What is a Systematic Preventive Maintenance Program?

Regulation 49 CFR §396.3(a) has been a long-standing problem for some in industry and enforcement – it states that carriers must have a program to “systematically inspect, repair, and maintain, or cause to be systematically inspected, repaired, and maintained, all motor vehicles and intermodal equipment subject to its control.” 

However, it is subjective, and there is no supporting definition of the word systematic, making it challenging for government personnel to assess compliance and can make it difficult for carriers to comply with the regulation’s intent.

First, what the FMCSA wants to see is your maintenance calendar with your scheduled dates for maintenance for all your vehicles.

Next, they want to see your documentation of your maintenance records to see just how close to the calendar schedule you actually met.

So set up a schedule of say the second or third week of every month or every other month. Then pick a day but here lies the problem in picking a right day of the week. I suggest picking a Wednesday. This is because if you can’t make it on time, you have a day on either side, thusly giving you a 72-hour window. 

However, you can work out any schedule that fits your operation but just remember to give yourself some leeway. After all, you cannot predict the future and you cannot guarantee your going to get that vehicle in your shop or dealer every time and on time.

Vehicle Maintenance Violations

• Parts or accessories in disrepair 396.3(a)(1) 
• Oil or grease leak 396.5(b) 
• Operating a CMV without periodic inspection 396.17(c) 
• Hubs—Oil/Grease leaking from hub 396.5(b)
•  Hubs―Wheel seal leaking 396.5(b) Failure to correct defects on inspection report 396.5(b) 
• Brakes (general) 396.3(a)(1) Brakes—reserve system pressure loss 396.3(a)(1) 
• Tires (general) 396.3(a)(1) Failure to correct defects noted on inspection report 396.9(d)(2)

Parts & Accessories Violations

• Not having required operable lamps 393.9 
• Clamp/roto-chamber type brake(s) out of adjustment 393.47E 
• Tire tread depth less than 2/32 of an inch 393.75C 
• No/discharged/unsecured fire extinguisher 393.95A 
• No/defective lighting devices/reflective devices/projected 393.11 
• Inoperative turn signal 393.9TS Windshield wipers inoperative/defective 393.78 
• Automatic brake adjuster CMV manufactured on or after 10/20/1994—air brake 393.53B 
• Brake hose/tubing chaffing and/or kinking 393.45B2 
• No/insufficient warning devices 393.95F