WA HVA pre-audit checklist:

The following checklist points are intended to be used as a general pre-audit guide only; for more

specific questions please don't hesitate to call me on 0419 933 339 or email me at

clayton@creams.id.au

Systems documents:

1. Signed policy statements, these need to be signed and dated by the business owner or

Managing Director, or business partners.

2. A current preferred suppliers register with relevant contact & qualification details.

3. A vehicle register listing details of all vehicles used in permit circumstances including dollies,

trailers trucks & prime movers.

4. Documented equipment servicing details including types of equipment services (A,B & C)

and how often these services and Roadworthiness inspections/certificates are performed.

Maintenance Management records:

1. A maintenance register (one register/list per vehicle) with records/dates/details of all

maintenance performed (and component changes) for each vehicle used under permit (i.e.

all vehicles on vehicle register) during current audit period, usually the period since last

audit; For annual compliance audits, each vehicle on the system needs to have had at least

one C-Service or Roadworthiness Inspection during the current audit period; for Entry & Re-

Entry audits, each vehicle requires a Roadworthiness Inspection Certificate which cannot be

older than six months on the day of audit.

2. A fault register (one register/list per vehicle) with records/dates/details of all equipment

faults recorded (and faults that are subsequently repaired) for each vehicle used under

permit (i.e. all vehicles on vehicle register) during current audit period, usually the period

since last audit. To be compliant fault records must have a prioritisation or seriousness of

the fault (i.e. Major, Minor, Defer or Monitor)

3. Daily operational records need to show (which items of) equipment has undergone a

compliant pre-start inspection prior to each shift or day's work.

4. Financial records for the purchases of parts, services or repairs may be required to support

entries in the registers listed in 1 & 2 above.

Fatigue Management records:

1. An individual training register or individual summary/list for every driver, scheduler &

Responsible Person employed during the current audit period listing the person's

qualifications, competencies, training received (inductions etc) and details of drivers'

medicals, driving and other licenses etc.

2. Each driver and responsible person's training/personnel records needs to include a

signed/dated statement of HVA responsibilities, or to have these HVA responsibilities

accepted and clearly defined in a formal Job/Position Description.

3. A current Commercial Vehicle Driver's medical for every driver who has driven under permit

conditions during the current audit period.

4. Evidence of compliant (recent/current) WA Fatigue competency for every driver who has

driven under permit conditions during the current audit period, and for all schedulers & all

Responsible Persons

5. All drivers' daily trip records for the current audit period showing days worked, hours

worked, and all rest periods (short breaks and long breaks).

6. Documented trip plans for journeys exceeding five hours duration and approx 250km from

the home base/depot.

Compliance Records:

1. Documented quarterly (three-monthly) compliance checks showing compliance checks for

maintenance and fatigue issues.

2. Internal Review documentation with at least one Internal Review record required between

annual audits.

3. Records of non-conformances identified internally through Internal Reviews, Quarterly

Compliance checks, Toolbox Meetings, Accident/Incident Reports, reports of "near-misses"

etc, or externally via customer complaints, notices or infringements from government

agencies, Main Roads, WorkSafe or Police etc.