The HOS Admin Portal allows you to run and review several HOS reports on demand. At a minimum, we recommend that you regularly review the most common of these reports (Violation, Inspection, Driver Logs) to ensure compliance with HOS regulations. The frequency with which you run and review these reports is up to your organization; however, we recommend that they become part of your weekly workflow.
For more information on reports not listed here, click on Help (top-right corner of the Portal).
Running a Violations Report
The Violations report shows instances of drivers who exceeded the applicable HOS rules. These rules are based on the driver’s assigned type (see Setting Up Your HOS Account).
A violation will not be reported if a driver does not drive after his or her available driving time runs out.
To run a Violations Report:
- From the HOS menu, click Violations Report.
- From the Violations Report screen, set your parameters, and click View.
|Driver||Select the driver's name or select ALL to view all violations.|
|Dates||Select the range of dates for which you wish to view any violations.|
|Driver Type||Choose a driver type to use for calculations.
– Use Primary Driver Type: Calculate violations using each selected driver's configured primary driver type.
– Use US Driver Type: Calculate using each selected driver's configured US driver type, if any. Drivers for whom a US driver type has not been defined will be excluded from the report.
– Use Canada Driver Type: Calculate using each selected driver's configured Canada driver type, if any. Drivers for whom a Canada driver type has not been defined will be excluded from the report.
The report displays. If any violations occurred that meet your set parameters, the report provides the following information:
- Offending driver(s)
- HOS rule(s) violated
- Start date and end date
- Amount of time driving in violation
We recommend that you meet with any/all driver(s) in violation to discuss the implication of violating federal regulations. During the meeting(s), ask the driver(s) to sign the report(s) to confirm a discussion took place, and then file the report(s) with the driver’s records in the event of an audit. It is best practice to do this on a weekly basis.
Running an Inspection Report
The Inspection Report allows you to review weekly vehicle and asset inspections and add repair order numbers (repairs made) or notate if repairs are unnecessary (Click Help for additional information).
- Hover your mouse over DVIR, and click Inspection Reports.
- From the Inspection Reports screen, set your parameters, and click View.
|DVIR Number||Enter a DVIR Number in the box to return the specified report. The DVIR Number is a unique identifier generated for each DVIR received by the Portal. This number is visible in the Portal and on printed DVIRs; it is not displayed when DVIRs are viewed from the electronic logging device.|
|Report Details||Most recent: Returns only the most recent inspection report created for each asset matching the other applicable parameters.
Dates – Start to End: Returns all inspections reports created within the range of dates specified for each asset matching other applicable parameters.
Note: Only dates within the past three months may be selected. The USDOT requires carriers to retain DVIRs for three months.
|Asset Details||Select all or choose an asset type from the Asset Type drop-down menu.
Optional – Enter an Asset ID in the box to indicate that inspection report(s) should be returned only for the specified asset.
|Defect Details||Select all the checkboxes that you would like to apply to the report(s). At least one checkbox must be checked or the report will not return any records.|
|Location Details||Select all or choose the Home Location of the asset(s).
Select all or choose the Service Location of the asset(s).
Optional – Enter text in the Reported location box to indicate that inspection report(s) should be returned only for assets inspected at the specified location.
If any DVIRs meet the parameters, the report is displayed and shows the following information:
- DVIR number
- Date created
- Asset type
- Asset ID
- Defects – Indicates the relative priority of the defect(s) listed in the report as:
– High Priority
– Normal Priority
– No Defects
- Repairs – Icon indicating the status of repairs for the DVIR. Hover over the icon to display text indicating the repair status.
– Not Necessary
– Repairs Made
- Reported location
- Home location
- Service location
In some situations, a Draft icon – – may be present in the DVIR Number column. This indicates the report is a draft (created during the driver’s work shift) and it has not been closed/certified yet. Edits cannot be made to DVIRs that are in Draft mode.
Any edits made to a defect item will be reflected in the latest logs on the ELD the next time a driver uses the corresponding vehicle or asset.
Drivers also have the option to notify whether repairs were completed or not needed from the ELD during the DVIR workflow.
Running the Driver Logs Report
The Driver Logs Report shows all information that the USDOT and Transport Canada require for a driver’s record of duty status, plus additional information to help supervisors and other personnel verify a driver’s hours of service and determine whether edits have been made to an original record.
- From the HOS menu, click Driver Logs.
- From the Driver Logs screen, set your parameters and click View Logs.
|Driver||Select the driver's name from the Driver drop-down list.|
|Date||Specify the date of the driver log you would like to view. Use the Previous Day and Next Day to navigate between days. The current date (today) is selected by default.|
|Log Format||Choose the log format you would like to see.
Driver Default: Displays the log in the format corresponding to the country of the driver's configured primary driver type.
US Format: Displays the log in US format.
Canada Format: Displays the log in Canada format.
The log displays and contains the following information:
|Date Information||- The date and time zone of this log.
- The starting time for the 24-hour period.
- Time zone offset from UTC.
|Certification Information||If the log is certified, the date and time of certification, and the driver's name.|
|Driver Information||- The driver's name and ID.
- The multiday basis or cycle followed by the driver. The multiday basis is shown when logs are viewed in US format; the cycle is shown when logs are viewed in Canada format.
- The driver's license number and issuing state or province. The full driver's license number is only displayed to the driver; other users see only the last 4 digits (e.g., "********YY27").
|Carrier and Home Terminal||- The name of the motor carrier.
- The USDOT Number of the motor carrier.
- The carrier's main office address.
- The name of the home terminal to which the driver was assigned on the date of the log.
- The address of the home terminal.
|Graph Grid||- Graph of all active duty status changes for the 24-hour period beginning at 12:00 AM.
- Total hours and minutes (hh:mm) in each duty status, shown immediately to the right of the graph.
|Vehicles and other Resources||- Commercial motor vehicles used by the driver for the 24-hours period beginning at 12:00 AM. If the log is displayed in Canada format and the driver has at least one Driving (D) status in a vehicle for the log date shown, the first odometer reading and the last odometer reading recorded while the driver was on duty and driving will be shown.
- Total distance driven today (while on duty). This total does not include any distance traveled while in Off Duty, Personal Conveyance (OFF-PC) status or any distance traveled in an Inactive duty status.
|Log Events||Chronological listing of all log events occurring on (or extending into) the date of the log.
Events may be listed that are not part of the current log of record. Use the Record Status column to understand the current status of each event.
Active: This event is part of the current log of record.
Inactive – Changed: This event is no longer part of the current log of record.
Inactive – Requested: This event is a change that has been requested by someone other than the driver; it will not become part of the log of record unless the driver accepts the change.
Inactive – Rejected: This event is a change that was requested by someone other than the driver but which the driver has rejected; it is not part of the log of record.
Running the Malfunctions and Diagnostics Report
The Malfunctions and Diagnostics Report shows all malfunction and diagnostics events recorded for tablets running ELD-compliant software (NOT ABORD).
- From the HOS menu, click Malfunctions and Diagnostics Report.
- From the Malfunctions and Diagnostics Report screen, set your parameters and click View.
- If you would like to export the report after you have run the report (by clicking View after setting your report parameters), click Export to export the report as a .CSV file.
|Vehicle||Select the vehicle from the drop-down list to view the report for a particular device on a particular vehicle. If you would like to see data for a particular device without limiting the report to a specific vehicle, do not change the default parameter from (all).|
|Hardware Serial||Select the device's serial number from the drop-down list.|
|Dates||Select the beginning date of the report by clicking on … (next to Dates:) to expand the calendar and click on the date for which you would like the report to begin.|
|Timespan||Select a pre-defined timespan.
Day: The selected date only.
Week: Up to seven days after the selected date.
Month: Up to one calendar month after the selected date.
In order to ensure that your report loads quickly, the parameter for timespan does not provide the option to view malfunctions/diagnostics for more than a month at a time.
|Available Malfunctions and Diagnostics||Select the Malfunctions and/or Diagnostics to include in the report. For a list of available malfunction/diagnostics and corresponding descriptions, see the Available Malfunctions and Diagnostics table below. To add all available malfunctions and diagnostics, click Add All >> or to add one or more available malfunctions and diagnostics, click on the malfunction or diagnostic and then click Add >.
To remove all selected malfunctions and diagnostics, click << Remove All or to remove one or more selected malfunctions and diagnostics, click on the malfunction or diagnostic and then click < Remove.
The Report displays and displays the following information:
|Total Number of Malfunctions detected in range||The number of Detected malfunction events matching the report filter settings|
|Total Number of Diagnostics detected in range||The number of Detected diagnostic events matching the report filter settings|
|Vehicle||Identifies the vehicle on which the event occurred|
|Hardware Serial||Identifies the hardware serial number of the device|
|Software Version||Version of eFleetSuite software running on the device at the time of the event|
|Driver ID||Identifies the driver that was logged into the device|
|Malfunction/Diagnostic Type||Identifies the type of event|
|Detected/Cleared||Identifies whether the event was detected, or whether conditions changed such that the malfunction or diagnostic was cleared (no longer present)|
|Time of Event||Date and time the malfunction or diagnostic event was detected or cleared|
|Reason||Additional event information|
Available Malfunctions and Diagnostics
|Available Malfunctions and Diagnostics||Description|
|Data Recording Compliance Malfunction||Indicates that the device is unable to record new events or the device is approaching the limit for its internal storage.|
|Data Transfer Compliance Malfunction||Indicates that the device is unable to communicate with the eFleetSuite host ELD Data Transfer Service for the purposes of performing ELD Data Transfer when requested (e.g., at roadside inspection).|
|Data Transfer Data Diagnostic||Indicates that the device is unable to communicate with the eFleetSuite host ELD Data Transfer Service for the purposes of performing ELD Data Transfer when requested, such as at a roadside inspection. The device must verify its ability to perform an ELD Data Transfer at least once every 7 days. Escalates to Malfunction status when the diagnostic situation persists for an additional three days.|
|Engine Synchronization Compliance Malfunction||Indicates that the ELD is not operating with the required vehicle data elements.|
|Engine Synchronization Data Diagnostic||Occurs if eFleetSuite does not receive vehicle data within the required time periods.|
|Missing Required Elements Data Diagnostic||Occurs when an ELD event is recorded without the required vehicle and position data.|
|Other ELD Identified Diagnostic||Occurs when the eFleetSuite application has stopped or is not responding as expected.|
|Other Malfunction||Occurs when the eFleetSuite application has stopped or is not responding as expected.|
|Positioning Compliance Malfunction||Occurs when the total amount of time during which the device has an invalid GPS fix accuracy (greater than 0.5 miles) and has traveled over five miles in a vehicle without a valid GPS fix accuracy totals 60 minutes or more in the last 24 hours.|
|Power Compliance Malfunction||Indicates the device was not operational while the engine was running and the vehicle was driven.|
|Power Data Diagnostic||Occurs whenever the device detects that it was not powered on while the engine was running.|
|Timing Compliance Malfunction||Indicates that the device system time is off by ten minutes or more.|
|Unidentified Driving Records Data Diagnostic||Occurs when the total driving time recorded to the Unidentified Driver profile exceeds 30 minutes in the last 24 hours.
The device records driving time against the Unidentified Driver profile when the vehicle is operated without a driver signed in to the device, or with multiple drivers signed in but none identified as the primary driver.
More reference materials:
- Having trouble with reports not returning relevant data? Check out Reviewing Reports.