Between juggling bids, crews, and tight deadlines, choosing the best ELD for your construction fleet can feel overwhelming. But the benefits are worth it. 41% of GPS tracking users saw positive ROI in under a year.
This blog will provide a comprehensive guide to what are Electronic Logging Devices (ELD), why they are need, and how to choose the right ELD for construction fleets.
We have also included additional practical advice on vendor negotiations, installation, driver training, and ongoing ELD management.
What is an ELD?
Electronic Logging Devices (ELDs) are hardware devices that connect to a vehicle’s engine and record data related to driving hours, engine diagnostics, and vehicle location. ELDs replace traditional paper logs, simplifying the process of recording and tracking information while also enabling real-time communication between drivers, fleet managers, and regulatory authorities.
What is the ELD Mandate?
The Federal Motor Carrier Safety Administration (FMCSA) mandates the use of ELDs for commercial motor vehicles (CMVs) to ensure adherence to hours-of-service (HOS) regulations. The ELD mandate helps prevent driver fatigue, improves road safety, and streamlines record-keeping processes.
Do All Construction Vehicles Need ELDs?
Determining whether all vehicles in your construction fleet require ELDs depends on several factors like the type of vehicle, the nature of your operations (interstate vs. intrastate), and whether you qualify for any exemptions (like the short-haul exemption).
The ELD regulations are complex and can be difficult to interpret. To help you navigate these requirements and ensure full compliance, we’ve compiled a list of authoritative resources:
Once you’ve determined you need ELDs, choosing the right ELD solution for construction is crucial.
Factors to Consider When Choosing an ELD
Here are 7 things to look at when choosing an ELD for your construction fleet:
- FMCSA-registered: The Eld needs to be on the FMCSA’s list of registered ELDs
- Hardware: Ruggedness, weatherproofing, battery life, cellular connectivity in remote locations, mounting/installation in various vehicle types
- Software: Ease of use, HOS tracking, and glove-friendly
- Real-time GPS Tracking: Monitor vehicle location, speed, and idle time
- Data Handling & Security: Driver identification, Automatic logging, tamper-resistant, wireless data transfer
- Total ownership cost (upfront, subscriptions, and maintenance)
- Vendor reputation (reviews, contract terms, and cancellation policies)
Let’s discuss all factors in detail.
Hardware: BYOB vs. Dedicated ELD Devices
- BYOB (Bring Your Own Device):
- Pros: Lower upfront cost, drivers may be familiar with their own devices.
- Cons: Durability concerns in harsh construction environments, connectivity issues in remote areas, potential usability issues for drivers wearing gloves, not all personal devices suitable for running ELD apps smoothly, and compliance risks if the ELD app is not consistently running.
- Dedicated ELD Devices:
- Pros: Rugged design withstands tough conditions, typically better cellular connectivity, often optimized for ease of use by drivers.
- Cons: Higher upfront hardware costs, can be redundant cost if drivers have good quality cell phones and suitable plans.
Software: Essential Features & User-Friendliness
Must-have features:
- Hours-of-Service (HOS) Tracking: Accurate and reliable tracking of driver hours to ensure compliance.
- Electronic DVIRs (Driver Vehicle Inspection Reports): Streamlined vehicle inspections and reporting.
- GPS Tracking: Real-time location tracking for improved dispatching, asset management, and theft prevention.
- IFTA Reporting (if applicable): Simplified reporting for interstate fuel taxes.
Key Considerations:
- User-friendliness: Intuitive interface, easy navigation, minimal training required for drivers.
- Integration: Seamless integration with existing payroll, dispatching, and other fleet management systems.
Cost: Understanding the Fine Print
- Subscription Models: Monthly or annual fees for software access and data services.
- Upfront Costs: Hardware purchase price for dedicated ELD devices.
- Hidden Fees: Activation charges, data overage fees, early termination penalties.
Tip: Don’t automatically assume the cheapest option is the best. Balancing upfront cost with software robustness is key to a happy ELD usage experience.
Vendor Selection: Due Diligence is Key
- FMCSA Registration: Verify that the ELD provider and the specific device are registered with the Federal Motor Carrier Safety Administration (FMCSA). This is critical for compliance.
- Online Reviews: Research reviews from other construction companies to assess real-world performance, customer service, and technical support.
- Demos & Trials: Get hands-on demos and free trials (if available) before making a commitment.
Implementation & Training
Choosing the right ELD system is half the battle; proper implementation and documented driver training are essential for success. This isn’t just about plugging in a device – it’s about integrating a new workflow into your operations and ensuring your drivers are on board.
Step-by-Step ELD Installation Guide
While the specifics will vary depending on the ELD system you choose, the general steps are similar:
- Hardware Installation: Mount the ELD device securely in the vehicle, ensuring it doesn’t obstruct the driver’s view and is easily accessible. Follow the manufacturer’s instructions carefully. If it’s a BYOB system, install the designated ELD app on each driver’s device. Test all functionality within the app on each device before dispatching any vehicle.
- Software Setup: Create your company account within the ELD software platform. Enter your fleet information, driver details, vehicle data, etc. Configure any necessary integrations with your other fleet management systems (payroll, dispatching, etc.).
- Device Registration: Connect and register each ELD device with your company account in the ELD provider’s backend systems. Assign ELDs to a specific driver or a pool. Provide ELD credentials and documentation of proper usage to the driver. Ensure the device is registered with the FMCSA.
- Driver Login: Train your drivers on how to log in to the ELD system using their credentials (driver id, password, etc.)
Driver Training Best Practices
- Address Driver Concerns: Let’s be honest, some drivers might resist new technology. Acknowledge their concerns, listen to their feedback, and address any anxieties about electronic logging.
- Highlight the Benefits: Explain how ELDs can actually make their lives easier – no more tedious paper logs, reduced paperwork errors, automatic HOS calculations. Less admin, better reporting – win-win.
- Provide Clear Training Materials: Develop clear, concise training materials (videos, manuals, quick reference guides) covering all aspects of ELD usage, from logging in and out to handling malfunctions and roadside inspections.
- Hands-on Training: Offer personalized, hands-on training sessions with each driver, ensuring they understand how to use the ELD correctly and confidently.
- Provide sufficient time and ELD devices for training before ELDs become enforced: Most vendors will provide training logins or even ELD devices free of cost for adequate time. Take advantage and learn thoroughly to smoothen actual day-to-day usage.
- Document Training: Keep records of all driver training, including dates, topics covered, and driver signatures. This documentation is crucial for demonstrating compliance during audits.
Data Management: Making the Most of ELD Data
ELDs provide a wealth of data beyond just HOS compliance. Use this data to your advantage.
- HOS Compliance Monitoring: Easily track driver hours and identify potential violations before they occur. Use automated alerts or notifications when nearing HOS limits.
- Driver Performance Analysis: Identify areas where drivers could improve fuel efficiency, reduce harsh braking, or optimize routes. This data could become part of effective and unbiased feedback provided to the driver.
- Streamlined Reporting: Generate automated reports for IFTA, payroll, and other administrative purposes, saving you valuable time.
- Operational Optimization: Use ELD data to analyze routes, improve dispatching efficiency, and implement preventative maintenance schedules based on vehicle usage.
Sample Driver Training Checklist:
- [ ] Understand ELD Mandate basics: Briefly cover the why and how of the mandate.
- [ ] ELD Device Overview: Explain the device’s basic functions. Provide clear, visual documentation.
- [ ] Logging In/Out: Step-by-step instructions with screenshots. Provide dedicated training logins.
- [ ] Recording HOS: Accurately recording driving, on-duty, off-duty, and sleeper berth (if applicable) time.
- [ ] Performing DVIRs: Demonstrating the electronic DVIR process, integrated with the ELD.
- [ ] Managing ELD Malfunctions: Basic troubleshooting and escalation procedures.
- [ ] Handling Roadside Inspections: How to present ELD data to law enforcement, including electronic transfer methods.
- [ ] Personal Conveyance and Yard Moves: Understanding the rules and proper logging procedures.
- [ ] Q&A: Address driver questions and concerns.
- [ ] Driver Sign-off/Acknowledgement: Confirmation of training completion and understanding of procedures. (Include space for driver name, signature, and date). This is helpful for audits and protects you and your company.
Ongoing Compliance and Best Practices
ELD compliance is an ongoing process. Here’s how to stay compliant:
Regular Checks & Updates
- Device Inspections: Regularly check ELDs for proper function, secure mounting, and damage. Fix issues quickly. Include ELD checks in pre-trip inspections.
- Software Updates: Keep your ELD software updated. Use automatic updates or schedule regular updates to maintain compliance and benefit from improvements.
Record Keeping
- Retention: Understand and follow FMCSA rules for keeping ELD records (electronic and paper). Proper retention avoids penalties during audits.
- Storage: Organize and secure ELD records (digital or physical). Ensure easy access during audits.
Audits & Inspections
- Roadside Readiness: Train drivers thoroughly on ELD inspection procedures. Provide a quick reference guide outlining the steps for presenting ELD data to law enforcement, including electronic transfer methods. This reduces stress during inspections and helps demonstrate compliance.
- Organized Records: Keep ELD records readily available and easy to understand. This speeds up inspections and showcases your commitment to compliance.
ELD Compliance Checklist for Construction
I. Requirements:
- [ ] Determine CMV applicability (FMCSA/local).
- [ ] Identify applicable ELD exemptions (federal/local).
- [ ] Classify vehicles & maintain documentation. Update driver checklists (electronic/paper).
- [ ] Establish a written ELD policy.
II. ELD Solution:
- [ ] Research FMCSA-registered ELD providers (local/national). Evaluate features, cost, and support.
- [ ] Choose hardware (BYOB/dedicated).
- [ ] Ensure essential software features (HOS, DVIRs, GPS, IFTA).
- [ ] Analyze ELD costs (hardware, subscriptions, hidden fees).
- [ ] Verify FMCSA registration of the chosen ELD provider and device.
III. Implementation & Training:
- [ ] Install/configure ELDs, secure data permissions.
- [ ] Train drivers on ELD use, HOS, DVIRs, inspections, personal conveyance, yard moves, and data transfer procedures. Provide clear materials (manuals, guides, videos).
- [ ] Conduct hands-on training and mock inspections.
- [ ] Document all driver training.
IV. Ongoing Compliance:
- [ ] Inspect ELDs, update software. Stay informed on regulations.
- [ ] Maintain ELD records according to FMCSA/state regulations.
- [ ] Conduct periodic mock roadside inspections and refresh driver training as needed.