Mind Solutions | Transport Risk & Compliance
Beyond Compliance Documents
A Safety Management System isn't a folder of policies gathering dust on a shelf. It's a living framework that identifies risks, implements controls, monitors effectiveness, and drives continuous improvement. Under the HVNL, your SMS must demonstrate systematic management of safety risks—not just document what you should do, but prove what you actually do.
Our SMS Development & Implementation service guides you through the NHVR's 9-Step framework, customising each element to your operational reality. We build systems that satisfy regulatory requirements whilst remaining practical enough for your team to use every day.
The NHVR 9-Step SMS Framework
The National Heavy Vehicle Regulator prescribes a structured approach to SMS development. Our service implements each step with risk-based customisation for your specific operations:
- Management Commitment: Establish executive ownership and resource allocation
- Safety Policy: Define your safety commitment and objectives
- Planning: Identify hazards and assess risks systematically
- Implementation: Deploy controls and operational procedures
- Monitoring: Track performance and control effectiveness
- Review: Evaluate system performance and identify improvements
- Continual Improvement: Implement lessons learned and evolve systems
- Communication: Ensure information flows across the organisation
- Documentation: Maintain evidence of systematic management
Our Implementation Approach
Guided development over 3-6 months with practical, embedded outcomes
Month 1: Foundation & Planning
Establish management commitment, conduct gap analysis, identify hazards, and develop risk register. Build SMS framework structure and document management systems. Define roles, responsibilities, and governance processes.
Month 2: Risk Assessment & Controls
Complete comprehensive risk assessments across all operations. Design control measures using hierarchy of controls. Develop operational procedures, work instructions, and emergency response plans aligned to identified risks.
Month 3: Implementation & Training
Deploy control measures and procedures. Conduct staff training across all levels. Establish monitoring systems, KPIs, and reporting frameworks. Begin operational use of SMS elements.
Month 4: Monitoring & Review
Implement audit programmes and compliance monitoring. Establish management review processes. Refine procedures based on operational feedback. Develop incident investigation and corrective action systems.
Month 5: Continuous Improvement
Embed improvement processes and lessons learned frameworks. Establish change management procedures. Refine communication systems. Conduct internal audits and address findings.
Month 6: Validation & Handover
Final system validation and gap closure. Complete documentation packages. Conduct competency verification. Formal handover with sustainability planning and ongoing support arrangements.
SMS Deliverables
Safety Management System Manual
Comprehensive SMS manual documenting your safety framework, management commitment, policy statements, system architecture, and governance processes aligned to NHVR requirements.
Risk Register & Assessments
Complete risk register covering all operations with hazard identification, risk assessments, control measures, responsibility assignments, and monitoring requirements.
Operational Procedures
Documented procedures for critical operations including fatigue management, vehicle maintenance, loading operations, Chain of Responsibility compliance, and emergency response.
Training Materials & Records
Customised training programmes for all roles with presentation materials, competency assessments, training records, and ongoing training schedules.
Monitoring & Reporting Systems
KPI frameworks, audit programmes, inspection checklists, incident reporting systems, and management review templates to track SMS effectiveness.
Document Management System
Structured document control system with version management, change control processes, record retention schedules, and accessibility protocols.
Risk-Based Customisation
Tailored to Your Operations
Every transport operation is different. Fleet size, cargo type, geographic spread, operational complexity, and risk profile all influence SMS requirements. We don't provide generic templates—we build systems reflecting your specific operational reality.
Why Choose Mind Solutions?
Practical Implementation Focus
We don't just write documents. We work alongside your team to implement systems that function in your operational environment. Our SMS frameworks are designed to be used, not filed away.
Risk-Based Methodology
Our SMS development follows ISO 31000 risk management principles, ensuring systematic identification, assessment, and control of operational risks. This aligns with NHVR expectations for risk-based safety management.
Regulatory Knowledge
We understand NHVR requirements, enforcement trends, and audit expectations across all HVNL chapters. Our SMS frameworks address regulatory obligations comprehensively whilst avoiding unnecessary complexity.
Training & Capability Building
We transfer knowledge throughout the engagement, building your team's capability to maintain and improve the SMS independently. You're not dependent on ongoing consulting—you own the system.
Evidence-Based Design
Our SMS frameworks incorporate industry data, incident analysis, and regulatory guidance to focus on risks that actually cause harm. Controls are proportionate to genuine risk exposure, not theoretical concerns.
Build an SMS That Protects Your Business
With 192 heavy vehicle fatalities and 461 operators facing regulatory action in the latest period, effective safety management isn't optional. A robust SMS protects your drivers, assets, reputation, and demonstrates the systematic approach to safety that NHVR expects.
Let us guide you through SMS development that satisfies regulatory requirements whilst remaining practical for daily operations.