New changes to Heavy Vehicle National Laws (HNVL) for heavy
vehicles over 4.5 tonnes gross vehicle mass will be adopted in late 2018. This means a greater onus on occupational health and safety checks and a
commitment to safety across the chain of responsibility in the business. One of the incoming recommendations is to develop
a Safety Management System (SMS) including controls, safety policy and
documentation. It is thus important to
investigate available technologies to automate the safety and maintenance process.
This can ensure that all regulatory requirements are adhered to and safety
inspection reports are safely stored and readily accessible, within the SMS.
A Safety Management System is vital for companies operating
heavy vehicles in Australia. The safety of heavy vehicles, employees and the
broader community all depend on ongoing, rigorous pre start checks, safety
inspections and regular maintenance. For organisations and operations with
heavy vehicles, the need for high-end successful monitoring of conditions is a
24-hour, 365-day job. For example: Pre start inspection is a fundamental part
of operating of heavy vehicles and should be carried out before each trip,
journey or operation. It is not only the responsibility of both the driver and
owner to conduct pre start checks, but also an important record of condition
and maintenance. It is therefore important to have the best management tool and
Today, the market leading tool is paperless inspection
applications. As well as providing a dynamic tailored software package for easy
integration into your business, digital inspection applications are a
straightforward way of taking your business digital. Mobile technology such as smartphones and tablets are increasingly being
used to automate pre-start safety checks, routine maintenance and other safety
inspections for heavy vehicles. Maintenance and safety checks can be conducted
using mobile devices; completely eliminating the need for paperwork and any
additional data entry or filing processes. All mobile devices nowadays have an inbuilt
camera and microphone, which means that drivers and operators can capture and
edit photographs, as well as add audio recorded notes, to their inspections.
Once the safety inspection,
maintenance activity or the pre start check is complete, the report is sent
wirelessly to a central database. The database can be accessed via any web
browser anywhere and reports can be generated, printed or attached to an email.
Paperless inspection applications
specifically designed for heavy vehicles should deliver functionalities such as:
1. List all information required by the
operator to perform their tasks.
2. Allow the inspector/operator to enter
as much information as needed.
3. Digital imaging of deficiencies/faults/findings
by using the device’s camera and edit/annotate the photo on the device.
4. Voice to text capabilities – allow the operator
to record notes using speech to text (e.g. SIRI).
Enable the operator to record recommendations – using drop down lists.
6. Have instant access to history records,
manuals and other reference material.
Electronic paperless inspection applications
on mobile devices can also include validations that allow or disallow data
entry. This is done alongside, providing the user with historical information
pertaining to previous inspections, maintenance, pre start checks findings.
Paperless/electronic inspection applications
should be designed to minimise the amount of data entry and keystrokes required
by the inspector/operator by incorporating techniques, ranging from pick lists,
check boxes, look-up lists, use of camera or voice recorder, and automatically
All keystrokes on the mobile device application can have a date, time and GPS
stamp for audit trail purposes.
Benefits of Electronic
paperless inspection applications for heavy vehicle inspections:
- Paperwork is eliminated from the process
- The possibility of human error is minimised
- There is no “double entry” of data
- Standardisation of the activities
- Real time reporting of findings and corrective
- Each item has a comprehensive audit trail
- Scheduling and completion of corrective action
- Comprehensive inspection reports can be created
in real time
- Improvement of operator efficiency
- Empower staff
- Simplify repeatable tasks and provide staff with
Where paperless inspection applications really show their
worth in the inspection process is after the inspection is complete. Paperless
apps mean every report is automatically filed on a private server or the cloud
(SaaS), with trigger notifications to the fleet manager or the mechanic in real
time. That also means the fleet manger and other stakeholders can be emailed the
inspection report as soon as it’s complete and management can see an overview
of your business in real time. Repair and maintenance can get trigger
notifications as soon as something is failed on inspection, so they know
immediately what needs to be fixed and management can get notifications telling
them what they need to replace.
With a wide array of features and several ways to integrate
to modern business, paperless inspection applications truly are the future for
heavy vehicle inspection.