Driver Vehicle Standards Agency
What is DVSA earned recognition
The Driver and Vehicle Standards Agency (DVSA) earned recognition is a new way for vehicle operators to prove they meet driver and vehicle standards.
This means that theyre:
- continuously monitoring their own compliance
- using DVSA-validated IT systems
- compliant with road-safety standards
Its a voluntary scheme for operators of all sizes.
How it works
IT systems
Operators need to have digital monitoring systems for vehicle maintenance and drivers hours. These check if theyre meeting a set of key performance indicators (KPIs).
Every 4 weeks, these systems tell DVSA if theyve missed any of the KPIs by a set amount. If this happens, DVSA will work with them to fix the issue.
DVSA will not have direct access to any of their data or systems.
Audit
Operators systems and processes must be audited by a DVSA-authorised audit provider:
- when their application to join the scheme has been reviewed
- every 2 years after that
DVSA will accept a successfully completed earned recognition audit either:
- up to 3 months before the operator applies
- 3 months after theyve submitted an application
If a concessions been granted, theyll need an audit covering the appropriate section every year, up to April 2021.
Apply to become a validated IT systems provider
Eligibility
Youll need to meet the criteria outlined in the document. And any system youre providing will need to pass a validation process before its used by an earned recognition operator.
The application process
To become a DVSA-validated IT systems provider, youll first need to fill out the and agree to the .
The application form must:
- be completed in full
- include the system name
- state if its for maintenance or drivers hours
- give the contact details and name of the operator using the system
Any missing information will mean the application is delayed or rejected.
If youre going to receive data from external sources, you need to:
- give details of those systems
- say whether theyre already validated for earned recognition
Maintenance-only system
If youre supplying a maintenance-only system, it must be fully electronic. But, it can allow the input of manual records for up to 3 years from the date it goes live.
If the system is measuring manually-completed safety-inspections and driver-defect report documents, you must explain how:
- these are uploaded to your system
- the data is extracted to record the required KPIs
The application must:
- show that the system meets all the IT reporting needs
- include an example of the KPI reporting form
When applying, you must submit 3 periods of data from either:
- an existing earned recognition operator
- a new applicant
The data may be used for validation purposes.
If the scheme manager thinks that your application doesnt meet the right standards, then the manager will reject it and contact you.
System validation
Data from your systems will be used to carry out the validation process, as well as data from either:
- an existing earned recognition operator, if they want to use your system
- a new applicant
If theres not enough data to carry out a full validation, you may be asked to either:
- supply extra data
- go through an extra validation process
Maintenance
System validation will be carried out over at least 3 - but no more than - 13 measurement periods. A minimum of 150 safety inspection documents will be used.
When a suitable operators data has been identified:
- validation date ranges will be agreed
- the safety inspection documentation will be read to check:
- the registration number
- date of inspection
- all required fields are completed
- all defects have been rectified
- the vehicle has been signed off as being roadworthy
The frequency will be checked against the conditions of the operators licence. Another check will be made to confirm the number of defects raised during the validation period.
This data will be compared to the results from your system for the same time period. At this stage, the system alerts and triggers will be checked to confirm theyre recording properly.
If you pass the system validation process youll be:
- accepted as a system provider
- allowed to report for earned-recognition operators
- published on the list of validated IT system suppliers
- allowed to use the earned recognition marque
If your system doesnt meet the right standards, another full system validation will be necessary. Until thats successfully completed, your system cannot be used for earned recognition purposes.
Re-validation will take place no longer than two years after the last full system validation.
Drivers hours
System validation will be carried out over at least 3 - but no more than 13 - measurement periods. It will use a minimum of 3000 tachograph records.
When a suitable operators been identified:
- validation dates ranges will be agreed
- tachograph raw data for both the driver and vehicle unit will be requested
This data will be analysed for:
- the four fixed-penalty bands
- overall infringements
- overall working time
Repeat offenders and most serious infringements will also be identified.
This data will be compared to the results from your system for the same time period. At this stage, the system alerts and triggers will be checked to confirm theyre recording properly.
If you pass the system validation process youll be:
- accepted as a system provider
- allowed to report for earned-recognition operators
- published on the list of validated IT system suppliers
- allowed to use the earned recognition marque
If your system doesnt meet the right standards, another full system validation will be necessary. Until thats successfully completed, your system cannot be used for earned recognition purposes.
Revalidation will take place no longer than two years after the last full system validation.
Quality assurance
Random checks may be carried out on a validated system to make sure the datas accurate. This will follow the same process but use a smaller sample.
If problems are found, the scheme manager will contact you to discuss the details. If the fault is s