Title Page
Audit Information
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Date of Audit
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Audit Matric Identifier (Name or Number)
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Audit Location
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Auditor Name
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NHVR Auditor Registration Number
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NHVR Auditor Registration Expiry Date
Operator Information
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Operator Name (legal entity)
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NHVAS Accreditation Number (if applicable)
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Registered Trading Name/s
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Australian Company Number
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NHVAS Manual (Policies and Procedures) developed by?
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Is the Operator using an online document/ fleet management system?
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System name:
Operator Details
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Operator Business Address
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Operator Postal Address
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Operator Email Address
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Operator Contact Number
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Audit Attendance List (Names and Positions)
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Nature of the Operator Business (Summary)
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Industry Sector
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Operator Tier
Accreditation Vehicle Summary
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Number of Powered Vehicles
Mass Management Standards
1. Responsibilities
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The authorities, responsibilities and duties of all positions involved in the management, operation, administration, participation and verification of the Mass Management System are current, clearly defined and documented and carried out accordingly. Responsibility for the operation of the Mass 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: -
1.1 The appropriateness of each person’s position, qualifications or training for the responsibilities allocated to him or her, are clearly defined, documented and carried out.
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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.
2. Vehicle Control
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All vehicles nominated by the accredited operator and all trailers used in combination with nominated vehicles, must be operated in accordance with the Mass Management System. Sufficient evidence must be kept to prove that the nominated vehicles in the Mass Management System meet the necessary Mass Management Standards.
To satisfy the standard, an operator would need to demonstrate the following: -
2.1 There is a documented procedure to record details of each vehicle nominated in the module?
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2.2 There is 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) Road Friendly Suspension Certification Number (If applicable)<br>(j) manufacturer's (technical) specifications of GVM and GCM or ATM<br>(k) allowable (authorised) axle and gross mass limits applicable to the mass concession (i.e. CML or HML)<br>(l) NHVAS label number (if applicable)<br>(m) date of joining and exiting NHVAS Mass Management Scheme (If applicable)
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2.3 All nominated vehicles have the technical specifications to conform to the allowable mass limits.
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2.4 All nominated vehicles if required have mass authorisations to use the road network.
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2.5 Vehicles sub-contracted to the operator are ‘captive’ or secured to the operator.
3. Vehicle Use
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The vehicle mass must be determined by weighing or by a method of assessment prior to departure allowing for any variation. Before each departure of a loaded vehicle it must be weighed or have its weight assessed by other means.
The loading system must be objective and ensure axle and gross masses are within the allowable limits before the vehicle or combination goes on the road.
To satisfy the standard, an operator would need to demonstrate the following: -
3.1 There is a documented instruction exists that objectively demonstrates that product loading is controlled to ensure that axle mass and gross mass remain within those limits allowable under the HVNL Mass Management System?
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3.2 The system should cater for all possible variations including density, number, volume etc.
4. Records and Documentation
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Documented evidence must be maintained to demonstrate the effective operation of the Mass Management System in accordance with the Mass Management Standards.
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4.1 Records for any trip that involves vehicle masses above GML (axle or gross) must be kept and include details that identify the trip and vehicles involved?
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4.2 Documentation of each trip record captures (at a minimum) the following:<br>• vehicle registration numbers, includes hauling and trailing units,<br>• date/s of trip,<br>• loading and destination locations,<br>• established gross mass (both axle and gross mass records are to be kept where practical).
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4.3 That a register is kept of any vehicle defect notice or infringement notice issued for a vehicle in relation to its suspension. The register must include the following details:<br>• the registration and VIN of the vehicle to which the notice was issued the date, time and place the notice was issued,<br>• the nature of the contravention (description of the notice and or defect) if a notice is in relation to vehicle standards,<br>• the date the defect must be repaired by who conducted the repairs,<br>• the date the repair was completed,<br>• the authorised entity that cleared the notice.
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4.4 There is a register of all persons with a designated responsibility under the accreditation is kept and regularly updated?
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4.5 Current documentation is available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed?
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4.6 6. Documents are approved, issued, reviewed, modified and accounted for in accordance with the operator’s prescribed control procedures?
5. Verification
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The weight of the vehicle and load must be verified to produce an auditable record. The methods used for assessing the weight of vehicle loads are accurate and reliable.
A certified/calibrated method of weighing the vehicle is completed to confirm the weight assessed at each departure is accurate.
To satisfy the standard, an operator would need to demonstrate the following: -
5.1 A documented instruction exists that demonstrates that the system produces and records evidence of weight specific to a vehicle or combination.<br>
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5.2 The verification of a vehicle’s mass when loaded according to procedures described as part of Standard 3 must be conducted at least bi-annually using a weighing device that has been certified/calibrated within the last twelve (12) months.
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Note: Where the documented policies & procedures adopted for standard 3 can demonstrate that vehicle loading is controlled within allowable axle and gross limits for every load and trip it can be taken that the criteria for this standard have been met.
6. Internal Review
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The Mass 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 current business activities. An internal review of the Mass Management System is a regular look at the system against the standards to see that it complies. An effective review will identify problem areas in the basic requirements, show failures to comply with procedures, and identify non-compliances that should be fixed as soon as possible.
To satisfy the standard, an operator would need to demonstrate the following: -
6.1 There is a documented procedure for conducting an internal review of the Mass Management Standards at least every twelve (12) months.
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6.2 An annual internal review schedule.
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6.3 Internal reviews are undertaken by persons who are independent of the activity being reviewed, where practical.
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6.4 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.
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6.5 That the person(s) responsibility for identifying and correcting all non-conformances is current, clearly defined and documented.
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6.6 That all non-conformances and action taken to correct them are recorded.
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6.7 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.<br>
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6.8 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.
7. Training and Education
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Persons who hold positions of responsibility under the Mass Management Systems are trained in and familiar with the specific policy, procedure and instruction they are to carry out. Training and education is essential to ensure all employees, including managers, understand the Mass 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: -
7.1 Documented procedures exist that detail how persons assigned a role of responsibility within the Mass Management System are trained in the specific policies, procedures and responsibilities they are to carry out.
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7.2 Relevant records for those in a role of responsibility within the Mass 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.
8. Maintenance of Suspension
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All vehicles subject to this accreditation, including vehicles and trailers supplied by other parties, must have their suspension systems maintained and replaced according to manufacturer’s or a qualified mechanical engineer’s specification and taking into account the Australian Road Transport Suppliers Association (ARTSA) Air Suspension Code (where applicable).
For all vehicles operating under the accreditation, including trailers being hauled by nominated vehicles, evidence is kept that shows that the suspension has been properly maintained in accordance with either manufacturer specifications, the ARTSA Air Suspension Code of Practice or the National Heavy Vehicle Inspection Manual (NHVIM).
To satisfy the standard, an operator would need to demonstrate the following: -
8.1 Documented procedures exist that detail the instructions and specifications for the maintenance and repair of the suspension systems utilised in the nominated vehicles and evidence of certification for any suspension claimed to be road friendly under VSB 11.
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8.2 Documented procedures exist that detail when the suspension is to be checked (based on manufacturer’s or a qualified mechanical engineer’s specifications of time and/or distance and taking into account the ARTSA Air Suspension Code), by whom and how it is to be recorded.
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8.3 Documented procedures exist for:<br>a) recording faults to the suspension during a journey,<br>b) how the faults are reported to the maintenance provider,<br>c) placing a priority on its repair,<br>d) the repair, as soon as possible, of major or serious faults that may affect the performance of the suspension system, even if the vehicle is away from home base,<br>e) the repair of other faults in a timely manner.
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8.4 Documented procedures exist for decision making with respect to suspension maintenance. This is to include the final sign-off of the repair when completed.
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8.5 Evidence that any repairs to suspensions are only carried out by persons having suitable qualifications or experience to competently complete any maintenance tasks, or are done so under qualified supervision with recent experience.
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8.6 For a vehicle supplied by another party, the accredited operator must have a statement of compliance for the vehicle that demonstrates the suspension is maintained to the appropriate standard. Note: For vehicles supplied by another party that are nominated under the maintenance management module a statement of compliance is not required.
Declarations
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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.
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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.
