Right, let's get this sorted: rectifying defects raised during a walkaround. This is the one auditors love to see – a full, traceable history of every defect, from discovery to resolution. DDIR makes this process straightforward, ensuring you have all the evidence and decision-making logged.
The moment a driver completes a walkaround with a defect, it pops up on your dashboard. Heads up — if you've activated notifications in the system, you'll also get an immediate email alert, complete with any images the driver might have sent.
The first critical step is for you and the driver to decide: is this a Minor defect (meaning the vehicle can still operate) or a Major defect (requiring immediate rectification before the vehicle can move)? This decision is key.
Rectifying a Defect: The Drill
Once you've clarified the defect's severity, here's how you manage its rectification in DDIR:
1. Locate the defect on your dashboard. 2. Click on the dropdown that says Pending. This will reveal your action options. 3. Choose the most appropriate action from the list: * VOR (Vehicle Off Road): Select this if the defect is serious enough to take the vehicle off the road. (If the driver already flagged it as serious, the vehicle is likely already VOR'd). * Rectified: This is for those quick fixes the driver might have managed after raising the defect – think changing a bulb or topping up AdBlue. Once they inform you it's done, you can immediately mark it as rectified and close the defect. You can add notes detailing what was done and by whom. If the driver sent an image, attach it as evidence. * Nil Defect: Sometimes a driver is overly cautious. After speaking with them, if you determine it's not a genuine defect (like a minor chip on the passenger side of the windscreen that doesn't warrant a repair), you can mark it as Nil Defect. Make sure to add notes explaining your decision. * External Repair: For repairs that need a third-party garage or specialist. You can add notes here stating exactly where the vehicle is going for repair and when. The vehicle isn't fixed yet, but once the work is completed, you'll revisit this defect to update its status to fixed, adding photo evidence or an invoice. * On-site Repair (Mobile Mechanic): This covers mobile tyre companies, your own on-site drivers, laypersons, or workshop mechanics. For each, you can add details about the work, who will do it, and mark it as rectified upon completion. 4. Throughout this process, you can add detailed notes and attach evidence (like photos or invoices) to each step.
By the time a defect is fully rectified, it might have had multiple touch points. DDIR logs each interaction with a timestamp and the user's details, providing a complete, auditable history of the decision-making and rectification process. This is fire prevention, not fire fighting.
With DDIR handling the heavy lifting, staying compliant is nothing to it.