Ensuring Compliance: Quality assurance checks on your maintenance provider

In the realm of transport operations, maintaining compliance with the Operator Licensing requirements is paramount.

Regular quality assurance checks of your maintenance provider are not just a regulatory requirement but a crucial practice to ensure that your vehicles are maintained to the highest standards and operational efficiency.

By adhering to these guidelines, you can maintain high standards of vehicle maintenance, reduce the risk of non-compliance, and ultimately contribute to safer roads.

Understanding the Importance of quality assurance checks

The Driver and Vehicle Standards Agency (DVSA) mandates that operators must have robust systems in place to ensure the safe and legal operation of their vehicles:

‘If you choose to outsource any of your maintenance, you need to take steps to ensure the maintenance facility is adequately equipped and completes any work to a satisfactory standard. The quality of the work and the workshop facilities should be periodically reviewed by undertaking quality assurance checks.’

Key Areas of focus for quality assurance

Competency and Training of Personnel:

• Assess the qualifications and ongoing training of the mechanics and technicians. They should be well-versed in the latest maintenance practices and regulatory requirements.

• Evaluate their ability to perform safety inspections and understand the legal minimum standards for vehicle components.

• Ensure a system is in place for continued professional development.
  

Maintenance Procedures and Documentation:

• Review the procedures used for safety inspections. Ensure they are logical, comprehensive, and utilise the correct documentation.

• Verify that maintenance records are up-to-date and accurately reflect the work performed.

Compliance with Safety Standards:

• Ensure that all aspects of the vehicle are checked. The basic MOT checklist should be supplements to cover additional systems fitted to vehicles, such as Direct Vision Standard and other safety features.

• Confirm that the maintenance provider adheres to the Guide to Maintaining Roadworthiness and other relevant inspection manuals.

Operational Practices:

• Demonstrate adherence to best practices in vehicle maintenance and operational safety.

• Implement a compliance system that includes digital tracking of maintenance activities and regular internal audits to address any issues.

Pre or Post Inspection Audits

Have you considered having the roadworthiness of your vehicles checked by an independent inspector prior to or after your maintenance provider inspection?

Our maintenance inspection audits can help check the quality of the maintenance providers workmanship. If you feel these could help you stay compliant then please reach out to myself, your Area Manager or our National Helpdesk for further information.

Handling Audit Findings

Immediate Responses:

• Be prepared to raise issues with the maintenance provider.

• Discuss potential corrective actions with the maintenance provider to demonstrate your commitment to compliance.

Please note: The upcoming launch of the Maintenance Provision Recognition Scheme will give operators some clarity on the standards of training, and equipment, a maintenance provider currently has in place, but this does not negate the need for additional checks.