For transport operators, achieving compliance can sometimes feel like an overwhelming challenge, especially when unexpected issues arise. Recently, I had an experience that underscored the importance of robust compliance systems and the rapid impact they can have on the safety and viability of a business.
As a certified NHVAS auditor, I was contacted by a small transport operator who had recently scaled his business from a single truck to a fleet of several prime movers, all servicing a major contract. Unfortunately, one of his trucks was involved in an accident that led to an investigation by the Heavy Vehicle Police, and it quickly became clear that the operator was not aware of his record-keeping obligations under Heavy Vehicle National Law (HVNL). Consequently, he received an improvement notice mandating engagement with a compliance consultant and implementation of a comprehensive compliance system, as well as enhanced reporting to ensure compliance going forward.
Recognising the urgency, I recommended setting up a Hubfleet Safety Management System, (SMS),to bring his business up to standard in record time. Meanwhile, his primary customer conducted a Chain of Responsibility (CoR) audit and, in response to the improvement notice and identified non-conformances, suspended his trucks from service. This escalated the operator’s situation, and his business was effectively at a standstill.
Key areas of non-conformance identified:
- Driver Medicals and Fitness for Duty
- Load Documentation for Weight, Restraint, and Stability
- Vehicle Maintenance Records and Schedules
- Daily Pre-Start Checks and Fault Identification
- Fatigue and Speed Management
- Driver Training and Induction
Additionally, the improvement notice specified that the business must implement systematic record-keeping and perform regular audits in line with HVNL requirements.
This included:
- Monthly compliance audits,
- Non-conformance documentation,
- Detailed driver training on recording work and rest hours,
- Regular checks on driver records.
Setting up Hubfleet for compliance
In our initial meeting, we confirmed that the business had minimal policies or procedures in place—an issue often found in smaller operations. We agreed that deploying the Hubfleet EWD and Safety Management System, (SMS), across all drivers would be the most efficient way to document and manage compliance requirements. Even though some drivers did not require a work diary, using Hubfleet’s EWD allowed for streamlined auditing, automatic record compliance, and real-time access to necessary information.
Key features that allowed us to address each compliance area effectively included:
- Fatigue Monitoring: Automated compliance checks for work and rest hours.
- Non-Conformance Management: Identification, reporting, and rectification of non-conformances.
- Fit-for-Duty Declarations: Ensuring drivers start each shift prepared.
- Pre-Start Inspections: Tracking daily vehicle checks and highlighting missed checks.
- Fault Reporting: Recording and managing vehicle issues within Hubfleet.
- Load and Mass Recording: Documentation of load weights and confirmation of restraint and stability.
- Employee Records: Access to training, induction records, and company policies.
Customising policies and procedures
Using pre-set templates, we created customised policies tailored to the operator’s business needs and uploaded these to Hubfleet. The policies covered all HVNL and CoR requirements, allowing drivers to access and reference company guidelines directly from the app.
Comprehensive staff induction
Once the Hubfleet SMS was configured, we conducted a thorough training session with all drivers, covering:
- App setup and navigation,
- Daily start-up procedures,
- Work and rest entries,
- Load documentation,
- Fault reporting,
- Accessing company policies.
With these tools in place, drivers could confidently manage their daily compliance obligations, and all records were immediately available for audit purposes.
Outcome: Full compliance achieved in 48 hours
With the Hubfleet SMS in place and all policies documented, we provided the required evidence to the operator’s major client. The system’s robust record-keeping, rapid reporting, and real-time auditing capabilities gave the client confidence in the operator’s commitment to compliance. As a result, the client reinstated the operator’s services, and the business could resume operations without delay.
This experience not only highlights the challenges transport operators face but also demonstrates how Hubfleet’s EWD and Safety Management System can turn around a compliance crisis within a matter of hours.
Author
With 30 years of experience in the heavy vehicle transport industry, Glyn Castanelli is a qualified auditor for NHVAS, WAHVA, AMCAS, and CLOCS-A. As a Compliance and Customer Success Consultant at Hubfleet, he guides companies in navigating complex regulations and optimising their safety management systems. Glyn’s passion for helping businesses thrive extends beyond compliance, encompassing operational improvements and best practices. Glyn is a recognised voice in the industry, regularly sharing his expertise through articles, podcasts, and speaking engagements.
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