New Inspections Options & Setup

Regular vehicle inspections are essential for ensuring the safety, reliability, and environmental compliance of vehicles on the road. It is also crucial for employees to complete inspections to verify that the tools or assets assigned to them are properly recorded and in good condition. Collective Data allows you to customize and create inspections that fit your needs whether you’re creating one based on your DOT compliance or to have employees verify what inventory items or assets they have assigned to them.

We are excited to introduce several new features and improvements to our inspections! One of the most significant updates is the ability to view inspections in either a List or Step-Through format. The Step-Through option is particularly useful for drivers using a cell phone or tablet for pre- and post-trip inspections, allowing them to simply click Pass or Fail quickly without having to scroll down on the page and potentially lose their spot or forget something.

Additionally, we are introducing an Inspection Manager view. Shop or fleet managers can use this view to create work orders or maintenance tasks based on failed inspection items. This view is also useful for sergeants or lieutenants reviewing inspections of weapons or patrol cars.

For detailed instructions on creating and using the new inspections, please refer to the User Guide – Inspections section. If you have any questions, please contact your Client Success Coordinator!

Returning Kits

For Quartermaster clients, improvements were made to the Return Item view to incorporate information when a kit is returned.

When an employee has a kit issued to them and is returning those items, a field will be available to select the kit on the Return Item view. If they do not have any kits issued to them, the field will not be visible.

Additionally, on the Employee View, a new button appears on the Issued Items tab for their kits. If they have a kit issued to them, a button titled “Return Items from Kit ____” will appear and it will allow for all items in that kit to be returned. If they do not have any kits issued to them, the Kits button will not appear. The original buttons of Return, Transfer, and Go to Issue Record are still available and shown regardless if they have a kit issued or not, so original workflows can still be followed for non-kit items.

Work Orders + Collisions

Fleet clients are now able to use a new Work Type called “Collision.” This will help to determine what Maintenance Costs are associated with normal wear and tear on an asset versus it being involved in an accident.

You can see this broken out on the Life Cycle tab of the Asset View.

The Yearly Operating Costs widget on the Asset View and the Asset Operating Costs report now incorporate the collision work code type under “Accident Costs.”

Shop Module – Technician View Spanish Language Availability

The Technician View for Shop now has Spanish as an option for technicians. To activate, go to the Employee View and locate the Technician. Select Spanish as their Language.

You must ensure your employees are data-linked in the application. When the employee logs in, their Technician View will have buttons in Spanish. For example, the Start Work button is now Iniciar Trabajo.

This process is now available in the User Guide.

Employee Rank History

We’re thrilled to share that we’ve added new functionality to improve the visibility and transparency of when an officer moves from one rank to another in our Quartermaster solution.
In the Employee View, you will now see a Rank Log button has been added next to the Rank field under the Details section.

This button will display a pop-up showing a historical list of changes to the selected employee’s Rank field.

Additionally, there is now a Rank Log tab that has been added to the Employee View. This tab is intended for Admins to make corrections to an employee’s rank history.

Finally, the Employee Rank Log View has been created for Admins to make corrections to all employees’ rank histories. This view also allows users to create a report that displays the number of days at each rank.

FedRamp Update and SOC2 Type 1 Report Now Available

Dear Valued Customers,

We are thrilled to share two significant developments in our ongoing commitment to data security and privacy. Your trust in our services drives us to continuously raise the bar and ensure that your information remains safe and secure.

First, we are delighted to announce that we have successfully completed our SOC2 Type 1 Audit. This accomplishment validates our dedication to protecting your confidential information and upholding the highest standards of security. The SOC2 Type 1 Audit involved a rigorous evaluation of our internal controls, policies, and procedures by an independent auditing firm specializing in information security. We are proud to have met all the necessary requirements, reinforcing our commitment to maintaining your trust.

But that’s not all! We are excited to inform you that we are embarking on another important journey: FedRamp Compliance. The Federal Risk and Authorization Management Program (FedRamp) is a rigorous framework that sets the standard for security controls for cloud service providers. By undergoing the FedRamp compliance process, we are taking additional steps to ensure the utmost protection of your data.

The FedRamp compliance process involves a comprehensive evaluation of our systems, processes, and controls by a third-party assessment organization. This process will help us align with the stringent security requirements mandated for federal agencies and further enhance our security posture.

We are committed to providing you with the highest level of transparency and will keep you informed throughout the FedRamp compliance journey. Once we have completed the process and obtained the final authorization, we will proudly announce this achievement. FedRamp compliance reaffirms our commitment to protecting your data, not only for our federal customers but for all of our valued clients.

As always, we welcome your questions and concerns. If you would like to request a copy of our SOC2 Type 1 Audit report or seek further information regarding our FedRamp compliance process, our dedicated customer support team is here to assist you.

We extend our deepest gratitude for your continued support and trust. Your confidence in our services inspires us to go above and beyond in ensuring your data security. Together, we are forging a future where your privacy is paramount.

Thank you for being an invaluable part of our journey. Stay tuned for more exciting updates!

Best regards,
Jesse Farris
COO
Collective Data