DQ Maintenance Checklist

Last updated
Save as PDF

The Maintenance Checklist is meant to track items that renew and expire over a range of time. The system administrator is responsible for setting this up. It should be mentioned that the system comes with standard checklist items already indicated in setup These include items like the Annual Review, Record of Violations, and Medical Exam Certificate. You can also update multiple drivers at one time.

The Maintenance Checklist is found by going to the Driver Qualification tab while viewing the employee.

Scroll down to the section titled Maintenance Checklist.

If there are items in the Prequalification Checklist that also fall under the renewable or maintenance items, the dates may already be filled in for the user in the maintenance checklist. If there are no Prequalification Checklist items that occur in the Maintenance Checklist, then the completed dates and due dates will be blank.

There are two methods in which the dates for the checklist items can be added:

Edit the entire list at once, which will not allow for specific notes to be entered.
Edit an item individually, which will allow for specific notes to be entered.

Edit All

To edit the entire list at once, click Edit full List...

Enter in the necessary information for the for the checklist items:

N/A - This check box means not applicable. The system will ignore an item with this checkbox filled. There may be times when this box is greyed out. This means that the system administrator has set these items as required and cannot be marked as not applicable.
Last Completed Date - (format as mm/dd/yyyy or mm-dd-yyyy) This field is for the last processed date.
Date Due - (format as mm/dd/yyyy or mm-dd-yyyy) This field is for the next time the item is due. Most system administrators set this up to auto-fill this date based on how frequently this item needs to be renewed (auto-fill dates can be overwritten). If it doesn't auto-fill, enter the date the item is next due.

Note: The DQ Maintenance Checklist impacts employee qualification and will flag/cause a driver to be "Not Qualified" if there is not a Due Date in the future, or if there is a future date in the Last Completed field.

Click Save.

Note: The Clear All Data will delete both completed and due dates for the entire list, along with any attachments saved with the items.

Once saved, the Maintenance Checklist will look something like this:

Edit Individual Checklist Items

To edit an individual checklist item, click on the name of the checklist item.

Enter in the necessary information for the checklist item:

Not Applicable - The system will ignore an item with this turned on. There may be times when this switch is disabled. This means that the system administrator has set these items as required and cannot be marked as not applicable.
Last Completed- This field is for the last processed date.
Due Date - This field is for the next time the item is due. Most system administrators set this up to auto-fill this date based on how frequently this item needs to be renewed (auto-fill dates can be overwritten). If it doesn't auto-fill, enter the date the item is next due.
Notes - This area is for any quick notes that may want to be stored with a checklist item. While this text box is rather large, only the first line of the note will appear on reports, so it is suggested to make any notes as brief as possible.
Save or Save & Add Attachment - Click Save to store the information, or click the arrow to Save & Add Attachment.

Adding an Ad Hoc Checklist Item

There may be situations where a checklist item might not apply to an entire group of employees, but instead, to an individual. The Add New option is available at the top of the checklist.

To add a single checklist item for an individual employee, click Add New at the top of the list.

The user will then be taken to the Add Ad-Hoc Maintenance screen.

Checklist Item - This list will contain only maintenance items that are not assigned to the employee's job class, and therefore, not already in the employee's maintenance checklist.
Last Completed Date - (format as mm/dd/yyyy or mm-dd-yyyy) This field is for the last processed date.
Date Due - (format as mm/dd/yyyy or mm-dd-yyyy) This field is for the next time the item is due. Most system administrators set this up to auto-fill this date based on how frequently this item needs to be renewed (auto-fill dates can be overwritten). If it doesn't auto-fill, enter the date the item is next due.
Notes - This field is for any quick notes that may want to be stored with a checklist item. While this text box is rather large, only the first line of the note will appear on reports, so it is suggested to make any notes as brief as possible.

Once all details are entered, click Save to store the record.

Update Multiple Drivers

From the Driver Qualification Roster screen (Drivers > Driver Qualification), check the box next to the desired driver/s to update. Then click Multiple DQ Update.

Note: You can use the filters to narrow down results and multi-select from there.

Select the applicable Checklist Item and the date it was last completed. The Due Date may automatically update based on the parameters set for that checklist item during setup. Click Save.