Equipment Setup.
The following safety dates are evaluated within Safety System for a yellow warning or red alert
indicator:
Next Sanitized Date
Next Inspection Date
Next Service Date
DOT Expiration Date
ICC Due Date
License Plate Expiration Date
The following table describes the fields and functions available within this setup.
Field
Description
Safety Information
Equipment Condition
Select the description that best describes the equipment from the list provided
from Equipment Condition Type Setup.
Place an Administrative
Hold on this record
Check this box to place an Administrative Hold on this resource. This prevents
the item from being assigned to a service within Local Dispatch.
The application requires that a reason accompany placing and removing holds
placed. The reason displays as a Safety Events note attached to the item.
Last Sanitized Date
Enter the last sanitized date for the item.
Next Sanitized Date
Enter the next scheduled sanitized date for the item.
Last Inspection Date
Enter the last inspection date for the item.
Next Inspection Date
Enter the next scheduled sanitized date for the item.
Last Inspection Odometer
Enter the odometer reading at the time the items as last inspected (up to 10
digits).
Last Service Date
Enter the last service date for the item.
Next Service Date
Enter the next scheduled service date for the item.
Last Service Odometer
Enter the odometer reading at the time the items as last serviced (up to 10
digits).
License Due Date
Enter the expiration date of the license for the item.
ICC Due Date
Enter the Interstate Commerce Commission (ICC) membership due date for the
item.
License Plate Expire
Enter the expiration date of the License Plate on this resource.
License Plate Number
Enter the plate number for the resource (up to 32 characters)
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DOT Inspection Expires
Provide the date identified by the Department of Transportation as the ending
period of the last inspection date.
DOT Inspection Date
Enter the date of the last inspection recognized by the Department of
Transportation
Equipment Event
Use this section to log events that occur on the resource. Additionally, setting or removing the
administrative hold on the record creates log entries.
See Log Safety Event for field descriptions.
Duplicate
Create an exact copy of the open record. The application opens a new record
entry allowing you to make some changes and then you must press Save to
add the record to the system.
Delete
Permanently remove the record from the system.
Save
Press Save to keep any changes to the record.
Cancel
Discard any changes made to the record.
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User Guide to Safety System
Personnel Event Type Setup
MoversSuite Administration > Personnel > Personnel Event Type
Use this setup to define the values available within the Event Type field in Personnel Safety Setup and
Log Safety Event.
The following table describes the field available within this setup.
Field
Description
Description
Enter a text title to the options available within the Event Type field in Personnel Safety
Setup and Log Safety Event (up to 128 characters).
Examples:
Administrative Hold
Accident
Drug/Alcohol Test
Physical
Safety Violation
Training
Telephone
System Type
Set this flag on the Description of “Administrative Hold” only. This is requirement is for
the logged event that generated when a user places an Administrative Hold.
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User Guide to Safety System
Personnel Safety Setup
MoversSuite Administration > Personnel > Personnel (Safety tab)
Use this setup to manage key safety data, log safety events, and place holds on personnel. This data is
visible within MoversSuite through the Safety Information (Personnel) tab.
This setup area is available through the Safety tab within Personnel Setup.
The following safety dates are evaluated within Safety System for a yellow warning or red alert
indicator:
License Expires Date
Next Physical Date
Next MVR
Next Background Check
The following table describes the fields and functions available within this setup.
Field
Description
License Expires Date
Enter or select the date this employee’s license expires.
Place an Administrative
Hold on this record
Placing an Administrative Hold will prohibit crew from assignment in Local
Dispatch and drivers from being assigned trips and orders in Long Distance
Dispatch.
Checking this box will open a dialog to enter a reason for the hold. A hold will
also create a Personnel Events record with the provided reason attached.
License Number
Provide the license number for the employee (up to 32 characters).
License Class
Provide the class association for the license for this employee (up to 32
characters).
Last Physical Date
Enter or select the date this employee had a physical examination
Next Physical Date
Enter or select the date this employee is schedule to receive a physical
examination.
Next MVR Date
Date of the next Motor Vehicle Report (MVR) for this employee.
Last MVR Date
Date of the last MVR for this employee.
Last Background Check
Last date a background checked was performed on this employee.
Next Background Check
The date of the next scheduled background check for this employee.
Background Check CID
Enter the Certified Identification (CID) provided by this employee that was
provided for background verification (up to 64 characters).
Personnel Events
Use this tab to log a personnel or safety event for this employee.
See Log Safety Event for field descriptions.
Duplicate
Create an exact copy of the open record. The application opens a new record
entry allowing you to make some changes and then you must press Save to
add the record to the system.
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Delete
Permanently remove the record from the system.
Save
Press Save to keep any changes to the record.
Cancel
Discard any changes made to the record.
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