Smart Use of Smartphones Speeds Up and Improves Port of Entry Inspection Process
Item #: 20230039
CONTACTS
Implementing Organization: Motor Carrier Division
Implementation Lead: Howard Trexler or Dan Hunter
Development Team: Chad Sheppick, Lane Murphy, Rick Clark, Stephen Goodrich, Daniel Hunter, Howard Trexler
Article Written By: Howard Trexler
Innovation Council Liaison: Howard Trexler
Innovation Team Coordinator: Quinten Klingonsmith
STATUS
Implementation Date: July 1, 2023
Adoption Status: Fully Implemented
Adoptability Note: This approach can be used in many other ways. For example, Google photos allows you to share your entire photo storage with another person. A possible use could be to share photos of damage after a natural disaster in near real time. With greater situational awareness, the right people and the right equipment can be sent where they need to go.
How could your team enable technology to be available when and where you need it?
APPLIES TO
Topic: Performance / Process Improvement
Organization(s): Aeronautics, Amusement Ride Safety, Asset Management, Central Construction, Central Maintenance/Facilities Management, Central Materials, Data Technology & Analytics, Emergency Management, Equipment Operations, Fiber Optics, GIS, Incident Management, Internal Audit, ITS, Motor Carrier Division, Railroad, Region 1, Region 2, Region 3, Region 4, Right of Way, Stormwater/Environmental, Structures, Traffic & Safety, Traffic Management Division, Transit/Rural Public Transit
Job Role(s): Business Analyst, Mechanics / Equipment, Motor Carrier Employee, Roadway Operations / IMT, ROW / Permits, Transportation Technician
Tags: labor productivity, employee empowerment, job satisfaction, expenses, expenditures, (process improvement), inspection, investigation, law enforcement, port of entry (POE), (motor carrier)
PROBLEM
Port-of-entry agents inspect the safety of commercial motor vehicles to ensure items like brakes, load securement, lights, and other items on these big rigs are in good working order. Violations can affect safety ratings for drivers and companies. Since companies can dispute violations, it is important for inspectors to document each issue with photographs.
The current process for taking photos is not standardized, resulting in mistakes and poor quality images. It is also time consuming and complicated to manually connect digital cameras to computers to upload photos.
CHANGE
The Motor Carrier Division provided Motorola Moto G Power cell phones for inspectors to use during their shift. These inexpensive devices are set up to work like tablets by connecting over the entry port’s Wi-Fi. Inspectors log in with their state credentials and can take notes, check information, and take pictures of violations.
These smaller devices replaced bulky tablets that were hard to read in sunlight and lacked quality cameras. Inspectors carry them in their pockets.
RESULT
Switching to devices with better cameras has improved the quality of the inspection process. Besides documenting violations, cameras can be used to easily record inspection data such as VINs, license plates, bills of lading, etc. The pictures are automatically geotagged and date/time stamped. If questioned, this metadata allows photos to be matched up with the inspection time and location.
Wireless connectivity to state resources speeds up the inspection process. Photos are automatically backed over Wi-Fi instead of needing manual transfer to a computer. Inspectors can work at the truck instead of making multiple trips to a computer to verify items not on the driver’s paperwork. They can also quickly check email for missing documents, or review databases for a company’s authorization to do business or for any operating restrictions. These time savings are passed on to the driver and company who benefit because less inspection time is counted against the working time allotted by the federal government.
Setting up inexpensive cell phones (under $200 each) to function as tablets using Wi-Fi connection instead of cell plans saves money.
Inspectors have responded positively to the change and appreciate fewer trips back and forth to computers. And they do not waste time looking for a misplaced tablet because their new devices can be carried in a pocket.
LINKS
POE Inspection Improvements - full article by Howard Trexler
Echo Port of Entry
Perry Port of Entry
IMPACT
BETTER MOBILITY
N/A
GOOD HEALTH
N/A
CONNECTED COMMUNITIES
N/A
STRONG ECONOMY
Quicker inspections equal more money for drivers who are often paid by the mile
Dispute processing time is greatly reduced because the person responding to the appeal can review documentation and photographs without having to contact the original inspector
$163 Wi-Fi connected smartphones are inexpensive and easily replaced if damaged
EFFICIENCIES*
Cost Avoidance: $3,455,214 over 20 years (July 1, 2023 - July 1, 2043)
Labor Savings: 3,223 hours annually
Time saved by long-haul truckers: 3,223 hours annually
Benefit/Cost Ratio: 178:1
*Benefits are estimated net of initial and ongoing expenses. Savings are averaged over the expected benefit life of the innovation. See details.