3. DVA Audit of Drivers’ First Use Check and Defect Management

How to Prepare for a DVA Audit (Series)

AJT Transport

3. DVA Audit of Drivers’ First Use Check and Defect Management

Advice

The DVA states that there “must be a process in place to demonstrate that walkaround checks are carried out effectively, together with a documented audit process that checks compliance with the requirements” and that “a robust and effective defect reporting process must be in place which includes a nil defect process.”

The basis of all defect identification starts with a detailed policy and the DVA is very clear that it expects this policy to be shared regularly with drivers, so your auditor will not just want to see what your policy is, they’ll want to see evidence of how this is communicated throughout your organisation.

The auditor will want to see evidence of training records, showing training at induction and subsequent regular refresher training, and they’ll want to review the training materials used.

Next, the auditor will want to see traceability of defect rectification.  As I’ve said before, the TRU and the DVA expect to see defects.  They just want to see traceability of how defects are recorded and managed, and how these records are stored.

If, for example, a lightbulb has blown and the driver fixes it, the DVA still needs to see a record of the defect being recorded and the rectification that took place.

The auditor will also want to see who in the organisation makes the call on whether or not a vehicle is used when a defect is found.

In the case of safety critical defects, the vehicle off road (VOR) process will also be scrutinised and what measures are in place to ensure that the vehicle is roadworthy before use.

It’s important to note that the auditor will pick random vehicle registration numbers in advance of the site visit, so you will not have the opportunity to be selective about what evidence you show on the day.  This means your policies must hold up across the board and your drivers need to know that they all have to play by the rules.

Our automated tachograph analysis software, Disc-check, includes a vehicle first use check functionality, which sends defects straight to the garage.  Please contact me for more information.