NHVAS Business Rules and Standards Overview and Summary of ... · Maintenance Management Standards (Overview) 7 STD 1 - Daily Check 7 STD 2 - Fault Recording and Reporting 8 STD 3

National Heavy Vehicle Regulator – Overview and Summary of Changes

Page 1 of 32 Version 1.0 December 2018

National Heavy Vehicle Accreditation Scheme

Business Rules and Standards

Overview and Summary of Changes

Version 1.0 December 2018



Table of Contents

1. Introduction 2

2. Executive Overview 4

Business Rules Major Changes 4

NHVAS Standards Major Changes 4

3. Maintenance Management Standards (Overview) 7

STD 1 - Daily Check 7

STD 2 - Fault Recording and Reporting 8

STD 3 - Fault repair 9

STD 4 - Maintenance Schedules and Methods 10

STD 5 - Records and Documentation 11

STD 6 - Responsibilities 14

STD 7 - Internal Review 14

STD 8 - Training and Education 16

3. Mass Management Standards 16

STD 1 - Responsibilities 16

STD 2 - Vehicle Control 17

STD 3 - Vehicle Use 18

STD 4 - Records and Documentation 18

STD 5 - Verification 20

STD 6 - Internal Review 21

STD 7 - Training and Education 22

STD 8 - Maintenance of Suspension 23

4. Fatigue Management Standards 24

STD 1 - Scheduling and rostering 24

STD 2 - Health and wellbeing for preforming duty 25

STD 3 - Fatigue knowledge and awareness 26

STD 4 - Responsibilities and Management Practices 28

STD 5 - Internal review 29

STD 6 - Records and documentation 30

STD 7 - Workplace Conditions 31



1. Introduction Currently the National Heavy Vehicle Accreditation Scheme (NHVAS) provides three modules for participation, Maintenance Management, Mass Management and Fatigue Management. The scheme focus is for methods of alternate compliance with road transport laws or concessions to carry additional mass or use extended driving hours.

The governance of each module is controlled by the NHVAS Business Rules & Standards. The business rules are common to all modules however the standards to which a participant must comply varies according to the relevant standards of the module. Some commonality exists between the standards as there are specific reporting and administration tasks that each module must include.

Since first introduced the scheme has undergone change where additional modules such as fatigue have been added and at various stages the standards have undergone review but this review is the first time that all modules have undergone simultaneous consideration with the driving force coming from the Heavy Vehicle National Law (HVNL) participating jurisdictions transport ministers request for a strengthening of the credibility of the scheme.

Consultation with jurisdictions and industry had taken place in late 2013 with a view to conduct a review of the standards in 2014. Circumstances prevented the review from taking place at that time however the feedback received at the time has been considered and incorporated into the changes included, where found to be appropriate.

The review of the Standards was part of the project deliverables from the NHVAS Review as endorsed by the Responsible Ministers. The NHVAS Review was included as part of the acceleration of the Roadworthiness Project due to the fatal Mona Vale heavy vehicle incident.

The review identified inconsistency between the standards where similar tasks are carried out. In some instances insufficient detail was included in the standards for a participant to be clear on what they had to comply with as well as acceptable methods for compliance.

It was also identified that the two fatigue modules contained standards that are similar to both. All of the additional standards within AFM were all able to be mapped to the existing BFM standards.

It was seen that operators in both AFM & BFM were required to comply with the same standards however they were managing a different level of driving hours.

With this situation the modules were able to be united to form the Fatigue module with the option of using BFM prescribed hours or AFM approved hours. It is on entry into the fatigue module that the option is chosen and the appropriate application criteria is required to be met. If successful approval is granted to use either AFM or BFM hours.

This document is constructed using the addition or removal with explanation approach. Red text signifies change, with a descriptor of the amended section and placed between end brackets, [XXX Amendment] and explanatory note written in red text for any standard that has been changed.

Where an amendment descriptor is not listed the standard can be taken to be unchanged from the previous version.



2. Executive Overview

Business Rules Major Changes

• AFM Business Rules harmonised into existing business rules no longer stand alone • All references to FERG removed replaced with advice from jurisdictions and 3rd

parties • All FERG requirements removed replaced with ability for NHVR to seek external

specialist advice • Audit Completion Notification process removed • Requirements for re-entry after cancellation added • Inclusion of crash/incident reporting for operators – Notifiable Occurrences • Owner of a sub-contractor vehicle has the right to remove the vehicle from an

accreditation • Included vehicles must hold current registration • Timeframes set for reapplying after being refused – 6 months • Fit and Proper person requirements added including assessment criteria • Greater clarification on criteria for extending an accreditation to 3 years • Operators must provide the auditor prior to an audit – drivers list, compliance

history and previous audit report

NHVAS Standards Major Changes Maintenance Management

STD 1 • Strengthened to include a daily check of tow couplings and drawbars for

security & integrity • The vehicle is no longer certified as “roadworthy” after a daily check but

rather “safe” to the limits of the inspection. STD 4

• All vehicles being nominated will require current vehicle inspection by a road transport authority or their delegate no more than 12 months old.

• All nominated vehicles must undergo an annual mechanical inspection that is at least equal to the inspection conducted by a road authority by a suitably qualified person.

• The module is no longer recognised as a suitable program for fuel tax rebate purposes all references and requirements for fuel tax rebate removed.

STD 5 • For a more stringent approach to the control of operator’s handling vehicle

defects operators must now keep a register of infringement and defect notices received which includes;

o the registration & VIN number of the vehicle to which the notice was issued



o the date, time & place the notice was issued o the nature of the contravention (description of the defect) o the date the defect must be repaired by o who conducted the repairs o the date the repair was completed o the authorised entity that cleared the notice.

STD 7 • Reworded to provide a clear distinction between the two internal

improvement reporting processes of; o conducting an annual internal review, and o completing the quarterly compliance statement

STD 8 • Criteria for this standard have been introduced to provide clear instruction

on what procedures and records are to be kept for relevant training.

Mass Management STD 2

• Reworded to clarify that trailers although not individually nominated are considered as a nominated vehicle when used in combination with a nominated hauling unit.

• A documented process for how the register of nominated vehicles is to be kept now required

STD 4 • Reworded to align with the policy decision introduced that only requires

records for trips that involve masses above GML. • For a more stringent approach to the control of operator’s handling defect

notices and penalty infringements for overloading operators must now keep a register of defect notices and infringements received which includes;

o the registration & VIN number of the vehicle to which the notice was issued

o the date, time & place the notice was issued o the nature of the contravention (description of the notice and or

defect ) o if a notice in relation to vehicle standards, o the date the defect must be repaired by o who conducted the repairs o the date the repair was completed o the authorised entity that cleared the notice.

STD 5 • The minimum frequency of conducting verification is now set to twice a year.

Previously no minimum frequency was set.



• A notation has been added to the standard that provides instruction that if the policies and procedures adopted for standard 3 can demonstrate that vehicle loading is controlled to ensure the vehicle is loaded within allowable gross & axle limits for every load and every trip then the criteria for this standard can be considered as having been met.

• Where the loading method used to meet standard 3 is such that it is able to provide known masses for every trip then this will be taken to meet the requirements for verification (standard 5) and no additional verification will be required.

• STD 6

• Reworded to provide a clear distinction between the two internal reporting processes of;

o conducting an annual internal review, and o completing the quarterly compliance statement

STD 7 • Criteria for this standard have been introduced to provide clear instruction

on what procedures and records are to be kept for relevant training. STD 8

• Criteria reworded so that the statement of compliance for vehicles not owned by the accredited operator are no longer required to be carried in the vehicle.

Fatigue Management

STD 1 • Previous AFM & BFM standards unified

STD 2 • Renamed to reflect the unification of BFM standard 2 and AFM standards 2 &

7 • Criteria reworded to allow the NHVR Board to decide if a document is equal

to the AustRoads medical certificate rather than the Australian Transport Council which no longer exists.

STD 3 • Previous AFM & BFM standards unified

STD 4 • Renamed to reflect the unification of BFM standard 4 and AFM standards 4 &

9 STD 5

• Previous AFM & BFM standards unified • New criteria included for consistency with other NHVAS modules, as previous

BFM & AFM standards did not have the requirement to produce a quarterly compliance statement included in the standards.



STD 6 • Previous AFM & BFM standards unified • The minimum amount of driver records to be checked now established.

STD 7 • New Standard, the requirements to ensure workplace conditions are

maintained or established to assist with preventing fatigue now included. Facilities and equipment provided to drivers must meet with workplace safety legislation and minimum vehicle design rules, specifically for sleeper cabs.

3. Maintenance Management Standards (Overview)

STD 1 - Daily Check

Standard: The Maintenance Management System must include a Daily Check for each vehicle when it is in use.

Description: 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 limits of the inspection.

[Description Amendment]

References using the term roadworthiness removed and replaced with the word safety or safe depending on context.

Persons conducting the daily check may not have the authority or knowledge to declare a component roadworthy but can be trained to make a decision on the safety level of the item.

Criteria: An operator would need to demonstrate the following:

1.1 A documented instruction exists that details when the check is carried out, who

carries it out and how the check is recorded.

1.2 The Daily Check covers as a minimum the inspection of:

1.2.1 Wheels and Tyres

• Tyres for pressure (visual check) and tread integrity.

• Wheels security.

1.2.2 Lights and Reflectors

• All lights, including clearance lights are fitted and operating.

• All reflectors and lenses. [Criteria 1.2.2 Amendment]

Wording added; “are fitted and operating”



1.2.3 Windows, mirrors and wipers

• Windows and mirrors for security, damage and grime.

• Windscreen wipers & washers operate effectively ensuring clear forward vision.

[Criteria 1.2.3 Amendment]

Reworded from “Wipers and windscreen washers ensuring clear forward vision – to “Windscreen wipers & washers are operating effectively ensuring clear forward vision”.

1.2.4 Structure and Bodywork

• All panels and readily visible structural members are secure & free from

cracks

• Fluid or air leaks (eg. oil, fuel, water, refrigerant/coolant, hydraulic fluid, brake fluid or other).


Reworded from Leaks of any fluid amended to Fluid or air leaks. “Air” removed from list of fluids.

1.2.5 Brakes

• Brake failure indicators • Pressure/vacuum gauges. • Drain air tanks


Extraneous words removed – [all air tanks needs to be drained Buses and coaches not in accreditation. - full air and air-over-hydraulic systems only on rigids and articulated combinations. Buses and coaches excepted].

1.2.6 Tow Couplings and Drawbars

• Tow couplings and drawbars to be visually inspected for security and integrity


This is a new criteria that has been included. 1.2.7 On-Road Vehicle Fault Report

Any faults found during the Daily Check are to be recorded within the On- Road vehicle Fault Report.

1.3 That the individual(s) who carried out the check understands that 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.

[Criteria 1.3 Amendment]



`References using the term roadworthiness removed and replaced with the word “safety” or “safe” depending on context. Persons conducting the daily check may not have the authority or knowledge to declare a component roadworthy but can be trained to make a decision on the safety level of the item.

The phrase “when the vehicle leaves the yard or depot” replaced with “prior to the vehicle being used on a road.”

The rewording is to cater for circumstances where vehicles are used while away from the yard or depot, at the completion of the daily check which is not done not at a yard or depot (done at the overnight rest spot) the person conducting the check can certify the vehicle is safe to the limits of the inspection.

STD 2 - Fault Recording and Reporting

Standard: The Maintenance Management System must ensure that provision is made to record and report vehicle faults on both the hauling and trailing equipment.

Description: 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.


2.1 A means to record faults occurring during a journey that is retained in the vehicle

and covers both trailing and hauling equipment. [Criteria 1.3 Amendment]

NHVAS no longer recognised as a suitable program for fuel tax rebate purposes. Words relating to fuel tax credit requirements removed; “For operators using accreditation to gain a fuel tax credit, the recording of faults

has to specifically include emission related faults as evidenced by fuel / oil consumption, engine power and visible smoke emissions.”

2.2 A documented instruction exists that details how a driver records faults occurring

during a journey and how faults are reported to the maintenance provider, as soon as possible.

2.3 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.

2.4 A documented instruction exists that provides for faults occurring at any other time to be reported to the maintenance provider as soon as possible. Note: Records for completion of the fault repair may be in any format acceptable.

STD 3 - Fault repair

Standard: The Maintenance Management System provides for the identification, assessment and action on reported faults.



Description: 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 determine the priority placed on repair of the fault.


3.1 A documented instruction exists that identifies and assess the nature of a fault and place priority on its repair.


NHVAS no longer recognised as a suitable program for fuel tax rebate purposes. Words relating to fuel tax credit requirements removed;

“For operators using accreditation to gain a fuel tax credit, a specific method is required to identify and assess emission related faults, such as monitoring fuel / oil consumption, engine power and visible smoke emissions.”

3.2 Where the fault is deferred, the person making the decision must be identified on

the record.

3.3 Where a decision is made to monitor the condition of a fault, the decision to monitor is recorded. The system must also set the time frames at which monitoring will occur and the upper limit for when a fault is repaired (i.e. at no more than 1000km or when parts are received etc.).

[Criteria 3.3 Amendment] Reworded from; Where a decision is made to monitor the condition of a fault, the decision to monitor is recorded. The system must also set the upper limits for when a fault is repaired (i.e. every 100km, when parts are received etc.).

To; where a decision is made to monitor the condition of a fault, the decision to monitor is recorded. The system must also set the time frames at which monitoring will occur and the upper limit for when a fault is repaired (e.g. monitor every 1000km or to be when parts are received etc.).

The rewording is necessary to provide a requirement to set the timeframe for when any monitored fault is to be checked, as well as the maximum time before the fault is to be repaired. Clarification is also provided for the “repair every 100km” statement.

3.4 Where a decision is made to monitor the condition of a fault, the identity of the

person who makes the decision is recorded.

3.5 At the completion of the repair, records show when the fault has been rectified and tested where appropriate.

STD 4 - Maintenance Schedules and Methods Standard: The Maintenance Management System must include Periodic Maintenance Schedules with identified service periods that describe the tasks to be completed.



Description: Evidence that 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.


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).

The evidence cannot be more than 12 months old.


Time changed from no more than 6 months old, to no more than 12 months old to align with the business rules.

Reworded to remove words - A recent statement from the operator or designated responsible person, verifying that the nominated fleet is roadworthy. This statement served no auditable purpose. All vehicles are to have roadworthy inspection before nomination into maintenance management is accepted. Previously if both parties were holding current accreditation then vehicles do not need roadworthy certification or inspection to be entered into the scheme.

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 at

least equal to the inspection conducted by a road authority to deem the vehicle roadworthy and recorded using the NHVR vehicle inspection checklist. The inspection must be conducted by a suitably qualified person.


This section has been newly included to provide a more stringent approach to the continual assessment of the roadworthiness of the vehicles nominated for maintenance management. Previous standards did not include any requirement for an annual check of the mechanical status of the vehicle. And to be recorded using the NHVR vehicle inspection checklist

STD 5 - Records and Documentation Standard:



Documented evidence must be maintained to demonstrate the effective operation of the Maintenance Management System in accordance with the Maintenance Management Standards.

[Standard Amendment]

Insert: “maintenance management system in accordance with the” - previous wording did not correctly identify it is the management system that must operate effectively not the standards.

Description: Essential to the Maintenance Management System is the keeping and preservation of pertinent records.

Criteria: 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.


Reworded to remove the reference to accredited vehicles and “each module” also for simplicity and to remove duplicity of information contained in other sections.

5.2 A register of nominated vehicles is kept and regularly updated and at a minimum the

details for each nominated vehicle must include: • The name of the owner of the vehicle (identified as subcontracted if applicable) • Registration number • State of registration • Manufacturer • VIN Unique identifier • Type of unit ( EG Primemover, Trailer, Dolly, Rigid Truck ) • Date of construction/manufacture • Vehicle Tare weight • Manufacturer's (technical) specifications of GVM & GCM or ATM • NHVAS Label number • Date of joining and exiting NHVAS Maintenance Management Scheme


This section is a consolidation and clarification of 5.1 & 5.4 of the previous standards. Previously duplication and ambiguity was displayed by the two separate sections.

5.3 At a minimum, documentary evidence of the following. 5.3.1 That the daily check is being completed in accordance with the documented

procedure

5.3.2 That faults occurring on the road are being recorded and reported in accordance with the documented procedures

5.3.3 That reported faults are being repaired in accordance with recognised procedures.




Wording “set methods” changed to recognised procedures 5.3.4 That for any notice issued against a vehicle for contravening a vehicle standards

regulation, a register is kept that details: • the registration & VIN number of the vehicle to which the notice was issued • the date, time & place the notice was issued • the nature of the contravention (description of the defect) • the date the defect must be repaired by • who conducted the repairs • the date the repair was completed • the authorised entity that cleared the notice.


This section has been newly included to provide a more stringent approach to the control of operators handling defect notices issued and the subsequent clearing of the notice. Current standards do not have adequate control of operators receiving an increasing amount of defect notices. A register provides both obvious evidence of trend to the operator and auditor alike.

5.3.5 That vehicles are maintained in accordance with the set periodic service schedules;

5.3.6 That the persons maintaining vehicles under the Maintenance Management System

are suitably qualified or experienced to do so;

5.3.7 Documents are approved, issued, reviewed, modified and accounted for in accordance with the operator’s prescribed control procedures.


Reworded from: “That records, procedures, and methods in place under the system are regularly reviewed in accordance with the procedures.”

New wording is a better description of the standard as taken from the BFM standards.

5.4 A register of all employees and/or contracted staff operating under the

accreditation is kept and regularly updated.


New criteria to keep a register of all involved personal in the scheme. Not previously included.

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.

[Original Criteria 5.5 Removed]

5.5 For operators using accreditation to gain a fuel tax credit, records are to be kept of the date of maintenance, odometer reading at time of maintenance, invoices detailing where the work was undertaken by an external workshop, purchase records / receipts of parts replaced or serviced where work has been undertaken by the operator, an indication as to whether maintenance



is in accordance with manufacturer’s specifications and the signature / stamp of the person responsible for the maintenance. Records are to be kept for a period of five years.

STD 6 - Responsibilities

Standard: 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. Description: 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.


NHVAS no longer recognised as a suitable program for fuel tax rebate purposes.

Words relating to fuel tax credit requirements removed; “For operators using accreditation to gain a fuel tax credit, specific reference has to be made to the qualifications of the person responsible for the maintenance of the oil and oil filters, air filters, fuel filters, injectors, injector pumps and valves”


6.1 The appropriateness of each person’s position, qualifications or training for the

responsibilities allocated to him or her.

STD 7 - Internal Review Standard: 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 current business activities.


Insert: “and current business activities”. - During the annual internal review operators should ensure that current business practices are reflected in their procedures. It is often seen over time where business practices are changed but the change is not reflected in the procedures that their policy manual contains.

Description: 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.

Criteria: An operator would be able to demonstrate the following:



7.1 Documented procedures exist that defines how the internal review is to be undertaken.

7.2 An internal review schedule.

7.3 Internal reviews are undertaken by persons independent of the activity being reviewed, where practical.

7.4 A documented instruction exists that identifies and corrects all non-conformances detected from all sources to make sure the incidents are not repeated.

7.5 That the responsibilities for identifying and correcting all non-conformances are 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 the number of: • vehicles in the nominated fleet, • daily checks undertaken on nominated vehicles and the number of daily checks

that were missed, (Daily checks are counted on a per vehicle basis not per vehicle combination basis. E. G. For a B-Double combination it comprises 3 daily checks),

• services completed and the number of services that were missed, • fault request repairs lodged and the number of those that were not actioned

and/or rectified. • notices issued for vehicles not complying with vehicle standards regulations. • infringements notices received relating to vehicle standards regulations.

[Criteria 7.6 & 7.7 Amendment]

New dot points created to split apart non-conformance action and quarterly reporting requirements. Reworded for simplicity & consistency with the audit framework – (Previous dot point wording)

• total number of daily checks conducted over the period and the total number of

• incidences where the check was not completed • the total number of services and the total number of incidences where

services were not carried out at the recorded intervals • the total number of fault repairs and total incidences when faults were not

closed out.

7.8 That changes to documents and procedures are recorded and the original documents and procedures are kept for a minimum of three years for external audit purposes.


The specified time frame of a minimum of three years inserted for consistency and clarity. The timeframe for NHVAS records to be kept is identified in section 4.10 of the business rules, however are often overlooked by operators operating specific modules.



STD 8 - Training and Education

Standard: The persons who hold a position of responsibility under the Maintenance Management System are trained in and familiar with the specific policy procedure and instruction they are to carry out.

Description: Training and education is essential to ensure all employees, including managers understand the Maintenance Management System, and have the appropriate knowledge and skills to carry out the tasks given to them.

Criteria: 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 details; • The name & signature of the person who received the training and on what

date • The subject material covered during the training • The name & signature of the person who delivered the training and on what

date


This section has been newly included as previously no specifics had been identified with regard to conducting training or the records that need to be kept as evidence of the training.

3. Mass Management Standards

STD 1 - Responsibilities

Standard: 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.

Description: 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.


1.1 The appropriateness of each person’s position, qualifications or training for the

responsibilities allocated to him or her. [Criteria 1.1 Amendment]



This section has been included to provide consistency with the responsibilities as describes in other NHVAS modules

STD 2 - Vehicle Control

Standard: 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.


Insert: “and all trailers used in combination with nominated vehicles”. The inclusion of these words is necessary to provide clarification for trailers to be operated in accordance with the module requirements although trailers are not themselves nominated.

Description: Sufficient evidence must be kept to prove that the nominated vehicles in the Mass Management System meet the necessary Mass Management Standards.


This section inserted as the previous standards did not include a description of the standard.


2.1 A documented procedure to record the details of each vehicle nominated in the

module.


This section has been newly included as the previous standards did not specify the requirement to have a documented process for the creation and maintenance of a vehicle register.

2.2 A comprehensive register of nominated vehicles inclusive of any sub-contractors. The format must be able to record the following details for any vehicle operated under the module; • The name of the owner of the vehicle (identified as subcontracted if applicable) • Registration plate number • State of registration • Manufacturer • VIN Unique identifier • Type of unit • Vehicle Tare weight • Manufacturer's (technical) specifications of GVM & GCM or ATM • Allowable (authorised) axle and gross mass limits applicable to the mass

concession (ie CML or HML) • NHVAS Label number (if applicable) • Date of joining and exiting NHVAS Mass Management Scheme (If applicable)




This section has been reworded to specify required content. It also aligns with requirements of the maintenance management module.

2.3 That all nominated vehicles have the technical specifications to conform to the allowable mass limits.

2.4 That all nominated vehicles if required have mass authorisations to use the road network.

2.5 That vehicles sub-contracted to the operator are ‘captive’ or secured to the operator.

STD 3 - Vehicle Use Standard: The vehicles mass must be determined by weighing or by a method of assessment prior to departure allowing for any variation.

Description: 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.




3.1 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.

3.2 The system should cater for all possible variations including density, number, volume

etc.

STD 4 - Records and Documentation

Standard: Documented evidence must be maintained to demonstrate the effective operation of the Mass Management System in accordance with the Mass Management Standards.


Insert: “in accordance with the mass management standards.” Inserted for consistency with the maintenance management standards.

Description: Essential to the Mass Management System is the keeping and preservation of pertinent records. Criteria: To satisfy the standard an operator would need to demonstrate the following:



4.1 Records for any trip that involves vehicle masses above GML (axle or gross) must be

kept and are identifiable to the trip and vehicles involved. 4.2 Documentation of each trip record captures (at a minimum) the following;

• Vehicle registration numbers, includes hauling and trailing units • Date/s of trip • Loading and destination locations • Established gross mass (both axle and gross mass records are to be kept where

practical)

[Criteria 4.1 & 4.2Amendment]

Record keeping rules as of 1 March 2016 changed to now only require records to be kept for trips that exceed GML limits of either axle or gross mass limits.

This section has been now includes the minimum details that are required to be recorded for each trip above GML

4.3 That for any notice issued for a vehicle that contravenes the HVNL, the mass

dimension & loading regulation, or a vehicle standards regulation with respect to the suspension of the vehicle that a register is kept that details: • the registration & VIN number of the vehicle to which the notice was issued • the date, time & place the notice was issued • the nature of the contravention (description of the notice and or defect ) • if a notice is in relation to vehicle standards,

• the date the defect must be repaired by • who conducted the repairs • the date the repair was completed • the authorised entity that cleared the notice.


This section has been newly included to provide a more stringent approach to the control of operators handling defect notices and penalty infringements for overloading issued and the subsequent clearing of defect notices. Current standards do not have adequate control of operators receiving an increasing amount of defect notices. A register provides both obvious evidence of trend to the operator and auditor alike.

4.4 A register of all employees and/or contracted staff operating under the



New criteria to keep a register of all involved personal in the scheme. Not previously included.

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. 4.6 Documents are approved, issued, reviewed, modified and accounted for in

accordance with the operator’s prescribed control procedures.




This section newly included for consistency with other modules. Previous version did not reference the need to use control procedures for documents used in the management system.

STD 5 - Verification

Standard: The weight of the vehicle and load must be verified to produce an auditable record. Description: 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.



Criteria: 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.

[Criteria Amendment] This note inserted as the previous standards did not provide for consideration that some loading processes provide known masses for every trip and further verification was not required. 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. [OLD Criteria 5.2 Removed]

With clarification that verification of the loading of vehicles to legal limits using procedures set from standard 3 was only by weighing the vehicle using a calibrated weighing device, this criteria no longer is applicable.

Wording removed

“The method of recording the required evidence may vary depending on which method was used to establish vehicle weight. “

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.

[Criteria 5.2 New]

The minimum frequency for conducting the verification process and how it is to be done has now been included. Previous versions did not include detail for this prescribed requirement.

[Criteria 5.4 Removed]



Criteria 5.2 was introduced as a replacement for this criteria. Where the timeframe for verification was previously dependent on the variation of product carried it has now been defined as bi-annual.

Wording removed.

The frequency of verification of a vehicle’s mass is dependent on the variation of product carried and vehicle operating conditions.

STD 6 - Internal Review Standard: 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.

Description: 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.

Criteria: To satisfy the standard an operator would be able to demonstrate the following:

6.1 Documented procedures exist that define how the internal review is to be

undertaken. 6.2 An annual internal review schedule. 6.3 Internal reviews are undertaken by persons who are independent of the activity

being reviewed, where practical. 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. 6.5 That the person(s) responsible for identifying and correcting all non-conformances is

current clearly defined and documented. 6.6 That all non-conformances and action taken to correct them are recorded 6.7 A quarterly compliance statements produced, accepted and signed by the

responsible person containing advice of the number of:

• vehicles in the nominated fleet • trips undertaken above GML limits • trips undertaken which were non-compliant with concessional mass limits and

the level of excess mass for each non-compliant trip. • notices issued for vehicle not complying with a vehicle standards regulation in

relation to the suspension components of the vehicle • notices issued against the mass, dimension & loading regulation.




New dot points created to split apart non-conformance action and quarterly reporting requirements. Reworded for simplicity & consistency with the audit framework – (Previous dot point wording) • number of vehicles in the accredited fleet • number of trips undertaken • number of trips undertaken which were non-compliant with Alternative

Compliance mass limits • level of mass excess for each non-compliant trip.

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.


The specified time frame of a minimum of three years inserted for consistency and clarity. The timeframe for NHVAS records to be kept is identified in section 4.10 of the business rules, however are often overlooked by operators operating specific modules.

STD 7 - Training and Education Standard: The 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.

Description: 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.




7.1 Documented procedures exist that detail how person’s assigned a role of

responsibility within the mass management system are trained in the specific policies, procedures and responsibilities they are to carry out.

7.2 Relevant records for those in a role of responsibility within the mass management system that details; • The name & signature of the person who received the training and on what

date • The subject material covered during the training • The name & signature of the person who delivered the training and on what

date

[Criteria 7.1 & 7.2 Amendment] This section has been newly included as previously no specifics had been identified



with regard to conducting training or the records that need to be kept as evidence of the training.

STD 8 - Maintenance of Suspension

Standard: All vehicles subject to this accreditation, including 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 ARTSA Air Suspension Code.

Description: 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 Australian Road Transport Suppliers Association (ARTSA) Air Suspension Code of Practice or the National Heavy Vehicle Inspection Manual (NHVIM).




8.1 Documented procedures exist that detail the instruction 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.


Wording changed from; “Documentation of the manufacturer’s or qualified mechanical engineer’s specification for the suspension of both trailing and hauling equipment. Road Friendly Suspension must also be certified under VSB 11. “

Reworded for clarity

8.2 Documented procedures exist that detail when the suspension is to be checked

(based on manufacturer’s or 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.

8.3 Documented procedures exist for recording faults to the suspension during a

journey, how the faults are reported to the maintenance provider, placing a priority on its repair, for the repair of major or serious faults that may affect the performance of the suspension system, as soon as possible even if the vehicle is away from home base and for the repair of other faults in a timely manner.


Criteria reworded to include the requirement for a documented procedure for a risk rating for the prioritisation of repairs.



Words added “placing a priority on its repair”. 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. 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 do so under qualified supervision with recent experience.

8.6 For a trailer supplied by another party, the accredited operator must demonstrate

that a statement of compliance with the suspension maintenance standard is kept for each trailer, and that the trailer supplier is able to demonstrate compliance with the above criteria.


Criteria changed from requiring a statement of compliance accompany each vehicle to be retained for audit purposes.

4. Fatigue Management Standards

STD 1 - Scheduling and rostering Standard: Scheduling of individual trips and rostering of drivers will incorporate fatigue management measures and be in accordance within either prescribed legislative limits or approved operator limits.


With the unification of the BFM & AFM standards both prescribed legislative limits as well as approved operator limits needed to be referenced in the standard.

Description: Scheduling and rostering practices are to ensure all trip schedules and driver rosters are planned and assigned in compliance with the legislated operating limits or approved operator limits. Scheduling and rostering practices will include an assessment of the driver’s recent work history, ability, welfare and preference (where appropriate), and time for the transport task to be completed safely.

Both legislated operating limits and approved operating limits, will include: • The time required to perform the transport task safely under all reasonably foreseen

circumstances • The rest periods required to recover from the fatigue effects of work • The cumulative effects of fatigue over several days of work • The effects of time of day on fatigue risks and quality of sleep.


With the unification of the BFM & AFM standards both prescribed legislative limits as well as approved operator limits needed to be referenced in the standard.

Criteria: To satisfy this standard an operator must demonstrate the following:



1.1 Schedules and rosters are documented 1.2 Schedules and rosters are monitored and regularly reviewed 1.3 Action is taken to minimise fatigue risks when altering schedules and rosters 1.4 Drivers are provided with flexibility to alter trips schedules within legislative limits or

normal and outer operating limits to maximise rest opportunities and minimise fatigue risk

1.5 Guidelines are in place for the use of relief/casual drivers where required 1.6 The increased fatigue risk for a driver returning from leave is considered in

scheduling and rostering of the driver 1.7 Drivers are to have input into schedules where practicable to ensure trip plans are

reasonable 1.8 On the occasion a driver is permitted to exceed normal approved operating limits

they are managed with the appropriate counter measures (AFM only) [Criteria 1.8 Amendment]

With the unification of the BFM & AFM standards this criteria needed to be included as it did not previously exist in the BFM standard.

1.9 Schedulers provide sufficient advance pre-trip notification to ensure drivers can

comply with legislation

1.10 No schedules and rosters are planned to extend beyond approved operator or legislative operating limits

1.11 No schedules or rosters are to be planned to extend beyond any normal operating (frequencies) and legislative operating limits

STD 2 - Health and wellbeing for preforming duty [Standard Amendment]

This standard is renamed after a unification of BFM STD 2 Fitness for Duty and AFM STD 2 Readiness for duty.

Standard: Drivers are in a fit state to safely perform required duties and meet the specified medical requirements.

Description: This standard requires that a system be developed to ensure drivers are in a fit state to safely perform required duties and meet the specified medical requirements. Operators are to ensure that time off is provided for drivers to recover from or to prepare for the fatigue effects of work.

Drivers are to ensure that they consider the impact of activities such as recreational activities and personal life on their wellbeing and capacity to work safely, and use time off responsibly to prepare for, or to recover from, the fatigue effects of work.




Description amended to include references included in the AFM standards that were not contained in the BFM standards


2.1 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 NHVR). 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 (3) years for drivers aged 49 or under, and yearly for drivers aged 50 or over.


Wording changed from equivalent document approved by the Australian Transport Council to equivalent document approved by the NHVR.

Document approval set at more appropriate level of governance with the NHVR board.

2.2 Documented procedures exist for driver fitness for duty, which address issues of

driver health, use of drugs/alcohol, medical condition, well-being and state of fatigue.

2.3 Documented procedures exist for drivers to assess their fitness for duty prior to

commencing and during work. 2.4 Documented procedures exist for the drivers to notify the operator if they are unfit

for duty due to any lifestyle, health or medical issue both before and during work. 2.5 Any medical advice for drivers is taken into account when assigning duties. 2.6 Drivers are provided information to promote and encourage better management of

their health. [Criteria 2.6 Amendment] Previously only appeared as part of the AFM standards.

2.7 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 driver’s comfort is optimised while resting in a moving vehicle.

STD 3 - Fatigue knowledge and awareness Standard: All personnel involved in the management, operation, administration, participation and verification of the fatigue management system can demonstrate appropriate knowledge and skills in fatigue management relevant to their position.




Previously the standard only referred to the specific AFM or BFM system applicable to the standard with the unification of the standards the amended standard simply refers to “the fatigue management system”.

Description: Fatigue knowledge and awareness is essential to ensure all employees (including managers), who are involved in the fatigue management system, understand fatigue management issues and have the knowledge and skills to practice fatigue management and to comply with the operator’s fatigue management system.


3.1 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 operator’s current fatigue management policies and procedures.

3.2 That all persons who hold a position of responsibility under the operator’s fatigue

management system are identified; and

3.2.1 Have been inducted and regularly updated in the operator’s fatigue management policies and procedures

3.2.2 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:

3.2.3 If the person drives a heavy vehicle under the fatigue management system –

that person is able to demonstrate competence with [New course No.] (or any supersession) [New Course Name]


Course number updated to latest course identification number and the inclusion that any superseded course is also acceptable.

3.2.4 If the person is a scheduler as described in the heavy vehicle driver fatigue

legislation, or who supervises or manages drivers and scheduling staff – that person is able to demonstrate competence with [New course No.] (or any supersession) [New Course Name]


Course number updated to latest course identification number and the inclusion that any superseded course is also acceptable.

3.3 That they have:

3.3.1 Documented procedures for maintaining the currency of knowledge in fatigue management for all people who hold a position of responsibility, including identifying if, and when, any re-assessment of competence is to be conducted, and ensuring that this has occurred



3.3.2 Ensured that any knowledge needs are identified, and that appropriate action is undertaken to address those needs

3.4 That records of competence of drivers, schedulers or those who supervise or

manage drivers and scheduling staff have been maintained, including: • Details of what, if any, training was undertaken, who delivered the training and

when this training occurred • If, and when any re-training is required • Record of the qualifications of workers, including any units of competence

achieved

Explanatory note for assessment

For the purposes of assessment, the evidence required to demonstrate competence must be relevant to, and satisfy all the elements and performance criteria of, the specified unit. Performance must be demonstrated consistently over a period of time and in a suitable range of contexts including through written and oral tests, appropriate simulated activities and/or in an appropriate range of situations in the workplace.

STD 4 - Responsibilities and Management Practices Standard: The authorisations, responsibilities and duties of all positions involved in the management, operation, administration, participation and verification of their operations under the fatigue management system are current, clearly defined and documented and carried out accordingly, to minimise the risk relating to driver fatigue. The fatigue management system ensures effective communication between management and drivers on matters that affect the safe operation of the business.


Reworded to unify standard 4 BFM & standard 9 AFM and to also recognise both AFM & BFM as “the fatigue management system”.

Description: The compliant operation of the fatigue management system is dependent on all relevant personnel knowing and fulfilling their responsibilities to ensure that the requirements of the standards are met. Criteria: To satisfy this standard an operator must demonstrate the following:

4.1 All relevant personnel are carrying out their duties and responsibilities compliant

with the fatigue management standards and the operator’s fatigue management system.

4.2 Authorities, responsibilities and duties relating to the fatigue management system

are current, clearly defined and communicated to all appropriate personnel.



4.3 Personnel performance management practices, including counselling and disciplinary action, are in place to deter non-compliance and implement corrective actions.

4.4 A communication process (e.g. in-trip communication with drivers, meetings,

notices, newsletters) is in place to facilitate the exchange of information between drivers and management where practical and appropriate.

[Criteria Unification]

This criteria was also duplicated in standard 9 of the AFM standards. With the unification of the standards AFM Standard 9 criteria 9.2 was able to be incorporated into existing standards.

STD 5 - Internal review

Standard: The Fatigue 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.


Reworded from; “An internal review system is implemented to identify non-compliances and verify that the activities comply with the BFM standards and the operator’s fatigue management system”,

To be consistent with Mass & Maintenance management modules and provide a consistent approach to the requirement for producing a quarterly compliance statement.

Description: The internal review process is an essential management tool that checks that procedures are being followed and indicates how the fatigue management system is working. Fundamental to the management of the fatigue risk is the capacity of the system to assess fatigue risk and to identify, report and investigate incidents of non-compliance with the standards and take the necessary corrective action.

[Description Amendment] Reworded to recognise both AFM & BFM as “the fatigue management system”. Criteria: To satisfy this standard an operator must demonstrate the following:

5.1 Documented procedures exist to define how an internal review program of the

fatigue management standards is produced, conducted, reported and recorded at least every 12 months and corrective action taken where required.

5.2 Internal reviews are undertaken by competent persons not responsible for the

activity being reviewed, where practical.



5.3 Documented procedures exist to monitor, identify, report, investigate and record non-compliances and take the necessary corrective action to prevent further occurrences.

5.4 A quarterly compliance statement is produced accepted and signed by the

responsible person containing advice for the number of: • drivers operating under the accreditation • new drivers inducted for the quarter • work & rest hour records reviewed • complaint & non-compliant work & rest hour records • driver medicals completed • driver medicals missed • fatigue related incidents • notices received for breaching fatigue regulations.


This section newly included for consistency with other NHVAS modules, as previous BFM standards did not have the requirement to produce a quarterly compliance statement. The NHVAS business rules set the requirement for a quarterly compliance statement to be produced.

5.4 Documented procedures exist to investigate incidents to determine whether fatigue

was a contributing factor 5.5 Records of drivers’ work and rest times are regularly reviewed at least every 12

months to ensure they are still relevant and comply with legislative and approved operating limits.

[Criteria Amendment] With the unification of the standards a reference to both legislative & approved

operating limits is included.

STD 6 - Records and documentation Standard: The operator will implement, authorise, maintain and review documented policies and procedures that ensure the management, performance and verification of the fatigue management system in accordance with the standards. Records that demonstrate the compliant operation of the fatigue management system are collected, stored and maintained to verify compliance.


Specific reference to keeping pertinent records as previously stated in the AFM standards included in the unified standard.

Description: This standard requires a system to manage and maintain records that relate to the requirements of the fatigue management standards. Documented evidence must be maintained to demonstrate the level of compliance with the fatigue management standards. Policies, procedures and instructions are to be authorised, current and clearly identify and describe the fatigue management, operation, administration, participation and verification activities.




This wording is a unification of the descriptions from the previous individual AFM & BFM standards.


6.1 Policies, procedures and instructions covering all activities required to meet the

fatigue management standards are authorised, current, clearly defined and available to all relevant personnel and at all locations where operations essential to the effective functioning of the system are performed.

[Criteria Amendment]

Reworded to include the words; “at all locations where operations essential to the effective functioning of the system are performed”,

Reworded for consistency with Mass & Maintenance management modules.

6.2 All records are legible, stored, maintained and available for management and audit

purposes for at least three (3) years 6.3 A register of all employees and/or contracted staff operating under the



Criteria reworded to align with other modules.

Reworded from: records of participating drivers are kept current

6.4 Documents are approved, issued, reviewed, modified and accounted for in

accordance with the operator’s prescribed control procedures 6.5 Records must include individual driving hours records for all nominated drivers (e.g.

work diaries, rosters, schedules). 6.6 At least 10 % of work and rest records for each driver are reviewed. [Criteria 6.6 Amendment]

This criteria newly included as previously no minimum amount of records to be checked was established.

STD 7 - Workplace Conditions [New Standard]

This standard has been added as it has been identified as a deficiency in the current standards. The inclusion of tis standard is to alleviate the risk where drivers would be required to sleep in a vehicle which has no sleeping facility.

A similar standard is included in the WA HVA Fatigue module.



Standard: The operator will ensure workplaces comply with the Work Health and Safety legislation and relevant vehicle Australian Design Rules to assist in the prevention of fatigue. Description: A fatigue management system must ensure that workplaces including vehicles provide for adequate restorative sleep and proper rest, using practices and facilities or equipment that meets with Work Health and Safety legislation and Australian vehicle design rules. Criteria: To satisfy this standard an operator must demonstrate the following:

7.1 Policies and procedures exist that ensure the working environment assists in the prevention of fatigue. This must include where applicable specific provisions relating to driver seating, driver sleeping facilities, depot facilities and air conditioning of driver cabs.

7.2 If drivers are required as part of their duties to sleep in a vehicle when away from

their home location (including two up drivers), then the vehicle they are sleeping in must conform to the requirements of ADR 42.

[New Criteria]

These two criteria are new not previously required.