Heavy Vehicle Management System

This Heavy Vehicle Management System (HVMS) defines the requirements and processes by which Jordan Rail Pty Ltd and its subcontractors plan, operate and verify heavy vehicle transport activities - including oversize and overmass haulage, heavy haulage of plant to and from site, and subcontracted transport - in compliance with the Heavy Vehicle National Law (NHNL) and the Chain of Responsibility (CoR).

It applies to all Jordan Rail heavy vehicle operations - company-operated and subcontracted - covering drivers, operators, loaders, schedulers, consignors and subcontractors in the transport chain. The system covers both local (within 100km of depot) and long-haul (over 100km) operations.

The HVMS operates alongside, and is supported by, the Jordan Rail Operating System (this platform) and the Heavy Haulage section, which serve as the system of record for work diaries, pre-trip checks, fault reports, maintenance, permits, documents, subcontractor compliance and fuel usage / fuel tax credit (BAS) reporting. Health, safety and environmental requirements are governed by JRSE-110 Safety and Environmental Requirements, referenced throughout this document.

Jordan Rail is committed to operating heavy vehicles safely and lawfully. Every party in the transport chain shares the legal responsibility to prevent breaches of mass, dimension, load restraint, speeding and fatigue laws. The policy is communicated to all drivers, subcontractors and schedulers.

• Comply with the Heavy Vehicle National Law (NHNL) and all NHVR requirements at all times.
• Prevent mass, dimension, load restraint, speed and fatigue breaches through every party in the chain.
• Maintain roadworthy vehicles through documented maintenance and NHVIM inspections.
• Manage fatigue through work diaries and the selected fatigue management option (Standard, BFM or AFM).
• Operate within NHVR access and PBS permit conditions for restricted routes and oversize/overmass loads.
• Engage only cleared subcontractors who meet the NHVL Subcontractor Systems Checklist requirements.
• Report and action faults, defects and incidents, and tag out unsafe vehicles.

The HVMS is structured around the Heavy Vehicle National Law, administered by the National Heavy Vehicle Regulator (NHVR), and the Chain of Responsibility obligations that extend legal duties to every party in the transport chain. The mapping below shows how each obligation is satisfied by the Operating System and the Heavy Haulage section.

• NHNL - national law governing heavy vehicle mass, dimensions, loading, fatigue and vehicle standards.
• NHVR - administers the NHNL, issues access and PBS permits, and coordinates compliance and enforcement.
• Chain of Responsibility - shared legal duty across consignors, packers, loaders, drivers, operators and schedulers.
• NHVIM - National Heavy Vehicle Inspection Manual used for roadworthiness inspections and defect categorisation.
• Fatigue management - Standard Hours, Basic Fatigue Management (BFM) and Advanced Fatigue Management (AFM) options.
• Mass management - general access limits or permit limits, with axle group and load distribution control.
• Subcontractor compliance - NHVL Subcontractor Systems Checklist with mandatory insurances before engagement.

The Chain of Responsibility (CoR) means every party in the heavy vehicle transport chain - not just the driver - shares the legal responsibility to prevent breaches of mass, dimension, load restraint, speeding and fatigue laws. Jordan Rail captures CoR responsibilities through the work diary, pre-trip checklists, fault reports, mass records and subcontractor compliance records in the Heavy Haulage section.

• Applies to consignors, packers, loaders, drivers, operators and schedulers - not just the driver.
• Each party must take all reasonable steps to prevent mass, dimension, load restraint, speed and fatigue breaches.
• Offences include mass/dimension overloading, inadequate load restraint, speeding and fatigue management breaches.
• Severity of breaches classified as minor, substantial, severe or critical.
• CoR responsibilities are recorded against the work diary, checklists, permits and subcontractor records.
• Operating outside permit or NHNL conditions is a CoR breach affecting consignor, loader, driver and operator.

Drivers must manage work and rest hours under the chosen fatigue option. Work diaries record hours to demonstrate compliance. Work diaries must be completed for all long-haul journeys and any trip exceeding 100km from the driver's base.

• Standard Hours - max 12 hours work in 24 with minimum rest breaks per the NHNL schedule.
• Basic Fatigue Management (BFM) - up to 14 hours work in 24 with accredited scheduling.
• Advanced Fatigue Management (AFM) - flexible hours based on a certified fatigue management system.
• Record start/finish times, work and rest, breaks and odometer readings in the Work Diary tab.
• Work diary entries carry a reference (JR-HWD) and progress through draft, submitted, reviewed and approved.
• Mass, axle configuration and gross mass are recorded against each loaded trip for mass management.

Break assessments confirm drivers take required rest breaks under the chosen fatigue option, and that breaks are planned and recorded. Planned and ad-hoc breaks are recorded in the work diary against the fatigue schedule.

• Breaks assessed against Standard Hours, BFM and AFM work/rest limits.
• Planned and ad-hoc breaks recorded in the work diary with times and locations.
• Missed or shortened breaks flagged as a fatigue breach for follow-up.
• Break assessments feed the fatigue management review and corrective actions.
• Repeat missed-break patterns trigger a fatigue management review with the driver and scheduler.

Drivers must notify the transport manager of missed or shortened breaks so fatigue compliance can be managed and reviewed. Break notifications support fatigue breach prevention and corrective action.

• Missed or shortened breaks notified to the transport manager for action.
• Notifications recorded in the work diary and flagged for follow-up.
• Repeat missed-break patterns trigger a fatigue management review.
• Break notifications support fatigue breach prevention and corrective action.
• Notifications are retained as auditable evidence of CoR fatigue management.

A risk assessment is completed for each task and route before dispatch, covering load, mass, route, fatigue, oversize/overmass and CoR risks. The hierarchy of controls is applied to each identified risk.

• Identify hazards and rate risks for the planned activity and route.
• Apply the hierarchy of controls (eliminate, substitute, engineer, administer, PPE) to each risk.
• Cover load restraint, mass distribution, fatigue, oversize/overmass and CoR duties.
• Reviewed and signed off; stored as auditable evidence against the job.
• Feeds the SWMS and site-specific safety plan where transport is part of the scope.

Oversize or overmass operations require an NHVR access permit or PBS approval, with dimensions and mass confirmed against the permit before each trip. Operating outside permit conditions is an offence under the NHNL.

• Confirm vehicle dimensions and mass against the permit conditions before dispatch.
• Apply pilot/escort requirements stated on the permit.
• Route compliance confirmed against the approved route only.
• Record max mass, dimensions and axle configuration against the work diary and permit.
• Operating outside permit conditions is a CoR breach affecting consignor, loader, driver and operator.

Driver and operator licences are verified before engagement and periodically, confirming the correct class and currency. Licence details are recorded against the subcontractor compliance record.

• Confirm the correct licence class for the vehicle combination.
• Check for suspensions or cancellations via the NHVR / transport authority.
• Record licence number, class and expiry against the subcontractor record.
• Re-verify licences before expiry and on engagement of new drivers.
• Licence verification is a prerequisite to a subcontractor being cleared to use.

Vehicles and drivers are subject to random NHVR and operator inspections, so roadworthiness, documentation and driver licensing must be maintained at all times. Failed items trigger a fault report and, where safety-critical, a tag-out.

• Maintain roadworthiness and documentation readiness for unannounced inspections.
• Record inspection outcomes and action defects via fault reports.
• Random inspection records support CoR compliance evidence.
• Failed NHVIM items trigger a fault report and, where safety-critical, a tag-out.
• Self-inspect against the NHVIM as part of scheduled maintenance.
• Driver licence checks during random inspections confirm the licence is current and not expired.
• Verify the driver holds the correct licence class for the vehicle combination being driven.
• Check the licence is not cancelled or suspended via the NHVR / state transport authority.
• Penalty point checks confirm the driver is not at or above the demerit point suspension threshold.
• Failed licence checks (expired, wrong class, suspended or over points) trigger a stand-down and subcontractor compliance review.

Drivers and subcontractors sign declarations confirming their understanding of NHVL and CoR obligations before operating for Jordan Rail. Declarations are stored against the subcontractor compliance record.

• Chain of Responsibility declaration signed by each party in the chain.
• Fatigue management and load restraint acknowledgements signed.
• Signing confirms understanding of NHVL obligations and duties.
• Declarations stored against the subcontractor compliance record.
• Resigned on re-engagement and when obligations or procedures change.

Loading and offloading training is completed before undertaking load tasks, covering restraint, mass distribution, coupling and safety. Training must be completed before a subcontractor is cleared to use.

• Covers load restraint, mass distribution, coupling and safe loading practice.
• Refresher training on equipment or procedure changes.
• Training records maintained against the subcontractor record.
• Training must be completed before a subcontractor is cleared to use.
• Aligns with the National Transport Commission Load Restraint Guide.

Every subcontractor must complete the NHVL Subcontractor Systems Checklist with three mandatory insurances before being cleared to operate. A subcontractor is green to use only when all requirements are met - otherwise status is red and the subcontractor is not cleared to operate for Jordan Rail.

• Public Liability Insurance - minimum $20,000,000 (mandatory).
• Workcover Insurance (mandatory).
• Carrier Insurance - minimum $500,000 (mandatory).
• All three insurances must be current; licence verified and loading/offloading training completed.
• NHVL checklist completed covering CoR, risk assessment, fatigue, permits and declarations.
• Subcontractor contacts and insurances are mirrored to the Transport Contractors register.
• Cleared-to-use status is computed centrally and surfaced on the Heavy Haulage dashboard.

Vehicles exceeding general access mass or dimensions require an NHVR access permit or PBS approval to operate on the road network. Permits carry an expiry and conditions and a copy must be carried in the vehicle.

• Apply via the NHVR Portal; permits specify the approved route, vehicle, mass and conditions.
• PBS allows innovative vehicles exceeding prescriptive limits to operate based on proven safety performance.
• Permits recorded in the NHVR & PBS Permits tab with expiry and conditions.
• Operating outside permit conditions is an offence under the NHNL.
• Expiring and expired permits are flagged on the Heavy Haulage overview.

This Heavy Vehicle Management System operates within the heavy vehicle, work health and safety and rail-safety regulatory frameworks. The primary legislation and standards are referenced below.

• Heavy Vehicle National Law (NHNL) - national law governing heavy vehicle use (mass, dimensions, loading, fatigue, vehicle standards).
• National Heavy Vehicle Regulator (NHVR) - administers the NHNL, access and PBS permits, and compliance and enforcement. See https://www.nhvr.gov.au.
• Chain of Responsibility (CoR) - shared legal duty across all parties in the transport chain.
• National Heavy Vehicle Inspection Manual (NHVIM) - national standard for inspecting heavy vehicles.
• National Transport Commission Load Restraint Guide - methods and ratings for load restraint.
• JRSE-110 Safety and Environmental Requirements, Rev 9 - governing HSE manual.
• WHS Act and Regulations - work health and safety compliance.
• ONRSR / RIW - Rail Safety National Law and Rail Industry Worker competency where transport interfaces the rail network.

A monthly heavy vehicle meeting and bulletin cycle keeps drivers, subcontractors, schedulers and managers informed of legislation updates, training and refresher requirements, and questions or issues raised during the month. The schedule is owned by the transport manager and tracked against the Heavy Haulage section.

• Monthly meeting held on the first Tuesday of each month with drivers, subcontractors and schedulers invited.
• Legislation updates - NHNL, NHVR and CoR changes reviewed and circulated as a bulletin after each meeting.
• Training and refresher topics scheduled from the meeting - load restraint, fatigue management, load/unload and licence currency.
• Questions and issues raised by drivers and subcontractors recorded with actions and owners for follow-up.
• Incidents, near misses and fault trends from the month reviewed for corrective actions, per the Incident Management Procedure & Manual (JRSE-110) and tracked in the Action Tracking Register.
• Minutes, actions and the monthly bulletin stored as documents in the Heavy Haulage section for audit.
• Bulletins issued through the system notifications and email to all drivers and subcontractors.
• Attendance and acknowledgement tracked; non-attendees receive the bulletin and a signed acknowledgement.

The Operating System maintains structured, referenced records of all heavy vehicle activities. Each record carries a unique reference number, author, timestamp and supporting documents, and is retained as a permanent auditable record. The Heavy Haulage section provides the overview, work diary, pre-trip checks, fault reporting, maintenance, permits, documents, subcontractor compliance and guidelines.

• Work Diaries (JR-HWD) - fatigue, mass and distance records for local and long-haul trips.
• Pre-Trip Checks - shortcut to the Pre-Start Inspection register for daily roadworthiness checks.
• Fault Reporting (JR-HVF) - defect reporting with severity, status and repair lifecycle.
• Maintenance (JR-HVM) - service records, NHVIM inspections and next-service tracking.
• NHVR & PBS Permits - access and PBS permits with expiry and conditions.
• Documents - load restraint, driver manual, CoR guide, NHVIM manual and contacts/support.
• Subcontractor Compliance - NHVL checklist, insurances, licence and training with cleared-to-use status.
• Guidelines & Info - CoR, NHNL, NHVR, fatigue, mass, maintenance, NHVIM, permits and load restraint guidance.