Transforming CMBC‘s Fault Reporting with Digital Pre-Trip Inspections

Transforming CMBC's Fault Reporting

with Digital Pre-Trip Inspections

The Task

For years, CMBC relied on a manual, paper-based system for recording vehicle faults, requiring drivers to fill out Bad Order (BO) and Pre-Trip cards by hand. This process consumed approximately 110,000 labor hours per year, placing a significant burden on drivers, maintenance staff, and administrative teams. Thousands of handwritten forms
circulated daily, leading to inefficiencies, delays, and data entry errors. Managing these reports required the equivalent of three full-time employees, highlighting the need for a more streamlined approach. The project team identified key areas for improvement to modernize the system.

Error-Prone Process: Filing errors affected 7% (7,764) of BO cards, with many of the forms missing critical information, such as IDs, and problem codes, which created rework.
No Fault Found (NFF) Cases: 12% (12,956) of BO cards were classified as NFF, often due to vague or incomplete problem descriptions, wasting maintenance time and resources.
Delayed Maintenance: A time gap of sometimes up to three weeks between problem identification and data entry into the Enterprise Asset Management (EAM) system prolonged vehicle downtime.
Lack of Traceability: There was no data link between a reported complaint and its resolution, hindering the ability to analyze trends and improve maintenance strategies.

The traditional BO journey line involved multiple manual steps, from problem identification, solution, typing, to filing. These forms traveled through various hands, including maintenance staff and administrators, before being typed into the EAM system. This labor-intensive process created bottlenecks and inefficiencies at every stage.

The Solution

To address these challenges, CMBC procured INIT’s digital Pre-Trip Inspections software to seamlessly integrate with its onboard data terminals and EAM system. The goals? To improve efficiency in reporting and maintenance of the fleet and to optimize the agency‘s resources.

CMBC‘s Pre-Trip Inspection software will be accessible via the drivers‘ onboard mobile data terminal allowing them to quickly inspect and digitally record any vehicle faults.

Digital Reporting: The form appears when the driver logs on at the start of their shift. From there, drivers can select fault categories (such as radio, mechanical, or fare box) and provide detailed descriptions using drop-down menus or free-text fields.
Time Savings: CMBC will be able to reduce process times and increase reliability, efficiently decreasing redundant work. The agency will gain better transparency and control on labor allocation by eliminating manual data entry and redundant reporting. This frees up valuable time for drivers, maintenance staff, and administrators.
Real-Time Data Integration: Data from the online forms will automatically be sent to the EAM system, including logs and work order IDs, which will reduce the delay between issue identification and resolution.
Error Reduction: Filing errors are expected to drop to near zero as mandatory fields and automated workflows will ensure that all reports are complete and accurate.
Automated Workflow: The system’s distribution rules will ensure complaints are immediately routed to the appropriate teams. Status-based resolution tracking and export capabilities will streamline maintenance workflows.
Streamlined Processes: Automated data distribution will eliminate the need for mailing forms, while linking solutions to individual complaints will provide full traceability from problem to resolution.

The Results

CMBC’s transition to digital pre-trip inspections is expected to transform its BO card reporting process and address longstanding challenges in time, labor, and accuracy. By automating workflows and integrating with the EAM system, the solution will not only streamline operations but also enhance the organization’s ability to deliver reliable transit services. This case demonstrates the power of digital tools in improving efficiency, reducing costs, and driving sustainability in public transportation.