Nhvas 30/11/12

Information

Document No.
Audit Title
Client / Site
Conducted on
Prepared by
Location
Personnel

Company Details

Operator Name
Additional Trading Names
ABN Number
Operator Business Address
Operator Postal Address
Phone Number
Fax Number
Mobile Number
Email Address
Auditor Certification Number
Certification Expiry Date
Company Background

Mass Managment

Has the company been audited for Mass Management in the last 12 months

STANDARD 1 RESPONSIBILITIES

1a The establishment of an operating manual, which reflects authorities, responsibilities and duties of all personnel involved in the operations of the system. Review the operating manual and verify that it identifies and reflects authorities, responsibilities and duties of all personnel involved in the system.
Standard 1. Of the policies and procedures manual clearly defines the responsibilities and duties of all personnel involved in the system.; The company has a well detailed policies and procedures manual written with the assistance of QA Support Services.
1b That all documents used in the operations of the system are approved, issued, reviewed or modified, and accounted for as required in records control and procedures. Review documents to verify that documents are in use and proper controls are in place to ensure compliance with records controls and procedures.
Standard 1. Of the policies and procedures States that the Office Manager is to ensure that all documents used in the operations of the system are approved, issued, reviewed or modified, and accounted for.
1c Current revision Status of all documents must be maintained. Review documents to verify that all records of revisions are maintained.
Documents reviewed all showed that records of all revisions are maintained.
Objective evidence that the requirements of the Mass Management System are being consistently adhered to at management level. Obtain objective evidence that Management understand and comply with the requirements of the Mass Management System
The records identified that the compliance to the requirements was of a good level.

STANDARD 2 VEHICLE CONTROL

2a Provide a comprehensive register of nominated Owner Operated vehicles in the system. As a minimum the list should include: Make of vehicle Type of Vehicle Date of Manufacture Registration Number VIN Number Manufacturers ratings Add and delete date Review Nominated Vehicle List and verify that the register is up to date and meets the minimum requirements criteria for Owner Vehicles used in the system.
A well detailed vehicle list was available for reference showing all required information.
2c That all vehicles nominated by the person have the technical specifications to conform to the vehicles authorised Mass and the allowable limits of the Mass Management System. Review and Records a sample of nominated vehicles to ensure the vehicles have the technical specifications to conform.
The vehicles are suitably rated
2d That all vehicles nominated by the operator have the required mass authorisation to enable the vehicles to operate on the road network. review and record a sample of entries on the register to ensure that nominated vehicles have the required mass authorisation (manufacturers ratings and registered allowable weights, IAP if applicable) to enable the vehicle to operate on the road network.
Gazette in vehicle.
That vehicles subcontracted to the Operator are "captive" or secured to the Operator. Definition of a captured vehicle is: A vehicle that the operator is able to take responsibility for in accordance with the requirements of the Mass Management System. Enquire if the Operator uses any Subcontracted vehicles. Review the Register to verify that the Sub Contracted vehicles are identified
Sub-contractors are not used.

Standard 3 VEHICLE USE

3a Objective evidence that nominated vehicles under the control of the Operator have been loaded prior to departure to ensure that the axle mass and gross remain within the limits authorised and as allowed under the Mass Management System. Review procedures which demonstrate that MAss is determined prior to departure by weighing or another method of assessment and that vehicles have been loaded in accordance within the limits authorised by the authorities.
All loads carried are recorded on a spreadsheet. The weights are checked by the use of a weigh bridge or by air-gauges fitted to the prime mover and trailer.
That the system in use by the Operator caters for for all possible variations including density, number, volume, and positioning of loads on vehicles. review the system in use to establish that an objective measuring system has been used and that the system demonstrates that all possible variations have been identified and documented.
Each load is checked due to the variance in weight.
That the Mass Management System records loading violations outside the authorised limits for the vehicle and that corrective action can be demonstrated to prevent a reoccurrence. Obtain objective evidence that the operator captures loading violations outside the authorised limits for the vehicles under the operators control and that appropriate corrective action has been implemented to prevent a reoccurrence. Check records for overloads and check to ensure NCR has been raised.
All weights are checked for compliance and overloads are identified.

STANDARD 4. RECORDS AND DOCUMENTATION

4A. The operator must be able to Demonstrate that all records are legible and identifiable to the nominated vehicle and the trips involved. Review a sample of records to establish that the records are legible and clearly identify the nominated vehicle and the trips involved. Check weight records, ensure weights, dates, vehicle regos and drivers details are recorded for all loads.
The records are well set out and easy to follow
4B. Demonstrate that current documentation is available to all relevant personnel, at all locations where the operations essential to the functioning of the System is being controlled correctly is in place. Review documented evidence that current documentation is available to all relevant personnel, at all locations essential to the functioning of the System and that the system is properly controlled.
The documentation is available to both persons
4C. Maintain documented records that demonstrate that all persons involved in the loading of nominated vehicles have been properly trained by a suitably qualified person on the axle loading and mass loading limits as defined by the authorities and allowed under the MAss Management System. Review documented records to ascertain that all persons involved in the loading of nominated vehicles have been properly trained in accordance with the requirements as defined by the authorities and allowed for under the Mass Management System.
Training records were available for all staff. Train 01
4D. Demonstrate that auditable records are kept of all loadings by the nominated vehicles. Review a sample of records to verify that auditable records are kept of all nominated vehicles.
The records are stored on a form developed from the spreadsheet and also every load is recorded on the mass management scores book.
4E. Maintain records in a preserved state for a period of three years and make records readily available upon request. Review a sample of records to verify that records have been stored for a minimum of three years.
Document and records procedures identify that the records shall be stored for a minimum of three years.

Standard 5 VERIFICATION

5A. The operator must demonstrate that a documented procedure is in place that produces and records evidence of the weight specific to a nominated vehicle. Review documented procedure to verify that it records evidence of weight specific to a nominated vehicle.
The verification is completed by checking the air gauges against a weigh bridge and recording on form TCS 01.
5B. The method of recording the required evidence of weight may vary depending on which method was used to establish vehicle weight. Ascertain the method of recording the required evidence of weight.
Each load is checked for axle weights by the use of the air gauges.
5C. The operator must be able to demonstrate the frequency of verification of a vehicle mass depending on the variation of the product carried, the variations on methods of loading of the product carried, and the variations in the vehicle operating conditions. Review a sample of records that demonstrates the frequency of verification of a vehicle mass. Take into account variations of product carried, methods of loading and vehicle operating conditions.Check how often the weighing system is checked against a weigh bridge.
5D. That vehicles have been loaded in accordance with the axle and mass loading limits as defined for the nominated vehicles by the authorities and as required under the Mass MAnagement System. Review a sample of records that demonstrates that vehicles have been loaded in accordance with the axle and mass loading limits as defined the standards and authorities. Check any weight records and record any breaches in allowable weights.
Records show a good level of compliance

Standard 6. INTERNAL REVIEW

6A. Operator must demonstrate that procedures exist that define how the review is to be undertaken.
Internal Review procedures were well set out and easy to follow.
6.B That an annual Review Schedule has been established.
The Annual Review is conducted by the office manager and the review is kept in the office for reference for a minimum of three years.
6C. That Internal reviews are undertaken by persons independent of the activity being reviewed. Is the company big enough to have an independent person conduct the Internal review?
6D. A documented method to identify and correct all non conformances as detected from all sources (including interception reports) and load criteria to make sure the incidents are not repeated either deliberately or inadvertently. Is the Nonconformance register upto date and have all NCR's identified been closed out.
The system is set out to identify any non-conformance's or issues with any loads. A corrective action is raised where there is an issue identified and closed out by management.
6E. Demonstrate that the personnel responsible for identifying and correcting all non conformances are current, roles are clearly defined and documented. Are all personnel aware of their responsibility to record non conformances and their role in appropriate follow up action.
All responsibilities were current.
6F. The operator must demonstarte that all non conformances and actions taken to correct them are recorded and quarterly complaince statements produced containing advice of: The number of vehicles nominated The number of trips undertaken by the nominated vehicles The number of trips that were completed that were non compliant The level of mass in excess for each non compliant load. The number of interception reports dealt with. The person completing the Quarterly Compliance check The date range and the date completed.
Quarterly compliance had been completed for each quarter by the office manager On form QCS 01.
6G. The operator must demonstrate that changes to documents and procedures are recorded and the original documents and procedures are kept for external audit purposes. Review that changes to documents and procedures have been correctly recorded and that the original documents and procedures have been kept for external audit purposes.
There has been no changes to documentation in the last two years.

Standard 7. TRAINING AND EDUCATION

The operator must demonstrate that training and education has been carried out to ensure that all employees, including management and new empoloyees understand the requirements of the MAss MAnagement System, and that they have the appropriate knowledge and skills to carry out the tasks allocated to them, inclusive of but not limited to, Internal Audit Procedures and requirements. Check personnel to ensure they know what they are required to do as part of the MAss MAnagement System and have a training record completed.
Training has been completed for all employees.
7B. The operator must demonstrate all new employees have had included in their induction training, education on the requirements of the Mass Management System.
All training recorded on form train 01
7C. The operator must demonstrate that the personnel providing the training are suitably qualified or experienced in the requirements of the AMss Management System. Check the correct person is conducting the training.
The training had been completed by QA Support Services prior to accreditation.

Standard 8. MAINTENANCE OF SUSPENSION

All vehicles accredited under the the Mass Management System including trailers being towed by vehicles operating under the Mass Management System must have their suspensions maintained and replaced according tot he manufacturers recommendations. Has the company got a suitable service program to ensure the suspension of the vehicles is maintained to the manufacturers recommendations.
All maintenance for the vehicle is completed in the workshop by qualified staff and records were available for reference.
Is there an instruction detailing when the suspension should be checked and maintained.
Suspension maintenance procedures
Does the company have a copy of the manufacturers or a qualified engineers specification for the suspension systems of all vehicles and trailers.
RF detailed were available for reference for all vehicles as per checklist.
Is there a procedure for recording and reporting faults during a journey.
A faults reporting system is kept in the rear of the fuel maintenance and inspection book carried in the prime mover
Is there evidence to show repairs to suspensions are only carried out by qualified or competent people, or by people supervised by by suitably qualified or competent persons.

TRUCKS CHECKED

Trucks Checked
TRUCK REGISTRATION
Inspection date

TRAILERS CHECKED

Trailers Checked
TRAILER REGISTRATION
RF NUMBER
Inspection date

Maintenance Managment

Has the company been audited for Maintenance Management in the previous 12 months

Daily Check

There is a documented instruction detailing when the check is carried out, the position of the person responsible for carrying out the check, how the check is recorded and that the minimum inspection requirements are being met.
1.Daily Inspection Procedures clearly detail the procedure for the check of the vehicle prior to departure on the first trip of the day by the driver.; 2. the daily Inspection procedure identifies the driver of the vehicle is responsible foir completing a check of the vehicle prior to starting work each day the vehicle is used; 3. The Operator of the vehicle is the person responsible for a check of the vehicle prior to or during the first trip of the day.
That the individual who who carries out the check understands that he or she is certifying that the vehicle is roadworthy to the limits of a visual inspection, when the vehicle leaves the yard.
1 the checklist has a statement on the bottom identifying the driver is signing to verify they have checked the vehicle and are verifying that it is roadworthy to the limits of a visual inspection only; The Fuel Maintenance and Inspection Book that the driver records the daily check in identifies that the check is to the limits of a visual inspection; 3. the drivers were aware of the level of inspection required and showed a good knowledge of the basic requirements of road worthiness.
Documented evidence that demonstrates compliance with the set procedure, policy and instructions. Current documentation is available to all relevant personnel and at all locations where operations essential to the effective functioning of the system is performed.
the records of the pretrip check is recorded in the Fuel Maintenance and Inspection Books carried in the Prime Mover, Compliance was of a good level.; 2 The daily check is recorded on the drivers worksheets carried in the prime mover and keeps two weeks to a page; 3. all checks of the vehicles including the trailers towed on the day are signed off in the Fuel Maintenance and Inspection Book which keeps a month to a page and is in duplicate.

Fault Recording Reporting

A means to record faults occurring that is retained in the vehicle and covers both trailing and hauling equipment
Repair request forms are utilised by the company to record all faults that cannot be fixed immediately; 2 false identified I recorded on the worksheet carried in the prime mover and are returned to the office at completion of the days work; 3 all faults identified and not able to be repaired intermediately are recorded on the maintenance repair request forms carried in the prime mover and cover trailers also.
Documented instruction which details how a driver records faults occurring during a journey and how the faults are reported to the maintenance provider as soon as possible.
1. The Fault Reporting, Recording and Repair Procedures identifiy the steps to be taken to ensure any faults identiifed and not able to be repaired immediately are recorded.; 2. Fault Report Procedure is well detailed idnetifying that a fault that is identifed must be recorded and returned tot he office at completion of the trip for assessment.; 3. The Fault Reporting, Recording and Repair Procedures (Section 7) shows good detail and a good knowledge of the requirements was visible.
A documented instruction exists that provides direction to fix major or serious faults as soon as possible even if the vehicle is away from home base.
1. Where a major fault is identified it is phoned through to management for early notice of required repair and if the faults are roadworthy or safety related the nearest and most suitable repairer is used prior to the vehicle moving.; 2. Where a Major fault is found the driver communicates with the workshop staff and the workshop manager will work with the driver to help fix the problem if possible or will locate a suitable person in the area to assess the problem and repair where possible.; 3. the nearest and most suitable repairer is used for all major issues identified on the road.
Documented instruction that ensures faults, which occur at any other time, are reported to the maintenance provider as soon as possible
1. All other faults are recorded in the repair request forms and returned tot he workshop on completion of the trip.; 2. All faults are recorded and handed in to teh Operations staff on completion of the trip.
Documented evidence demonstrating compliance with the set procedure, policy and instruction. Current personnel and at all locations where operationally documentation available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed.
1. The records assessed showed a good level of compliance to the requirements and also to the procedure the company has implemented.; 2. The audit identified a good level of compliance to the requirements.; 3. Compliance was of a good level for all records assessed.
Evidence that responsibilities of the personnel have been clearly defined and documented.
1. Responsibilities for this area were well set out and staff showed a good knowledge of their responsibilities.; 2. All responsibilities were well detailed and easy to follow in regards tot eh fault reporting procedures.; All staff showed a good knowledge of the responsibilities for fault reporting

Fault Repair

That there is a method in place to identify and assess the nature of a fault and place priority on its repair.
Repair request forms are utilised by the company to record all faults that cannot be fixed immediately; 2 false identified I recorded on the worksheet carried in the prime mover and are returned to the office at completion of the days work; 3 all faults identified and not able to be repaired intermediately are recorded on the maintenance repair request forms carried in the prime mover and cover trailers also.
Documented instruction which details how a driver records faults occurring during a journey and how the faults are reported to the maintenance provider as soon as possible.
1. The Fault Reporting, Recording and Repair Procedures identifiy the steps to be taken to ensure any faults identiifed and not able to be repaired immediately are recorded.; 2. Fault Report Procedure is well detailed idnetifying that a fault that is identifed must be recorded and returned tot he office at completion of the trip for assessment.; 3. The Fault Reporting, Recording and Repair Procedures (Section 7) shows good detail and a good knowledge of the requirements was visible.
A documented instruction exists that provides direction to fix major or serious faults as soon as possible even if the vehicle is away from home base.
1. Where a major fault is identified it is phoned through to management for early notice of required repair and if the faults are roadworthy or safety related the nearest and most suitable repairer is used prior to the vehicle moving.; 2. Where a Major fault is found the driver communicates with the workshop staff and the workshop manager will work with the driver to help fix the problem if possible or will locate a suitable person in the area to assess the problem and repair where possible.; 3. the nearest and most suitable repairer is used for all major issues identified on the road.
Documented instruction that ensures faults, which occur at any other time, are reported to the maintenance provider as soon as possible
1. All other faults are recorded in the repair request forms and returned tot he workshop on completion of the trip.; 2. All faults are recorded and handed in to teh Operations staff on completion of the trip.
Documented evidence demonstrating compliance with the set procedure, policy and instruction. Current personnel and at all locations where operationally documentation available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed.
1. The records assessed showed a good level of compliance to the requirements and also to the procedure the company has implemented.; 2. The audit identified a good level of compliance to the requirements.; 3. Compliance was of a good level for all records assessed.
Evidence that responsibilities of the personnel have been clearly defined and documented.
1. Responsibilities for this area were well set out and staff showed a good knowledge of their responsibilities.; 2. All responsibilities were well detailed and easy to follow in regards tot eh fault reporting procedures.; All staff showed a good knowledge of the responsibilities for fault reporting

Maintenance Schedules and Methods

Evidence that at the time of entry, the nominated fleet has been certified roadworthy by a competent person who is experienced in the inspection of heavy vehicles in accordance with the National Vehicle Standards and the Australian Design Rules. The evidence cannot be more that 6 months old. A recent statement is required from the operator or designated responsible person, verifying that the nominated fleet is roadworthy. Non compliance to this criteria means entry is denied.
1. All vehicles listed in the application were assessed for roadworthiness by a recognised inspector in the last 6 months. ( As per checklist on rear of report).; 2. The vehicles were inspected prior to being accredited initially.; 2. Current roadworthy inspection certificates were available for all vehicles listed.; 3. The vehicles were inspected in the previous six months by DPTI and records of the inspections were
Maintenance schedules provide for the periodic maintenance of the vehicle define intervals of time distance or hours of use. Schedules must include a description of the tasks to be completed during the service.
1. The company uses the servcie program as described by the manufacturer for the Prime Mover and has a breakdown of what is serviced with each stage. The trailers are serviced every 20,000kms.; 2. All vehicles are maintained to a schedule which is recorded and available for reference when requested. The Prime Movers are serviced on a 3 tier program A,B & C Services and the Trailers are serviced with an "A" Service every 10,000kms and a "C" Service every year.; 3. The vehicles travel minimal mileage each year as they only carry tot he local silos and as such the vehicles have a major service each year by an outside provider and records were available for reference for all vehicles.
That a table of tolerances and wear limits for major components exists and that it at least complies with the National Vehicle Standards.
1. The company procedures have detailed the NTC Table of Tolerance available although the manufacturers Tables of tolerance are utilized for tolerance levels.; 2. Al well detailed table of tolerance was avaialble for reference and the vehicles inspected identified that the vehicles are not run out to the tolerances as detailed but are repaired well before those levels.
Documented evidence demonstrating compliance with the set procedure, policy and instructions. Current documentation is available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed.
1. The service records are recorded in Heavy Vehicle Service books which are well set out and easy to follow. the records showed a good level of compliance to the requirements and the procedures.; 2 A Service summary sheet is kept for each vehicle and the audit identified a good level of records and compliance.; 3. The company maintains all service records on a spreadsheet and a good detail was evident for all services. completed.
Evidence that the responsibilities of the personnel are current clearly defined and documented.
1. All responsibilities for this standard were well set out and easy to follow. Staff were able to describe their responsibilities when questioned.; 2. All responsibilities in relation to the Fault Repair procedure were well detailed and a good knowledge was evident.; Staff had a good understanding of their requirements in relation to this element.

Records and Documentation

Is the documentation available to all personnel?
1. The company has one Policies and Procedures manual which is kept in the office and is available to all staff.; 2. The company has a well set out Policies Procedures manual along with Drivers manuals for each driver to carry in the vehicle. All required documentation was available to the necessary persons.; 3. The Policies and Procedures for the system are stored in the office along with all necessary forms. All staff showed a good understanding of the location of all documentation required.
Issue numbers, issue dates and document names are clearly defined.
1. The documentation and Procedures are able to be identified by issue numbers and issue dates along with Document names for all documents.; 2. Docuemntation was identifiable by the latest version numbers in the Master Document lists and all old documentation is filed away to avoid confusion.; 3. the documents and records used by the company identified the issue numbers, issue dates and document names. the records showed dates, vehicle details or the person completing the record.
Are the following items maintained? Fleet Register Daily checks Fault recording and reporting Fault repairs Schedule maintenance Authorities and responsibilities Internal Review Quarterly Compliances
1. All required docuemntation was avaialble for reference when requested during the audit.; 2. The documentation created from the system was suitably filed away and an easy audit trail was available for reference.; 3. The company records are stored in the office and were easy to access on request during the audit.
Do procedures identify the duration that records shall be retained for?
1. The procedures identified that the records shall be stored for a minimum of three years. The audit identified that the company complied tot he requirements.; 2. Documentation and record keeping procedures identified that all documentation would be stored in a safe location for a minimum of three years.

Responsibilities

Are responsibilities clearly defined?
All responsibilities are clealry detailed in each section of the procedures. All positions are detailed through position descriptions and staff showed a good knowledge of their responsibilities.; Responsibilities are well detailed and easy to follow. An Organization Structure was available for reference and was current. ; 3. All responsibilities are clearly detailed and a good understanding was evident.
Who maintains the fleet register?
Who maintains the Daily checks records?
Who maintains the fault recording and reporting records?
Who maintains the scheduled maintenance records?
Who is responsible for the internal reviews of the system?
Who is the main responsible person in relation to the maintenance management of the vehicle?

Internal Review

Procedures exist that define how the internal review is to be undertaken.
1. Internal review Procedures describe that a review of the system shall be completed atleast annually by a suitable person.; 2. The Internal review Procedures clearly describe the steps to be taken to ensure the company complies to the requirement of the Internal review Standards. A review is conducted annually by an appointed person and is recorded on the Review 01 form.; 3. Internal review Procedure is well set out and easy to follow.
An annual internal review schedule.
1. An annual review of the system is completed in line with the initial accreditation date of the system.; 2. The review is completed monthly by management and records are sent tot eh company board meetings for reference.; 3. A review of the system is completed every 3 months along with the Quarterly Compliance checks to ensure a high level of compliance.
Where practicable, internal reviews are undertaken by persons independent of the activity being reviewed and that their responsibilities are current clearly defined and documented.
The Manager is responsible for the conduct of the Internal review and Procedures identify that an independent person shall complete the review of the system.; 2. The review of the sytsem is completed by an independent person appointed by Management.; 3. As the company is an Owner Driver business it is not practical to have an independent person complete the audit.
Documented evidence demonstrating: Conduct of internal reviews. Identification of non compliances quarterly reports that record all non compliance and corrective actions. Changes to documents and procedures originals documents and procedures for external audit purposes Current documentation available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed.
1. As the company is applying for accreditation there were no records at this point.; The records of the reviews were recorded on form Review 01 and were filed for easy reference.; 3. The system was able to provide good records of the reviews and Quarterly Compliance checks with suitable forms for both kept with the procedures folder.
Evidence that the person responsible has been trained in the procedure, policy and or instruction they are to carry out.
1. Compliance to the requirements verified that suitable training had been completed in regards to this element.; 2. Staff when questioned showed a good knowledge to the requirements.; 3. Training records identified that staff had been trained in all areas of the system, Compliance to the requirements verified that the training had been appropriate.

Training And Education

Has training been complete for all necessary staff?
1. The training of the system had been completed with all staff and a Drivers Manual is given to each driver with their induction to the system.; 2. Suitable training has been completed for all staff. Traininga nd Education procedures identified that training is completed prior tot eh person being required to fulfill their duties in relation to the system.; 3,. All training is completed with staff as part of their initial induction training.
Where is the training recorded?
1. The training is recorded on training register form kept in the folder.; 2. All training for each person is stored on a spreadsheet in the office.; 3. The training for each person is stored on a well set out training form "train 01". 4. The training of the staff is recorded and stored in separate files in the Head Office
Who completed the training for the staff?

Fuel quality

Review fuel storage arrangements and that supply is from a reputable supplier.
1. Not Applicable as all vehicles are post 1996.; 2. The fuel storage system is underground and the company uses this to fill all vehicles.; 3. All vehicles are post 1996 and as such not applicable.; 4 Not Applicable

TRUCKS CHECKED

Trucks Checked
TRUCK REGISTRATION.
Inspection Date

TRAILERS CHECKED

Trailers Checked
TRAILERS REGISTRATION.
Inspection Date

Basic Fatigue Management

Has the company Been audited in the last 12 months for Basic Fatigue Management

Standard 1 Scheduling &Rostering

Schedules and rosters are documented. Verify that schedules and rosters are documented, are planned and comply with the approved operating limits. NOTE: Owner/Operator - smaller operators may not have scheduling and rostering documents as drivers are aware of their times.
Schedules and rosters are monitored and regularly reviewed. Review the documented policies and procedures for monitoring and reviewing of schedules and rosters. As a guide an auditor could look at: -Approved documents checking date and version. -Fuel dockets -Satellite data. -Diary/schedule comparison. -Phone records.
Action is taken to minimise fatigue risks when altering schedules and rosters. Review policies and procedures and determine if operator has an altering trip schedule procedure.
Guidelines are in place for the use of relief/casual drivers where required. Review policies and procedures for a contingency plan e.g. What happens when a driver reports unfit for duty.
The increased fatigue risk for a driver returning from leave is considered in scheduling and rostering of the driver. Review scheduling policies and procedures to ensure that leave is taken into account when scheduling/rostering. NOTE: Owner/Operator-May not be applicable to them.
Drivers are to have input into schedules where practicable to ensure trip plans are reasonable. Ascertain weather drivers have input into schedules, this may be archived by: -Approved schedules -Toolbox meetings -Discussions with drivers.
Schedulers provide sufficient advance pre-trip notification to ensure drivers can comply with legislation. Are rosters/schedules being prepared in advance to allow drivers to comply with legislation.
Schedules and rosters are planned to be reasonable and achievable under legislative operating limits. Verify that schedules and rosters are not planned or extend beyond legislative operating limits.

Standard 2 Fitness for Duty

Drivers are certified as being fit to drive a heavy vehicle by a medical practitioner according to the assessing fitness to drive by Austroads ( or equivalent document approved by the Australian transport council). The examination must include an assessment to detect drivers in the high risk group for sleep disorders. Examinations are to be conducted, as a minimum, once every three years for drivers aged 49 and under, and yearly for drivers aged 50 and over. Review policies and procedures for driver health requirements, including requirement for operator to 'flag' when medical examinations are due or overdue. Review list of all nominated drivers and conduct random check of medical assessment certificates, assessing fitness to drive by Austroads (or equivalent document approved by the Australian transport council).
Procedures for driver fitness for duty, which address issues of driver health, use of drugs/alcohol, medical condition, well-being and state of fatigue. Review policies and procedures for driver readiness for duty, this should include: -Drugs and alcohol. -Random drug screening -Newsletters ( internal ) -Website ( intranet ) -Readiness to work ( self assessment ) -Prepared to work. NOTE: Owner/Operator - access Internet for information, medical checks have been conducted ( in accordance with requirements ).
Procedures for drivers to assess there fitness for duty prior to commencing and during work. Verify that policies and procedures for fitness of duty policy include assessment procedures that drivers can use to ascertain there fitness for duty prior to commencing and during work.
Procedures for the driver to notify the operator if they are unfit for duty due to any lifestyle, health or medical issue both before and during work. What system does the operator use when drivers are unfit for duty? Verify that their is a procedure for drivers to notify there operators on there fitness to drive. Does the operator encourage and use an open door policy? Does the operator encourage communication with drivers?
Any medical advice for drivers is taken into account when assigning duties. Review any medical recommendations and verify that this information is taken into account when assigning duties, these may include: -Rehabilitation policy procedures -Doctors medical recommendations.
Operators with two-up driving operations are to have procedures in place for undertaking two-up driver recruitment and team selection, and that the alternative drivers comfort is optimised while resting in a moving vehicle. Determine if the driver uses two-up driving operations ( check schedules/rosters). Establish if operator has procedures in place for two-up driver recruitment and team selection. Establish if the alternate drivers comfort is optimised while resting in a moving vehicle.

Standard 3 Fatigue Knowledge and Awareness

That the operator has steps in place to ensure anyone involved in the management, operation, administration, participation and verification of the fatigue management system is made aware of the operators Current fatigue management policies and procedures. Ensure that the BFM operator has communicated to all staff how fatigue risk is relevant to the operation and that there relevance and importance of the operators fatigue management system.
That all persons who hold a position of responsibility under the operators basic fatigue management system are identified; -Have been inducted and regularly updated in the operators fatigue management policies and procedures. -Are able to demonstrate competence in managing driver fatigue, including understanding the causes, effects and symptoms of fatigue, and being able to apply strategies to better manage fatigue, and. -If the person drives a heavy vehicle under BFM - that person is able to demonstrate competence with TLIF1007C Apply Fatigue Management Strategies. Identify personnel whose activities have a safety critical aspect to them relating to fatigue management. Assess competence of these personnel by identifying any evidence that they at a minimum know the causes, effects and symptoms of fatigue and strategies to better manage fatigue. What checks are carried out to confirm that anyone in a position of responsibility under BFM system has been inducted and regularly updated in the BFM system? Verify that drivers who operate under BFM operating conditions have received a statement of attainment in TLIF1007C Apply Fatigue Management Strategies. Verify that any person who Is a schedular as described by heavy vehicle legislation, or who supervises or manages drivers and scheduling staff has received a statement of attainment in TLIF6307A Administer the implementation of fatigue management strategies.
That they have -Established a procedure for maintaining the currency of knowledge in fatigue management for all people who hold a position of responsibility, including identify if, and when, any re-assessment of competence is to be conducted, and ensured that this has occurred. -Ensured that any knowledge needs are identified, and that appropriate action is undertaken to address those needs. Does the accredited operator have a training needs analysis available that identifies and addresses gaps for personnel who hold a position of responsibility under the BFM option? Has the operator taken any action identified by the training needs analysis?
That records of competence of drivers, schedulers or those who supervise or manage drivers and scheduling staff have been maintained, including: -Detains of what, if any, training was undertaken, who delivered the training and when this training occurred. -If, and when any retraining is required. -Record of the qualifications of workers, including any units of competence achieved. View any training records retained by the operator and confirm that the records specify: -When the training was completed. -Who delivered the training. -If re-training requirements are documented. -Copies of statement of attainments ( or some record of these ) are available.

Standard 4 Responsibilities

4.1 All relevant personnel are carrying out their duties and responsibilities compliant with the basic fatigue management standards and the operators fatigue management system. Review definitions of roles and responsibilities and ensure that they clearly set out the roles and responsibilities of positions held in respect of the fatigue management system. If so how have they been documented (e.g. Position descriptions, flowchart, organisation chart, role definition, etc.)?
4.2 authorities, responsibilities and duties relating to the basic fatigue management fatigue management system are current, Clearly defined and communicated to all appropriate personnel. Review document procedures regarding individual functions required to be performed and ensure that documentation covers what, where, how and by whom these functions are to be performed. Have roles and responsibilities in respect of the management system been explicitly defined? Review verification dates on documentation( Are they current/Old versions), When how often are they updated? How are nominated personnel advised of their roles and responsibilities? Ascertain through discussion how persons nominated have been advised of their roles and responsibilities and reviews any relevant documentation (e.g. Job Descriptions, memos, Briefing sessions).
4.3 management practices are in place to deter non-compliance and implement corrective actions. Review policies and procedures in reference to personal performance management these may include, -Medical reporting. -Non-compliance reporting. -Corrective and preventative actions. -Counselling. -Documented termination policy. Review records of results for actions taken. Review corrective action Reports. NOTE: Owner/Operator - Practices to minimise risks, scheduling and rostering.
4.4 A communication process (e.g. In-trip communication with drivers, meetings, notices, newsletters) Is in place to facilitate exchange of information between drivers and management where practical and appropriate. Is there a communication process established and implemented within the organisation? this may include: -Mobile phones. -On-board computer data and record. -Documents. -Letters. -Open door communication. -Communication policy. -Deviation path procedure. -Tool box meetings.

Standard 5 Internal Review

5.1 procedures are in place to define how an internal review program of the basic fatigue management standards is produced, conducted, reported and Recorded at least every 12 months and corrective action taken where Required. Review policies and procedures which should include, -When the reviews are to take place. -Who is to conduct them. -How the reviews are be conducted. -The checklist of documents to be used for the review. Has the annual review of the entire system and practices in the business be conducted on time and made available to The auditor?
5.2 internal reviews are undertaken by Competent persons not responsible for the activity being reviewed, Where practical. Does the selection of the person conducting the internal review ensure objectivity and impartiality.
5.3 procedures are in place to monitor, identify, report, investigate and record noncompliances and take the necessary corrective action to prevent further occurrences. Review policies and procedures, including: -How nonconformances can be detected. -Who is responsible for detecting them. -Who needs to be notified about them. -Corrective action is taken. -Timeframes for reporting identified nonconformance. -How the responsible person is to document the process to prevent further occuernces. Review previous internal and external audit reports.
5.4 procedures are in place to investigate incidents to determine whether Fatigue was a contributing factor. Review documentation and records to verify procedure is in place. records May include: -Incident forms. -Investigations. -Police reports. -Insurance forms. -Customer complaints. -Database.
5.5 records of drivers work and Rest times are regularly reviewed to ensure compliance with the legislated operating limits. Review policies and procedures for maintaining records. Verifier records, including work diaries, schedules and rosters.

Standard 6 Records and Documentation

6.1 policies, procedures and instructions covering all activities required to meet the basic fatigue management standards are authorised, current, clearly defined and available to all relevant personnel. Verify all documentation is authorised, current date, clearly defined, maintained and the current version. Are procedures and documentation made available to all relevant personnel?
6.2 all basic Fatigue management option records are legible, stored, maintained and available for management and auditor purposes for at least three years. Verify that records are legible, stored and maintained in accordance with the requirements. Review policies and procedures to ensure that retention periods and retrieval arrangements are specified. (Electronic or hard copy).
6.3 records of participating drivers are kept current. Review registered to ensure that it contains the required details of nominated drivers and is kept up to date.
6.4 Documents are approved, issued, reviewed, modified and accounted for in accordance with the operators prescribed control procedures. Verify statement of responsibility, which should identify responsible person for maintaining, reviewing and updating the relevant documentation. Verify documentation is available to all relevant personnel and all locations where operations related to fatigue management are undertaken. NOTE: Owner/operator - Dates, times, who and when documentation was reviewed last.
6.5 records must include individual driving hours records for all nominated drivers (e.g. Work diaries, rosters, schedules). Verify the operator keeps appropriate records, these may include: -Work diary pages. -Generic sets of rosters. -Introduction/training documents. -Workplace health and safety training. -Register of documents. -driver medical assessments.

DRIVERS CHECKED

Drivers Checked
DRIVERS NAME
MEDICAL DATE
TRAINING DATE

Nhvas 30/11/12

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Company Details

STANDARD 1 RESPONSIBILITIES

STANDARD 2 VEHICLE CONTROL

Standard 3 VEHICLE USE

STANDARD 4. RECORDS AND DOCUMENTATION

Standard 5 VERIFICATION

Standard 6. INTERNAL REVIEW

Standard 7. TRAINING AND EDUCATION

Standard 8. MAINTENANCE OF SUSPENSION

TRUCKS CHECKED

TRAILERS CHECKED

Daily Check

Fault Recording Reporting

Fault Repair

Maintenance Schedules and Methods

Records and Documentation

Responsibilities

Internal Review

Training And Education

Fuel quality

TRUCKS CHECKED

TRAILERS CHECKED

Standard 1 Scheduling &Rostering

Standard 2 Fitness for Duty

Standard 3 Fatigue Knowledge and Awareness

Standard 4 Responsibilities

Standard 5 Internal Review

Standard 6 Records and Documentation

DRIVERS CHECKED

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Nhvas 30/11/12

Free Nhvas 30/11/12 Checklist

Go digital today!

Convert your paper checklists into digital forms

Company Details

STANDARD 1 RESPONSIBILITIES

STANDARD 2 VEHICLE CONTROL

Standard 3 VEHICLE USE

STANDARD 4. RECORDS AND DOCUMENTATION

Standard 5 VERIFICATION

Standard 6. INTERNAL REVIEW

Standard 7. TRAINING AND EDUCATION

Standard 8. MAINTENANCE OF SUSPENSION

TRUCKS CHECKED

TRAILERS CHECKED

Daily Check

Fault Recording Reporting

Fault Repair

Maintenance Schedules and Methods

Records and Documentation

Responsibilities

Internal Review

Training And Education

Fuel quality

TRUCKS CHECKED

TRAILERS CHECKED

Standard 1 Scheduling &Rostering

Standard 2 Fitness for Duty

Standard 3 Fatigue Knowledge and Awareness

Standard 4 Responsibilities

Standard 5 Internal Review

Standard 6 Records and Documentation

DRIVERS CHECKED

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