Introduction to PAIC
As an ISO 9001 company, Fr8App is committed to quality and continuous improvement. And as a 3PL, our carrier base is a critical element for our company.
Carrier Implementation performs various functions to maintain our carrier database. One of these functions is the Carrier Internal Audit Program.
Under this program, randomly selected carriers are audited continuously by the Carrier Implementation department, which acts as an intermediary entity independent of the Procurement department.
How PAIC Works
Each week, active shipments are randomly selected from our platform and audited by our Carrier Implementation department.
If your shipment is selected to participate in PAIC:
- You will receive an email from Carrier Implementation informing you of your selection and participation in PAIC.
- You will receive a second email with 1) the general list of items and documents required for the audit and 2) the current status of those items (already available, available but obsolete, need to be attached, etc.).
- Please reply to this email with the requested documentation.
- Once the evidence has been completed and analyzed, you will receive an email with the diagnosis of your audit and the steps to follow to successfully complete it.
Elements Audited in PAIC
PAIC audits focus on five areas:
- Transportation line, auditing all company paperwork.
- Fleet, auditing the unit used in the shipment.
- Operator, auditing the driver used in the shipment.
- Service, auditing all elements related to the specific active shipment.
- Incidents, auditing, to the extent possible, the elements and paperwork required in the event of a potential incident in that shipment (accident, incident, theft, loss, etc.).
Company Audit
The transportation line's paperwork will be audited as a company, according to its registered name on our platform.
The elements to be audited will be the same as those requested when registering a new carrier. This opportunity will be used to:
- Update the platform's documentation to current versions.
- Detect substantial changes not reported in the documentation regarding the registration process, such as the use of permit holders.
Fleet Audit
The following items will be audited:
Tractor Audit
For the tractor audit, the following items must be present and available:
- Vehicle registration card.
- Current vehicle inspection certificate.
- Insurance policy.
- Correctly registered in our platform's inventory.
Box Audit
For the box audit, you will need to have the following current and available:
- Vehicle registration card.
- Current vehicle inspection receipt.
- Insurance policy.
- Correct inventory entry on our platform.
Refrigerated Vehicles
In the case of refrigerated vehicles, the documents and information proving that the vehicle's temperature is properly calibrated and that it has been calibrated and inspected at least once a year, in accordance with applicable regulations, will also be audited.
Fleet Tracking and Monitoring Equipment
- Satellite Tracking Platform and Equipment (GPS): Existence and 100% coincidence with the data recorded on the platform prior to the service.
- Tracking and GPS verification: Existence of GPS integration, existence of CE, use of the Fr8App mobile app, absence of expiring links.
- Positioning from arrival at PU and uninterruptedly until DO.
- In the case of a dedicated fleet, 24/7 positioning.
- Speed governors, so that the vehicles cannot exceed the maximum speed of 90 km/h and that information from each trip can be downloaded for archiving.
- Engine shutdown and deceleration systems for the units, if required by the Client's directive.
Fleet Safety Equipment
- Covered running boards;
- Mirrors protected by spikes, picks, and/or blades;
- Cabins without external handrails;
- Tires with a depth greater than or equal to 4 mm, properly inflated;
- Pneumatic and/or hydromechanical systems free of leaks;
- Trailer or semi-trailer locking system in optimal condition (no missing parts and operating at 100%).
- Welding on door bolts and hinges;
- Semi-trailer runners in good condition and operating at 100%.
- Bottle-type seals.
Service Audit
The following elements and documents related to the service being performed will be required:
- Correct dispatch of the unit at least 6 hours prior to PU.
- Verification that the dispatch data (tractor, body, operator) and the actual data used in the service fully match.
- Verification that the dispatch data (units and operators) are the client's own dispatch and not that of permit holders.
- Correct access to the Client's SOP, with operations and routes, if necessary.
- Correct reporting and registration of locks, seals, and evidence, both before and after the trip.
- Bill of Lading.
- Bill of Lading Supplement.
- Specific documentation for Special Handling Waste / special handling waste cargo manifest, if necessary.
- In the case of trips made at the border or port of import, the corresponding import customs clearance documents duly stamped by the destination units.
- In the case of Reverse Logistics, documentation with a reverse logistics receipt stamp provided by the client's origin center (Dedicated Fleet).
- References to the Fr8App service ID and the client's ID, if necessary.
- No internal reports of lack of contact and reports from the Carrier's registered contacts.
- No reports of unauthorized stops or reports from the operator.
- In the case of a 24/7 private fleet, verification of exclusive use of the unit through GPS tracking.
- Compliance documentation/POD, correctly reported and uploaded to our platform.
Incident Audit
The following items and documents related to a potential incident during the Service will be required:
- The Carrier's internal monitoring report.
- A GPS satellite tracking system reading report used to monitor the Service.
- A reading report of the total kilometers traveled by the Equipment for the corresponding Service.
- A driving hours report, demonstrating that the operator did not drive for more than 12 consecutive hours.
- A speedometer report, demonstrating that the operator did not exceed the maximum speed of 90 km/h (56 mph) using the cruise control installed on the Equipment.
- A history report of panic button events, engine start and stop, at 5-minute intervals.
- A report of stops during the trip: number and duration.
- A report of the unit's preventive and corrective maintenance.
- For refrigerated vehicles: thermographic report of the trip, proof of sufficient diesel supply prior to the trip, annual calibration report.
- Photographs of the unit.
- Operator's anti-doping status.
PAIC Results
After the audit, the audited carrier will obtain one of these ratings:
- Green. Correct result, with no audit issues.
- Yellow. Minor, rectifiable issues. The carrier will be given two weeks to rectify them. If they can be rectified, a green result is awarded. If the documentation is not submitted in a timely manner, a red result is awarded.
- Red. Serious, non-rectifiable issues, or lack of cooperation and rectification, a yellow result is awarded. If the result is red, your Carrier account will be disabled from our platform.