Common

The digitacho administration grants access and control for driver and vehicle filese, created by digital tachograph.

Download/Archive

Here are listed all available DDD files. If there is booked only the download functionality, the bold marked files still have to be archived by the user. Otherwhise no action is required and the mark just indicates if a file was eported earlier.

The visible files can be limited by setting a driver, a vehicle, an archive state or a timerange.

On open this page there will be visible all new files, not archived or exported by the user and downloaded from the tachograph during the 30 days. Changing the according input values will result in access to any files stored in the system.

Clicking a column headline will result in sorting the data by this column.

Changing the filter by option from download date to content timerange will result in a different file arrangement. In content mode for each vehicle or driver will be visible only one entry row. This row may consist of one or multiple files, to cover the desired timerange in an optimal arrangement with minimal overhead for start end end time. If it is impossible to get a set of files, covering the desired timerange, no entry will be made for this driver or vehicle!

Selecting a single file for download to the own computer will result in directly downloading this file. If multiple files selected for download a compressed .zip file will be created, containing all selected files.

Download states

For each driver and each vehicle, with DDD files available, the dates for latest download and deadline for next download is visible. For each entry also a check is done, if all data for the whole timerange is available at storage.

A limitation for drivers and vehicles cane be done on top of this tab.
Using the default setup, drivers or vehicles, without any DDD files will not be visible in table. To change this behaviour, select the show drivers/vehicles without downloads option.
For some special cases additionally the digitacho delivers data for drivers, not registered at personal administration. This unknown drivers are hidden by default, too. To show this personal, uncheck the hide unknown personal option.

The state column at data table consist of different available states:

Download state details

If at least one digitacho file ist stored for a driver or vehicle, a details page can be called. This details page shows a month calendar for a quick overview, which file is available for which calendaric day and at which days no data available.
A day, marked green indicates, that at least one file with data is available. Moving the cursor over this day, will result in a list of available files for this day.
A red marked day, indicates missing files for this day. This means, no file is available at storage, containing data for this day.

Download state incomplete data

The incomplete data state is a special state, that should not occur on normal operation. Although for each download a check will be done, which data are available and download a mostly complete data set, sometimes there are timeranges without any data at the storage. This may happen, if a vehicle will be repaired and the digital tachograph will get no power for longer timeranges, or there is any kind of malfunction.

The first step to handle this kind of error is downloading the data directly at the vehicle and adding this data to the storage. If the gaps will not be closed after this procedure, probably the digital tachograph has a malfunction and should be checked immediately.

Drivers

The handling of this module is similar to the personal administration.
As limitation here only persons are shown, having a 16-char long driver key as personal key. Additionally the table columns can be configured independently to personal administration.

Omitted reasons

To match the regularities of european drivers edict a driver has to verify his activities for the last 28 days. While driving activities registered by digital tachograph, in case of other activities, illness or spare time the driver has to show documents for this activities. This document is called "attestation of activities".

This menu allows to create those documents and check, if this documents where generated completely.
Therefore the overview tab shows the list of all drivers and checks all states for the last 28 days. This check can result in 3 different state messages:

1. could not determine the state: no digitacho data for the last 28 days found
2. no gaps found in timerange: all documents where created for the timerange
3. data incomplete: digitacho data found but missing activities documents for at least one day

To get detailed information, especially why an incomplete state was set, for each driver exist the action to open a detailed view. This view is equal to omitted reason details with current driver preselected.

After this page is called, the calculation of state message will be startet. The current calculation state and the according results stay in memory, as long as the archive management module is active. To refresh the driver data, just use the reload funtion on top of this tab or restart the archive management module.

Selecting one driver, show the according detailed booking data and documents.

Omitted reasons per driver

On top of this tab are the buttons to reload, enter an other activity and to switch between tabellaric ond graphic bookings view. If the tab was direcly selected, first chose the driver, if called from omitted reason overview list, a driver is preselected.

After a driver is selected, the data for current and previous month will be loaded to show the timerange of last 28 days without any scrolling or paging. If no data available for a day, this day will be shown without any background color. If there are bookings, the background may be grey (everything seems ok) or red (a document has to be created).

Klicking on any day of the calendar will also refresh the 3-days-view below this calendar. To improve the readability, the previous and next day also will be visible.

If no data available for a timespan or if a timespan is marked as idle timespan, a new other activity document can be created, just by clicking on this timerange at graphic or by click on the according action in tabellaric mode.
In this case only the reason has to be set and all other values are prefilled.

Especially in the very first usage, probably not all informations are stored for each driver. Because this data are required to create the document, it is possible to fill the missing data directly in this input mask. The data entered here will also be stored to database, so they did not have to be entered multiple times.
This personal informations are the drivers birthdate, the driver is employee since date and an identification document. This identification document may be the driver licence, identy card or passport. Becaue this documents have a limited validity, it's recommended to add the valid to date.

The document also contains data about the creator. This is the name, position in the company and the address. Creator is the currently logged in user. If no specific address is set, the global company address will be used. The position and a differing working address can be set in administration -> Portal Settings -> Settings / User data.

To handle weekends easier, it is also possible to create activity documents for multiple drivers in one step. To do so, use second option in driver selection (select multiple drivers). This will result in a list of all drivers with a checkbox for each driver to select the ones, that need a document. In this mode it is not possible to append missing personal data to any of the drivers, so if data missing for any driver, a remark text will be shown and this driver is not visible in the main list.
To check, for which drivers data missing, there can be expanded a second list, just with the name of all drivers with incomplete data.

To not reopen the input mask for different timeranges, just change the option for save button to only save and print. Closing the input mask is possible via aborting further inptu or just clicking X on the bottom ricght.

If such an other activity was entered, in graphic mode this timerange is marked by a blue line. In tabellaric mode the entry is marked bold and has its own icon for faster identification.

Clicking on such an entry will allow to reprint the document, change the data or delete it.

violations

Another main feature of file analysation is the calculation of violations against drivers regulation. The calculation is only based on DDD files data. Data from digitacho live view interface will be ingored here.
For the table all new violations from start of previous month will be calculated. Already printed violations will be ignored. In the table is just the penalty fee visible, caused by the calculated violations.
Because the schedule of fines just contains the standard values, only this will be used for calculation. The controlling officers may raise or decrease the single penalty fees in some cases. So the calculated penalty fee is just an indicator, which costs have to be expected.

Similar to omitted reasons overview it is possible to open a more detailed view for a single driver.

violation details

Using the details tab allows to anlyse each single violation.
For the selected driver a month overview is visible. This month overview is colored to indicate the state per calendaric day. Therefore the following colors are used:

Moving the mouse over a red marked day, will also mark the according violation entries in the violations table below the calendar red.

This table shows more detailed data for each single violations at active month. Additionally vor each violation the calculated penalty fee is shown. If a driver was controlled a real payed penalty can be entered. If such a real payment was entered, this payment will be shown instead of assumed calculation.

To get even more details for a violation, use the details button. For timeranges up to 2 days, a graph will be shown with each single activity bookings and the range with the violation is marked blue. For longer violations the relevant data will be visible in a table.

Similar to violations overview it is possible to select violations to print an instruction.

violation prints

Printing the instruction protocol is available from violations overview and violation details tab. 
Printing from overview always only creates an instruction for new violations, not printed before and not marked with a penalty fee of 0,- €.
From violation details tab it is possible to make an own combination or just to reprint an instruction. If an instruction selected, which was printed before, the according instruction protocol will be printed same as ist was printed initially. This means with all other according violations, also printed on the page. In combination with never printed violations, the not printed violations will be printed to an extra page. So it is possible to create copies of the original instructions at any time. Aditionally the signing information has to be entered just for one violation of the page.

The document itself contains informations about timerange, allowance and effective value (idle time, driving time, ...). Additionally the type of violation and the according link to legal text is shown.

Settings

This tab joins all setting options according to the digitacho module.

common settings

Here it is possible to set the default rows count for the tables in the tabs: downloads, download states, omitted reasons and violations. A row count change, using the menu on top of each table, will only save the change for the current work session. On next login the default rows count, set in this menu will be used again.

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