NHVAS Maintenance Management Audit Matrix

Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
A1a. and A1b. That there is a
documented instruction detailing when
the check is carried out, who carries it
out, how the check is recorded and that
covers the minimum inspection
requirements.
Review the documented
instruction and ensure
the requirements are
met.
A1c. That the individual (s) who carries
out the check understands that they are
certiying that the vehicle is roadworthy
to the limits o the inspection, when the
vehicle leaves the yard or depot.
!nquire that the person
carrying out the task has
that understanding.
A". #ocumented evidence that
demonstrates compliance with the set
procedure, policy and instructions.
$urrent documentation is available to all
relevant personnel and at all locations
where operations essential to the
e%ective unctioning o the system are
perormed.
Review evidence.
1
Review documentation.
&
A'. !vidence that the person(s)
responsible have been trained in the
procedure, policy and(or instruction they
are to carry out.
Review evidence. &
)verall assessment o compliance with the standard*
1
+&, indicates these assessment steps are to be completed in a -ystem $ompliance Audit in addition to all other assessment steps, which are required
or an !ntry Audit.
'age "
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
.otes(issues noted
A(# $he Maintenance Management System must ensure that provision is made to record and report vehic!e au!ts
or )oth the hau!ing and the trai!ing equipment#
A/a. A means to record aults occurring
that is retained in the vehicle and covers
both trailing and hauling equipment.
-peci0c attention to emission related
aults are required or operators using
accreditation to gain a uel ta1 credit.
!vidence that there is a
means to record aults.
!vidence that the means
is kept in the vehicle.
!vidence that the aults
on both hauling and
trailing equipment are
being recorded.
2or uel ta1 credit
accreditation, the
recording o aults has to
speci0cally include
emission related aults
as evidenced by uel ( oil
consumption, engine
power and visible smoke
emissions.
A/b. #ocumented instruction which
details how a driver records aults
occurring during a 3ourney and how the
aults are reported to the maintenance
provider as soon as possible.
Review the documented
instruction and ensure
the requirements are
met.
A/c. #ocumented instruction that allows
or ma3or or serious aults to be 01ed as
Review the documented
instruction and ensure
'age ( NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
soon as possible, even i the vehicle is
away rom home base.
the requirements are
met.
A/d. #ocumented instructions that
ensures aults, which occur at any other
time are reported to the maintenance
provider as soon as possible.
Review the documented
instruction and ensure
the requirements are
met.
A". #ocumented evidence demonstrating
compliance with the set procedure,
policy and instructions.
$urrent documentation available to all
relevant personnel and at all locations
where operations essential to the
e%ective unctioning o the system are
perormed.
Review evidence
Review documentation.
&
A4. !vidence that the responsibilities o
personnel have been clearly de0ned and
documented.
Review evidence &
A'. !vidence that the person (s)
responsible have been trained in the
procedure, policy and(or instruction they
are to carry out.
Review evidence &
)verall assessment o compliance with the standard*
'age * NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
.otes(issues noted*

A*# $he Maintenance Management System provides or the identi+cation, assessment and action on au!ts#
A5a. That there is a method in place to
identiy and assess the nature o a ault
and place a priority on its repair.
-peci0c attention to emission related
aults is required or operators using
accreditation to gain a uel ta1 credit.
Review the method in
place to ensure the
requirements are met.
2or uel ta1 credit
accreditation, a speci0c
method is required or
emission related aults
as evidenced by uel(oil
consumption, engine
power and visible smoke
emissions.
A5b. 6here the ault is deerred, the
person making the decision must be
identi0ed on the record.
Review evidence.
A5c. and A5d. 6here a decision is made
to monitor the condition o a ault, the
decision to monitor is to be recorded.
7pper limits or repair must be set.
The person making the decision must be
Review evidence
'age - NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
identi0ed on the record.
A5e. Records show that the ault has been
recti0ed and where appropriate, tested.
Review evidence.
A" 8rocedures are in place to record details
o accredited vehicles in each module.
#ocumented evidence demonstrating
compliance with the set procedure, policy
and instructions.
$urrent documentation available to all
relevant personnel and at all locations where
operations essential to the e%ective
unctioning o the system are perormed.
9eriy that record o
accredited vehicles
includes vehicle make,
vehicle registration
number, vehicle
identi0cation number (9:.)
and gross vehicle mass
(;9<).
Review evidence.
Review documentation.
&
A4. !vidence that the responsibilities o
personnel have been clearly de0ned and
documented.
Review evidence.
&
A'. !vidence that the person (s)
responsible have been trained in the
procedure, policy and(or instruction he or
she is to carry out.
Review evidence.
&
)verall assessment o compliance with the standard*
.otes(issues noted*
'age . NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
A-# $he Maintenance Management System must inc!ude periodic maintenance schedu!es, with identi+ed service
periods, that descri)e the tas&s to )e comp!eted#
A=a. !vidence that at the time o entry
into the scheme, the nominated >eet has
been certi0ed roadworthy by a quali0ed
person e1perienced in the inspection o
heavy vehicles in accordance with the
.ational 9ehicle -tandards and the
Australian #esign Rules (A#Rs). The
evidence cannot be more than 4 months
old. A recent statement is required rom
the operator or designated responsible
person, veriying that the nominated
>eet is roadworthy.
Non/comp!iance to criteria A-a#
means entry to the scheme is
denied#
Review evidence that
inspections have been
undertaken in
accordance with
.ational 9ehicle
-tandards and A#Rs.
!vidence that persons
doing the inspections
are quali0ed to inspect
to the .ational 9ehicle
-tandards and the A#Rs.
)n?!ntry
Audit
only.
A=b. <aintenance schedules provide or
the periodic maintenance o the vehicle?
de0ned intervals o time distance or
hours o use. -chedules must include a
description o the tasks to be completed
during the service.
Review schedules and
ensure the requirements
are met.
A=c. !vidence that maintenance repairs
are only undertaken by persons having
suitable quali0cations or e1perience to
competently complete any maintenance
tasks or to do so under suitable
supervision.
Review evidence.
'age 0 NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
A=d. That a table o tolerances and wear
limits or ma3or components e1ists and
that it complies with at least the .ational
9ehicle -tandards.
9eriy that it e1ists.
A=e. 2or operators using accreditation to
gain a uel ta1 credit, a manual or
equivalent document setting out the
maintenance requirements or emission
related components o the vehicle. The
components to be included in the manual
are oil and oil 0lters, air 0lters, uel
0lters, in3ectors, in3ector pumps and
valves.
9eriy that it e1ists and
that it identi0es the
components that require
maintenance, the type
o maintenance required
or each component
(replace, rebuild, ad3ust,
reset, clean etc) and the
maintenance intervals
applicable to each
component.
A". #ocumented evidence demonstrating
compliance with the set procedure,
policy and instructions.
$urrent documentation is available to all
relevant personnel and at all locations
where operations essential to the
e%ective unctioning o the system are
perormed.
A"e. 2or operators using accreditation to
gain a uel ta1 credit, records are to be
kept o the maintenance activities on
emission related components.
Review evidence.
Review documentation.
Review documentation
and veriy that it
contains date o
maintenance, odometer
reading at time o
maintenance, invoices
detailing where the work
was undertaken by an
e1ternal workshop,
purchase records (
receipts o parts
&
'age 1 NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
replaced or serviced
where work has been
undertaken by the
operator, an indication
as to whether
maintenance is in
accordance with
manuacturer,s
speci0cations and the
signature ( stamp o the
person responsible or
the maintenance.
A4a. !vidence that the responsibilities o
personnel are current, clearly de0ned
and documented.
Review evidence and veriy
that those operators
using accreditation to
gain a uel ta1 credit has
made speci0c reerence
to the quali0cations o
those responsible or
maintenance o emission
related components o the
vehicle.
&
)verall assessment o compliance with the standard*
'age 2 NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
.otes(issues noted*
A1# $he Maintenance Management System must )e su)3ect to annua! interna! review to veriy that a!! resu!ts and
activities comp!y with the systems po!icies, procedures and instructions#
A@a. 8rocedures e1ist that de0ne how
the internal review is to be undertaken.
Review the procedure and
ensure the requirements
are met.
A@b. An annual internal review schedule. Review the schedule and
ensure the requirements
are met.
A@c. A@e. and A4. 6here practicable,
internal reviews are undertaken by
persons independent o the activity
being reviewed, and that their
responsibilities are current, clearly
de0ned and documented.
Review evidence. &
A @d. A@e. A@. and A". #ocumented
evidence demonstrating*
conduct o internal reviews
identi0cation o non?conormances
actioning non?conormances
quarterly reports that record all non?
conormance and corrective actions
Review evidence. &
'age 4 NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
changes to documents and
procedures
original documents and procedures or
e1ternal audit purposes.
$urrent documentation available to all
relevant personnel and at all locations
where operations essential to the
e%ective unctioning o the system are
perormed.
Review documentation.
A'. !vidence that the person (s)
responsible have been trained in the
procedure, policy and(or instruction they
are to carry out.
Review evidence.
&
)verall assessment o compliance with the standard*
.otes(issues noted*
A4# 5perators using accreditation to gain a ue! tax credit must purchase ue! rom a reputa)!e supp!ier and when
stored, the storage aci!ities must )e proper!y designed and maintained to prevent ue! contamination and
deterioration#
'age "6 NHVAS Maintenance Management Audit Matrix
Criteria
Assessment step How does the
operators
system address
the
requirement?
Indicate
evidence o
imp!ementation
sighted
Comp!ian
ce audit
on!y
Comp!ia
nce
code
A"# $he Maintenance Management System must inc!ude a %ai!y Chec& or each vehic!e when it is in use#
AAa. :dentiy the source o bulk uel
supply.
Review evidence.
AAb. :dentiy measures taken to ensure
that there was no uel contamination or
deterioration during storage.
Review evidence.
)verall assessment o compliance with the standard*
.otes(issues noted*
'age "" NHVAS Maintenance Management Audit Matrix