MODULE 6: Post-Trip Responsibilities and Activities

Once the load is delivered, the pilot/escort vehicle operator (P/EVO) has important tasks remaining. These include duties related to the escort vehicle itself, such as turning off lights and removing flags, but several other post-trip activities are critical for improving safety and efficiency in oversize load movement.

As mentioned in Module 1, each trip is prototypical for P/EVOs: regardless of similarities among multiple trips (identical load, same vehicle configuration, same load driver, same route, etc.) aspects of each trip are unique (weather, hours of daylight, vehicle failure, work zones, unexpected road closures, etc.). This means that each trip is a valuable source of information, and the experiences of the entire team should be evaluated with a focus on how to make operations safer for all highway users, including load drivers and P/EVOs, as well as the load, load and escort vehicles, and transportation infrastructure.

Post-trip evaluations should include discussion about all aspects of the load movement, including the adequacy of pre-trip planning, preparations for the move, operating procedures used during the trip, and, if an emergency occurred, the adequacy of the team's response to it.

In Lesson 1, information is provided about the escort vehicle and equipment tasks that must be performed once the load movement is concluded. Lesson 2 is focused on the post-trip evaluation process including assignment evaluation, route survey and communication issues, and emergency responses. Finally, Lesson 3 offers suggestions about written reports and trip logs.

LESSON 1: AFTER THE TRIP – VEHICLE AND EQUIPMENT TASKS

At the conclusion of the load movement (i.e., once the oversize load is parked and secure), the P/EVO must comply with State requirements regarding the pilot/escort vehicle including the removal and storage of signs, flags, lights, and warning devices. As mentioned, P/EVOs are responsible for knowing and following the laws in any State in which they operate.

While the rules in each State differ, some similarities exist related to exterior lights, Oversize Load signs, warning lights, flags, and other equipment. To be clear, the rules related to the equipment mentioned below are similar, but not identical across States.

Warning Lights

Check all vehicle lights, including headlights (high and low beam), tail lights, front and rear turn signals, brake lights, emergency flashers, fog lights, tag light, and the amber warning light. Replace necessary bulbs (at least those needed for non- escort vehicle use), replace or repair damaged lenses, and clean the lights. Check the mounting device(s). Tighten screws or bolts, and replace any that are missing to ensure parts do not detach from the vehicle.

Once this assessment is complete, turn off, cover, or remove amber warning light(s), according to the laws of the State in which the operations are taking place. Turn off, cover, or remove any other warning lights.

Oversize Load Signs and Flags

Check the Oversize Load sign and the mounting apparatus. Once checked, make notes of any problems or correct the problem if the sign may fall off the vehicle. If no serious problems are detected, remove or cover the Oversize Load sign.

Assess the condition of each flag and the mounting apparatus. Replace frayed or faded flags, or note the need for new flags and any problems with the mounting devices that need to be addressed before the next trip. Once the assessment is complete, remove and properly store the flags.

Height Pole

Check the height pole and mount for damage. Make notes of any problems that need to be addressed. Remove or retract the height pole.

Data for Trip Log

It is important to take a few minutes to write down the "vital statistics" that may escape: vehicle mileage, the date and time of delivery, names of individuals related to the delivery, and exact location of delivery. Check with the load driver or other carrier representatives about any information or trip documentation needed and to whom it should be provided. All meetings, including pre-trip and daily meetings, should be documented and included as part of the trip log.

These post-trip tasks are important, and written reports about the vehicle and equipment condition are especially significant in situations involving escort vehicles driven by several different P/EVOs; i.e., in fleet operations. After-trip inspections and reports also help the P/EVO anticipate when an escort vehicle needs maintenance service.

The carrier or escort company may require written report(s) daily or at the end of the trip. In either case, the P/EVO must record basic trip data every day, including miles driven, stops made, start and stop times, equipment or vehicle failures, downtime, route survey issues, communication issues, etc. Data gathering should be considered in the pre-trip planning to ensure the data recorded is sufficient to complete all required reports.

LESSON 2: POST-TRIP EVALUATION

Once P/EVO duties are complete and the escort vehicle is prepared for regular travel (that is, not as an escort vehicle), a meeting to conduct a comprehensive review of the trip should be held as soon as possible. To gain the best information and ideas, this review should involve as many members of the team as possible, and all aspects of the load movement should be discussed. Problems encountered and the team's responses to those problems should be evaluated. Post-trip reports are much like contingency plans: if they aren't shared, they are substantially less effective.

During this review, it is important to assess whether pre-trip planning was adequate, whether the team was effective, and what lessons can be learned from the experience. Another area for analysis involves comparing plans to actual events; i.e., the elements of the route survey to the actual route, or the proposed schedule to events as they actually occurred.

The review is an opportunity for team members to voice concerns and suggest possible changes to operating procedures. Discussions about what went right, what went wrong, and what can be done better are critical. Team members must feel safe to raise issues and offer suggestions.

Information gained during the evaluation should be captured and distributed in a written report. By doing this, team members who cannot be involved in the actual post-trip meeting can get the information about what was learned and aspects of the load movement that may be modified if or when similar situations arise. The after-trip report provides feedback about the performance of team members, the adequacy of pre-trip planning, as well as the operations during the load movement, the quality of emergency responses, and completion of the overall mission.

Assignment Evaluation

Each member of the team should be encouraged to evaluate the overall load movement process. This should be done as soon as possible after the load movement is complete for several reasons. First, once the team disperses to different jobs or home States, a face-to-face meeting is not possible. Second, memories and issues related to the trip will be most accurate and inclusive at the immediate conclusion of the trip rather than at some later time. It is important to point out that whoever leads this meeting must ensure that team members feel safe to discuss any aspect of the trip without reprisal or having their ideas and thoughts belittled or ignored. The goal is to get as much information as possible from each of the team members.

The focus of the assignment evaluation should be on the procedures used to assess and address risks during pre-trip planning and related meetings. This evaluation addresses the following questions:

• Were the risks addressed during planning adequate?
• Did other risks become apparent during load movement?
• Were procedures designed to reduce risk adequate? Were they specific enough?
• Did all team members know and understand the roles they were assigned?
• What should be done to correct any risk assessment deficiencies?
• If an emergency did occur, what was the impact on the load? The team? To public safety?
• Were the emergency contingency plans adequate? Were they specific enough?
• How could the emergency have been avoided?

It is frequently the case that some individuals are not comfortable making comments that question or criticize other team members when meeting face-to-face. Therefore, it is vital that the leader provide another channel for gaining team members' feedback (telephone or email, for example). The person in charge of gathering data should be available in the days following the trip to discuss problems not addressed during the post-trip meeting (or in lieu of the meeting). The leader should reach out to reticent team members to gain feedback, and to welcome comments from team members who may wish to add to or clarify their comments.

Remember, it is rare that an individual has no ideas, comments, or suggestions; it is common, on the other hand, that individuals are unwilling to offer their ideas, comments, and suggestions in a group context. Sometimes this is because an individual has general communication anxiety and avoids voicing opinions in public situations, or, as mentioned, people are sometimes reluctant to offer ideas that involve even indirect criticism of other members of the group. Leaders must recognize this situation and seek other methods for getting feedback from all team members and related support personnel. Of course, it is also important to prevent overly harsh criticism of team members by others. The purpose of the meeting is to gain constructive feedback that will optimize the lessons learned from the experience.

Route Survey Evaluation

All aspects of the route survey should be discussed, including the scope of the information and the accuracy of it. The following questions should be addressed:

• Was the route survey complete?
• What additional information was needed?
• What other information would have been useful in this context?
• Was the route survey accurate? If not, what effects did the inaccuracies or lack of information have on the load movement?
• What suggestions do team members have that might improve future route surveys?

Communication Equipment and Procedures Evaluation

Communication among team members is critical to the safe movement of the oversize load. Any problems with communication can have disastrous effects; a lack of ability to communicate is never a minor issue.

Communication equipment should be assessed for adequate range and functionality (portability for flagger use, for example).

• Did the equipment function properly? Did it have the expected range?
• Was the technical quality adequate so that all team members were able to identify the speaker?
• Was communication equipment for flaggers adequate?
• Were all team members familiar with the equipment and how to use it?

Communication procedures must also be considered.

• Were all team members professional, brief, and clear in their communication?
• Did each team member respond appropriately?
• Did team members relay relevant information?
• Did they provide information in enough time for the load driver and other PEVOs to react appropriately?
• Is standard terminology used by team members?
• If traffic control operations were required, were flaggers able to communicate effectively with other members of the team?
• Were communications between flaggers clear and adequate?

It is important to discuss any communication difficulties the team members experienced during the load movement. An assessment of both equipment and procedures is necessary to ensure effective communication at all times and for all team members during load movement. Individuals should be encouraged to raise questions and to assess their own performance during the post-trip evaluations.

Emergency Response Evaluation

Based on substantial evidence presented here and elsewhere, highway accidents involving oversize loads produce serious and fatal consequences every year across the United States.

Once an emergency situation is stabilized, P/EVOs should document all actions taken in response to the emergency. Take a few minutes to jot down information about the time of the incident, exact location, vehicles involved, the sequence of events, calls made, and any other activity that may be significant. These observations should be compiled as soon after the emergency as possible.

Once the post-trip information has been gathered from the planning documents, route survey, permit, and the team members, use this information to reconstruct the load movement. This is useful to identify discrepancies between what was planned and what actually occurred. As mentioned, encourage team members to discuss what was especially good about the trip and what areas need improvement.

Review the suggestions and identify possible solutions and modifications to procedures that should be made. Determine whether a situation needs to be monitored or if action should be taken.

LESSON 3: WRITTEN REPORTS AND TRIP LOGS

When writing reports, be inclusive. Make every attempt to include the comments and recommendations that have been agreed to during meetings and other interactions, as well as suggestions for changes in procedures. Front- and rear- facing cameras, still cameras, and digital voice recorders are all useful to keep accurate records of events during load movement.

Trip logs should include a detailed summary of the assignment: the dates of the trip, origin and destination, load description and vehicle configuration, description of the route, and information about emergencies, inadequacies, and malfunctions. Record names of team members, the carrier and P/EVOs, as well as support personnel and notifications documentation. Emergencies should be documented in every detail possible, including on-board camera footage and still photographs.

The report should address any training needs that are apparent, the levels of experience that are needed, and any special expertise required such as height pole operation, route survey specialist, or P/EVOs with experience moving long loads. The focus of the report is inherently to provide an honest critique of the trip. The report need not be negative, rather its purpose is to provide a learning opportunity. The report should address the primary question: How can we do a better job, based on the experience gained on this trip?

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