2. SAFETYNET Tips
This section provides additional information and detailed instructions to help operators perform the tasks on the daily checklist.
2.1. Activity Logs
The SAFETYNET Activity Log provides a summary of your SAFETYNET activity. It is important to review the SAFETYNET Activity Log every workday to identify any records that did not upload or that uploaded with compromised data, in particular Fatal Errors and Warnings, and then take appropriate actions to address them promptly.
2.1.1. Accessing and Reviewing the SAFETYNET Activity Log
There are two ways to access Activity Logs: 1) view the most recent activity when prompted, or 2) select a log from an historical list.
- Whenever the "View Activity Log?" dialog box appears, click "Yes" to view the log of activity just performed.
- To access a particular Activity Log: from the main SAFETYNET screen, select "Activity Logs" from the "System" menu. The pane to the left of the screen displays a history of logs by date, starting with the most current. Click on any date, and the Activity Log for that day will be displayed.
As seen in the example, for each activity, the Activity Log contains the date; the time the activity started; error reports or warning messages, if any; the number of records that were processed, including those that succeeded and those that failed; error messages that identify the Case # and Subject Name of each record that could not be processed; and the time the activity ended. The most recent activity appears at the top of the log.
2.1.2. Fatal Errors
A fatal error is reported in the SAFETYNET Activity Log when a record was rejected by either SAFETYNET or MCMIS (that is, the record was not processed by or inserted in the SAFETYNET or MCMIS database). The error must be corrected promptly at the source and uploaded again as noted below. Generally, fatal error messages clearly indicate what needs to be addressed and this usually requires a change to the record.
SAFETYNET Fatal Errors
If a fatal error occurred when a record was imported to SAFETYNET, the record must be changed, or edited, accordingly at the source and then imported again as described below.
If the record was an inspection sent from Aspen, the record should be edited in Aspen and then retransferred.
External System Record
If the record was a crash record sent from an external system, the record should be edited in the external system, a new export file should be created, and the new file should be imported into SAFETYNET.
MCMIS Fatal Errors
It is possible for records to be accepted by SAFETYNET, but then rejected by MCMIS as it performs additional validation. Reviewing the SAFETYNET Activity Log and carefully examining the MCMIS "confirmation" information recorded in the log will enable you to promptly take action on fatal errors.
Generally, MCMIS fatal error messages clearly indicate what needs to be addressed and this usually requires a change to the record in SAFETYNET. (See Editing a Record in SAFETYNET.)
Warnings indicate that SAFETYNET or MCMIS identified an issue or problem with a record that might have an adverse consequence. While the record was still processed by SAFETYNET or MCMIS, something may be wrong with the information recorded in the system. Warning messages should be reviewed and addressed if warranted.
Warnings cover a wide range of problems or issues. Selected common warnings are listed and explained below. Note: While some warnings are simply alerting you to a particular situation that does not warrant an immediate action, others could indicate compromised data and should be addressed right away.
Warnings Related to VINs
Some of the most common Warnings are related to VINs. It is important to correct the VIN if possible; for example, if the hard copy report is available, check to ensure that the VIN was entered correctly. If invalid VINs are common, inform your manager so they can determine how to address that issue. Common VIN-related Warnings are shown below.
Warning: Vehicle Unit: 1 VIN: '#####'. VIN is less than 17 characters; unable to validate
Vehicles manufactured since 1981 (1982 for trailers) should have a VIN that is 17 characters long.
Warning: Vehicle Unit: 2 VIN: '#################'. VIN contains invalid character(s); unable to validate
The characters "I" (eye), "O" (Oh), and "Q" (queue) are NOT valid characters in vehicle VINs, since they can be confused with numbers or other letters. Special characters such as "@," "$," "%," and "&" are also invalid.
Warning: Vehicle Unit: 1 VIN: '#################'. VIN Calculated checksum (7) does NOT match entered checksum (5)
The ninth character in a VIN is a checksum digit based on the other 16 characters in the VIN.
Other Common Warnings
If you receive the Warnings listed below, contact Technical Support for advice.
Warning: C Transaction Code uploaded on record which is not in the database, changed to Add
This warning appears when a record is uploaded to MCMIS with the transaction code "C" for "Change," but there is no corresponding existing record in MCMIS. Therefore, MCMIS considered the record to be new and the record was added to MCMIS with the transaction code "A" indicating that it is an "Add" record.
Warning: Error in Calculating Crash Rate for Review
This warning concerns carriers with a calculated crash rate that is greater than or equal to 1000 crashes per million miles. SAFETYNET reports this message because the largest crash rate value that SAFETYNET allows is 999 crashes per million miles.
Warning - Synchronizing CAPRI Web Services data with SafetyNet
This warning appears when an investigator has configured CAPRI to send copies of compliance reviews to SAFETYNET, and SAFETYNET has received a copy of the [compliance] review authorization from MCMIS but has not yet received the review itself. SAFETYNET stores the authorization until it receives and processes the review, after which the message for that review will no longer appear.
2.2. Carrier Search Function - Individual and Batch
The Carrier Search function is an important tool for SAFETYNET operators. This function:
- Helps to ensure that crash and inspection records are "matched" to the correct companies.
- Compares the carrier identification information on a record to carrier census data stored in the SAFETYNET database.
Use the Carrier Search function on 1) individual records when entering data and 2) batches of records before uploading to MCMIS.
2.2.1. Individual Carrier Search
When manually keying data into SAFETYNET, run a carrier search on each individual record. NOTE: The only exception is a crash record with "Unknown" carrier identification information. DO NOT use the individual Carrier Search function on these records.
- Quick Tip: Click on the "Search" button found on the Carrier Identification page.
- If a match is found, ensure that data is copied to the record by clicking on the "Copy Search Data" button.
2.2.2. Batch Carrier Search
Before preparing an export file for upload to MCMIS, run Carrier Search on each "batch" of records to be prepared. This step should be performed even if the individual carrier search process was already applied in order to ensure that no records were missed. To initiate Carrier Search:
- Go to the "Search" menu.
- Select "Initiate Carrier Search."
- Select the desired Search Type:
- Tagged Records - Records that are tagged in the inspection/crash grid.
- Current Record - The record with the black arrow to its left on the grid.
- All Unsearched Records in Query - Records displayed in the grid that have not been searched previously.
SAFETYNET displays a summary of the search results in three categories:
Resolve Potential Matches, when possible.
- Definite Match - A matching carrier record was automatically assigned.
- Potential Match - A definite match could not be made, but some similarities were detected in carrier data in one or more carrier census records.
- Non-Match - No match was identified.
2.3. Census Update Files
Keeping the SAFEYTNET census data current provides the most up-to-date carrier/company information for the Carrier Search function.
- Process census updates as soon as they are available on SAFETYNET. When an update is available, a zip file with a name that begins with "SD" will appear in your SAFETYNET Inbox.
- If update files have not been processed routinely, there will be a number of "SD" files to process. If this is the case, consider contacting Technical Support for the Census Baseline, which offers another way to help bring your Census database up to date.
- The amount of time required for processing census updates will vary depending on file size and your computer system.
- Less robust computer systems will process updates more slowly; if your system is slow, consider dedicating a workstation or initiating the update at the end of the day.
- Census update files will be largest on Mondays.
- Please note that carrier data in SAFEYTNET census updates is as current as possible but is not "real time." (Another reason to process right away.)
2.4. Data Entry Tips
When manually entering data into SAFETYNET:
- Key all data elements on the form. All are required by FMCSA.
- If a CMV crash report has empty CMV fields, try to complete the fields, but only after doing adequate research. It is important not to guess or make assumptions when completing empty fields or selecting matching carriers; leave a field blank if you are uncertain of the data. To validate data:
- Call the reporting officer.
- Call the carrier.
- Use software that validates VINs and that also validates, or, if necessary, derives GVWR and vehicle configuration. This may require more than one software package.
- Use the individual Carrier Search function on each record keyed in to SAFETYNET. If a match is found, ensure that the carrier information is copied into the record by clicking on the "Copy Search Data" button.
2.5. Editing a Record in SAFETYNET
- A record can be edited only if its status is "Upload Required" or "Confirmed". Records pending confirmation from MCMIS cannot be edited. For status descriptions, see Record Status Codes.
- The Report Number, Event Date, and Event Time cannot be changed.
- Although an edited record's upload date will be updated when accepted by MCMIS, this does not affect the timeliness of the record because timeliness is based on the original MCMIS upload date.
2.5.1. Record Status Codes
There are three status codes for inspection and crash records in SAFETYNET: Upload Required, Upload Pending Confirmation, and Confirmed. Each is described below.
NOTE: If you don't see the column heads mentioned here in your Main Database grid, you can add them by going to the "Record" menu and selecting "Pick Grid Columns."
- Upload Required - is indicated by a check in the "Upload Reqd" grid column field in the Main Database grid. This means that a record needs to be prepared and uploaded to MCMIS. When a record is imported or entered into SAFETYNET it has a status of "Upload Required." If/when a record is rejected by MCMIS, it also has a status of "Upload Required."
- Upload Pending Confirmation - is indicated by a check in the "Upload Pending Confirm" grid column field in the Main Database grid. This means that a record has been prepared and placed in a file to be uploaded to MCMIS. NOTE: this does NOT necessarily mean that the file has been uploaded to MCMIS.
- Confirmed - is indicated by no check in either the "Upload Reqd" or the "Upload Pending Confirm" grid column fields in the Main Database grid. This means a record has been uploaded, processed, and accepted by MCMIS.