NHVAS Mass Management Spot Check Checklist

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1 Legal Entity Name f NHVAS Operatr: DTMR Representative: Lcatin: NHVAS Mass Management Spt Check Checklist Spt Check Date: Spt Check Number: DMS Number: 540/ The fllwing surces f evidence have been identified t assist in verifying cmpliance with the NHVAS Accreditatin Scheme Business Rules, Standards and any Cnditins f Accreditatin. Other methds f btaining valid evidence may be used. 1. Interviews with the NHVAS Representative and staff. 2. Dcuments and recrds including, but nt limited t: NHVAS plicy and prcedure manuals Updates prvided by TMR NHVAS Administratr Current certificates f registratin, certificates f inspectin Interceptin reprts On-rad vehicle fault reprts NHVAS Mass Management reprts Recrds cntaining: Vehicle and trailer particulars Internal review 3 rd Party audits Legend histry and infrmatin frm ther NHVAS jurisdictins NA = Nt applicable V = Indicates cmpliance verified with the relevant standard Nil = Nt assessed at this spt check NC = Nn-cmpliance requiring rectificatin (requiring rectificatin by agreed date)

2 Standard 1: Respnsibilities - The authrities, respnsibilities and duties f all psitins invlved in the management, peratin, administratin, participatin & verificatin f the Mass Management System are current clearly defined & dcumented. Descriptin: Respnsibility fr the peratin f the Mass Management System is t rest with the apprpriate peple within the rad transprt peratin as nminated by the peratr. Respnsibility fr the peratin f the Mass Management System is t rest with apprpriate peple within the rad transprt peratin as nminated by the peratr. The psitins invlved in the management, perfrmance and verificatin f mass assurance functins will be current, clearly defined and dcumented.

3 Standard 2: Vehicle Cntrl - All vehicles nminated by the peratr must be perated in accrdance with the Mass Management System. Descriptin: The peratr will maintain a cmprehensive register f nminated vehicles (including subcntractrs); have evidence that the vehicles technical specificatins meet r exceed the authrised mass; ensure nminated vehicles have mass authrisatins; and prvide evidence f cntrls t ensure that subcntracted vehicles under the Mass Management System are nt used fr unauthrised purpses. What the Standard Means: Operatrs must be able t prve that the vehicles in their Mass Management System meet the necessary Mass Management Standards. Sight evidence that the peratr has: A cmprehensive register f nminated hauling & trailing units inclusive f any subcntractrs. List must include: Registratin number, Registered wner Manufacturers GVM/GCM Tare weight Accreditatin label s serial number Date entering and exiting the scheme.

4 Verify that: All nminated vehicles have the technical (manufacturers) specificatins t cnfrm t its authrised mass. Vehicles sub-cntracted t the peratr must be captive r secured t the peratr. The register identifies nminated vehicles that are sub-cntracted t the peratr. Des the register identify sub-cntracted vehicles and hw? Dcumentatin shuld exist which specifies hw vehicles, which are sub-cntracted t the peratr, are t be captive r secured. A written cntract with subcntractr; A financial bnd; A requirement that the vehicle be painted in cmpany clurs.

5 Standard 3: Vehicle Use - The vehicle mass must be determined by weighing r by a methd f assessment prir t departure allwing fr any variatin. Descriptin: Operatrs must prvide dcumentatin f a system that bjectively demnstrates that prduct lading is cntrlled t ensure that axle mass and grss mass remain within the limits allwable under the Mass Management System prir t departure. It shuld cater fr all pssible variatins including density, number, vlume etc. and will include prcedures n hw they will ensure that the ther rganisatins in the supply chain will cmply with the Mass Management Standards. What the Standard Means: Befre a laded vehicle departs it must be weighed r have its weight assessed by ther means. The peratr must be able t shw their lading system is bjective and delivers axle and grss lading within the relevant limits befre the vehicle ges n the rad. Verify prcedures demnstrate hw prduct lading is cntrlled prir t departure including: Mass is determined by a methd f assessment r weighing Vehicle lading limits are established Lading cmplies with axle and grss mass restrictins applicable t the vehicle The system caters fr all pssible variatins including density, number, vlume etc. Nte: A methd f assessment may include filling t a marked line in the vehicle bdy r lading a knwn vlume f liquid at knwn specific gravity.

6 Standard 4: Recrds and Dcumentatin - Dcumented evidence must be maintained t demnstrate the effective peratin f the Mass Management System. Descriptin: All recrds are legible and identifiable t the vehicle and trips invlved and prcedures dcumentatin is available t relevant persnal. What this Standard means: The Mass Management System must include prcedures fr ensuring that recrds f weights are prduced fr each trip and thse recrds are kept fr audits. It must als include prcedures fr ensuring all relevant staff knws what their Mass Management System prcedures are and hw t access written cpies f them. Verify the prcedures stipulate that: Recrds are t detail the vehicle and trips assciated with individual lading prcesses, as well as the identificatin f the persn r rganisatin cmpleting the lading and verificatin prcesses. Verify that: All recrds are legible and identifiable t the vehicle and trips invlved. Fr each trip d they keep dcumentary evidence (eg. Manifests/Run sheets/lg sheets/wrk diaries) f the fllwing: The vehicle s registratin number r fleet number. The measured weight (mass) f the vehicle. Current dcumentatin is available t all relevant persnnel and at all lcatins where peratins essential

7 t the effective functining f the system are perfrmed. Is the peratr accredited in the Intelligent Access Prgram (IAP)? Nte: Phtgraph cmpleted Manifests/Run sheets/lg sheets/wrk Diaries and frward t IAP n return t ffice.

8 Standard 5: Verificatin - The weight f a vehicle and lad must be verified t prduce an auditable recrd. Descriptin: The Operatr must verify the weight f a vehicle and lad and maintain an auditable recrd f the verificatin. What the Standard means: The peratr must be able t prve their methds are accurate fr assessing the weight f vehicle lads. Prcedures exist specifying hw details f the weight f the vehicle and lad are t be prduced and recrded. Prcedures exist specifying the methd(s) fr recrding weight f vehicles and lads depending n which methd was used t establish vehicle weight. Where different methds are used t establish vehicle weight, review prcedures t ensure they address all methds utilised. Prcedures exist specifying the frequency at which vehicle mass is t be verified. Nte: The intent is t ensure that the methd f assessment used t ensure that the vehicle lads remain within allwable limits is verified at suitable frequencies. Fr example, if lading is cntrlled by means ther than weighing (e.g.: by vlume) the peratr needs t peridically verify that vlume limits used actually cntinue t achieve allwable weight limits (e.g. peridically weighing vehicles and lads t cnfirm the relatinship between vlume and weight limits).

9 Standard 6: Internal Review - The Mass Management System must be subject t annual internal review t verify that all results and activities cmply with the system s plicies, prcedures and instructins. Descriptin: An internal review f the Mass Management System is a regular lk at the system against the standards t see if it cmplies. An effective review will pick up prblem areas in the basic requirements, shw failures t cmply with prcedures and identify nn-cmpliances that shuld be fixed as sn as pssible. Sight prcedure that defines hw the internal review is t be undertaken. Sight evidence demnstrating: That Internal Review Schedule has been cmpleted fr current year; and That an Internal Review has been cnducted fr the current year r within the last year. Nte: Entry t the scheme shuld be checked as peratr may be within 1 st year. Verify there is a dcumented methd t identify and; Crrect all nn-cnfrmances detected frm all surces t make sure the incidents are nt repeated; and The respnsibilities fr identifying and crrecting all nncnfrmances are current, clearly defined and dcumented. The Quarterly Statement is current and cntains: The number f vehicles in the accredited fleet Ttal number f trips undertaken by thse vehicles

10 The ttal number f trips that were nt cmpliant with the relevant vehicle s mass limits; and The amunt f mass excess fr each nn-cmpliant trip Changes t dcuments and prcedures are recrded. Original dcuments and prcedure are kept fr external audit purpses.

11 Standard 7: Training and Educatin - Thse persns wh hld a psitin f respnsibility under the Mass Management System are trained in and familiar with the specific plicy, prcedure and instructin they are t carry ut. Descriptin: Training and educatin is essential t ensure all emplyees, including managers, understand the Mass Management System, and have the apprpriate knwledge and skills t carry ut the tasks given t them. What the Standard means: Fr Mass Management Systems t wrk, everyne wh has a rle t play (whether a Manager, a Driver, Sales Manager r a Weighbridge Clerk) must have the prper training in the system and knw hw t carry ut their specific tasks. Sight evidence that: Prcedures exist fr prviding training f persnnel in Mass Management Systems. Hw training needs, skills and experience fr persns hlding psitins f respnsibility are identified; and Verify that recrds f training are maintained.

12 Standard 8: Maintenance f Suspensin - Vehicles nminated by the peratr must be perated in accrdance with the Mass Management Maintenance f Suspensin Standard. Descriptin: All vehicles under the Mass Management System (including equipment supplied by ther parties) must have their suspensin systems maintained and replaced accrding t the manufacturer r a qualified mechanical engineer s specificatin and taking int accunt the ARTSA Air Suspensin. What the Standard Means: All vehicles accredited under NHVAS Mass Management including trailers being hauled by vehicles perating under NHVAS Mass Accreditatin, must have their suspensin maintained and replaced accrding t the manufacturer s r a qualified mechanical engineer s specificatin. Sight a prcedure t access r specific dcumentatin fr: Manufacturer s r qualified mechanical engineer s specificatin fr the suspensin f bth trailing and hauling equipment. Rad Friendly Suspensin must als be certified under VSB 11. Sight dcumented prcedures detailing: When the suspensin is t be checked (based n manufacturer s r qualified mechanical engineer s specificatins f time and/r distance and taking int accunt the ARTSA Air Suspensin ), by whm and hw it is t be recrded. The recrding faults t the suspensin during a jurney, hw the faults are reprted t the maintenance prvider, fr the repair f majr r serius faults that may affect the perfrmance f the suspensin system, as sn as pssible even if the vehicle is away frm hme base and fr the repair f ther faults in a timely manner

13 Sight evidence f: Dcumentatin f the decisin making with respect t suspensin maintenance. Nte: This is t include the final signff f the repair when cmpleted. Any repairs t suspensins are nly carried ut by persns having suitable qualificatins r experience t cmpetently cmplete any maintenance tasks, r d s under qualified supervisin with recent experience. Fr a trailer supplied by anther party, the accredited peratr must demnstrate that a statement f cmpliance with the suspensin maintenance standard accmpanies each trailer, and that the trailer supplier is able t demnstrate cmpliance with the abve criteria.

14 Cnditins f Accreditatin Are there any specific cnditins f accreditatin? Sight evidence that they are being adhered t. Other Cmments:

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