Title Page
Audit Information
-
Date of Audit
-
Audit Matric Identifier (Name or Number)
-
Audit Location
-
Auditor Name
-
NHVR Auditor Registration Number
-
NHVR Auditor Registration Expiry Date
Operator Information
-
Operator Name (legal entity)
-
NHVAS Accreditation Number (if applicable)
-
Registered Trading Name/s
-
Australian Company Number
-
NHVAS Manual (Policies and Procedures) developed by?
-
Is the Operator using an electronic document/fleet management system?
-
System name:
Operator Details
-
Operator Business Address
-
Operator Postal Address
-
Operator Email Address
-
Operator Contact Number
-
Audit Attendance List (Names and Positions)
-
Nature of the Operator Business (Summary)
-
Industry Sector
-
Operator Tier
Accreditation Vehicle Summary
-
Number of Powered Vehicles
-
Number of Trailing Vehicles
Maintenance Management Standards
1. Daily Check
-
The Maintenance Management System must include a Daily Check for each vehicle when it is in use. The Daily Check is a documented instruction of simple safety checks. The operator shall define when the inspection is carried out, by whom and how it is recorded. The individual completing the Daily Check shall acknowledge the vehicle to be safe to the limits of the inspection, or report any faults found.
An operator would need to demonstrate the following: -
1.1 A documented instruction exists that details when the check is carried out, who carries out the check and how the check is recorded.
-
1.2 The Daily Check covers, as a minimum, the inspection of:<br>(a) Wheels and tyres:<br> tyres for pressure (visual check) and tread integrity<br> wheels security.<br>(b) Lights and reflectors:<br> all lights, including clearance lights (where applicable) are fitted and operating<br> all reflectors and lenses.<br>(c) Windows, mirrors and wipers:<br> windows and mirrors for security, damage and grime<br> windscreen wipers and washers operate effectively ensuring clear forward vision.<br>(d) Structure and bodywork:<br> all panels and readily visible structural members are secure and free from cracks<br> fluid or air leaks<br> (For example, oil, fuel, water, refrigerant/coolant, hydraulic fluid, brake fluid or other).<br>(e) Brakes:<br> brake failure indicators<br> pressure/vacuum gauges<br> drain air tanks.<br>(f) Tow couplings and drawbars:<br> tow couplings and drawbars to be visually inspected for security and integrity.<br>(g) NHVAS label and Intercept report book:<br> fitted<br> not obscured<br> free of damage <br> Intercept report book is kept with the vehicle.<br>(h) On-Road Vehicle Fault Report:<br> Any faults found during the Daily Check are to be recorded within the On-Road Vehicle Fault<br> Report.
-
1.3 That the individual(s) who carried out the check understands they are certifying that the vehicle is safe to the limits of the inspection prior to the vehicle being used on a road.
-
Note: Records for completion of the Daily Check may be retained in any format.
2. Fault recording and reporting
-
The Maintenance Management System must ensure that provision is made to record and report vehicle faults on both the hauling and trailing equipment. The driver should be able to record and report any recognisable fault occurring during the course of a journey so that it may be assessed and rectified.
An operator would need to demonstrate the following: -
2.1 A means to record faults occurring during a journey that is retained in the vehicle and covers both<br>trailing and hauling equipment.
-
2.2 A documented instruction exists that details how a driver records faults occurring during a journey and<br>how faults are reported to the maintenance provider, as soon as reasonably practicable.
-
2.3 A documented instruction exists that provides direction to fix major or serious faults as soon as<br>reasonably practicable, even if the vehicle is away from home base.
-
2.4 A documented instruction exists which provides for faults occurring at any other time to be reported to<br>the maintenance provider as soon as reasonably practicable.
-
Note: Records for completion of the fault repair may be in any format acceptable.
3. Fault repair
-
The Maintenance Management System provides for the identification, assessment and action on reported faults. The Maintenance Management System has a method of identifying, assessing and taking action on reported faults from any source (i.e. driver, maintenance provider or manager) and determines the priority placed on repair of the fault.
An operator would need to demonstrate the following: -
3.1 A documented instruction exists to identify and assess the nature of a fault and give priority to its<br>repair.
-
3.2 Where the fault is deferred, the person making the decision to defer must be identified on the record.
-
3.3 Where a decision is made to monitor the condition of a fault, the decision to monitor must be<br>recorded. The system must also set the time frames at which monitoring will occur and the upper limit<br>for when a fault is repaired (e.g. at no more than 1000km, when parts are received or when the part's<br>designated service limit is reached).
-
3.4 Where a decision is made to monitor the condition of a fault, the identity of the person who makes the<br>decision must be recorded.
-
3.5 At the completion of the repair, records show the fault has been rectified and tested, where<br>appropriate.
-
Note: Records for completion of the fault repair may be in any format acceptable.
4. Maintenance schedules and methods
-
The Maintenance Management System must include Periodic Maintenance Schedules with identified service periods that describe the tasks to be completed. Evidence the vehicle is being systematically maintained. This will be through a series of work schedules pertinent to various vehicle and system components. Within the maintenance schedules, or available to the maintenance provider, will be a description of the tasks for the inspection, service, repair or replacement of components utilised within the vehicle. An operator would need to demonstrate the following:
-
4.1 Evidence that at the time of entry into the scheme, the nominated fleet has been certified roadworthy with a Heavy Vehicle Inspection Report issued by a road transport authority or where applicable by a qualified person experienced in the inspection of heavy vehicles in accordance with the National Heavy Vehicle Inspection Manual (NHVIM) and the Australian Design Rules (ADRs).
-
Note: The evidence cannot be more than 12 months old.
-
4.2 Maintenance schedules provide for the periodic maintenance of a vehicle at defined intervals of time, distance or hours of use. Schedules must include a description of the tasks to be completed during the service.
-
4.3 That a table of tolerances and wear limits for major components exists and that it complies at least with the National Vehicle Standards.
-
4.4 All nominated vehicles must undergo an annual mechanical inspection that is recorded using the NHVR Heavy Vehicle Inspection Checklist or another document or documents, provided that the alternative documents record the results of each of the required checks (as identified on the NHVR Heavy Vehicle Inspection Checklist) and the record of results is capable of being clearly identified upon review.<br>The inspection must be conducted by a suitably qualified person or by a person supervised by a suitably qualified person.
5. Records and Documentation
-
Documented evidence must be maintained to demonstrate the effective operation of the Maintenance Management System in accordance with the Maintenance Management Standards. Essential to the maintenance system is the keeping and preservation of pertinent records. To satisfy the standard an operator would need to demonstrate the following:
-
5.1 A documented procedure to record the details of each vehicle nominated in the module.
-
5.2 A register of nominated vehicles inclusive of any sub-contractors is kept and regularly updated and at a minimum, the details for each nominated vehicle must include:<br> (a) the name of the owner of the vehicle (identified as subcontracted if applicable)<br> (b) registration number<br> (c) state of registration<br> (d) manufacturer<br> (e) VIN unique identifier<br> (f) type of unit (For example, prime mover, trailer, dolly, rigid truck)<br> (g) date of construction/manufacture<br> (h) vehicle tare weight<br> (i) manufacturer's (technical) specifications of GVM and GCM or ATM<br> (j) NHVAS label number<br> (k) date of joining and exiting NHVAS Maintenance Management Scheme.
-
5.3 At a minimum, documentary evidence of the following:<br> (a) That the daily check is being completed in accordance with the documented procedure.<br> (b) That faults occurring on the road are being recorded and reported in accordance with the documented procedures.<br> (c) That reported faults are being repaired in accordance with appropriate procedures and nominated deferred time frames.<br> (d) That for any notice issued against a vehicle for contravening a vehicle standards regulation, a register is kept that details:<br>• the registration and VIN number of the vehicle to which the notice was issued,<br>• the date, time and place the notice was issued,<br>• the nature of the contravention (description of the defect), <br>• the date the defect must be repaired by,<br>• who conducted the repairs,<br>• the date the repair was completed,<br>• the authorised entity that cleared the notice.<br>(e) That vehicles are maintained in accordance with the set periodic service schedules.<br>(f) That the persons maintaining vehicles under the Maintenance Management System are suitably qualified or experienced to do so.<br>(g) Documents are approved, issued, reviewed, modified and accounted for in accordance with the operator’s prescribed control procedures.
-
5.4 A register of all persons with a designated responsibility under the accreditation is kept and regularly updated.
-
5.5 Current documentation is available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed.
6. Responsibilities
-
The authorities, responsibilities and duties of all positions involved in the management, operation, administration, participation and verification of the Maintenance Management System are current, clearly defined and documented and carried out accordingly.
Responsibility for each operation of the Maintenance Management System is to rest with appropriate people within the road transport operation as nominated by the operator.
To satisfy the standard an operator would need to demonstrate the following: -
6.1 The appropriateness of each person’s position, qualifications or training for the responsibilities allocated to him or her.
-
Business Rule 12: There is a documented procedure for Notifiable Occurrences to be reported.<br>A documented procedure for providing notification of a notifiable occurrence is included in the management system. The procedure is to identify who is responsible and instruction that the NHVR Portal is used to submit the report along with the required timeframes for submitting a report.
7. Internal Review
-
The Maintenance Management System must be subject to quarterly and annual internal review to verify that all results and activities comply with the systems policies, procedures, instructions and reflect current business activities.
An annual internal review of the Maintenance Management System is a regular look at the system against the standards to see that it complies. An effective review will pick up problem areas in the basic requirements, show failures to comply with procedures, and identify non-compliances that should be fixed as soon as possible.
An operator would be able to demonstrate the following: -
7.1 There is a documented procedure for conducting an internal review of the Mass Management Standards at least every twelve (12) months.
-
7.2 An annual internal review schedule.
-
7.3 Internal reviews are undertaken by persons who are independent of the activity being reviewed, where practical.
-
7.4 That there is a documented method to identify and correct all non-conformances detected from all sources to make sure the incidents are not repeated.
-
7.5 That the person(s) responsibility for identifying and correcting all non-conformances is current, clearly defined and documented.
-
7.6 That all non-conformances and action taken to correct them are recorded.
-
7.7 A Quarterly Compliance Statement is produced, accepted and signed by the responsible person containing advice of the key outcomes of the module including:<br>• the number of vehicles in the nominated fleet,<br>• the number of trips undertaken above GML limits,<br>• the number of trips undertaken which were non-compliant with concessional mass limits,<br>• the level of excess mass for each non-compliant trip,<br>• the number of defect notices issued for vehicles not complying with a vehicle standards regulation in relation to the suspension of the vehicle,<br>• the number of charges or infringement notices issued against the mass, dimension and loading regulation.
-
7.8 That changes to documents and procedures are recorded and the original documents and procedures are kept for a minimum of three (3) years for external audit purposes.
8. Training and Education
-
The persons who hold a position of responsibility under the Maintenance Management System are trained in and familiar with the specific policy procedure and instructions they are to carry out.
Training and education is essential to ensure all employees, including managers, and other persons that are not employees (i.e. subcontractor, agency staff), understand the Maintenance Management System, and have the appropriate knowledge and skills to carry out the tasks given to them.
To satisfy the standard, an operator would need to demonstrate the following: -
8.1 A documented instruction exists that details how persons assigned a role of responsibility within the Maintenance Management System are trained in the specific policies, procedures and responsibilities they are to carry out.
-
8.2 Relevant records for those in a role of responsibility within the Maintenance Management System that detail:<br>• the name and signature of the person who received the training and on what date,<br>• the subject material covered during the training,<br>• the name and signature of the person who delivered the training and on what date.
Declarations
-
Auditors Declaration - I am satisfied that the operator’s management system (including the corrective action implemented by the operator) complies with the relevant standards for each module.
-
Operators Declaration - I acknowledge the veracity of the information contained in the Audit Report. I provide the NHVR with consent to share accreditation information with other agencies, as determined by the NHVR.
