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How to Effectively Use PSP in Your Fleet

What is PSP?

In 2010 the Federal Motor Carrier Safety Administration (FMCSA) launched the Pre-Employment Screening Program (PSP).

PSP is available online at http://www.psp.fmcsa.dot.gov/Pages/default.aspx. 

Through PSP, enrolled account holders have the ability to search for drivers’ safety histories from the federal Motor Carrier Management Information System (MCMIS) database. A PSP record includes a driver’s: 

  1. Five year crash history
  2. Three year roadside inspection history
  3. Violations noted during roadside inspections
  4. The name of the motor carrier for whom the driver was operating for at the time of an inspection or crash

PSP is the only service that provides a driver’s complete FMCSA history. The PSP record allows you to get a clear snapshot of a driver’s past behaviors and habits – important predictors of a driver’s future performance. 

The driver’s PSP record may only be accessed during the hiring process.  Once a driver is employed, the employer may not request that driver’s PSP record for any reason.  To protect a driver’s privacy, a driver must provide their consent using FMCSA’s PSP consent form before the PSP record is accessed.

FMCSA takes drivers’ privacy seriously.  With that in mind, FMCSA has implemented PSP audits.  On a regular basis, PSP account holders are randomly selected for a PSP audit.  The audit entails providing driver consent forms that are requested at random.  The consent form demonstrates that the driver has permitted a company to request their PSP record once.  Review the driver consent compliance suggestions to learn more and adopt the established best practices.

Who may use PSP?

Inter- and intrastate motor carriers may use PSP to review a potential driver’s safety history.  Drivers may also access their own PSP record at any time.

In early October, FMCSA announced an expansion to the PSP program.  Now, any company that is directly involved in the hiring of commercial drivers may access PSP records.  This includes driver screening companies and similar entities working on behalf of a driver or a carrier to access PSP records (with the driver’s consent).

How is PSP data collected?

Enforcement officials collect data during roadside inspections and crashes. This data is added to the FMCSA MCMIS database. The information is different than the driver’s state motor vehicle record because PSP includes violations and other details about the crash or inspection – not just state convictions.  PSP offers motor carriers a more comprehensive picture of a potential employee’s past performance and work history.

On a monthly basis, the PSP database is populated with the latest MCMIS snapshot.  The data snapshot includes the most recent data updates for drivers’ crash and inspection histories. 

Why use PSP?

Thousands of motor carriers are using PSP to ensure they are only hiring the safest drivers.  Motor carriers use PSP for a variety of reasons.  Some motor carriers use the PSP data to develop a personalized training plan for each driver that addresses the areas that demand extra attention.  A personalized training approach ensures that a driver’s time is well spent and keeps training costs to an effective minimum.  Carriers also check the PSP report to see what carrier the driver was operating for at the time of a crash or inspection.  Prospective employers can cross reference the carrier names that appear on the PSP report with the list of previous employers supplied by the driver.

The PSP report is different than a state motor vehicle record.  Using the reports together shows a clear picture of a driver’s activities.  For more details review the PSP and MVR comparison.

How do I use PSP?

PSP is entirely web-based, available 24 hours a day, and returns drivers’ PSP records instantly.

First, a company must enroll in the program to receive PSP access credentials. To start,  download the enrollment packet. The enrollment process typically takes two to three business days.  Once enrolled, simply search for a driver’s record by entering the driver’s name, date of birth, license number(s) and license state(s). PSP records are returned instantly in PDF format, and can be saved or printed for the driver’s qualification file.  In addition to the web site, the PSP application is available via iTunes for the iPhone and iPad.  The PSP app is free and makes it easier to review drivers’ histories on the go. 

There is a fee to use PSP.  Most PSP account holders pay an annual subscription fee of $100.  Smaller carriers, with fewer than 100 power units, qualify for a discounted subscription fee of $25. Each PSP record transaction costs $10. A single monthly invoice is provided to carriers for convenience. 

Information on enrollment and questions about the PSP service can be found on the PSP FAQ page.  The customer support team is ready to answer questions. Simply email PSPhelp@egov.com or call toll-free 1-877-642-9499 between 8 AM and 6 PM ET, Monday – Friday.  You can access PSP updates by subscribing to the PSP Twitter feed by following @PSP_help.

It’s important that motor carriers know what information to expect in the PSP record, how to evaluate that information, and that the carrier must obtain the driver’s consent before requesting his or her PSP record.

Creating and maintaining a safe and productive fleet starts before a driver is hired.  We can help you navigate PSP, including understanding how the PSP record can best fit into your individual hiring practices.

Staying Safe in Adverse Weather

It’s that time of year when we all face increased hazards caused by weather.  In addition, many of our clients are in their peak season.  Now is the time many of you are operating at full capacity, in the middle of the worst weather of the year.

Some proven, basic rules for safe driving in winter weather:

  1. Make sure drivers are prepared.  Mentally prepared, alert and awake.  Physically prepared, dressed for the weather and rested.  Make sure that the truck is stocked with some food and water, as well as cold weather clothing and gear.   
  1. Make sure your vehicles are prepared.  Tires lose pressure in cold weather.  If chains are required, make sure they are carried.  Batteries fail in cold weather – test them now.  Make sure heaters work and ducts are not blocked.  Landing gears on your trailers are often overlooked – it’s not fun cranking a stiff landing gear in cold weather at 2 AM.  
  1. Fuel – never let trucks run low in the winter.  
  1. Make sure your drivers watch their mirrors for wet roads that suddenly stop throwing spray – that water just turned to ice.  With a keen ear, drivers can tell by tire noise on the pavement when roads start to freeze over.   
  1. In reduced traction conditions, every movement should be slow, well planned, and deliberate.  Braking, acceleration, gear changes, steering – all should be very smooth and slow.    
  1. Watch the other guy – people do the craziest things around big trucks.  Always assume the worst from the other driver – and then you can be pleasantly surprised when it does not happen.

12 Ways to Keep Customers

By Cindy Cyr, Cindy@CinCyrCopywriting.com      

1)    Always have a contagious positive attitude. I know you’ve heard this before, but that is because it is vitally important. People break off friendships over negativity, so imagine what a client will do when you are negative.  Plus, always remember, part of having a positive attitude is never complaining about anything.

2)    Show excitement about helping your prospect’s business and about helping them succeed.  Be enthusiastic about their success, and be both their cheerleader and advisor when they need one.

3)    Be confident, not arrogant.  Make up your mind to achieve whatever you set your mind to.  Let your customers see a “determined to succeed” attitude along with self-assurance in your abilities without seeming like you can do no wrong.

4)    Demonstrate your ability to assess and solve problems.  Be able to look at real-world problems, prioritize what needs to be done and what can wait, and provide solutions.

5)    Have fun and be happy. Have you ever noticed how magnetic fun people are?  Smile.  Find joy.  See the humor in things and you’ll be one of them.

6)    Be likeable and welcoming.  Create a rapport that makes people feel like they could come to your house, kick their shoes off, help themselves to food from the fridge, and feel right at home.

7)    Give 110% and do your best EVERY time.   Long-time customers will get accustomed to your best.  Once you stop giving it, they may decide it’s time to find someone new who is excited about their products and/or services.

8)    Have integrity.  Always be honest and ethical in everything you do.  Keep your word and never do the slightest thing that casts doubt.  Be aware of little white lies, jokes, or stories that may paint you as less than honest.

9)    Don’t cast blame.  This is especially important when and if you make a mistake.  If you make a mistake, let the client know what the mistake was and your suggestions for solving the problem.

10) Keep organized.  Keep things in order and be detailed (but not obsessive).  This helps you run things error-free and builds your client’s confidence in you.

11) Make the customer feel like you are in business with him.  Make your customers feel like they are your only customer-or better yet, like their success is as important to you as if you were a business partner.

12) Avoid telling your client about the difficulties you are encountering.  Maybe you’re having personal problems or are having technical difficulties with your computer. Whatever the case, your prospect doesn’t care about your problems.  When you share them, you are not only wasting their time, but you are setting yourself up as an “excuse person” or a “complainer.”  This casts doubts in you and your ability and can severely damage your credibility.