APPLICATION
ALTERNATIVE FATIGUE MANAGEMENT SCHEME

(AFMS 2)

May 2010
Contents

Page No
Introduction / 3
The application process / 3
Joint management application / 6
Further information to support your application / 6
Application form / 7 - 19

Introduction

Developing your AFMS 2 application

If the NZ Transport Agency (NZTA) has accepted your Registration of Interest (ROI) for operating an AFMS 2 then you can prepare and submit a formal application, this form.

To avoid unnecessary cost it is recommended that you delay working on your application until you have written acceptance of your ROI from NZTA.

A guide for preparing an AFMS 2 can be obtained from

NZTA may charge a fee for processing your AFMS application. Contact us for details.

Theapplication process

This application must be completed in conjunction with the information in the publication “Guidelines for preparing an Alternative Fatigue Management Scheme (AFMS 2)” available at

Step 1 - Appoint a project manager

If your ROI is accepted by NZTA, and you decide to go ahead with a formal application,it is recommended you appoint a project manager to lead the development and management of the AFMS.

The project manager should be a person who understands the importance of preventing driver fatigue, your systems and processes for scheduling and rostering,the way your business operates and who has the time to manage the AFMS processes.

Step 2 - Review existing systems

Review your current operational systems and processes against the AFMS standards. These standards together with a self-audit can be obtained from

Step 3 - Define operational limits and counter measures

Aim for normal operating limits where possible

  • Normal operating limits should apply to most trips most of the time and should be based on the normal schedules and patterns you identified in the review of your operations.
  • They will be specific to your business.
  • They should be used to prevent fatigue in planned and foreseeable situations.
  • They may be less that the current legal limits but must never exceed them.

  • Flexible operating limits
  • Flexible operating limits allow drivers to exceed the prescribed (legal) limits to deal with special circumstances provided the AFMS standards are met and the fatigue related risk is managed.
  • Flexible limits may also be used for specific, pre-planned trips, which cannot reasonably be completed within normal operating limits.
  • Flexible limits should be used sparingly.
  • Risk must be assessed and countermeasuresapplied to ensure the fatigue risk is managed whenever the flexible range is used.
  • The maximum flexible operating limit that is likely to be approved is 15 hours work time in any cumulative work day.
  • Consult drivers and other staff when considering flexible limits.

Countermeasures

  • You must develop and document countermeasures to be taken every time a driver operates in the flexible range.
  • NZTAmust be satisfied that the countermeasures you propose will be effective in managing fatigue before approving your proposal. Once agreed, you will be audited against the use of your countermeasures in your AFMS.
  • It is important to recognise that fatigue can still occur when operating within normal limits. All activities therefore require careful management and may require the use of appropriate countermeasures.
  • The general rule is where you reduce the opportunity for sleep or rest in one period this must be balanced by increased opportunities in the next period. The greater the flexibility, the more stringent the relevant countermeasure(s) will need to be.
  • Your AFMS proposal must includeat least one countermeasure for each operating parameter.

Example – Countermeasures and Operating Limits

Prescribed hours in cumulative work day / Work time Extended by (hours) / Total work time in a cumulative work day (hours) / Next rest break extended by (hours) / Next work period reduced by (hours) / Comment
13 / 1 / 14 / 1 / 0 /
  1. Where the work starts or finishes between midnight and 6am or the period of work includes work during this period the rest required before the next work period commences must be extended by an additional hour to that shown in the table.
  2. Does not apply if the rest break immediately following the extended work period is at least 24 hours in duration.

13 / 2 / 15 / 1 / 1

Step 4 - Consult with driver representatives

  • It is a requirement of the Land Transport Act that you consult with representatives of your drivers, for example the unions. If they are not under a union, you must consult with the drivers and contractors themselves.
  • Having a consensus on the schedules and rosters that make up your AFMS will give a better chance of your AFMS being approved by ensuring that yourAFMScan realistically manage driver fatigue to the satisfaction and safety of your drivers and other road users.

Step 5 - Submit your application

  • Complete the AFMS 2 application form available at

NZTA reserves the right to exclude a driver or drivers from participating in your AFMS. This could happen if the driver’s safety record indicates a history of non-compliance and/or a potential to be a risk to road safety.

Joint Management application

There is the ability to have other operators with whom you have contracts (other than employment contracts) to also operate under your approved AFMS via a Joint Management provision.

When you complete your AFMS application you need to formally notify NZTA that you give permission for these operators to work under your AFMS and include information on these contracts.

The application must detail the responsibilities of each party involved to ensure that the integrity of the AFMS is not compromised in any way and must include detail of any contractual arrangements that exist between the parties.

The contractors will each have to complete a Registration of Interest of their own, but can apply to use your operating limits and countermeasures while they are providing transport services for you. It is expected that the management of the AFMS will be undertaken by you on behalf of the contractor.

The contractor will only be able to utilize the AFMS approval when providing transport services to you (the holder of the scheme).

Further information to support your application

When considering your application NZTA may ask you to provide further information or make changes to your application and resubmit it.

NZTA may also ask you to make an oral submission in support of your application to assist understanding how your company is operated and how an AFMS will work for you.

An entry review of your policies and procedures associated with the AFMS may also be carried out by the NZTA. This review is to ensure that you have robust systems and processes in place to manage your AFMS. NZTA will be able to provide you with assistance and advice on any matters that need more work.

Approved or declined?

The Agency will assess your application and advise you in writing if your application is approved or declined.

If you are declined, talk to NZTA for advice.

A notice of your approval to operate an AFMS will be placed in the New Zealand Gazette[1] stating who has been approved and the terms of the approval.

APPLICATION TO HAVE AN ALTERNATIVE FATIGUE MANAGEMENT SCHEME (AFMS 2) ASSESSED AND APPROVED

Before submitting this application form you must have completed a Registration of Interest (ROI) and had this accepted in writing by NZTA. ROI forms are available at

This application from must be filled out completely.

The information requested is the minimum required but you can include more if you believe it is relevant or will assist NZTA when considering your application.

1. APPLICANT DETAILS (Only if changed since ROI was submitted)

Name:

(This is the name of the operator wishing to operate the AFMS)

Transport Service Licence Number:

(Note: this is not your NZ Transport Agency account number with which you purchase RUC etc.)

Address:

Phone:Email:

If the applicant is an incorporated body (Company, Trust, or Association), give the name of the contact person responsible for this application.

(You only need to complete these details if they are different to those given above.)

Name:

Address:

Phone:E-mail:

2. FATIGUE MANAGEMENT SCHEME

List your proposed work hours (Refer to example on page 5 of this application)

  • What are your proposed standard, (normal) operating hours? ……………………….
  • What are your proposed flexible operating hours? …………………………
  • What is your proposed frequency for use of the flexible hours? …………………
  • What are yourproposedcountermeasuresto minimise the impact of fatigue? ……………..
  • What is the proposed minimum rest period between cumulative work periods? …………………

Business Description

This is a high level overview of your business and the activities that it delivers.

  • Type and scale of operation

What types of activities does you company undertake?(Stock haulage, dangerous goods cartage etc)

In approximate percentage terms what is the approximate size of each of these operations in relation to whole business?

What is the configuration of the fleet that you have undertaking these activities, (trucks, semi trailers, truck-trailer etc?)

What is the approximate number of vehicles in each of these configurations?

  • Locations

Are all of your operations based in one location, or do you have several? If several, please list.

If you operate from more than one location does the work undertaken at the various locations vary at all? If yes please provide brief details.

Including a simple diagram of your company structure may help us understand your business.

  • Influences and constraints on your business

What are the major external factors that influence and/or constrain the way that you operate your business?

How do you deal with these?

  • Existing systems and processes

What systems and processes do you have in place to assist you in the running of your companyto ensure you achieve regulatory compliance?

  1. OPERATOR COMMITMENT AND MANAGEMENT OF FATIGUE MANAGEMENT SCHEME
  • Driver Fatigue Management Policy Statement

What is your company policy with regard to prevention of fatigue inducing activities? .

Is this included within your existing health and safety policy?

Please attach a copy your health and safety policy.

  • ACC Incentive Programmes (Only if changed since ROI was submitted)

Does your company belong to an ACC Incentive Programme?

Yes / No

If Yes – which one?

Workplace Safety Discounts / Workplace Safety Management Practices / Partnership Programme
Primary? / Primary?
Secondary? / Secondary?
Tertiary? / Tertiary?
  • Training and supervision

What training and supervision do new staff members receive when they join your company?

What systems do you have to determine the ongoing training needs of your staff?

How is your staff training recorded?

How do you measure the effectiveness of this training?

  • Workplace conditions

What systems or processes have you got in place to ensure clean and comfortable working conditions are available for staff?

What provisions do you have in place for staff who overnight away from home?

What health management practices does your company have in place to ensure a safe and healthy workplace environment?

What incident and accident reporting and investigation procedures do you have in place?

  • Records and documentation

What records and documents do you keep that support your compliance with transport related legislation?

  • Control

What training do your supervisors and dispatch staff have in the use of your systems and processes?

How isdriver’s work time hours controlled?

What systems and processes have you got in place to assess of whether or not a driver is able to undertake additional hours?

  • Internal Review

What internal review systems do you have in place to ensure that the systems and processes are being complied with and appropriate records and documentation are being kept?

What internal systems do you have in place to ensure any corrective actions are undertaken when required?

  1. OPERATIONAL DETAILS
  • Operational description
  • Describe what happens operationally in your company.i.e. is your work planned via a contract, or is it unplanned, or a mixture of both?
  • Describe how you plan the work.ie do you create the rosters a week in advance because you are able to plan your work, or do you create the roster the night before. Who creates the roster, how it is managed and recorded?
  • Who is responsible for creating the roster?
  • How is the roster managed and recorded?
  • Describe how you review your daily work plan?
  • How do you deal with changes in workload throughout the day which impact upon your planned roster?

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  1. FATIGUE MANAGEMENT
  • Driver Fitness for duty

What systems, processes and policies does your company have in place to manage leave (annual and sick)?

What systems, processes and policies does your company have in place for drug and alcohol testing?

Does your company have a staff wellness programmes? If yes please provide details.

What systems would you put in place to satisfy this requirement?

If your company does not have any of the above systems/processes in place what would you put in place to implement them?

  1. OPERATING LIMITS

What are your proposed normal and flexible limits and proposed countermeasures?

The following table will give you an idea of what we need to know.

Normal hours that are worked in a cumulative work day (Normal hours) / Work time to be extended by (hours) / Total work time in a cumulative work day (hours) / Next rest break extended by (hours) / Next work period reduced by (hours) / Comment
  • Operating limits

What systems and processes do you have, or will you put into place, to ensure that the work time operating limits you propose are effectively managed and reviewed on a regular basis?

  • Scheduling and Rostering

What systems and processes do you have, or will you put in place to ensure trip scheduling and driver rosters incorporate fatigue management measures?

6. DETAILS OF THOSE PARTICIPATING IN THE FATIGUE MANAGEMENT TRIAL

Supervisory Staff

List all supervisory staff that are, or are likely, to manage and supervise the AFMS.

Name / Location / Position

Please attach a summary of the duties and responsibilities(job or position description will do)for the supervisory staff to this application.

Roster and Dispatch Staff

List all roster and dispatch staff involved or likely to be involved in setting rosters or driver schedules and implementing the agreed AFMS.

Name / Location / Position

Contractors

Please list any contractors for which you wish to grant permission to operate under the provisions of your AFMS. Note that separate approval by the Agency will be required for each of these companies.

Contractor’s Company Name / TSL Number

Driver’s Details

Please list the names of all drivers who will be part of the agreed AFMS. Please also list which supervisors are responsible for these drivers.

Name
(as stated on the licence) / D/L number / Location/Base / Supervisor

7. PRIVACY STATEMENT

(The following Privacy Statement is to be read and agreed to by the applicant.)

All material provided by an operator for the AFMS approval will be treated as confidential.

  • The NZ Transport Agency (the Agency) requests that where the applicant provides material that is commercially confidential that the material be marked accordingly.
  • All material provided in connection with this application will be held in the Agency’s filing system and may be subject to a request under the Official Information Act 1982.
  • The withholding of particular information on the grounds of privacy, or for any other reason, will be determined in accordance with the Privacy Act 1993.

Declaration

I, (insert your name), certify that all the above information including any attached documents are correct to the best of my knowledge. Furthermore, the person(s) named in the application have the authority to negotiate the terms of a scheme on my behalf.

Signed:

On this day of

20(insert day, month and year),

At (insert location).

When completed please return this form together with any attachments to:

Elizabeth Sidler
Senior Technical Adviser
NZ Transport Agency
PO Box 5084 Wellington

List attachments to this application on the next page.

AFMS 2 application attachment list

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[1]This is a legal requirement