Management information systems

Accredited bus operators must develop their own management information system (MIS) based on their own operating conditions, risks, incident history, and determined safety objectives.

Mandatory components of an MIS

An accredited bus operator's MIS must include the following components:

  • Safety policy
  • Governance and internal control arrangements
  • Documented safety accountabilities and authorities
  • Information management process
  • Safety information communication process
  • Drug and alcohol management policy
  • Hazard, risk and change management processes
  • Emergency management process
  • Process to establish bus safety worker competence
  • Processes for incident reporting and investigation
  • Internal audit procedure.

Safety policy

An accredited bus operator must have a written safety policy, signed by a senior member of staff, which includes a commitment to continuous improvement in bus safety management.

Governance and internal control arrangements

An accredited bus operator must have safety governance arrangements in place which ensure that those controlling the bus service operations:

Documented safety accountabilities and authorities

Accountabilities and authorities for persons performing bus safety work or those involved in any activities associated with the MIS must be clearly defined, documented and communicated.

Information management process

An accredited bus operator must have a method to produce, maintain and control documents and bus safety records relevant to the safe management of bus operations to ensure ongoing accuracy of data and currency of information.

An accredited bus operator must retain the following records for three years:

  • The name, address and driver licence number of each person who drives a bus operated by the accredited bus operator
  • Any document required to demonstrate compliance with the conditions of accreditation
  • Any document produced as part of the MIS or Maintenance Management System (MMS)
  • Any document produced as part of the annual audit of bus service operations
  • Evidence of annual bus inspections
  • Any other record that the accredited bus operator is required to keep as a condition of accreditation.

Records must be kept in English.

Safety information communication

An accredited bus operator must be able to demonstrate that safety information is communicated to persons performing bus safety work for the accredited operator and that bus safety workers can advise the accredited bus operator of safety issues.

Drug and alcohol management policy

A bus operator must develop, maintain and implement a drug and alcohol management policy.

Hazard, risk and change management

An accredited bus operator must eliminate risks to safety so far as is reasonably practicable. If it is not reasonably practicable to eliminate risks to safety, accredited bus operators must reduce those risks so far as is reasonably practicable.

In determining what is or was reasonably practicable in relation to ensuring the safety of his or her bus operations, an accredited bus operator must have processes that consider:

  • The likelihood of the hazard or risk concerned eventuating
  • The degree of harm that would result if the hazard or risk eventuated
  • What they know, or ought reasonably to know, about the hazard or risk and any ways of eliminating or reducing the hazard or risk
  • The availability and suitability of ways to eliminate or reduce the hazard or risk
  • The cost of eliminating or reducing the hazard or risk.

An accredited bus operator must also be able to demonstrate that changes which may affect the safety of bus operations are identified and managed as part of their hazard and risk management practices.

Emergency management

An accredited bus operator must develop and maintain a first response emergency plan for bus drivers which provides them with relevant contact numbers and emergency instructions.

Bus safety worker competence

An accredited bus operator must ensure that all bus safety workers and each person who has a role under the MIS is appropriately trained and has the required competence to perform that role.

Incident reporting and investigation

An accredited bus operator must document and implement a process to ensure the Safety Director is notified of prescribed incidents as defined in the Regulations.

Find out more about reporting an incident.

Internal audits

An accredited bus operator must have processes in place to ensure that an internal audit of their MIS and MMS is conducted at least annually to identify any deficiencies and safety risks in those systems, and rectify the deficiencies or risks found during the audit or as a result of the audit.

Evidence of compliance

Accredited bus operators are not required to have separate process documents for each mandatory component of this MIS requirements document. Operators are free to use existing processes as evidence of compliance, provided they are fit for purpose and meet the specified requirements.

Optional components of the MIS

Operators may choose to include the following additional items in their MIS in the interests of good safety practice:

  • Regulatory compliance information
  • Safety performance targets and performance measures.

Regulatory compliance

An accredited bus operator may establish systems and processes for the identification of safety requirements under this and other legislation.

An accredited bus operator may establish systems to ensure compliance with those safety requirements.

Safety performance targets and performance measures

An accredited bus operator may identify and document safety performance targets for the bus operations and include:

  • Key performance indicators to be used to measure safety performance and determine whether the MIS is effectively delivering the safety performance targets
  • A description of the systems, procedures and standards to be used by the bus operator to achieve safety performance targets
  • Procedures for the collection, analysis, assessment and dissemination of safety related data kept by the bus operator.

Definitions

  • Bus safety record: a document that specifies an account of the day to day operations of the bus operator, and includes operational records, such as fleet registers, maintenance records and bus safety worker records, for example training records.
  • Management information system (MIS): a system for managing information about a bus service that all accredited bus operators must establish.
  • Maintenance management system (MMS): a system for managing the maintenance of buses that all accredited bus operators must establish
  • Safety Director - The Director, Transport Safety: a statutory office established under section 171 of the Transport Integration Act 2010 (Vic).

Practical examples

We have put together some practical examples to help you develop your own management information system. You can download these as a PDF or accessible Word file factsheet: