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CSA-FleetSafetyManagment_2-9-2011

VIEWS: 15 PAGES: 46

									                                  Managing by the Numbers:
                               CSA and Fleet Safety Management
This webcast will cover ...                          Attention Attendees:
                                                     + Thank you for attending!
• CSA -- Post Launch Update,
                                                     + The presentation will start in a few
• Managing Roadside Inspections and                    minutes at 1:00 PM Central.
  Interventions,
                                                     + Please use your computer speakers to
• Kraft Foods CSA Compliance Efforts,                  listen to the event. If you have audio
  and                                                  issues, dial-in info is below.
• Question & Answer                                  + You will be muted during the event.
Moderator                                            + Please use the Question feature to text
Dr. Gary Petty, President & CEO, NPTC                  questions to “Q & A”. We’ll try to answer
                                                       them during the Q&A period if they are
                                                       not covered in the presentation.
Panelists                                            + The slides will be posted in 1-2 days and
Tom Moore, Vice President of Education, NPTC           the recording in 7 days at
Tom Bray, Editor – Transportation Management,          http://www.jjkeller.com/nptcinfo
  J. J. Keller & Associates, Inc.
Scott Willert, Senior Manager, Private & Dedicated
  Fleets, Kraft Foods
Jeff Jones, Senior Manager Logistics Operations,
  Kraft Foods
   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                          Dr. Gary Petty
                        President & CEO
                  National Private Truck Council




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                                 Introduction
  • CSA -- Post Launch Update – Tom Moore
  • Managing Roadside Inspections and Interventions                  Gary Petty
    – Tom Bray                                                     National Private
  • Kraft Foods CSA Compliance Efforts – Scott Willert &            Truck Council
    Jeff Jones
  • Housekeeping issues:
     You will be muted during the event.
     Please use the Question feature to text questions to the Q&A
      Panelist. We’ll try to answer them during the Q&A period if they are
      not covered in the presentation.
     If you lose sound at any point, you can dial-in by phone using the
      number and Pass Code listed below.
     If you lose the program window and need to re-login
      be sure to enter a different e-mail address to avoid
      being denied access for multiple logins.


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                            Introduction and
                               Disclaimers
  • The content in this webcast is intended for
    information purposes only and should not be            Gary Petty
                                                         National Private
    construed as providing legal advice.                  Truck Council
  • This is an introductory course and is intended
    to highlight critical safety and compliance topics. Time
    constraints limit our ability to go in depth.
  • We invite you to ask questions. We will answer them
    throughout today’s webcast.
  • This is a two-part webcast. Tomorrow’s webcast will take
    a closer look at driver coaching. If you haven’t signed up
    you can at http://www.jjkeller.com/nptcinfo


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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                        Tom Moore, CTP
                   Vice President of Education
                  National Private Truck Council




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                                  Why CSA?
                                      
                                                        Tom Moore
                                                      National Private
                                                       Truck Council




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                   Is the New SMS a Good
                  Predictor of Crash Rates?
                                      
                                                        Tom Moore
                                                      National Private
                                                       Truck Council




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                     What Does This Mean?
  • The upside is:
     Crash rates should go down                                     Tom Moore
                                                                   National Private
  • The downside is:                                                Truck Council
       Increased likelihood of FMCSA intervention
       Recruiting and retaining drivers just got more difficult
       Greater scrutiny from insurance companies
       Plaintiff attorneys’ jobs just got easier!
       ISS will change from “Pass” to “Inspect”. With an average of 30
        minutes per roadside inspection, this will slow you down




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                                SMS Process
  • Uses seven “BASICs” (Behavior Analysis and
    Safety Improvement Categories) to analyze carriers                        Tom Moore
  • Measures and compares safety performance using all safety-              National Private
                                                                             Truck Council
    based violations discovered during roadside inspections and
    interventions, and DOT-recordable crashes
  • All violations are severity and time weighted
       Severity Weight - Violations 1-10, Accidents 1-3
       Time Weight - 0-6 months = 3, 6-12 = 2, 12-24 = 1
       Full value is determined by a formula that multiplies the weights
  • Once per month, scores are totaled, normalized, and used to percentile-
    order carriers in each BASIC versus peers in Safety Event Groups
  • Carriers with percentiles that exceed the BASIC thresholds will
    be targeted for intervention


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                    Intervention Thresholds
           BASIC                Passenger         Hazmat    Others     Tom Moore
                                                                     National Private
  •Unsafe Driving                                                     Truck Council
  •Fatigued Driving                 50%               60%    65%
  •Crash
  •Driver Fitness
  •Drugs/ Alcohol                   65%               75%    80%
  •Vehicle Maintenance
  •Cargo-Related


                 Complaints and crashes can lead to
                  investigative interventions as well

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                  CSA Intervention Process
  •   In CSA process, “Alert” status starts the
      intervention process
                                                         Tom Moore
  •   Based on FMCSA policy, not regulations           National Private
  •   Drivers too, but only in relation to a carrier    Truck Council
      investigation




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                                Interventions
    Intervention Process – How It Works:
     Early Contact:                                                        Tom Moore
                                                                          National Private
        “Warning”: Carrier notified via warning letter
                                                                           Truck Council
        “Targeted roadside enforcement” - Carrier’s ISS recommendation
         changed to “Inspect”




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                              Interventions
  • Investigative:
     “Focused” reviews (on and off site): Based on BASIC(s)           Tom Moore
      the carrier is above the intervention threshold                National Private
                                                                      Truck Council
     “Comprehensive” review: Full and complete audit
     Request for documents starts process
     Investigator looking for violations
     Investigator also checking carrier’s Safety Management Controls
      (policies, procedures, responsibilities, accountabilities, qualifications
      processes, training, internal tracking, corrections, etc.)




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                        Intervention Scoring
  Investigative Intervention scoring:
  • Investigation cannot improve BASIC Score, but can                Tom Moore
                                                                   National Private
    “flip” a BASIC to “Alert” regardless of calculated score        Truck Council
  • Based on violations of serious regulations discovered
    during investigations and audits
     One “very serious” violation or a pattern of “other serious violations”




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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                                Interventions
  • Follow-on: Used if a problem is found
     Cooperative Safety Plan                                    Tom Moore
                                                               National Private
     Notice of Violation                                       Truck Council
     Notice of Claim
        Settlement agreement
     Unfit suspension: Carrier declared “Unsatisfactory” following
      Comprehensive Review and fails to make necessary corrections
      and/or settle Notice of Claim




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                        Which Intervention?
  Specific intervention will depend on:
  • Which BASIC(s) the carrier is over                  Tom Moore
                                                      National Private
     “Stand-Alone BASICs”                             Truck Council
  • How far over the threshold the carrier is
  • How many BASICs exceed the threshold
  • Enforcement history




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                  Top 10 States with Highest % of
                    Inspections with Violations
State            Violation Rate   OOS        Viol/     Top Violation
                                  Rate       Inspect
                                                                                             Tom Moore
Wisconsin        87.13            28.61      4.08      395.8 - Log violation
                                                                                           National Private
Michigan         86.99            17.80      2.20      392.2S - Speeding                    Truck Council
Idaho            86.49            24.08      3.21      392.2S - Speeding

Arizona          85.78            21.86      3.37      395.8 - Log violation

Massachusetts    85.47            21.33      2.48      392.2S - Speeding

Texas            84.38            20.91      4.16      391.11B2 - Non-English Speaking

Connecticut      84.33            33.82      3.39      392.16 - Failing to Use Seat Belt

Louisiana        82.58            27.25      2.47      392.16 - Failing to Use Seat Belt

Rhode Island     82.07            19.33      4.03      391.41A – No Med Certificate

Indiana          81.97            10.52      1.98      392.2S - Speeding


  Source: http://ai.fmcsa.dot.gov/SafetyProgram/spViolation.aspx?rpt=RDDV

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                           Tom Bray
             Editor, Transportation Management
                J. J. Keller & Associates, Inc.




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                          “Insufficient Data”
  • With the latest update carriers that do not meet
    sufficiency requirements have BASIC Scores of:
     “Insufficient data”: Carrier did not even meet the
      minimum data standards.
     “Inconclusive”: There is data there, but the sufficiency standard was
      not met.
     “No violations”: Carrier was not scored in the BASIC due to not
      having a violation in it.
     “Not Available” : Means data will not be displayed
  • Neither good nor bad…need to review the data behind these
    “scores” to determine if carrier is in good or bad shape



   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                              Unsafe Driving
  • Violations that affect BASIC Measure and Score:
       Speeding                                                      Tom Bray
                                                                     J. J. Keller &
       Failure to wear seatbelt                                    Associates, Inc.
       Failure to obey traffic control device
       Following too close
  • Discovered during auditing:
     Allowing driver to violate local laws
     Scheduling runs to necessitate speeding


  Speeding violations appeared on more than 170,000 inspection
  reports in 2010 claiming the top spot, and seat belt violations
  are #7 with over 70,000

   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                 Preventing Unsafe Driving
                       Interventions
  How to Prevent an Intervention in this BASIC:
     Effective driver hiring and screening processes (past        Tom Bray
                                                                  J. J. Keller &
      performance…)
                                                                 Associates, Inc.
     Driver road testing, training, and retraining
     Require defensive and safe driving
     Track driver performance
     Watch scheduling and hours of service compliance (poor HOS
      compliance indication of scheduling problems)
     Consider speed limiters, on-board data recorders, LDWS, and CWS




   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                            Fatigued Driving
  • Violations that affect BASIC Measure and Score :
       Form and manner                                  Tom Bray
                                                        J. J. Keller &
       Logs not current                               Associates, Inc.
       Over-hours violations
       No logs
       False logs
  • Discovered during auditing:
     No logs
     False logs
     Failure to retain logs or supporting
      documents
  The above-listed violations account for 5 of the
  top 10 violations
   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                Preventing Fatigued Driving
                       Interventions
  How to Prevent an Intervention in this BASIC:
  • Management commitment to compliant culture                   Tom Bray
                                                                J. J. Keller &
  • Driver training and retraining                             Associates, Inc.
  • Auditing, counseling, remedial training, verified correction
  • Driver supervisor training and assigned responsibilities
  • Driver and supervisor performance tracking
  • Policies that discipline when problem found, reward when good
    behavior displayed




   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                               Driver Fitness
  • Violations that affect BASIC Measure and Score :
       No or expired medical certificate                     Tom Bray
                                                             J. J. Keller &
       Non-English speaking driver                         Associates, Inc.
       No license
       Class and endorsement violations
  • Discovered during auditing:
       No inquiry into employment record (SPH)
       Failing to maintain DQ file on each driver
       Using an unqualified driver
       No or expired medical certificate

  Non-English speaking and medical certificate violations
  are #5 and #10, respectively
   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                  Preventing Driver Fitness
                       Interventions
  How to Prevent an Intervention in this BASIC:
  • Verify driver qualifications at hire:                Tom Bray
                                                        J. J. Keller &
       Training and/or experience                     Associates, Inc.
       License
       Medical card
       Complete DQ file
  • Track qualifications after hire (tickler system)
  • Make sure driver remains qualified
  • Verify qualifications regularly
     Annually/semi-annually/quarterly
     Whenever significant event occurs


   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                          Drugs and Alcohol
  • Violations that effect BASIC Measure and Score :
     Possession/use/under influence alcohol during or              Tom Bray
                                                                   J. J. Keller &
      within 4hrs of duty
                                                                  Associates, Inc.
     Driver uses or is in possession of drugs
  • Discovered during auditing:
       Using a driver before receiving a pre-employment result
       Failing to implement an alcohol/drug testing program
       Failing to do random tests at applicable annual rate
       Using a driver who tested positive for a drug




   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                      Preventing Drugs and
                      Alcohol Interventions
  How to Prevent an Intervention in this BASIC:
  • Clear and concise drug and alcohol policy                 Tom Bray
                                                             J. J. Keller &
  • Doing the required testing and immediately              Associates, Inc.
    removing drivers that fail a test
  • Trained “supervisors”
  • Swift and severe consequences
  • Banning alcohol and drugs (prescription drugs that have been
    cleared by the driver’s and company doctor being the exception)
    from company property and vehicles




   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                   Vehicle Maintenance
  • Violations that effect BASIC Measure and Score :
       No/defective/inoperable light                    Tom Bray
                                                        J. J. Keller &
       Brake defects/adjustment                       Associates, Inc.
       Tire tread
       No annual inspection
  • Discovered during auditing:
     DVIR errors (number 1 violation discovered
      during auditing)
     Using a vehicle not periodically (annually)
      inspected
     Failing to have maintenance records
     Operating an out-of-service vehicle
     Operating a vehicle with defective parts
   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                    Preventing Vehicle
                 Maintenance Interventions
  How to Prevent an Intervention in this BASIC:
  • Vehicles well maintained by a competent maintenance           Tom Bray
                                                                 J. J. Keller &
    department/contractor                                      Associates, Inc.
  • Qualified technicians inspecting and maintaining the
    vehicles at regular intervals (not just “fixing when broke”)
  • Drivers doing vehicle inspections (pre-trip, enroute, and post-
    trip) and addressing problems when found
  • Sound decisions related to on-road repairs
  • DVIRs submitted at end of each workday and problems
    addressed
  • Tracking of inspection and maintenance activities (including
    annual), vehicle problems, roadside inspection reports,
    and repairs
   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                               Cargo Related
   • Violations that effect BASIC Measure and Score :
         Damaged or loose tiedown
                                                                  Tom Bray
         Failing to secure vehicle equipment or load            J. J. Keller &
                                                                Associates, Inc.
         HM placard missing, damaged, or obscured
         HM package not secure
         Shipping paper errors
   • Discovered during auditing:
       Security plan problems
       No shipping paper for HM shipment
       Accepting and transporting HM not prepared
        properly
       Failure to maintain copies of cargo tank certificates


   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
                  Preventing Cargo Related
                       Interventions
  How to Prevent an Intervention in this BASIC:
  • Train, train, train                                     Tom Bray
                                                           J. J. Keller &
  • Make sure drivers:                                    Associates, Inc.
     Know what they are doing
     Know to ask questions
  • Have replacement procedures for defective equipment
  • Provide drivers with hands-on information
     Handbook
     Cheat sheets
     Support numbers (expert and/or mentor)




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                        Crash Indicator
  • What affects this BASIC?
      DOT recordable crashes (preventability is not a
       factor, all crashes count)                            Tom Bray
                                                            J. J. Keller &
      Based on injury or fatality vs. no injury and the   Associates, Inc.
       release of a hazardous material (cargo)




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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                           Preventing Crash
                             Interventions
  How to Prevent an Intervention in this BASIC:
  • Reduce crashes (eliminate preventable crashes)           Tom Bray
                                                            J. J. Keller &
  • Effective driver hiring and screening processes (past  Associates, Inc.
    performance…)
  • Driver road testing, training, and retraining
  • Require defensive and safe driving
  • Track driver performance
  • Consider speed limiters, on-board data recorders, LDWS, and
    CWS
  • Investigate all crashes and track trends
     Fix problems trends uncover


   Dial-in: 1-888-824-5783, Pass Code: 75154299#;
Tech Support: 1-888-259-8414, Webinar ID: 185661451
         Scott Willert                                 Jeff Jones
    Sr. Manager, Private &                       Sr. Manager, Logistics
       Dedicated Fleets                               Operations
         Kraft Foods                                  Kraft Foods




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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                           Kraft Foods Fleet
                              Operations
  • Fleet consists of :
     1,450 Power Units of varied types               Scott Willert
                                                      Kraft Foods
     1,530 Trailers
     1,873 CDL Drivers

  • Kraft Foods maintains two fleets…




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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                           Impact of CSA on
                             Kraft Foods
  • Re-evaluated hiring practices
  • Re-defined driver and management training,                Scott Willert
                                                              Kraft Foods
    specifically, as it applies to CSA
  • Participating in best practice discussions with other companies
  • Although the requirement is every 24 months, due to CSA we
    now update our MCS-150 bi-annually.
  • Stringent procedures in place prior to CSA. Continue to
    reinforce.
  • Reset scope of 3PL compliance management company reporting
    practices



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                     Driver Coaching and
                  Incentives in a CSA World
  • Driver coaching has not changed after launch of CSA.
  • Kraft historically has and continues to use roadside        Jeff Jones
                                                                Kraft Foods
    inspection and crash reports as a means of identifying
    areas of focus for driver coaching.
  • Kraft does not incentivize drivers for clean inspections. Our
    philosophy is it’s a job requirement to operate in compliance.
  • Driver coaching will be covered in greater detail in tomorrow’s
    webcast.




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                     Driver Hiring Criteria &
                      Onboarding Process
  • Due to the number of facilities and to ensure
    consistency we utilize a 3rd party for all on-boarding    Scott Willert
                                                              Kraft Foods
    processes.
  • Current Criteria
          2 years’ driving experience in class A equipment
          Clean driving record
          Preventable motor vehicle accident free
          Successful completion of road test
          Successful completion of written evaluation




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                         Proactive Driver Fatigue BASIC
                          Management - HOS Reporting
Date Run:                                                                                       Page 1 of 16

    Driver Violation Percentage Summary Report                                                                 Jeff Jones
                                             Start Date: 01/24/2010                                            Kraft Foods
                                             End Date: 02/20/2010

Location        KRAFT FOODS GLOBAL, INC


                                                  Total          # of   Violation      # of   Days In
                                                  Logs    Violations            %   Drivers    Range
   12 Hour Rule Violation - need graph log                                                        28
   70 Hour / 8 Day Violation                                                                      28
   Company Address Missing                                                                        28
   Company Name Missing                                                                           28
   Empl # Missing                                                                                 28
   Hours Incorrect                                                                                28
   Incomplete                                                                                     28
   Log Missing                                                                                    28
   Signature Missing                                                                              28
   Unit # Missing                                                                                 28




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                 Proactive Vehicle Maintenance
                      BASIC Management
  • DSD Fleet has implemented EVIR process
        Improved defect tracking                                    Jeff Jones
                                                                     Kraft Foods
        Improved driver inspection tracking
  • Independent monitoring of EVIR w/ communications to Field
    Managers
        Enables coaching sessions with Drivers for EVIR processes
  • Maintenance providers engaged with EVIR defect repair
    management through
        Enables maintenance providers to be more proactive and better
         utilizes their onsite service trucks and in shop scheduling
        Better tracking of defect resolution
  • Private Fleet tractors are equipped with a CSA kit (light
    bulbs, fuses, etc.)
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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                     Proactive Vehicle Maintenance
                         BASIC Management –
                            EVIR Reporting

                                                      Jeff Jones
                                                      Kraft Foods




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Tech Support: 1-888-259-8414, Webinar ID: 185661451
                          Proactive Vehicle Maintenance
                              BASIC Management –
                                 EVIR Reporting

                                                                                                          Jeff Jones
                                   EVIR Report - Incomplete Inspections                                   Kraft Foods
                                     Last   Repair   Defect     Config                        Extractor
   Date       Asset   First Name    Name    Count    Count      Label     Manual   Verified    Device      Duration
10/27/2010                                                    TRACTOR
18:36        N29020   Bean          Bob     0        0        POST-TRIP   0        0          UNK         0:05:02
10/27/2010                                                    TRACTOR
3:33         54285    Noe           John    0        1        PRE-TRIP    0        0          UNK         0:11:08
10/25/2010                                                    TRACTOR
13:25        10097    Fricke        Dave    0        6        POST-TRIP   0        0          UNK         0:05:26
10/25/2010                                                    TRACTOR
3:17         28706    Ellis         Mike    0        0        PRE-TRIP    0        0          UNK         0:04:33




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                                   Proactive Driver
                            Fitness BASIC Management –
                             DQ Management Reporting

                                                                                                                        Jeff Jones
                                                                                                                        Kraft Foods
Company                            Emp
            State   Last   First                     Document                      Type       Status   Doc Date   Exp Date
/Location                           #

                                                                                             90 DAY
110         WI      Noe    John    309   Annual Review (391.25)                Maintenance   NOTICE    4/6/2010   4/5/2011

                                         Copy of Operator's License (391.11)                 REMINDE   4/12/200   2/12/20
110         WI      Noe    John    309   VS4                                   Maintenance   R                6        11

                                         Medical Exam Long Form (391.43)                     60 DAY    3/13/200   3/13/20
110         WI      Noe    John    309   VS1                                   Maintenance   NOTICE           9        11

                                         Medical Exam Wallet Card (391.43)                   60 DAY    3/13/200   3/13/20
110         WI      Noe    John    309   VS3                                   Maintenance   NOTICE           9        11

                                         Medical Exam Long Form (391.43)                     60 DAY    3/30/200   3/30/20
110         WI      Bean   Bob     310   VS1                                   Maintenance   NOTICE           9        11

                                         Medical Exam Wallet Card (391.43)                   60 DAY    3/30/200   3/30/20
110         WI      Bean   Bob     310   VS3                                   Maintenance   NOTICE           9        11




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                    CSA Impact on Shipper
                  Contract Carrier Management
  • Broad range of measurements and increased
    transparency require higher level on ongoing                                  Scott Willert
                                                                                  Kraft Foods
    monitoring by shippers to mitigate risk
     Kraft Foods action plan:
        Considering changes to motor carrier contract language to recognize CSA
         requirements
        Carrier score monitoring process (3rd party provided)
         – Supply provider with USDOT numbers of all contract carriers (including Fleet)
         – Monthly reports emailed showing carrier scores: ranked worst to first
         – Thresholds established for warning levels consistent with intervention and “out
           of service” CSA parameters.
         – Expanded distribution list of reports for carriers reaching threshold levels
     Consult your counsel and/or NPTC Counsel Rick Schweitzer
      with legal inquiries

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                           Question & Answer




  Gary Petty          Tom Moore            Tom Bray         Scott Willert   Jeff Jones
National Private    National Private      J. J. Keller &    Kraft Foods     Kraft Foods
 Truck Council       Truck Council       Associates, Inc.


                        Please submit questions to “Q&A”
                               using the Q&A tool


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 Tech Support: 1-888-259-8414, Webinar ID: 185661451
                           Closing Remarks
  • Checkout the archive of past topics at:
    http://www.jjkeller.com/nptcinfo                               Gary Petty
     PowerPoint slides up in 1-2 days                           National Private
                                                                  Truck Council
     Recording up in 1 week
  • Topics for 2011:
     February 10 – Managing by the Numbers – CSA and Driver
      Management
     May 11 – The EOBR Rule and Elogs
     July 13 – Fleet Excellence: Driver Wellness
     October 12 – Fleet Excellence: Driver Discipline and Coaching




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