Single Vehicle Owner-Driver Safety Management System
The SVOD SMS is intended for use by a one person operation.
For the purpose of the TruckSafe Owner-Driver Safety Management System (SVOD SMS), the definition of an ‘owner-driver’ is a person who is self-employed, is the only driver of their vehicle(s) and has engaged no other persons that have control or influence on a transport task other than a temporary relief driver or a subcontractor.
A ‘relief driver’ is a person who replaces the owner-driver on a temporary basis as a result of the owner-driver being unable to drive due to illness, injury, leave, or other factor, that prevents the owner-driver from driving.
As an owner-driver, the full extent of the TruckSafe SMS is not required to operate your business, however there are still important components highlighted in this document that can enable you to contribute to safer supply chains, and manage risk across the transport activities you engage in.
Developing and implementing practices in accordance with the TruckSafe Single Vehicle Owner-Driver SMS (SVOD SMS) can assist individuals to identify and manage their heavy vehicle supply chain risks, as required by the Health and Safety at Work Act 2015 (HSWA) laws.
For clients, TruckSafe provides confidence that the individual has responsible work practices, a well-maintained vehicle, is healthy, and has management systems to meet their transport needs.
One of the biggest advantages of being a certified owner-driver in TruckSafe is that our members are externally audited by a third party. These external audits can be used as evidence to demonstrate compliance with the SVOD SMS which, can be used if needed in any regulatory investigation or Court prosecution as evidence of the identification, assessment and management of heavy vehicle supply chain risks as required under HSWA and other relevant New Zealand laws.
The Single Vehicle Owner-Driver SMS consists of the following components and elements:
Eligibility Rules
The rules governing the use and recognition of the TruckSafe Owner-Driver SMS (SVOD SMS) are as follows:
The owner-driver is self-employed, has only one vehicle in use at any one time, and is the only driver of the vehicle
The owner-driver has engaged no other persons that have control or influence on a transport task other than a temporary relief driver or a subcontractor
The owner-driver must sign the legal declaration at the commencement of their membership and then at every audit confirming they meet the requirements of point 1 and 2 above
Should a SVOD SMS member engage anyone with control or influence on a transport task (excluding a temporary relief driver or subcontractor) including casual drivers, their SVOD SMS certification will be invalidated, and they will be required to upgrade to the full TruckSafe SMS certification
A TruckSafe authorised auditor is not permitted to audit a member using the SVOD SMS audit assessment tool where it is known the member does not meet the eligibility rules for the SVOD SMS
A relief driver that is engaged (that temporarily replaces the owner-driver) is permitted providing the relief driver continues to meet all requirements of the SVOD SMS in the same way the owner-driver is by ensuring they are aware of, understand, and execute the owner-driver’s policies, processes, and procedures as if they are the owner-driver
Subcontractors are permitted to work for the owner-driver providing all requirements of the SVOD SMS are being met
If you are unsure if you meet the eligibility rules for the SVOD SMS please contact TruckSafe on 0800 338 338 for more information.
Components and elements
1 - Scope, Purpose, and Safety Policy | Whainga me te Kaupapa
1.1 – The owner-driver has a list of their company details that includes name, address, New Zealand Business Number (NZBN), and contact details.
1.2 – The owner-driver has documented their transport activities that includes other parties in the supply chain that they interact with.
1.3 – The owner-driver explains the purpose of their safety management system that includes minimising risk, so far as is reasonably practicable and in compliance with the Health and Safety at Work Act 2015 (HSWA), NZ legislation and any relevant regulatory obligations.
1.4 – The owner-driver has a safety policy, signed by them, which includes a commitment to ongoing improvement, observes all applicable legal requirements and standards, and considers best practices.
1.5 – The owner-driver’s safety policy identifies obligations under Chain of Responsibility (CoR) including speed, fatigue, mass, dimension, loading and load restraint, and vehicle maintenance as key risks to be managed.
1.6 – The owner-driver’s safety policy includes a statement that they will proactively manage risks and engage with contracting parties on any incidents or non-conformances.
1.7 – The owner-driver’s safety objectives are clear, well defined, and documented.
1.8 – The owner-driver uses version control for all documentation and records, reviews are up to date, and archives are retained for 5 years, or longer if required by law.
2 - Safety Risk Management | Te Whakahaere Tūponotanga Haumaru
2.1 – The owner-driver has a process in place to capture, record, and where necessary, investigate hazards, incidents, and non-conformances to ensure causal factors are identified and appropriate controls are implemented to minimise or prevent occurrences and reoccurrences.
2.2 – The owner-driver has a process for the management of risk through the use of a risk register that includes hazards associated with their HSWA and CoR obligations including speed, fatigue, mass, dimension, loading and load restraints, and vehicle maintenance.
2.3 – The owner-driver’s risk register must include identifying hazards, identifying the risks associated with those hazards, identifying existing controls, identifying any additional controls that can be added to reduce/eliminate the risks, and how they monitor and review those controls to ensure they are working as planned.
2.4 – The owner-driver is consulting with other parties in the supply chain that are directly affected by any controls they implement to reduce or eliminate risk.
3 - Safety Implementation | Te Whakatinanatanga Haumaru
3.1 – The owner-driver maintains a current medical against the Austroads Assessing Fitness to Drive Commercial Vehicle Driver standards (2022) by a registered nurse, or medical practitioner that is updated at least every 3 years if aged 49 and under, annually if aged 50 or over, or a reduced period if determined by the assessing physician.
3.2 – The owner-driver has a written strategy for managing and monitoring any non-conformances of relevant New Zealand legislation that occur.
3.3 – The owner-driver has a written strategy for managing and monitoring speed that includes scheduling, speed limiters, and over-runs.
3.4 – The owner-driver has a written strategy for managing and monitoring fatigue that includes scheduling, delays, contingencies, and rest facilities.
3.5 – The owner-driver has a written strategy for managing and monitoring mass, dimension, loading and load restraint that includes overloading, over dimension, loading and restraints.
3.6 – The owner-driver has a vehicle maintenance programme that includes daily pre-trip checks, fault recording and documentation, regular vehicle servicing, Certificate of Fitness (COF) inspections, and speed limiter maintenance.
4 - Safety Assurance | Te Whakaaetanga Haumaru
4.1 – The owner-driver has received and documented their training for any equipment they use and for any requirements of a prime contractor.
4.2 – The owner-driver has received and documented their training if they are required to undertake a task that they are unfamiliar with.
4.3 – If the owner-driver engages a relief driver, the relief driver must continue to meet the requirements of the owner-driver safety management system as if they were the owner-driver. The owner-driver will be responsible for the relief driver’s SMS compliance, documentation, and records.
4.4 – The owner-driver is conducting an internal review at least annually that includes version control, risk register, hazard/non-conformance recording, reporting, investigation, and rectification, speeding policy, fatigue policy, mass, dimension, loading and load restraint policy, vehicle maintenance policy, training, and contractor engagement.
4.5 – The owner-driver has a method to identify the impact of changes to policies, processes, or procedures and to identify and manage any risks in accordance with their existing safety risk management process.
4.6 – The owner-driver has a process in place to ensure contractors they engage to carry out activities on their behalf are compliant with HSWA, the Land Transport Act 1998 (LTA 1998), and relevant New Zealand legislation and remain compliant.
Disclaimer
The TruckSafe Single Vehicle Owner-Driver Safety Management System (SVOD SMS) is intended for use by a person who is self-employed, is the only driver of their vehicle(s) and has engaged no other persons that have control or influence on a transport task other than a temporary relief driver or a subcontractor.
It will not satisfy your HSWA obligations if you have employees that have control or influence on a transport task. If you have employees with control or influence, you should use the full-sized TruckSafe SMS instead.
TruckSafe is not intended to be a comprehensive work, health, and safety management system in accordance with HSWA legislation.
Being certified to the SVOD SMS should not be relied on as fully satisfying an individual’s SWAHSWA legislation obligations, which is beyond the scope of TruckSafe. However, adherence to the SVOD SMS may assist with overall HSWA compliance.
While the SVOD SMS is not regarded as a HSWA SMS, in the creation of your TruckSafe system, HSWA should be considered and added as appropriate.
TruckSafe SMS certification will not necessarily form a defence to any HSWA investigation or prosecution. Whether or not your business practices comply with the requirements of the HSWA laws will largely depend on the effectiveness of your assessment and management of the supply chain risks arising from your business.
The SVOD SMS provides you with a framework and guidance to assist you to develop and implement the practices required under the HSWA laws. Importantly, the measures undertaken, and practices implemented under the SVOD SMS can be used as evidence in any regulatory investigation or court prosecution to demonstrate the steps taken by TruckSafe members to meet their obligations under the HSWA laws.
That is, certification under the SVOD SMS is not a guarantee of compliance with or any particular outcome under any regulatory or legal scheme.
