MVR Monitoring: A Critical Component for Safety and Compliance

In our latest Product Empowerment Series: Customer Spotlight, we had the pleasure of hosting Jessica Wheeler, Director of DOT Compliance at RelaDyne, who shared her insights on the importance of Motor Vehicle Record (MVR) monitoring and how continuous monitoring has become a game-changer for their compliance team.

Why Is MVR Monitoring Important?

MVR monitoring is a vital practice for any fleet management operation, helping to ensure that drivers remain compliant and safe on the road. As Jessica highlighted during the recent Product Empowerment Series, MVR monitoring provides the ability to catch crucial changes in a driver’s status—before they lead to bigger issues.

SambaSafety Integration: A Game-Changer for Compliance

One of the most impactful takeaways from the webinar was the introduction of DriverReach’s integration with SambaSafety, which enables continuous MVR monitoring. This integration helps fleets stay ahead of compliance risks by automatically tracking driver license changes in real time.

Jessica shared how this integration has transformed their operations at RelaDyne:

“The great thing now that we have it integrated with DriverReach is those MVRs, not only can we run 'em with DriverReach, but if Samba runs that MVR through the continuous monitoring, it’s pushed into DriverReach.”

This integration ensures that compliance teams can easily track any changes to a driver’s license—such as suspensions, cancellations, or even lapsed endorsements—without manually checking each file. Instead, all updates are seamlessly delivered directly into the DriverReach platform, reducing errors and improving efficiency.

Jessica went on to explain that they now spend more time addressing issues identified through continuous monitoring than on DQ files, showcasing just how essential this tool has become for their team. "All the time, stuff pops up—license and medical card issues that we need to get our driver to fix," she added.

The Role of DriverReach in Faster Driver Qualifications

During the webinar, Jessica explained how moving to DriverReach allowed RelaDyne to significantly reduce the time it takes to qualify drivers. Previously, their system took 4-6 weeks to get drivers on the road, which led to losing potential hires.

“We were losing about a quarter of a million dollars a year due to drivers sitting for 4-6 weeks, waiting to be qualified.”

By switching to DriverReach, they managed to cut this down to just one day, allowing drivers to start working faster and ensuring they don’t lose out on valuable hires. Additionally, the ability to track progress with faster notes and updates was critical for their internal team’s coordination.

This video highlights Jessica’s experience in real-time, detailing how switching to DriverReach streamlined their hiring process, reduced qualification times, and improved overall efficiency in managing compliance.

The Role of Driver Qualification (DQ) Checklist in Maintaining Compliance

In addition to MVR monitoring, Jessica emphasized the importance of DriverReach’s DQ checklist, which helps maintain accurate and compliant documentation. By using the DQ checklist, Jessica’s team is able to ensure that every driver file is complete and ready for audits at any given time.

As Jessica explained:

"We stay about 97% ready, and that’s including people who are being hired. We’re constantly auditing and checking to make sure everything is in order."

The DQ checklist provides clear visibility into the status of every document, flagging any areas that need attention before an audit occurs. Brent Dorfman, CEO of DriverReach, highlighted how this feature streamlines the compliance process:

"Jessica’s team is a great example of how the DQ checklist can keep fleets compliant and audit-ready. By self-auditing regularly, they’re always prepared for the unexpected."

Key Benefits of the DQ Checklist

• Enhanced Audit Preparedness: Jessica’s team stays consistently ready for audits, with the DQ checklist ensuring that every document is complete and compliant.

• Proactive Compliance: By constantly auditing their files, RelaDyne can address potential issues before they escalate, reducing the risk of non-compliance.

• Automated Alerts: The system flags any missing or expired documents, enabling compliance teams to take quick action.

New MVR Monitoring Regulations in November 2024

With the FMCSA Clearinghouse-II Final Rule coming into effect on November 18, 2024, MVR monitoring will become even more critical. The new regulation mandates that State Driver Licensing Agencies revoke or downgrade the CDL of any driver with a "prohibited" status in the Drug and Alcohol Clearinghouse. This status occurs when a driver has a violation related to drug or alcohol use. Continuous MVR monitoring will alert companies immediately if a driver’s license is affected, helping them remove non-compliant drivers from the road before further risks arise. These upcoming changes are supported by insights from sources like CDLlife, Embark Safety and Idealease ​(Embark Safety)(Idealease, Inc.)(CDLLife).

Key Benefits of SambaSafety Integration

• Real-Time Alerts: Continuous MVR monitoring alerts your team to any changes in a driver’s license status, ensuring you can act quickly to resolve potential compliance issues.
• Streamlined Workflow: The integration between SambaSafety and DriverReach reduces manual data entry, giving compliance teams more time to focus on auditing and driver coaching.
• Improved Safety and Compliance: With automatic updates from SambaSafety, fleets are better equipped to maintain compliance, avoiding costly penalties and ensuring that only qualified drivers are on the road.

Real-Life Examples

Jessica shared a few examples that illustrate why continuous MVR monitoring is invaluable:

• Unpaid Tickets from Years Ago: Drivers may have forgotten about an old ticket in another state, leading to license suspensions they weren’t even aware of. Continuous monitoring brings these issues to light immediately.
• Hazmat and Medical Card Issues: Even minor paperwork errors or missed deadlines can lead to licenses being downgraded. Continuous MVR monitoring ensures that these problems are identified quickly, so drivers can take corrective action before they’re unable to drive.

Without continuous monitoring, these changes might go unnoticed until a yearly MVR check, leaving companies exposed to significant risks.

Key Takeaways

1. Immediate Alerts Reduce Risk: Continuous MVR monitoring gives companies a proactive approach to managing driver compliance. Without it, businesses face significant risks from unknown driver violations.
2. DriverReach's SambaSafety Integration: The integration between DriverReach and SambaSafety allows Jessica’s team to access all MVR data in one system, reducing errors and inefficiencies.
3. Improved Operational Efficiency: By leveraging continuous monitoring, Jessica’s team has been able to shift time from manual data entry to more impactful tasks, such as auditing and coaching drivers.
4. Staying Ahead of Compliance Changes: Jessica also highlighted the importance of staying ahead of upcoming regulations, such as new FMCSA rules related to the Clearinghouse and medical card information, which will further enhance the value of continuous monitoring.

Looking Ahead

As companies like RelaDyne continue to grow and evolve, MVR monitoring will remain a crucial part of maintaining safety and compliance. Jessica’s insights provide a strong case for why fleets should prioritize this practice. Whether you’re managing a small fleet or a large one with multiple DOT numbers like RelaDyne, continuous MVR monitoring can protect your business, keep drivers on the road, and ensure compliance with evolving regulations.

This integration is available now for DriverReach users. If you're not already using continuous MVR monitoring and the DQ checklist, contact us today to learn how these powerful tools can help safeguard your fleet and streamline your compliance process.

If you’re interested in learning more about how DriverReach’s DQ Checklist, MVR monitoring and SambaSafety integration can benefit your fleet, reach out to us for a demo.