Loki System Demo: Comprehensive Notes and Cadence for Rollout

Overview

• Transcript centers on a workflow walkthrough of Loki-based tools for dispatch, coaching, safety, maintenance, and scheduling within a fleet operation.
• Key players mentioned: dispatch team, HR (for write-ups), leadership from the presenting consultant, and the client team. A Chromebook/portal setup and a Chrome extension (Loki) are used to integrate data sources like Amazon, Mentor, Netrodyne, and Fleet Edge.
• Goal: establish a phased rollout (cadence, responsibilities) to avoid overwhelming the team while progressively leveraging all modules.

Key Concepts and System Components

• Loki platform components referenced:

  • Scorecard module (weekly performance dashboards).
  • Mentor (driver performance matching with daily driving data).
  • Netrodyne (driver safety telemetry, violations, and coaching triggers).
  • Fleet Edge integration (video/camera-based safety events; geo/fleet video sources).
  • Coaching/infractions module (auto-ticket creation based on defined thresholds).
  • Disptach and Schedule modules (roster planning, dispatch sheets, check-ins/check-outs).
  • Amazon integration (route data import, band types, and roster syncing).
  • Parking tickets module (parking lien/tickets workflow with notary support and PDFs).
  • Incident reporting (accidents, injuries; linked forms and PDFs).
  • Maintenance and vehicle out-of-service workflow (van maintenance tickets, active vs out-of-service counts).
  • Inspections/registrations portal (document upload, reminders, expiration tracking).
  • Mass text messaging (one-way driver communications on personal cell phones).
  • ATS/scheduling integration (ADP, Cortex, and a rostering workflow).

• Data flow themes:

  • Daily data inputs feed coaching and safety tickets.
  • Each data source (Mentor, Netrodyne, Fleet Edge, Amazon) contributes to the roster, dispatch, and coaching decisions.
  • Automatic vs manual data imports are configurable (manual uploads now; plug-ins in place for one-click imports).

• Core automation philosophy:

  • Build a basic operating baseline first (scorecards, daily data imports, and coaching tickets).
  • Expand to more advanced automation (check-ins, loadouts, dispatch, ATS, ticketing) as users gain familiarity.
  • "Close the loop" with documented conversations and summaries to ensure accountability.

Cadence and Rollout Plan (Daily/Weekly Routines)

• Weekly cadence (scorecards):
  • Cadence goal: set up and review weekly scorecards.
  • Action item cadence: review and upload weekly scorecards on a predictable day (e.g., Wednesday night/Thursday morning).
  • Follow-up: a subsequent week’s cadence to build on the previous week while avoiding overload.
• Daily cadence (Mentor data):
  • Daily data history: pull yesterday’s Mentor data in the morning; upload to Loki.
  • Quick tutorial guide available (step-by-step) but user-level familiarity expected; a quick onboarding habit is to use the daily export for yesterday and import it.
• Netrodyne data flow cadence:
  • Netrodyne data is uploaded (driver-by-driver) and can be done multiple times per day.
  • Netrodyne data is used to trigger driver infractions via text messages and to populate coaching tickets.
  • Frequency: data can be uploaded as often as needed (e.g., hourly) to keep information fresh for coaching.
• Safety and Fleet Edge cadence:
  • Fleet Edge adds a separate safety feed (video/camera) that may show violations not captured by Netrodyne; the system supports cross-referencing both data streams.
• Coaching tickets cadence:
  • Tickets are generated automatically based on Mentor and Netrodyne data with thresholds you configure; tickets populate for the drivers meeting criteria.
  • Dispatchers review and talk to drivers, document conversations, and close tickets with a summary email to the driver.
• Communication cadence:
  • Mass text messages for driver communications (one-way, personal cell). Dispatch-specific texts can be sent via the dispatch module based on the day and roster.
• Documentation cadence:
  • Corrective action plans can be prepared and signed (email-based or on-site) with a PDF retained for records.

Thresholds and Formulas (Automation Rules)

• FICO (Mentor performance scoring):
  • Threshold rule: if a driver’s FICO score is below 800, a coaching ticket is automatically created.
  • Formula representation: FICO_i < 800
    ightarrow ext{Create coaching ticket for driver } i.
• Netrodyne threshold knobs:
  • Netrodyne coaching rules include thresholds for various infractions (e.g., speed, hard braking, seat belts, acceleration, cornering).
  • Suggested defaults: thresholds set to 1 (recommended), with options to adjust to 2 or 3 as needed.
  • When a threshold is met, a coaching ticket is created for the driver; the system can also generate a list of people to speak with rather than auto-notifying them directly.
• Amazon driving-time criteria (loadout/dispatch influence):
  • Example times from Amazon: under 90 seconds on a task triggers coaching workflows (the numbers 69s and 11s appear as examples of faster times).
  • Operational rule: use a one-day lag for daily metrics to align with the Amazon report cycle; the user can import the subset of drivers under the threshold for coaching.
• Vehicle/fleet tracking math:
  • Vehicle counts: active + out-of-service = total fleet (to match seat count).
  • Formula: $N<em>{ ext{active}} + N</em>{ ext{out}} = N_{ ext{total}}.$
• Safety and data integration cadence (typical values cited):
  • Netrodyne data updates can trigger coaching tickets within approximately two hours after data upload.
  • Daily Mentor and Netrodyne data history is used to populate coaching tickets on a daily/near-daily basis.

Coaching and Actionable Workflows

• Coaching tickets (Netrodyne + Mentor):
  • On data import, coaching tickets are created automatically for drivers who do not meet criteria.
  • The dispatch team reviews the tickets, speaks with drivers, documents the conversation, and closes the ticket with a summary email.
  • AI-assisted message drafting: an AI-populate button suggests a conversation starter for the coaching ticket which can be edited by the dispatcher.
  • The system supports a history log and audit trail of coaching actions.
• “Close the loop” concept:
  • Rather than pushing coaching tickets automatically, the system provides a list of drivers to speak with and documents the discussion to ensure accountability and learning outcomes.
• Narrative examples used in coaching:
  • Performance issues (FICO < 800), speeding, following distance, seat belt usage, acceleration, cornering, etc., generate coaching tickets.
  • Coaching content is stored in the driver’s coaching history with a summary and signatures.

Dispatch, Rostering, and Scheduling Workflows

• Data sources and integration:
  • Amazon: roster data and route counts; mapping vans and band types to vehicles.
  • ADP: used for HR and scheduling; later integrated to import roster data into Loki.
  • Loki plugin (Chrome extension) enables one-click dispatch sheet creation from Amazon data.
• Rostering process (night-before to morning):
  • Night-before: roster is prepared by importing data from Amazon; rosters for the next day are created; vans assigned if needed.
  • Morning: check-in occurs; dispatcher confirms which drivers show up and which vans are assigned; dispatch sheet becomes the working plan for the day.
  • If a van is assigned to a driver for the day, it is blocked for that driver to prevent double-booking.
• Check-in/check-out flow:
  • Check-in: driver name selection from a drop-down; if a van is preassigned, it appears; dispatcher clicks check-in and submits; a text message is sent with route, van, and RTS time; optional form questions for the morning (van cleanliness, supplies, etc.)
  • Check-out: at the end of the day; dispatcher can see check-out status and EOD responses (whether the driver completed the required check-out questions); prompts may be routed via text or email.
  • Custom questions: in the settings, you can add at least one question for morning check-in and evening closeout questions for the day. Drivers may be prompted to take photos of the van.
• Route sync and route display issues:
  • A couple of drivers may not pull routes correctly due to data type mismatches (e.g., van type mapping). The fix often involves ensuring van band type alignment with the Amazon feed (e.g., Rivian medium) and updating fleet data on the backend.
• Dispatch sheet creation options:
  • Create a dispatch sheet from the roster on the day, or roster ahead of time from the Amazon data using the plugin.
  • The dispatch sheet can be populated with route numbers, stops, and vehicle assignments; the system supports automatic blocking of previously used vans to avoid conflicts.
• Practical tips for dispatch:
  • A compact, repeatable process is essential: roster from Amazon > import to Loki > create dispatch sheet > assign vans > share roster with drivers > check-in/check-out > loadout/reporting.
• Visual aids and references:
  • There are in-system visual dashboards for the driver coaching status, Netrodine score, and FICO score, plus a roster-side view that helps determine backups for the next day.

Safety, Telematics, and Incident Management

• Netrodyne vs Fleet Edge integration:
  • Netrodyne handles telematics-driven infractions and safety violations; Fleet Edge supports additional camera-based data and geotagging.
  • Some incidents may appear in Fleet Edge but not in Netrodyne and vice versa; cross-referencing both sources helps ensure infractions are not missed.
• Video evidence and incident handling:
  • If an infraction is detected, a safety event can be uploaded into Loki and tied to a coaching ticket or incident report.
  • In some cases, Netrodyne and Fleet Edge provide complementary evidence; ensuring both data sources are imported improves traceability.
• Parking tickets module:
  • Parking ticket management can be integrated with a notary and PDF outputs for dispute resolution and enforcement.
  • Example workflow: driver receipt of parking ticket via portal or link to response; notary-based verification to prepare a formal response.
• Incident reporting workflow:
  • On incident, the driver completes a form (preferred on-site) and the incident is logged with date/time and description; PDFs can be generated for insurance/reporting.

Maintenance, Inspections, and Vehicle Management

• Vehicle maintenance and out-of-service status:
  • Create a maintenance ticket for a van; mark as out of service; track active vs out-of-service vans; total should equal seat count.
  • Example: 4 maintenance tickets open; van marked out-of-service is blocked from dispatch; after maintenance, the ticket is closed and van is reactivated.
• Inspections and registrations portal:
  • Upload inspection/registration documents; set expiration dates; receive reminders as due dates approach.
  • The portal provides a list view of upcoming and due items to keep the fleet compliant.
• Vehicle data and band types:
  • The import process may require mapping vehicle types to Amazon band types (e.g., Rivian, etc.). Backend updates can adjust the mapping to ensure correct vehicle display and route assignment.

Performance Analytics and Daily/Weekly Reporting (Ground Truth)

• Scorecards and daily scorecards:
  • Weekly scorecards show performance across metrics; daily scorecards provide quick, previous-day data to support decisions.
  • Daily imports from Amazon (delivery/quality dashboard) feed into the Loki system for quick digest and drill-down.
• Loadout and dispatch reporting:
  • Load-out reports capture what happened during the day (routes run, which driver, backup usage, issues).
  • These reports help reconcile invoices with Amazon and inform payroll considerations.
• Training and trainings tracking:
  • Training histories are tracked to ensure compliance and to connect with coaching outcomes and rostering.

Additional Features and Customizations Mentioned

• Mass texting and stand-up announcements:
  • One-way text broadcasting to drivers’ personal cell phones; useful for stand-ups and critical safety updates.
• Corrective action plan (CAP) drafting and signing:
  • CAPs can be drafted as structured documents within Loki; drivers can sign via email or on-site; PDFs stored for records.
• Dispatch-related analytics and reconciliations:
  • The loadout report is wired to reconcile payroll and Amazon payments, consolidating performance and HR data into one place.
• ATS/Scheduling integration:
  • The team uses ADP for scheduling; Loki can ingest roster data from ADP and used for rostering and shifts.
• Parking tickets, notary, and legal workflows:
  • A custom parking ticket workflow was demonstrated, with external consultant sharing a usage example and potential integration.

Practical Next Steps and Takeaways

• Start with a minimal viable rollout:
  • Establish weekly scorecards and the daily Mentor data import workflow.
  • Turn on Core Netrodyne mentoring and safety coaching tickets (set initial thresholds, e.g., FICO 800; Netrodyne 1 as default).
• Set up the dispatch plug-in and one-click route syncing from Amazon to Loki.
• Configure dispatch roster workflow:
  • Map Amazon van types to system band types; ensure the data import aligns with display in the dispatch dashboard.
  • Create a standard operating procedure for nightly dispatch sheet creation and morning check-in.
• Enable basic driver communications:
  • Activate mass text messaging for critical announcements and dispatch-related communications.
• Enable maintenance and inspections tracking:
  • Start with maintenance/out-of-service workflow and inspection reminders; then add additional features as needed.
• Schedule a follow-up and ensure knowledge transfer:
  • Use a calendar link to schedule another session; collect notes and action items after the next meeting.

Quick Reference (Key Terms)

• Loki: the central operations platform used for rostering, dispatch, coaching, and reporting.

• Mentor: data source for daily driving performance (scorecards and coaching triggers).

• Netrodyne: safety telemetry and infractions data source; supports real-time driver notifications and coaching ticket generation.

• Fleet Edge: additional safety/video data source; complements Netrodyne.

• Amazon integration: source of route data, stops, and vehicle associations; band type mapping to vehicles.

• Coaching ticket: an automated task assigned to a dispatcher to address driver performance issues.

• Scorecard: performance dashboard updated on a weekly basis (and daily for some metrics).

• Check-in/Check-out: driver status flow with optional custom questions and van checks.

• Loadout report: daily/periodic reporting for routes and driver performance used for payroll reconciliation and invoicing.

• Parking tickets module: parking ticket management with notary support and PDFs.

• Maintenance ticket: vehicle repair/out-of-service workflow to maintain accurate fleet availability.

• Inspections/Registrations portal: document management and reminders for compliance.

• ATS/Scheduling: integration with ADP and Cortex for scheduling and roster management.

• Mass text: one-way SMS communications to drivers’ personal phones.

• Important formulas and rules:

  • FICO coaching rule: ext{If } FICO_i < 800
    ightarrow ext{coaching ticket for driver } i.
  • Fleet math: $N<em>{ ext{active}} + N</em>{ ext{out}} = N_{ ext{total}}.$
  • Amazon threshold example: drivers under 90 seconds (e.g., 69s, 11s) may be flagged in reports; policy uses a one-day lag for reporting.

• Examples cited in the transcript:

  • A driver with multiple infractions (e.g., speeding, following distance) shows up in the coaching list; the dispatcher uses AI-generated prompts to begin the conversation.
  • A real-world incident shows how photos and forms are captured and stored for later review and insurance purposes.

Notes on action items from the session:

• Share the recording with the team and send a quick summary email.
• Schedule a follow-up to walk through the dispatch process in detail with hands-on practice.
• A backend tweak was identified for van-type mapping to ensure correct route display; backend team to adjust Rivian band type mapping across the fleet.