2 Administrative performance

Correct use of inspection and certification documents

Inspection and certification documents are:

• controlled documents – documents you must use and complete as part of your inspection and certification work, such as WoF labels, checksheets or certificates
• uncontrolled documents – any documents developed by you as part of your inspection and certification work, such as brake machine printouts
• external documents – any documents supplied by outside parties (eg vehicle owners, repairers or manufacturers) that you rely on in your inspection and certification work, such as exemption notices or engineers’ certificates.

The Transport Agency will:

• talk to you and your staff
• observe you and your staff at work
• inspect inspection and certification documents that you use and complete
• inspect your external documents.

The Transport Agency may:

• take into account outcomes from complaints and random re-inspections since your last review
• carry out ‘mystery shopper’ exercises.

Correct entry of inspection and certification information

You and your staff consistently comply with all Transport Agency requirements (including VIRM requirements) for entering inspection and certification information into the Transport Agency computer system.

This means that you consistently enter inspection and certification information into the Transport Agency computer system correctly and promptly. For example, you enter the required information on the day the vehicles were inspected and before they leave your premises.

The Transport Agency will:

• talk to you and your staff
• observe you and your staff at work
• inspect information you enter into the Transport Agency computer system
• compare information you collect on inspection and certification documents with information you enter into the Transport Agency computer system
• monitor when you enter information to identify patterns of late entry.

The Transport Agency may:

• take into account outcomes from complaints and random re-inspections since your last review
• carry out ‘mystery shopper’ exercises.

Administrative competence

You and your staff are competent in all administrative aspects of the inspection and certification work carried out by your business.

For example, you must be competent in:

• completing checksheets and other relevant inspection and certification documentation
• entering information into the Transport Agency computer system using WoF Online or LANDATA
• using the PRS, including maintaining the specified records.

The Transport Agency will:

• talk to you and your staff
• ask questions to check your competence
• observe you and your staff at work
• inspect inspection and certification documents
• inspect the records you keep
• inspect your Training record.

Correct use of inspection and certification documents

You and your staff regularly do not comply with the Transport Agency’s requirements (including VIRM requirements) relating to inspection and certification documents.

This means you regularly do not:

• use the correct controlled documents for the task, or
• complete the controlled documents, or
• obtain the external documents you need to make and/or prove your certification decisions, or
• develop the uncontrolled documents your need to make and/or prove your certification decisions, or
• handle inspection and certification documents appropriately or as required, eg attach them to vehicles, hand them to vehicle owners, or file them.

You and your staff sometimes do not comply with the Transport Agency’s requirements (including VIRM requirements) relating to inspection and certification documents.

This means you sometimes do not:

• use the correct controlled documents for the task, or
• obtain the external documents you need to make and/or prove your certification decisions, or
• develop the uncontrolled documents your need to make and/or prove your certification decisions, or
• handle inspection and certification documents appropriately or as required, eg attach them to vehicles, hand them to vehicle owners, or file them

OR

You regularly do not:

• complete the controlled documents fully, accurately and legibly (originals and duplicates), or
• ensure that all controlled documents are signed, if required, by the appropriate person(s).

You and your staff usually comply with the Transport Agency’s requirements (including VIRM requirements) relating to inspection and certification documents.

This means you consistently:

• use the correct controlled documents for the task, and
• obtain the external documents you need to make and/or prove, your certification decisions, and
• develop the uncontrolled documents your need to make and/or prove your certification decisions, and
• handle all inspection and certification documents appropriately or as required, eg you attach them to vehicles, hand them to vehicle owners or file them.

However, you occasionally do not:

• complete the controlled documents fully accurately and legibly (originals and duplicates), or
• ensure that all controlled documents are signed, if required, by the appropriate person(s).

You and your staff consistently comply with the Transport Agency’s requirements (including VIRM requirements) relating to inspection and certification documents.

This means you consistently:

• use the correct controlled documents for the task, ie the ones specified by law or required or approved by the Transport Agency, and
• complete the controlled documents fully, accurately and legibly (originals and duplicates) with particular attention to details such as vehicles’ VIN or chassis numbers, and registration numbers, and
• ensure that all controlled documents are signed, if required, by the appropriate person(s), and
• develop any uncontrolled documents you need to make and/or prove your certification decisions, and
• obtain any external documents you need to make and/or prove your certification decisions, and
• handle all inspection and certification documents appropriately or as required, eg you attach them to vehicles, hand them to vehicle owners, or file them.

Correct entry of inspection and certification information

You and your staff regularly do not comply with all Transport Agency requirements (including VIRM requirements) for entering inspection and certification information into the Transport Agency computer system.

This means you:

• regularly delay entering inspection and certification information into the Transport Agency computer system, eg by entering it in a block at the end of the day, or
• you regularly make serious mistakes entering inspection and certification information.

You and your staff sometimes do not comply with all Transport Agency requirements (including VIRM requirements) for entering inspection and certification information into the Transport Agency computer system.

This means you:

• sometimes delay entering inspection and certification information into the Transport Agency computer system, or
• occasionally make a more serious mistake such as entering a vehicle’s ID incorrectly, or not entering a failed inspection if the vehicle failed and passed on the same day.

You and your staff usually comply with all Transport Agency requirements (including VIRM requirements) for entering inspection and certification information into the Transport Agency computer system.

This means that you consistently enter inspection and certification information into the Transport Agency computer system correctly and promptly, but you make the occasional minor mistake (such as entering a date incorrectly).

You and your staff consistently comply with all Transport Agency requirements (including VIRM requirements) for entering inspection and certification information into the Transport Agency computer system.

This means that you consistently enter inspection and certification information into the Transport Agency computer system correctly and promptly.

Administrative competence

You and your staff can demonstrate little or no competence in the administrative aspects of the inspection and certification work carried out by your business.

This means you and/or most of your staff have significant gaps in knowledge of, or skills in:

• the correct use of inspection and certification documents, or
• entering inspection and certification information into the Transport Agency computer system, or
• using the PRS.

You and your staff can demonstrate some competence in the administrative aspects of the inspection and certification work carried out by your business.

This means you and/or some staff have some gaps in knowledge of, or skills in:

• the correct use of inspection and certification documents, or
• entering inspection and certification information into the Transport Agency computer system, or
• using the PRS

You and your staff can demonstrate adequate competence in the administrative aspects of the inspection and certification work carried out by your business.

This means you and your staff can demonstrate adequate knowledge of, and skills in:

• the correct use of inspection and certification documents, and
• entering inspection and certification information into the Transport Agency computer system.
• However, you and/or some staff have minor gaps in knowledge of, and skills in, using the PRS.

You and your staff can demonstrate comprehensive competence in all administrative aspects of the inspection and certification work carried out by your business.

This means you and your staff can demonstrate comprehensive knowledge of, and skills in:

• the correct use of inspection and certification documents, and
• entering inspection and certification information into the Transport Agency computer system, and
• using the PRS.