After a vehicle is selected for inspection, any prior vehicle inspections reporting defects will be flagged with a text indicator (ie. Not Reviewed, Driver Reviewed, and Resolved). Inspections without a defect will not display a text indicator.
Once a defect is reported, the DVIR must be documented once any necessary corrections have been made. This can be done by either an Encompass user/admin or the driver.
Encompass User/Admin documents that Updates/corrections have been made to a defect
Tap on the inspection to review the inspection details.
- Inspection Type - Whether the inspection was a pre- or post-trip inspection
- Inspection Date - The date and time of the inspection.
- Certified By - The person that is indicating that reported defects have been fixed and now needs driver review.
- Certification Date - The date and time in which the person reported the fixes were made
- Odometer Reading – The odometer reading of the vehicle at the time of the DVIR being performed (if available)
- License Plate – The license plate of the vehicle (if available)
- Location of inspection – The location the DVIR was performed (if available)
- Remarks - Shows any remarks/notes that were written about the inspection.
- Defects - The defects that were reported on this vehicle inspection (this could contain multiple items)
- Defect Status – Shows the status of any individual defect (this could be; Unresolved, Deferred, Resolved or Out of Service)
(Note: Deferred Defects are a feature of app version .306 and newer)
If the defect is unable to be fixed in the moment (ie. a mechanic needs to order parts) the mechanic is able to defer the defect's repair. This is done in Encompass. Once the mechanic goes through the deferral process, the driver will see a Mechanic Reviewed flag. The driver can tap on that inspection to review the Mechanic's notes/deferral details.
Tapping on the Deferred defects will open notes from the mechanic, along with any initial notes left by the driver. In this case, the mechanic noted that parts have been ordered and that the vehicle is safe to drive. The driver can tap Done after reviewing the details. Then, the driver can Certify and submit, acknowledging that they reviewed these updates to the defects.
Once the mechanic repairs the defect, the mechanic will mark it as Resolved in Encompass. The driver can then see the DVIR has been flagged Resolved. The driver can still click into the DVIR and review any details/notes the mechanic left on the previously deferred item.
Mobile/ELD user/Driver documents that corrections have been Made to a defect
Sometimes when a driver is completing a DVIR, they find a defect but are able to remedy the issue right away. For example, they find a blown fuse in the vehicle, they may be able to replace the fuse then and there.
In cases like this, once they submit the DVIR reporting the defect, they can go back into the DVIR, tapping on the defect to open, and click Resolve in the top right. Then, they can Certify that the corrections are made and reviewed.
Note that the screen will look slightly different than when an Encompass user marks the defects as corrected; the Certified By, Certified Date, and Corrections Made, are not listed. This is because no one has certified that any corrections were made. If the driver taps Certify, they are certifying that corrections were made and they are confirming everything is in working order.
After tapping Certify, it will take the user back to the main screen showing any previous DVIRs. The text indicator Resolved will display, noting that the defect has been cleared. Additionally, if the inspection is viewed by tapping on it, the Certified By, Certified Date, and Corrections Made fields are now shown, as they were made by the driver.