Getting Started: Inspection Management System

The Vigillo IMS is a web-based application of tracking and managing roadside inspections and their associated violations, drivers, and vehicles. 

Sections:

How does the Vigillo IMS work?

The Vigillo IMS allows carriers to enter or upload their master lists of drivers and vehicles and to enter or upload inspections and violations as drivers report them from the field. These master lists are then compared to inspection reports that flow in daily from the Federal Motor Carrier Safety Administration (FMCSA).

The Vigillo IMS identifies all mismatches coming from the FMCSA. Any FMCSA inspection with incorrect DOT, VIN, Driver CDL, violations, dates and more will be highlighted, recognizable, and available for immediate correction and optional submission to FMCSA’s DataQ’s system. Corrections flow immediately to all Vigillo Scorecard Reports. In addition to identifying incorrect data coming from the FMCSA, the IMS can also flag these problems for follow-up and reporting as internal workflow rules dictate.

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Key Benefits of the Vigillo IMS:

  • Enhanced monitoring and tracking of inspections throughout all departments, allowing for a quicker corrective action time
  • Ensures all inspections are certified and returned to the states in a timely manner
  • Status tracking of all inspections and violations
  • Reporting and analytics on missing inspections, inspections by state, and inspections by status give a 360-degree view of all inspection/violation activity

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How Do I Start?

It’s easy. Do one or both of the following:

  1. Schedule IMS training/information meeting by contacting Vigillo Support.
  2. Provide Driver, Vehicle, and/or Inspection Lists. Provide any or all of the following. Send information to support@vigillo.com – See details on next pages for specific data and format recommendations.
    • Driver List
    • Vehicle List
    • Inspection and Violation List

A Note on Data Quality:

While more accurate data is better than less accurate data, all of these data elements can be managed by the IMS which will enforce data integrity and instantly spot errors coming from the FMCSA. So in this case, the perfect (which is impossible) is the enemy of the good (meaning possible). We encourage you to just send us what is easily available (just drivers, just VINS, etc)... taking small steps is a good strategy to start to create a world class inspection management process.

A Note on Confidential Data:

  • PLEASE REMOVE: Social Security Numbers and other sensitive personal information.
  • Password Protection: If there is additional confidential data in your list, we encourage you to provide the file to Vigillo in a secure manner. Check your spreadsheet help file or search the internet for instructions on how to make your spreadsheet secure, encrypted, and/or password-protected. If you password protect the spreadsheet, provide the password separately.
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Driver Data – What to Provide

Simply send us a spreadsheet of your drivers. Include at least your currently active drivers. Even better is to include terminated drivers going back 3 years. Typically, this information is already available in your internal driver management system (DMS). The easiest way to do this is to export to a spreadsheet with each driver on a separate row, and then save the spreadsheet. These fields may have any name and may be in any order.

  • Required Fields

    You must have these fields in your spreadsheet for each driver.
    • DOT Number (required only for multiple DOTs)
    • First Name
    • Last Name
    • Driver License Number
    • ​Driver License State
       
  • Custom Group Fields

    We recommend including at least one Custom Group field

    • Manager
    • Terminal
    • District
    • Line of Business
    • Owner-Operator / Company Driver
    • Any other criteria used for grouping drivers

 

  • Optional Fields

    • Driver Number (Carrier-assigned internal identifier)
    • Middle Name
    • Date Of Birth
    • Hire Date
    • Termination Date
    • Active/Inactive Status

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Vehicle Data – What to Provide

Simply send us a spreadsheet of your vehicles with each vehicle on a separate row. Fields may have any name and may be in any order.

  • Required Fields

    You must have this field in your spreadsheet for each vehicle.

    • VIN Number

  • Optional Fields

    • DOT Number
    • Active / Inactive Status
    • License Plate State
    • License Plate Number
    • Vehicle Number / Unit Number (the unique identifier the carrier assigns to the vehicle internally)

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Inspection and Violation Data – What to Provide

Simply send us a spreadsheet of your inspections and violations with no more than one inspection and one violation on each separate row. Example: An inspection with three violations would take three rows. Fields may have any name and may be in any order.

  • Required Inspection Fields

    You must have these fields in your spreadsheet for each inspection.
    • Inspection Report Number
    • Inspection State
    • Inspection Date
    • Inspection Time
  • Optional Fields

    • Inspection Fields
      • DOT Number
      • Inspection Level (number)
      • Inspection City
      • Inspection County
      • Inspection Country
      • Inspection Post-Crash (true/false)
    • Driver Fields
      • Driver Number
      • Driver License State
      • Driver License Number
    • Co-Driver Fields
      • Driver Number
      • Driver License State
      • Driver License Number
    • Tractor Fields
      • Vehicle Number / Unit Number
      • VIN
      • License State
      • License Number
    • Trailing Unit Fields (provide for each trailing unit)
      • Vehicle Number / Unit Number
      • VIN
      • License State
      • License Number

 

VIOLATION FIELDS

  • Required Fields 

    You must have these fields in your spreadsheet for each violation.

    • Inspection Report Number
    • Inspection State
    • Violation Code
    • Vehicle Unit Number —D (driver) , C (co-driver) , or 1–6 (to indicate which unit)

 

  • Optional Fields

    • Report State
    • Violation Description
    • Out Of Service (true/false)
    • Post-Crash (true/false)
    • Citation
    • Carrier Notes

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