Rework and incident costs from poor driver inspection and documentation quality

$10,000–$22,000 annually from missed delivery windows (service-level agreement penalties), rush repairs (overtime labor), inventory buffer costs (safety stock), and operational inefficiency due to vehicle unavailability • $10,000–$30,000 annually from hazmat fines (elevated risk in petroleum sector), out-of-service orders, emergency roadside repairs in winter, customer service failures from delayed deliveries • $10,000–$35,000 per year in emergency call-out repairs, repeated inspections, construction delay penalties, and higher insurance and claim costs attributable to poor inspection documentation and unresolved defects.

Decentralized record-keeping across Parks Dept, Public Works, and Fleet Maintenance; manual Excel consolidation before audits; paper inspection logs stored in multiple locations; email-based defect reporting between supervisor and mechanics • Dispatch Coordinator manually tracks vehicle issues via phone calls with drivers, handwritten notes on dispatch board, or text messages; resolves urgently by reassigning deliveries or calling vendor for emergency repairs • Driver calls dispatcher with defect info; dispatcher relays to maintenance via phone/text; maintenance schedules repair around existing service queue; no digital DVIR record; defect data lost after repair