Certification ECM / MF
Discover all the necessary information related to obtaining a valid ECM/MF certificate.
Certification for:
Entity in Charge of Maintenance (ECM)
Entity in Charge of Maintenance
Applicants submit:
- ECM Application
- ECM Questionnaire
- Checklists F1 + F2 + F3 + F4
- ECM Annual Report
- Entity Documentation
Maintenance Functions (MF)
Entity responsible for providing maintenance functions/workshop (MF)
Applicants submit:
- MF Application
- MF Questionnaire
- Checklists F1 + F4
- ECM Annual Report
- Entity Documentation
External Maintenance Functions (MF)
Entity responsible for external maintenance functions/workshop (MF)
Applicants submit:
- MF Application
- MF Questionnaire
- Checklists F1 + any combination of F2, F3, and F4 (other than F1 + F4)
- ECM Annual Report
- Entity Documentation
The maintenance system consists of 4 functions
Specific requirements for ECM
- F1 - Maintenance Management Function
- F2 - Maintenance Development Function
- F3 - Fleet Maintenance Management Function
- F4 - Maintenance Delivery Function/workshop
Certification Process
Preliminary Assessment
Intended for entities considering certification and wishing to verify their readiness or compliance with certification requirements through the certification body. Outcome - Preliminary Assessment Report
Initial Certification
For entities not yet certified ("newcomers") needing to demonstrate their capability to maintain required maintenance systems for Railway Rolling Stock to operate in the market. Outcome - New Certificate (OSV)
Recertification
For entities whose certificate is expiring. Ensures continuity of certificate validity and should be conducted well in advance of certificate expiration. The recertification audit process considers results from previous assessments during the last certification cycle. Outcome - Renewed Certificate (OSV)
Surveillance Activities
Surveillance audits are conducted by the certification body (CO) for certified entities to monitor ongoing compliance with certification requirements, once every 12 months over five years. It considers previous assessment results and monitors their development. Surveillance is a planned activity by the CO based on an internal assessment schedule. Entities are obligated to allow the certification body to perform this service within the specified timeframe. Outcome - Valid Certificate (OSV)
Extraordinary and Other Assessments
For certified entities that have undergone significant or formal changes during the certification cycle affecting the current certificate's validity, such as changes in company name, headquarters, category, scope of functions, etc. The CO may also conduct extraordinary assessments based on reports about the certified entity's conduct and other justified cases. Outcome: Amended/Updated Certificate / Suspended/Revoked Certificate
FAQ
To begin cooperation, it is essential to submit a correctly completed application based on the client's requirements. Applications can be found in the Documents section. If you are unsure how to fill out the application, do not hesitate to contact the certification body staff. We will be happy to assist you in correctly completing the application to ensure it meets your specified criteria.
Each submitted application is duly reviewed by the certification body's staff, who, together with the client, ensure that the application is correctly completed.
The quotation is prepared based on the completed application and questionnaire. It depends on various factors and is mutually agreed upon.
Agreement and contract conclusion
The CERTIFICATION AUTHORITY (hereinafter referred to as CA) issues a report on the assessment of the documentation. Once the documentation is approved by the CA, a four-month period begins until the certification decision for the entity is made.
Verification of compliance with requirements at the operational site, direct evidence, and evaluation of the assessment process.
The CERTIFICATION AUTHORITY (hereinafter referred to as CA) makes a decision on granting a certificate or maintaining the validity of an existing certificate.
Based on a positive assessment result, the CERTIFICATION AUTHORITY (hereinafter referred to as CA) issues an ECM Conformity Certificate and/or a Conformity Certificate for MF.
What must I submit?
- Application
- Questionnaire
- ECM Checklists F1 to F4 – to demonstrate compliance with specific requirements (Annex II to the ECM Regulation under VNK(EU) 2019/779), if significant changes have occurred since the last audit (e.g., expansion of functional scope, etc.)
- ECM Annual Report – in accordance with Annex VNK(EU) 2019/779. The report must cover the period starting from the issuance of the initial certification and ending two months before the planned recertification audit. Additionally, the CERTIFICATION AUTHORITY (hereinafter referred to as CA) must receive the annual report no later than one month before the planned recertification audit.
- Entity Documentation – required if significant changes have occurred since the last audit or if changes have been recorded regarding the expansion of Railway Rolling Stock (ŽKV) or the scope of maintenance functions:
- Description of the entity’s organizational structure
- Human and technical resources
- Vehicle information
- ECM System Documentation and Maintenance Function – ECM MF Quality Manual, Maintenance Policy, Internal Guidelines, National Certifications such as ISO, National Certifications related to railway rolling stock maintenance, Specific Authorizations, Certifications related to railway vehicles, and Professional Competence Documentation for the entity’s employees.
What must I submit?
- ECM Annual Report according to Annex V of Commission Implementing Regulation (EU) 2019/779. The report must cover the period starting two months before the last audit and ending two months before the planned audit. Additionally, the annual report must be submitted to the Certification Body (CO) no later than one month before the planned surveillance audit.
- Entity Documentation
If there has been a significant change since the last audit.
What must I submit?
- Application for Certification (it is necessary to check point 4.5 – Preliminary Assessment)
- Questionnaire
- Entity Documentation:
- Description of the entity’s organizational structure
- Human and technical resources
- Vehicle information
- ECM system documentation and maintenance function – ECM MF quality manual, maintenance policy, internal guidelines, national certifications (e.g., ISO), national certifications related to railway rolling stock maintenance, specific authorizations, certifications related to railway vehicles and professional competence of the entity’s employees, etc.
The documentation should meet certification requirements according to the relevant standards and regulations in the given field, the certification scheme, and related methodological guidelines for certification. During the preliminary assessment, the evaluation team does not provide advice or guidance on how to correct or supplement any deficiencies.
What must I submit?
- Application
- Questionnaire
- ECM Checklists F1 to F4 (depending on the maintenance function) to demonstrate specific requirements (Annex II to the ECM Regulation under Commission Implementing Regulation (EU) 2019/779
- The most recent ECM Annual Report according to Annex Commission Implementing Regulation (EU) 2019/779
- Entity Documentation:
- Description of the entity’s organizational structure
- Human and technical resources
- Vehicle information
- ECM system documentation and maintenance function – ECM MF quality manual, maintenance policy, internal guidelines, national certifications (e.g., ISO), national certifications related to railway rolling stock maintenance, specific authorizations, certifications related to railway vehicles, and professional competence of the entity’s employees, etc.
Documents for download
Certification of entities responsible for the maintenance of railway rolling stock and externally provided maintenance functions (outsourcing) according to Commission Implementing Regulation (EU) 2019/779 of 16 May 2019.