COMPLIANCETMATE HELP

Compliance Reporting “How To” guide:

ComplianceMate brings all your Compliance Management elements into one powerful, steam lined Compliance Reporting screen from which you can access and report against critical compliance related information tailored specifically to your company’s individual needs. From this screen you can quickly and easily perform in house audits and/or provide the necessary documentation to satisfy even the most meticulous external audit.

From the Compliance Reports option in the Reports menu, ComplianceMate will search for and compile information about Non Conformances and present it in a variety of Compliance Report formats according to your chosen criteria.

There are 4 major elements to the Compliance Reporting screen that will allow you to extract the information you need at a detail level that suits your requirements:

1. Style

2. Report Type

3. Inclusions

4. Advanced Options

Style: There are 3 Report Styles to choose from when constructing a Compliance Report.

1. Summary – only shows general information regarding records that conform to the chosen criteria. This report will include the number of records searched and the number of records that met the given criteria. It will NOT show which records full into the criteria, only how many records are present

2. Condensed – as well as Summary will show an overview of each record that fits within a given criteria. This includes Reference Numbers, Route/Plan Codes, Driver/Contractor Codes, Vehicle/Trailer Numbers, Configuration data and links to associated records. It will also specify the type of Non Conformance present in the record. (NOTE: Not available in Fatigue Management Mode)

3. Detailed – along with both Summary and Condensed Report information, the Detailed Report shows a line by line rundown of the data entry information form the given report, highlighting specific points of Non Conformance.

Report Type: Choose from 4 Report Types each one directly related to the main data entry screens in the Compliance Entry menu.

1. Mass Management - extracts information from the Mass Management option of the Compliance Entry menu and displays those records which contain Weight Limitation breaches.

2. Maintenance - extracts information from the Pre Check sub menu of the Maintenance option in the Compliance Entry menu and displays those records which contain UNCHECKED Pre Check entries.

3. Incident Reporting - extracts information from the Incident Management option of the Compliance Entry menu and displays those Incidents which are yet to be CLOSED OFF.

4. Fatigue Management - extracts information from the Fatigue Management option of the Compliance Entry menu and displays those records which contain Fatigue Sytem Violations.

Inclusions: There are 4 additional reports that you can chose to include as part of your Compliance Report by ticking the appropriate Inclusions box

1. Faults/Services - extracts information from several points in the ComplianceMate system.
   Faults are recovered from the Fault Allocation sub menu under the Maintenance option in the Compliance Entry menu AND/OR the Faults section of the Vehicle, Trailer Container and Equipment options in the File menu
   Services are recovered from the Repair Orders sub menu under the Maintenance option in the Compliance Entry menu AND/OR the Services section of the Vehicle, Trailer Container and Equipment options in the File menu
   Faults/Sevices will display any Faults that are marked as INCOMPLETE AND any Services which are deemed to be either currently or were previously OVER DUE.

2. Interceptions – extracts all information from your Incident Management data with the Incident Type “Interceptions”. These are incidents related to Police interceptions.

3. Medicals – extracts information from the Medical Records option of the Compliance Entry menu and displays and INCOMPLETE medical records.

4. Restrictions – extracts information from the Medical Records option of the Compliance menu where Restrictions have been enforced.

NOTE: as you chose different Report Types the default Inclusions will change accordingly. These particular default settings were chosen as those normally associated with external audits.You can chose to include or exclude these at you own discretion.

Advanced Options: There are over 20 search criteria options to choose from the Compliance Reporting screen under both the Compliance Report tab and the Advanced Options tab.

Use Advance Options to stream line your reports by excluding unwanted data. eg. Compile a Mass Management Report showing only Vehicles that are In Service and driven by Permanent Employees

OR

Hone in on a specific element. eg: Run a Fatigue Management Report on a Specific Driver on a specific Route.

NOTE: as you chose different Report Types the available Options will change accordingly (unavailable options will be “greyed out” and unavailable for selection) since some Options are not relevant to all Report Types.

4.04 Fatigue Management How To Guide

4.07 Medical records 'How to' guide