OTA Dispatch Issue 1, 2019

30 Oregon Trucking Associations, Inc. Oregon Truck Dispatch Here are some key questions you should be asking your existing AOBRD vendor, new ELD vendors, and your internal team that will be assisting with the transition: ` ` Do I need to switch out my AOBRD hardware? Can the existing AOBRD hardware be updated by a software update or will it need to be replaced? Does it need new cables—for example, ELDs need to be able to reach outside the cab for enforcement, so if the AOBRD is fix- mounted then it will need a cable. Who will be covering the cost of the new hardware and cables—you or the vendor? ` ` How are installation costs handled? If replacement hardware is required, will the provider offer installations for free or at charge? ` ` How is any de-install/re-install process going to be managed? If your vehicles need to go out of service, how long is this period? What needs to be accounted for regarding vehicle downtime, lost revenue or vehicle rental costs? ` ` Data exports Does the AOBRD back-end system and ELD back-end system sit on the same platform or will you need to migrate? If migration is needed, then how will the AOBRD data be kept for six months? Does it need to be exported/extracted? ` ` Training on new interface Both your workers behind the wheel and your back-office staff are going to encounter a different look, feel and experience when changing from AOBRD to ELD software. How much new training is needed to make sure drivers know how to capture logs, and administrators know how to handle the data in the office and pull reports? ` ` Integration requirements If the AOBRD system had integrations to other business systems, how will those integrations be migrated over to the ELD system? Will the provider be able to support your existing integrations from the ELD deployment launch, or will it take time to support? For example, if there was an AOBRD data feeds into a TMS system, will those same data feeds be available with ELDs? Are you giving yourself enough runway?  We understand your hesitation to make the move, and your reasons for waiting to transition: you want to get the most out of your current AOBRD solution, or it might be less of a burden on the books to put off the expense until a new fiscal year. But EROAD, like every other supplier of fleet management technology, will tell you that many businesses waited too long to migrate to ELDs ahead of the first deadline back in December 2017. Rather than a smooth, well thought out process, many fleets hurriedly purchased solutions at the last minute that weren’t quite tailored to their environment. This led to inadequate training and preparation. Luckily, the soft enforcement period between the 2017 deadline and April of 2018 afforded those businesses a chance to improve their deployments and ensure compliance. Based on comments from FMCSA and CVSA, there won’t be a soft enforcement period following the 2019 deadline for transition away from AOBRDs. With that in mind, make sure you’re prepared for this December. Here’s a general plan for making a smooth transition: 1. Verify if your AOBRDs can easily transition to ELDs Some vendors are enabling this change through a firmware upgrade. Do research and ask questions to ensure you know what will happen with your hardware and cabling. 2. See if this transition should prompt a supplier review There are many new providers and capabilities available. Hardware costs are certainly a factor, but given the impact this shift to ELDs will have in your operation, it may be worthwhile to investigate options to improve your fleet management system beyond ELD compliance. Doing the necessary research to explore the potential capabilities can lead to greater benefits and ROI. 3. Compare solutions and conduct pilots Take 2–3 weeks to research options from your AOBRD supplier and at least two other ELD vendors so you can compare key performance aspects like system availability, ease of use by drivers, training requirements and functions that support operations, safety and tax reporting. Pilot deployments in a limited number of trucks help you engage your teams and test, so the final decision has organizational buy-in. 4. Get a tight plan for deployment and training As you narrow your pool of possible suppliers, work with them to get a clear picture of the hardware and accessories you’ll need, how they’ll support you in the deployment, and how they’ll handle pre-deployment training and ongoing training and support.  Planning Your Move, cont. We understand your hesitation to make the move, and your reasons for waiting to transition... But EROAD, like every other supplier of fleet management technology, will tell you that many businesses waited too long to migrate to ELDs ahead of the first deadline back in December 2017.