How DVSA earned recognition for vehicle operators works, how to join the pilot, and what happens when you've joined.
Driver and Vehicle Standards Agency (DVSA) earned recognition for vehicle operators is a new way to prove you meet driver and vehicle standards.
You regularly share performance information with DVSA. In return, your vehicles are less likely to be stopped for inspections.
It’s a voluntary scheme that’s designed to work for operators of all sizes.
The pilot is testing the idea of earned recognition, and that the policies and processes work.
How it works
You need to have IT systems for vehicle maintenance and drivers’ hours. These will monitor if you’re meeting a set of key performance indicators (KPIs).
Every 4 weeks, these systems will tell DVSA if you’ve missed any of the KPIs by a set amount. If this happens, DVSA will work with you to fix the issue.
DVSA won’t have direct access to any of your data or systems.
When you’ve been accepted to join the pilot, your drivers and vehicles will be less likely to be stopped at the roadside by DVSA.
You must have:
- had a heavy goods vehicle (HGV) or public service vehicle (PSV) operator licence for at least 2 years
- digital management systems for vehicle maintenance and drivers’ hours, which can track the KPIs and automatically report if they’re missed
- a track record of good compliance with driver and vehicle standards
If you have multiple operator licences
You can apply if your organisation has multiple operator licences, but you must report the data for every licence you have. This includes if you have both HGV and PSV operator licences.
What you’ll get
You’ll get more help from DVSA to get you through the process if you join the pilot.
If you successfully join the pilot:
- your details will be published on the list of vehicle operators taking part in the pilot, giving you recognition for meeting the standards
- your vehicles will be less likely to be stopped for roadside inspections
If you successfully complete the pilot, you’ll get automatic entry to the DVSA earned recognition scheme.
After the pilot
If you get a place on the DVSA earned recognition scheme, you’ll:
- be an exemplary operator, and be able to prove this when you bid for contracts
- be less likely to have your vehicles stopped at the roadside for inspections
- be less likely to have DVSA enforcement staff visit your premises
- be able to use the DVSA earned recognition marque on your website and other publicity materials (but not on your vehicles)
- be recognised as a DVSA-approved operator on a list on GOV.UK
- have direct access to a DVSA earned recognition business manager
How much it costs
There’s no application fee to join the pilot or the full scheme.
You need to have an audit of your systems and processes by a DVSA-approved audit provider when you first join, and then every 2 years.
You might need to pay for this, depending on the provider you choose. The providers set their own fees.
You might need to pay to update your IT systems if they can’t measure and report on the KPIs.
The system suppliers set their own fees.
Apply to join the pilot
The deadline to send your application to join the pilot is 28 February 2018.
Check if your IT system provider and audit provider have registered with DVSA. If they haven’t, tell them to email firstname.lastname@example.org to get the documents they need.
Email email@example.com to get an application form and the full guidance.
Fill in the application form if you meet the eligibility criteria, and email it to firstname.lastname@example.org by 28 February 2018.
DVSA will check your application and get back to you.
Arrange an audit
When DVSA has accepted your application, you need to arrange an audit and pay for it (if your audit provider charges a fee).
What the audit involves
The auditor will look at:
- the processes involved in your transport management systems
- how you manage them
You’ll be audited against the DVSA earned recognition standard for HGVs or PSVs, depending on which licences you have.
You’ll be audited against both standards if you have both types of licence.
Each standard is split into 9 sections.
|Section number||Audit area|
|7||Training and driver behaviour|
|9||Dangerous goods (HGV operators) or service work (PSV operators)|
You won’t be audited on section 9 if you don’t do these activities.
The documents DVSA will send to you explain the:
- standards and how to achieve them
- level of performance needed to meet the standards
- systems and documents the auditor will need to check
The audit might need to be done at one or more locations, depending on your operating systems, the number of operating centres you have, and your fleet size.
After the audit
The auditor will send you the results of the audit, and send a copy to DVSA.
DVSA will decide whether or not you’ve met the standard to join the pilot and will tell you its decision.
Monitor your performance
Your IT system will be developed to automatically measure and monitor the KPIs, which will help you manage your business.
All KPIs are measured over 4-week periods, which start on a Monday and end on a Sunday. This is known as a ‘KPI measurement period’.
The KPIs are reported at the end of the period, and are sent to DVSA 4 weeks later.
A measurement period runs from Monday 9 October 2017 to Sunday 5 November 2017.
The KPIs are measured on Monday 6 November 2017, and are reported to DVSA on Monday 4 December 2017.
About the KPIs
You should be able to achieve the KPIs, no matter what size your fleet is.
DVSA analysed over 1.5 million historical records on vehicle test results, drivers’ hours infringements and fleet size to check the KPIs are realistic.
There are 2 sets of KPIs - maintenance and driving activity.
|1||Complete set of safety inspection records||100%|
|2||Safety inspection records are completed correctly, including all relevant sections and signed off as being roadworthy||100%|
|3||Safety inspections are completed within the stated frequency||100%|
|4||Driver defect reports where road safety related items have been reported are appropriately actioned||100%|
|5||Vehicle and trailer MOT initial pass rates||95% (if you only have up to 20 vehicles in your fleet, the KPI is no more than one failure in 13 rolling measurement periods)|
Driving activity KPIs
|Number||Measure||KPI (total number of infringements as a percentage of the total number of tachograph days)|
An infringement recorded on the tachograph analysis that would attract a band 1 fixed penalty under current legislation
An infringement recorded on the tachograph analysis that would attract a band 2 fixed penalty under current legislation
An infringement recorded on the tachograph analysis that would attract a band 3 fixed penalty under current legislation
An infringement recorded on the tachograph analysis that would attract a band 4 fixed penalty under current legislation
- total number of infringements found
- any infringement identified under current legislation
If you report less than 25 tachograph days in a measurement period, the KPI will be no more than one offence in the period.
Alerts you’ll get
You’ll get an alert when a KPI is missed, but not by enough to send a trigger to DVSA. This will let you take action to stop it happening again.
There are 3 levels of alerts.
|Type of alert||Level||When it’s triggered|
|Yellow||Minor||Missing a KPI by less than 1% point 3 times in 3 rolling periods|
|Amber||Moderate||Missing a KPI by 1% point or more twice in 3 rolling periods|
|Grey||Major||Missing a KPI by 2% points or more|
Automatic triggers to DVSA
Triggers will automatically be reported to DVSA at the end of the measurement period.
DVSA will work with you to fix the issue.
When the pilot ends
If you successfully complete the pilot, you’ll get DVSA earned recognition status when the full scheme starts, with all the scheme’s benefits.
When your vehicles could still be stopped
DVSA will still stop your vehicles if they’re in an obviously dangerous condition.
Your vehicles could be stopped for the Department for Transport’s national fleet compliance survey. This is because the survey needs a small sample of randomly checked vehicles.