CSA and the Safety Management System July 12, 2017

CSA and the Safety Management System July 12, 2017

CSA and the Safety Management System This webcast will cover . A regulatory overview The recent National Academy of Sciences’ report A case study in implementation Question & Answer Gary Petty President & CEO National Private Truck Council Attention Attendees: Thank you for attending! You will be muted during the event. Please use the Q&A feature to send in questions to us. We’ll try to answer them during the Q&A period if they are not covered in the presentation. The slides and recording will be posted within 7 days at: www.jjkeller.com/nptcinfo

Meet Your Presenters Gary Petty President & CEO National Private Truck Council Tom Bray Industry ConsultantTransportation J. J. Keller & Associates Tom Moore, CTP Senior Vice President National Private Truck Council Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Regulatory Overview Tom Bray Industry Consultant- Transportation J. J. Keller & Associates, Inc. Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

History of CSA Originally “CSA 2010” FMCSA started development in 2005 Designed to replace previous carrier audit selection tool (SAFESTAT) Rolled out initially in four pilot states (CO, GA, MO, NJ) in 2008 Fully implemented in December of 2010 Name changed to just “CSA” (Compliance, Safety, Accountability) in December 2010 Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Always Changing CSA has undergone many major and minor changes Previous versions include: 1.0, 1.1, 1.2, 2.0 (first version used nationwide), 2.1, 2.2, 3.0, 3.0.1, 3.0.2, 3.0.3, 3.0.4, 3.0.5, 3.0.6 Current version: 3.0.7 (April 2017) Continuously updating violations and associated severities Major changes: Calculation of scores in Unsafe and Crash using VMT and segmenting (2010) Cargo securement moved to Vehicle BASIC and HM BASIC created, and speeding 1 to 5 over dropped (2012) Violations that are adjudicated successfully to be removed (2014) Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

The ‘BASICs’ Present BASICs Unsafe Driving (Part 392) Crash indicator (no regulations) Hours-of-service (HOS) Compliance (Parts 392 and 395) Vehicle Maintenance (Parts 393 and 396) Drug and Alcohol (Part 392) HM Compliance (HM regulations) Driver Fitness (Parts 383 and 391) Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

How the BASICs Work Violations (or crashes) from previous two years are severity and time weighted Total is divided by “normalizing factor” to create BASIC Measure Time weighted number of relevant inspections in five BASICs Average power unit count multiplied by a utilization factor in the Unsafe Driving and Crash BASICs BASIC Measure is NOT the carrier’s score Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

How the BASICs Work BASIC Measure is then compared to carriers that had roughly the same number of violations, inspections, or crashes to create score Carrier score is a percentile ranking within the group Each BASIC has an “intervention threshold” that is based on carrier type (passenger, HM, property) Being above the “intervention threshold” will trigger an intervention of some type Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Do They Work? Certain BASICs have a significant relationship to crash involvement Unsafe Driving HOS Compliance Carriers with problems in several BASICs have high rate of crashes Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Publicly Visible Data Scores were visible from the creation of the system (December 2010) to December 2015 with the exception of Crash BASIC score HM BASIC score (once created) All scores removed from public view as a result of the FAST Act ONLY the scores are not visible Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Still Visible All of the “background data” is still visible, including: Number of roadside inspections (total and with violations) Out-of-service rates BASIC measure and trend line Inspection and violation history Inspection details Crash summary Crash details Enforcement history Still enough there to get a fairly accurate picture of a carrier’s safety and compliance performance Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Seeing Your Scores If you log in using your DOT number and PIN, you can see All of your scores Driver involved in the inspection or crash Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Tracking and Trending Using Data Violation summary in each BASIC provides Data on violation trends Insight into “high frequency” and “high severity” violation This is the “low-hanging fruit” What future performance can be expected, if nothing is changed If it is predictable, it is preventable This data shows what is predictable Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

The secret to low scores? Stop violations from occurring In five BASICs “good” inspections (ones with no violations in the BASIC) help the score In the other two BASICs (Unsafe Driving and Crash) reducing violations allows time weighting process to reduce score Less coming into the “time factor 3” group It takes 3 outgoing violations to offset each new one! Tom Bray Industry Consultant – Transportation J. J. Keller & Associates, Inc.

Beyond Compliance Tom Moore, CTP Senior Vice President National Private Truck Council Tom Moore, CTP Senior Vice President National Private Truck Council

Safety Performance Tom Moore, CTP Senior Vice President National Private Truck Council

CSA Performance Scores CSA Performance Scores Unsafe Driving Fatigued Driving Driver Fitness Controlled Substance Vehicle Maintenanc e HazMat Crash 2012 12.8 17.9 17.77 1.7 24.91 19.78 22.14 2013 11.3 13.46 11.9 0.99 20.86 1.06 29.8 2014 12.1 10.9 10.7 0.91 20.8 1.94 27.2 2015 11.9 12.9 13.0 .05 21.9 1.3 22.3 2016 14 12 6.3 .12 18 1,7 25.7 2017 9 10 7 .8 17 2.6 20 Tom Moore, CTP Senior Vice President National Private Truck Council

The Stark Reality Fatal crashes involving a large truck increased from 3,429 in 2014 to 3,598 in 2015. Injury crashes involving large trucks also increased, from 82,000 in 2014 to 83,000 in 2015. 2016 data from the National Safety Council estimates that as many as 40,000 people died in motor vehicles crashes last year, a 6% rise from 2015. This is a 14% increase in deaths since 2014, the biggest two-year jump in more than five decades. It also means that 2016 is the deadliest year on U.S. roads since 2007, the NSC says Tom Moore, CTP Senior Vice President National Private Truck Council

In Addition . 4.6 million people injured in vehicle accidents in 2016 NSC estimates the cost of motor-vehicle deaths, injuries, and property damage in 2016 was 432 billion, a 12% increase from the previous year. Those costs include losses in wages and productivity, medical expenses, property damage, employer costs and administrative expenses, the NSC says. Tom Moore, CTP Senior Vice President National Private Truck Council

NAS Report on SMS Study and report mandated by Congress in 2015 FMCSA has 120 days to review report and submit Corrective Action Plan to Congress and DOT Inspector General; FMCSA has said it will incorporate all of the recommendations in the report NAS found that SMS data used to identify motor carriers at high risk for future crashes is “conceptually sound,” even if it is incomplete NAS recommended that FMCSA should develop a more detailed data-driven statistical model to identify high risk motor carriers for enforcement actions Tom Moore, CTP Senior Vice President National Private Truck Council

NAS Report Report cited problems with carrier exposure and crash data Current exposure data are missing with high frequency, and data that are collected are likely of unsatisfactory quality NAS recommended collecting higher-quality VMT data and also collecting this information by state and by month, perhaps using ELD data or IRP mileage Also noted crash data are often missing or inconsistently reported to the FMCSA Report recommended that FMCSA should support the states in collecting more complete crash data, and in universal adoption of the Model Minimum Uniform Crash Criteria Tom Moore, CTP Senior Vice President National Private Truck Council

Safety Management Know your data Measure, monitor, manage and improve Policies and procedures Qualifications and hiring Roles and responsibilities Communication Training Tom Moore, CTP Senior Vice President National Private Truck Council

Improving CSA Scores Get good data going into the system Good data means “no violation” inspections and no preventable crashes, more “no violations noted” inspections are a good thing Review all roadside inspections to check for errors, contest unrighteous violations on Data Q’s Know and correct your problems immediately Tom Moore, CTP Senior Vice President National Private Truck Council

What Happens If You Find Inaccurate Data? Access DataQs from the SAFER website, the SMS website or at: https://dataqs.fmcsa.dot.gov/login.asp Challenges are reviewed by the state that entered the data, with federal oversight. 65% of challenges are successful Can appeal to state motor carrier safety office if you do not like the results of a challenge. Tom Moore, CTP Senior Vice President National Private Truck Council

The Bottom Line CSA scores are an objective look at how your fleet is operating Failing to address the issues exposed by roadside inspections and CSA overall is inviting certain liability While some information on CSA is not viewable by the public, it is easily obtainable by plaintiffs’ attorneys BASIC scores can and will be used against your company in a court of law should litigation be brought as a result of an incident and if BASIC scores can bolster the plaintiff’s case Tom Moore, CTP Senior Vice President National Private Truck Council

The Fleet Perspective Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc. Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Meijer, Inc. Fleet Operations Fleet profile 220 Power Units 2,100 Trailers 300 CDL Drivers 25 million miles Network 5 Distribution facilities 3 Manufacturing facilities 237 stores Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Know Your DOT Data SAFER safer.fmcsa.dot.gov/CompanySnapshot.aspx Carrier census information Inspection OOS rates compared to National Averages over last 24 months Carrier crashes over last 24 months Carrier Safety Fitness Rating Flag if Carrier is Prohibited from Operating Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Know Your DOT Data SMS ai.fmcsa.dot.gov/SMS/ Carrier census information 36 months of inspection, intervention and crash data (including identification of serious violations) BASIC percentile rankings and over threshold notice Data download functionality Informational materials on improving BASIC percentile rankings Compass Portal portal.fmcsa.dot.gov Daily, un-scored roadside inspection and crash data Access to other FMCSA sites Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

SAFER Screenshot – Access to Company Snapshot Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

SAFER Screenshot – Carrier Snapshot Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

SMS Screenshot – Login Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

SMS Screenshot – Login Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Compass Portal Screenshot – Login Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Know YOUR Data – and Others In addition to using these systems to check on your fleet’s data, they can be used to look up dedicated carriers your company may use, for-hire Inbound carriers, etc. Meijer uses 3 dedicated carriers in addition to our Private Fleet. I check for the following: Safety rating OOS rates (driver and vehicle) Roadside inspections Crashes Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Challenge Inaccurate Data through DataQ’s Access DataQ’s from the SAFER website, the SMS website or at: https://dataqs.fmcsa.dot.gov/login.asp Challenges are reviewed by the state that entered the data, with federal oversight 65% of challenges are successful Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Challenge Inaccurate Data through DataQ’s Don’t bother with challenging Non-preventable accidents--they will not be removed. Submit additional documents to back up your claim. Tickets that have been adjudicated can also be challenged so that the violation can be updated with the new information. Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

DataQs Screenshot – Challenge List Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Internal Auditing Start with areas that you have a high CSA score, and/or serious violations that could lead to accidents Then go back and look at company policies and procedures that address all areas of the FMCSR’s. Note – only one policy is required by regulation (Part 382), but DOT will look for management controls via your internal policies and procedures to ensure compliance. Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Internal Auditing – Part 382 If you are struggling in this area, the best practice is to use a 3rd Party consortium Random drug and alcohol testing MRO Services Some may help with required training and policy Meijer is large enough that we have an HR Department that runs our D&A program; however, as the Safety/Compliance Manager, I have to stay on top of it to ensure my drivers are in compliance. Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Internal Auditing – CDL and Medicals Don’t assume that the drivers will remember to renew their medicals and CDL’s on time. You are responsible for their compliance. Have a “tickler” file to notify you of expirations. Meijer has two systems: A 3rd party online system notifies us of expirations Our dispatch system also does 30-day notifications and will not allow a dispatcher to assign a trip to a driver that still has an expired medical or CDL. Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Internal Audit – DQ Files Run MVR’s and annual reviews at the same time each year. Meijer utilizes a 3rd party system – all DQ documents are scanned into the program allowing for easy reporting of incomplete files and upcoming expirations. Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Internal Audit – Hours of Service First and foremost – the Safety and Operation departments HAVE to be on the same page A culture of Safety and Compliance has to come from the top Focus on critical violations first – then worry about form and manner Electronic logs – Our logbook violations went to zero False logs become a thing of the past Weekly audits take two minutes Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Internal Audit - Maintenance Ensure proper training on pre and post-trip inspections Follow up on DVIR write-ups Keep accurate maintenance records Look for patterns – this will help guide you on where to focus Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc.

Question & Answer Session Gary Petty President & CEO National Private Truck Council Tom Bray Industry ConsultantTransportation J. J. Keller & Associates Tom Moore, CTP Senior Vice President National Private Truck Council Carol Heinowski Logistics Manager Safety/Compliance Meijer, Inc. Please continue to submit your questions.

More Questions? Tom Bray Industry Consultant-Transportation J. J. Keller & Associates [email protected] Tom Moore, CTP Senior Vice President NPTC [email protected]

Thank you for participating! Please join us for our next webcast: Roadside Inspections July 13th at 10 AM CST Visit www.jjkeller.com/nptcinfo for more information

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