Step Global are pleased to announce that Smart eDriver has been approved by the NHVR for use on Apple devices from the 18th of August 2022. That means that you can access the Smart eDriver EWD on both Apple and Android devices, making it truly device agnostic solution. You can download Smart eDriver today from the App Store to get started.

Not sure if your device is approved? Get in touch with our team today to discuss.

 

Put simply, the NHVR National Driver Work Diary is a log book used by heavy vehicle drivers to record their work and rest times. Under the HVNL (Heavy Vehicle National Law), all drivers of fatigue-regulated vehicles such as trucks and buses must keep records of their work and rest times to demonstrate anti-fatigue compliance. When it was launched in 2013, the only option for using the National Driver Work Diary was a paper logbook, but today there is also the more efficient option of using an electronic logbook, known as an electronic work diary or EWD. Both choices fall under the definition of a national driver work diary, so which one you select is up to you.

While both options are designed to help drivers record their work and rest times, they are also quite different. The paper work diary requires a lot of manual handling, with the driver having to remember complicated rules and regulations to calculate their own work and rest times. In comparison, electronic work diaries will automatically work this out for you, and send automated notifications when it’s time to take a rest.

Paper work diaries must be filled out by hand, and can become easily lost or damaged. Electronic driver work diaries, by contrast, run on mobile devices and are cloud-based.

How Do I Decide Which One to Use?

When deciding on which option to proceed with, it’s important to think about what is important to you. There’s no use in selecting a work diary which does not positively benefit you or your business; you must consider what makes the most sense.

Some things to take into consideration:

• Written work diaries are very prone to human error, as the driver must calculate their own work and rest times according to which NHVR fatigue plan they are driving under
• Written work diaries can be stolen, lost or damaged quite easily
• Written work diaries will only count time in 15-minute blocks, whereas electronic work diaries count down to the nearest minute
• Written work diaries must be filled out by hand, with a pen or pencil which can be tedious, whereas electronic work diaries are mobile and cloud-based, so your data is not easily lost or damaged
• Electronic work diaries are programmed with NHVR fatigue plans, and will automatically send notifications for rest breaks and potential breaches
• Electronic work diaries can be used to drive for multiple businesses
• Electronic work diaries eliminate paperwork and double-handling, allowing you to email your fatigue reports with the tap of a button

If you do decide to proceed with an EWD, ensure that it has been approved for use by the NHVR, otherwise your data won’t be compliant.

Where Do I Get an NHVR Driver Work Diary?

If you are choosing to proceed with the written driver work diary, you can purchase one at an approved location across Australia for $26. You will need to buy a new logbook every time yours has been filled.

If you want to record your work and rest times more efficiently with an EWD, it’s as simple as downloading an app from the Google Play or Apple App stores. You can then use the electronic work diary on your mobile phone or tablet.

You may want to consider an electronic work diary like Smart eDriver, which was the very first NHVR approved EWD to be released. Unlike some other choices, it is entirely cloud-based and does not require any connection to the vehicle or use of telematics equipment. It’s simple to use, efficient, and offers a free two-week trial.

No matter which option you use for your record keeping, you must make sure that you are fully compliant with the HVNL, otherwise you could be facing fines or prosecution.

Contact the team at Smart eDriver today to discuss switching to an electronic national driver work diary.

Heavy vehicle log books are an important part of transport industry today. It is a legal requirement of the HVNL (heavy vehicle national legislation) for all heavy vehicle drivers to record their work and rest times using either a written work diary (WWD) or an electronic work diary (EWD). Therefore, every heavy vehicle driver in Australia will be using some form of log book to record their hours.

Many heavy vehicle drivers and businesses are still relying on paper log books to record their work and rest times, which can come with its own set of challenges. For instance, using a paper log book means that you must memorise and remember all of the NHVR fatigue plan rules, keeping your eye on the clock to ensure you don’t breach them. Fumbling around in your cab to try and find your written work diary can be a hassle, plus they can be easily lost or damaged. Not to mention the paperwork! Having to submit reports when using a paper log book generally results in a lot of double-handling for both the driver and the fleet manager.

That’s why many heavy vehicle drivers and businesses are turning towards electronic record keeping by switching to an EWD.

Some reasons why electronic log books are better than paper ones:

• They are designed for mobile devices, so they’re always with you
• EWDs are programmed with NHVR fatigue plan rules, so they’ll send you automatic rest break and breach notifications
• They count time down to the nearest minute, unlike paper log books which count in 15-minute blocks
• They make reporting simple and reduce double-handling of paperwork

Switching to an Electronic Heavy Vehicle Log Book

Although it may seem daunting, making the switch to an electronic work diary is very straightforward. Many drivers and managers who make the switch often say that they wish they’d done it sooner.

The great thing about EWDs is that they do all the thinking for you. When setting up the app, you can select from either Standard, Basic Fatigue Management (BFM) or Advanced Fatigue Management (AFM) hours, depending on which program you are currently operating under. For a full explanation of the NHVR’s fatigue plans, you can read more here. Once you’ve selected which plan to operate under, the app will now take over the hard stuff, and send you notifications when you’re close to needing to take a rest break, or if you’re about to be in breach.

This functionality brings real peace of mind to everyone involved, from the driver right through to the business owners, schedulers and managers. Everyone has a duty of care under the Chain of Responsibility (CoR), and EWDs reduce human error by automating fatigue rules and notifications.

When the driver wants to start driving, it’s as simple as tapping a button. Likewise, when they’re ready to take their break (which they’ll be automatically notified they are due for), the driver taps the start rest button. And once they’re ready to end their shift, it’s as simple as tapping the end of day button.

This way of recording heavy vehicle work and rest times is much more efficient than taking it all down manually, and can save up to 50% of driver reporting time.

Easy Compliance Reporting for Fleet Managers and Schedulers

The benefits don’t just end at automating fatigue plan rulesets. Many businesses find the implementation of an electronic work diary to be a total gamechanger when it comes to compliance reporting. Gone are the days of photocopies and piles of paperwork; with an EWD, fleet managers can access compliance reports at the click of a button. Not only that, but some EWDs offer automatic notifications to fleet managers for breach and potential non-compliance events.

If you’re a scheduler of heavy vehicle drivers, EWDS allow you to access information about the hours your drivers have available for the rest of the month. This brings a level of flexibility and forward-planning that otherwise would be hard to achieve with paper log books.

Choosing Which Heavy Vehicle Log Book to Use

At the end of the day, choosing an electronic work diary is about making things simpler and more efficient. While most EWDs will offer you this, there are some important factors to consider when making your final pick.

When considering which EWD to switch to, always ensure that it has been approved by the NHVR. There are some options on the market that claim to be based around NHVR logbooks and fatigue plans, but they have not gained certification, and therefore any data collected by them is invalid.

Smart eDriver was the very first EWD to gain NHVR certification in 2020, and it has stood the test of time. Not only is it simple to use, it’s also extremely flexible. It is cloud-based and can be downloaded from the Google Play Store or Apple App Store. Some other EWD options may require the use of telematics or connection to the vehicle, but Smart eDriver is a standalone app that can be used by anyone with a mobile device.

Whether you’re a fleet manager or a solo driver, Smart eDriver has got the functionality that you’ll need. For fleet managers and businesses, there is a powerful business analytics platform, and custom reports can be implemented for a small monthly charge. For solo drivers who drive for multiple businesses, Smart eDriver supports multiple business profiles, so you can always be on top of your compliance obligations.

Smart eDriver has one low monthly fee with no lock-in contracts, and offers a free 2-week trial to get started. You can contact the Smart eDriver team to find out more, or continue to do your own research about which EWD is best for you.

Electronic work diaries (EWDs) are apps used by heavy vehicle drivers to record work and rest times. They are an electronic version of the written work diary (WWD) which is a legal requirement by the NHVR to manage and prevent driver fatigue. The advantage of using an electronic work diary is that it will be programmed with the rules for each fatigue plan (Standard or BFM) and will send the driver rest break and potential non-compliance notifications.

Using an electronic work diary is also much simpler than using a WWD, is it is operated via touch screen instead of pen and paper. For this reason, it’s also less likely to get damaged or lost. Electronic work diaries can record time down to the nearest minute, unlike written work diaries which work in fifteen-minute blocks. For drivers, using an electronic work diary can reduce reporting time by over 50%, as it doesn’t require as much stopping and starting. Overall, an EWD is much more convenient.

There are only a number of NHVR approved electronic work diaries available in Australia, with Smart eDriver being the very first to be released in 2020. Since then the app has gained popularity and has continued to provide the very best in heavy vehicle fatigue management. Unlike other options, it doesn’t require telematics or connection to the vehicle, and can be downloaded directly from the Google Play store or Apple App Store. It has a simple, easy to use interface and doesn’t require any specific make or model of device to operate.

The Smart eDriver electronic work diary isn’t just for drivers, though. It has advanced reporting capabilities for fleet managers and compliance officers. Chain of responsibility (CoR) legislation dictates that every person involved in heavy vehicle transport is responsible for safety on the road. Using an EWD can simplify this process by bringing real-time notifications and data to your business.

Chain of Responsibility is a part of the HVNL (heavy vehicle national legislation) which holds every party in the heavy vehicle supply chain accountable for safe business practices. It is less about on-road driver offences and more about ensuring off-road parties are held accountable for their actions (or inactions) which may result in driver breaches on the road. It is a shared responsibility.

CoR is all about changing the behaviour of off-road parties to relieve pressure put on drivers. When you look at most on-road offences, they can usually be traced back to the pressure put upon drivers by others in the supply chain. For example, a scheduler may be setting driver schedules which are unrealistic and unattainable, which may cause the driver to speed or engage in dangerous activities. In this case, the scheduler should be held accountable for breaching CoR requirements.

In chain of responsibility, every person in your business who participates in the process of heavy vehicle transport, from an executive to a consignor, is held accountable for performing their role safely and doing as much as they can to minimise and manage risk. Every person who has influence over transport activity is considered to be responsible for safety on the road.

 

Who is Part of the Chain of Responsibility? CoR Parties Explained.

More than half of the CoR functions are related to people and organisations that do not own or operate a heavy vehicle. If you are confused about whether your business is part of the CoR, you only have to identify whether it either sends or receives goods via a heavy vehicle. If the answer is yes, your business is part of the chain of responsibility.

It should be noted that driving a heavy vehicle is not one of the CoR functions. However, when the driver is undertaking other functions, such as loading or unloading a heavy vehicle, then the driver and their employer are CoR parties. This is because CoR parties are not based on job titles or job descriptions, but by the functions that are performed, as you’ll see below.

There are ten functions that the NHVR has identified to decide who is a chain of responsibility party.

1. You Employ Someone Who Drives a Heavy Vehicle
You may not drive the heavy vehicle, but you have hired and are responsible for managing an employee who does.

2. You Contract Someone to Drive a Heavy Vehicle as a Service
You are a prime contractor if you engage someone to drive a heavy vehicle under contract for services.

3. You Direct the Control and Use of a Heavy Vehicle
Operators have influence over how and when goods are dispatched and delivered.

4. You Schedule Goods, Passengers or Drivers
Schedulers are responsible for the scheduling of goods or passengers via heavy vehicle, or the scheduling of driver work and rest hours.

5. You are the Sender of Goods via Heavy Vehicle Transportation
Consignors are those in a business who are in charge of dispatching items from a warehouse to their destination.

6. You are the Receiver of Goods via Heavy Vehicle Transportation
Consignees are those in a business who receive inwards goods delivered by heavy vehicles.

7. You Assemble or Pack Goods to be Delivered by Heavy Vehicle
Packers work in warehouses or workshops to pack and fulfil orders.

8. You Manage a Premises Where at Least Five Heavy Vehicles are Loaded or Unloaded Each Day
Loading managers have a wide range of responsibilities to ensure heavy vehicles are loaded and unloaded in a safe and productive manner.

9. You Load Goods into a Heavy Vehicle
Loaders are the ones who pack heavy vehicles with goods in order to transport them to their destination.

10. You Unload Goods from a Heavy Vehicle
Unloaders are those who work to unload goods from heavy vehicles at their destination.

CoR Primary Duty

You may have heard the term primary duty used when talking about chain of responsibility. The NHVR identifies primary duty as ‘the obligation to ensure so far as is reasonably practicable the safety of your transport activities.’ In a nutshell, primary duty refers to your responsibility to do everything possible to minimise risks and hazards that may arise from your transport activities.

Primary duty applies to all parties in the chain of responsibility. It requires the party to eliminate or minimise the risk of the transport activities they influence or control, so far as is reasonably practicable.

Things You Must Do Under Primary Duty

When it comes to transport activities within your business, you must do the following:

• Identify the risks involved in those activities involving heavy vehicle transport
• Assess those risks identified
• Seek to eliminate those risks, or in the case where this isn’t possible, minimise them as much as is possible

Things You Must Not Do Under Primary Duty

You are required to refrain from taking any actions which could influence drivers and other parties to breach the HVNL, including:

• Direct requests or terms in a contract
• Financial penalties or rewards
• Preferential treatment
• Using any other words or actions that may encourage or cause another party in the CoR, or driver, to bend the rules

Steps to Comply with Primary Duty Obligations

The NHVR has provided a set of steps for businesses and CoR parties to ensure they are complying with their primary duty obligations.

Step 1: Know and Understand What Your Transport Activities Are

Identify the transport activities that your business participates in. And remember, if you are simply sending or receiving goods via heavy vehicle, you are a part of the CoR.

Step 2: Identify the Risks of Your Activities, Starting with the Main Risks Identified in the HVNL

This step requires that you start with the main risks of fatigue, speeding, excessive mass or dimension, poorly restrained loads and unsafe vehicles. These have been identified in the HVNL (heavy vehicle national legislation) as being the most important.  You could also use your own professional knowledge and expertise, as well as calling on other resources such as legislation and regulations, documents such as codes of practice and other trusted sources of information.

Step 3: Assess the Risks

Examine and assess the risks identified in step 2 by identifying how potentially hazardous and dangerous they are.

Step 4: Find Ways to Manage the Risks

In this step, you are asked to identify methods to manage, reduce or remove these risks. Ways to do this may include complying with specific rules in the HVNL, identifying which risks and activities you can control and which ones you can’t, and reading codes of practice for recommended control measures. You could also weigh up which safety procedures are reasonably practicable for your business to implement, considering things such as the potential risks involved, the available safety measures and their suitability and cost.

Managing Fatigue and Speeding

Some ways of managing this main risk include:

• Training employees to understand the risks and identify signs of fatigue
• Ensuring rosters and schedules do not require drivers to exceed driving hours or speed limits
• Records of driver work times and rest times are taken using a written or electronic work diary
• Packing and loading of goods is well-planned so that goods are ready for collection on time
• Click to read the full list here

Managing Mass and Dimension

Mass and dimension could be managed by:

• Ensuring drivers and CoR parties are educated on the mass and dimension limits applying to heavy vehicles
• Providing drivers with equipment and methods for measuring the mass and dimensions of a loaded vehicle
• Keeping copies of required documents on-board the vehicle
• Click to read the full list here

Managing Safe Load Restraints

Businesses can ensure safe load restraints by:

• Fitting vehicles with the correct load restraining equipment
• Training drivers to restrain loads
• Ensure appropriate vehicles are chosen for the type of freight which is required
• Requiring overseas manufacturers or suppliers to secure goods inside shipping containers
• Click to read the full list here

Managing Vehicle Standards

Preventing unsafe vehicles could include:

• Ensuring inspections are carried out according to the manufacturer’s recommendations
• At the start and end of each journey, vehicles are checked
• Training drivers to identify and report maintenance issues
• Take advantage of safety systems such as ABS and ESC where possible
• Click to read the full list here

Step 5: Implement Appropriate Control Measures

These may include education, training or recruitment, procedures and policies, forms and documentation, equipment, technology, information collection and monitoring, modifications to premises or vehicles, auditing or inspection, agreements or amended agreements and subscribing to safety bulletins, education and training updates.

Step 6: Monitor the Effectiveness of the Controls and Update Them When Needed

Check out the NHVR’s resources page, which includes an overview of Safety Management Systems (SMS) in addition to other options to stay on top of your primary duty.

CoR Executive Due Diligence Duty

In this case, the term ‘executive’ includes executive officers, managers or other people who make up the management of a business. It may also include a director of a company and a partner in a partnership. If you fall under one of these roles and your business is a party in the chain of responsibility, you have a due diligence duty.

This means that you must ensure that your business complies with its primary duty. You can read more about the executive due diligence requirements here.

Chain of Responsibility Penalties and Liabilities

When it comes to the investigation of a chain of responsibility breach, it is understood by the NHVR that employers generally have more influence and control over work practices, training and resources. Therefore, they are expected to take the lead in managing safely. When an investigation is required, it will generally begin with the business and its management team. However, individual employees may also be investigated, depending on the severity of the breach.

A decision on who should be charged – employer or employee – is then made based on a wide range of factors such as law, rules of evidence and the NHVR’s Prosecutions Policy.

There are some fairly significant penalties for any party in the CoR that does not meet the primary duty. Penalties for individuals can start at $300,000 and up to five years imprisonment. The penalty for businesses is even higher, at a rate of up to $3 million. A breach of executive due diligence, like the penalty for CoR individuals, starts at $300,000 and can include up to five years imprisonment.

Chain of responsibility is a very serious legal requirement, as it keeps both drivers and the general public safe. Any breach of these rules should be taken extremely seriously.

How an EWD Can Simplify CoR Requirements

Meeting chain of responsibility requirements, especially those around fatigue and speeding, can be challenging. For fleet managers and schedulers, this requires real-time knowledge and data of driver work and rest times. An EWD (electronic work diary) like Smart eDriver gives fleet managers and schedulers clarity to perform their duties as safely and efficiently as possible. By having access to this real-time data, the risk of overscheduling drivers, and therefore breaching CoR requirements, can be eliminated. Automated notifications for rest breaks and potential non-compliance events are also an important tool to prevent fatigued driving, and to bring compliance front and centre.

Real-time compliance data is a powerful tool, and an EWD like Smart eDriver can simplify your CoR. Enquire today.

Confused about heavy vehicle fatigue plans? You’re not alone. The rules can often be difficult to understand and remember. However, these rules exist for a very important reason: to prevent fatigue and fatalities on the road. We’ve put together an overview of each fatigue plan so that you can see which is right for you.

In a nutshell, there are three work and rest options available:

• Standard Hours
• Basic Fatigue Management (BFM)
• Advanced Fatigue Management (AFM)

We will explore each of these in detail, so that you can make an informed decision about which fatigue plan is best for your circumstances.

Fatigue Units of Competency

First off, the NHVR (National Heavy Vehicle Regulator) has a requirement that drivers, schedulers, and even supervisors or managers of drivers and schedulers complete short fatigue management courses offered by Registered Training Organisations (RTOs) before they can operate under Basic Fatigue Management (BFM) and Advanced Fatigue Management (AFM) plans.

Those who do not undertake these courses are required to operate under the Standard fatigue management plan only. The advantage of undertaking these courses and operating under a BFM plan is that a BFM fatigue plan will allow for more flexibility compared to Standard hours.

These units of competency will help you to understand your obligations for fatigue management, regardless of whether you are a driver or fleet manager. They can help you to feel empowered about managing fatigue and contributing to safe roadways.

The required units of competency are:

• TLIF005 – Apply a Fatigue Risk Management System
  • Involves the skills and knowledge required heavy vehicle drivers to manage fatigue and work safely within the transport and logistics industry
• TLIF006 – Administer a Fatigue Risk Management System
  • Involves the skills and knowledge required for road transport schedulers or supervisors/managers to administer a fatigue risk management system
• TLIF007 – Manage a Fatigue Risk Management System (optional)

You can find the list of accredited educators here. It is highly recommended that you undertake one of these courses. They are usually short, can be completed online, and inexpensive.

Standard Hours

If you haven’t undertaken one of the units of competency mentioned above and gained fatigue management accreditation, you must only operate under the Standard hours fatigue plan. This also applies to drivers if the business they work for does not hold BFM or AFM accreditation.

Standard Hours for Solo Drivers

Standard hours are less flexible than BFM and AFM plans. If you’re a solo driver, the following rules apply to you, according to the NHVR:

In any period of:	You must not work for more than a maximum of:	And must have a minimum rest break of:
5 ½ hours	5 ¼ hours work time	15 continuous minutes rest time
8 hours	7 ½ hours work time	30 minutes rest time in blocks of 15 continuous minutes
11 hours	10 hours work time	60 minutes rest time in blocks of 15 continuous minutes
24 hours	12 hours work time	7 hours continuous hours stationary rest time*
7 days	72 hours work time	24 continuous hours stationary rest time
14 days	144 hours work time	2 x night rest breaks# and 2 x night rest breaks taken on consecutive day

*Stationary rest time is the time a driver spends out of a heavy vehicle or in an approved sleeper berth of a stationary heavy vehicle. #Night rest breaks are 7 continuous hours stationary rest time taken between the hours of 10pm on a day and 8am on the next day (using the time zone of the base of the driver) or a 24 continuous hours stationary rest break.

Those who drive under Standard hours must abide by the above rules to effectively manage fatigue and prevent accidents.  Records must be kept to prove compliance with the HVNL (heavy vehicle national legislation), using a work diary. All rest and work times must be logged, regardless of which fatigue plan is being followed.

Interested in what the rules are for solo bus and coach drivers or two-up drivers? Click here to view the full NHVR work and rest requirements for standard hours.

Basic Fatigue Management (BFM)

Operators who are accredited for Basic Fatigue Management (who have completed the units of competency mentioned earlier) can operate under more flexible work and rest hours in comparison to standard hours. BFM allows operators and fleet managers to have a greater say in when their drivers can work and rest, as long as the risks of driver fatigue are managed effectively. This is where undertaking accreditation really pays off.

BFM Hours for Solo Drivers

If you are a solo driver for a BFM accredited business, the following rules may apply to you, according to the NHVR:

In any period of:	You must not work for more than a maximum of:	And must have a minimum rest break of:
6 ¼ hours	6 hours work time	15 continuous minutes rest time
9 hours	8 ½ hours work time	30 minutes rest time in blocks of 15 continuous minutes
12 hours	11 hours work time	60 minutes rest time in blocks of 15 continuous minutes
24 hours	14 hours work time	7 hours continuous hours stationary rest time*
7 days	36 hours long/night work time**	No limit has been set
14 days	144 hours work time	24 continuous hours stationary rest time taken after no more than 84 hours work time and 24 continuous hours stationary rest time and 2 x night rest breaks # and 2 x night rest breaks taken on consecutive days

*Stationary rest time is the time a driver spends out of a regulated heavy vehicle or in an approved sleeper berth of a stationary regulated heavy vehicle.
**Long/night work time is any work time (outside of the period midnight to 6.00 am) that is in excess of 12 hours of work in a 24 hour period or any work time between midnight and 6 am (or the equivalent hours in the time zone of the base of a driver).
^#Night rest breaks are 7 continuous hours stationary rest time taken between the hours of 10pm on a day and 8am on the next day (using the time zone of the base of the driver) or a 24 continuous hours stationary rest break.

As you can see, when you compare Standard hours and BFM hours, there is greater flexibility within the BFM plan. Drivers are able to drive for longer periods without needing to take rest breaks, because they and their operators have demonstrated to the NHVR that they can manage fatigue risks appropriately.

If you are interested in the BFM rules for two-up drivers, click here.

Operators who are BFM accredited must meet the NHVR’s 7 Fatigue Business Rules and Standards.

Advanced Fatigue Management (AFM)

Advanced Fatigue Management is the most flexible fatigue plan available to drivers and fleet managers. It allows businesses to propose their own work and rest hours based on individual needs, rather than by using the Standard or BFM hours.

AFM is all about offsetting risk. To gain accreditation for AFM, operators must first demonstrate to the NHVR that they understand the risks that their proposed hours may create. They must then demonstrate that they can and will take steps to offset these risks.

The two sets of criteria used by the NHVR to assess a proposed fatigue risk management system are the 7 Fatigue Risk Principles and 7 Fatigue Business Rules and Standards.

Operators who wish to pursue the AFM plan must submit an application. The NHVR has a toolkit to guide you through this process, as there are many requirements.

Fatigue Plans are Easy with an EWD

If you are a fleet manager, business owner or driver who works on a Standard, BFM or AFM fatigue plan, using an EWD can be a great way to ensure that you are meeting all the requirements. Electronic work diaries replace the written work diary (WWD) and offer a paperless solution for logging work and rest times. With an EWD, you don’t have to memorise the work and rest times above – the hours are programmed right into the app. Rest break and potential non-compliance notifications are automatically issued, so that you can focus on doing what you do best.

The Smart eDriver EWD is compatible with the following fatigue plans:

• Standard solo
• Standard bus/coach
• Standard two-up
• BFM solo
• BFM two-up
• AFM* (available upon request, may require additional development)

EWDs make heavy vehicle fatigue management easy and accurate. Enquire today to learn more.