DVSA Directing Board Minutes
Wednesday 15 April 2015
S1, Second Floor Conference Room
Berkeley House
Bristol
Attendees: Alastair Peoples (Chair), Paul Coombs, James Munson, Adrian Long, Jeff
Green (for Paul Satoor), Fiona Ross (NED until item 8), Geraldine Terry (NED
until item 6)
Guests:
Beth Underhay (DfT), Chris Airey & Alex Fiddes (Item 1), Lesley Young (Item
2) Dave Easton (Item 4), Andrew Charlesworth-May (Item 5), Kevin Kidman
(Item 6) Jo Warden (Item 7)
Apologies Paul Satoor, Rob Bellis, Paul Smith (NED – comments provided)
Secretary: Tom Middleton
0.
Introductions
0.1
0.2
The Chair welcomed the attendees and there were no declarations of conflict of interest
made.
There were no other AOB items raised for discussions at the end of the meeting.
1.
MOT Modernisation Update
1.1
The Board were provided with a further update setting out the progress made so far for the
delivery of new MOT system in September 2015, which now has a new SRO and Project
Executive.
The Board were informed that manual workarounds and contingency plans are being
created to ensure that records of MOT tests can be captured, should the new system not
be available on time, as the project is currently 3-4 weeks behind the plan.
The Board were informed that changes have been made to the soft launch, which has been
pushed back and split into two tranches, with access given first and then results captured
on the new system later in June. Assurance was given that the approach will allow checks
to take place and lesson the risks, plus gives the capability for a faster roll-out if required.
The Board were informed that the scope for the go-live date has been finalised and that the
next 2-3 weeks are crucial, as the new system will be available for end-to-end testing to
determine the quality of the product.
The Board were informed that greater ownership is being put on the suppliers to validate
their work and work collaboratively and they have brought in additional resource expertise.
As a key milestone has been missed the Board asked for another MOT Challenge
Workshop day with suppliers and stakeholders to be arranged.
A hosting certificate from Skyscape is expected in the next week but backup options for
hosting are being looked at. The Board were informed that GDS assessment approval is
still required.
The Board were informed that the SIRO will bring their recommendation of the security
level for endorsement. The Board felt it was important to understand what the impacts of a
security breach would be.
The Board were informed that steps are taking place to improve the capabilities in the
Digital Services & Technology (DS&T) directorate and ways of working in an agile
environment.
The Board felt that a stakeholder communications plan is needed to highlight the position,
delays, causes, implications, history, likelihood and constraints of the project.
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
ACTION
TB15/04/01
James Munson/Chris Airey
To hold another MOT Challenge Workshop day with suppliers and stakeholders
ACTION
Adrian Long
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DVSA Directing Board Minutes
Wednesday 15 April 2015
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Bristol
TB15/04/02 To work with the MOT team to create a stakeholder communications plan to
highlight the position, delays, causes, implications, history, likelihood and constraints of the project.
Application Modernisation Architecture Review
1.11
1.12
1.13
The Board were informed that a review has taken place and the findings revealed that the
MoT architecture is not a suitable long-term platform upon which to build other applications,
as was originally intended.
The benefits of a re-usable platform across the projects will be re-evaluated as part of an
exercise to define the DVSA Digital Services and Technology Strategy.
The Board felt it was important to ensure lessons are leant, with the key one being to
improve the internal capability within DS&T.
2.
Driver and Rider Competence and Safety Programme Strategic Outline
Business Case
2.1
The Board reviewed the paper setting out the SOBC for the Driver and Rider Competence
and Safety Programme, setting out the overall strategic approach to the projects and
necessary funding and resources to allow the programme to progress.
The programme seeks to conduct research and implement measures to address areas of
concern to road safety by introducing changes to the practical driving test, the training
regime for motorcyclists and to the qualification and quality assurance arrangements for
driver and rider trainers.
The Board were informed that there is industry and political support in the work of the
Programme and the Board felt that the Programme will provide a good news story for when
the new Government is in place.
The Board felt that the Programme needed a more memorable title.
The Board were informed that the full costs and benefits will be shown in the individual
business cases that will follow. Some of the Board felt that more of the intangible benefits
could have been included in the SOBC but agreed that the key objective and benefit was to
reduce the number of Killed & Seriously Injured incidents.
The Board felt that there was a good strategic fit, as improving the quality of the test is a
core purpose of the Agency and the Programme will continually evolve as advances in IT,
manufacturing and political direction change.
Decision: The Board approved Option 3 in the Driver and Rider Competence and
Safety Programme Strategic Outline Business Case.
2.2
2.3
2.4
2.5
2.6
2.7
3.
Social Media Strategy
3.1
The Board discussed the paper setting out the proposed strategic approach for the
agency’s use of social media to communicate with customers and stakeholders and the
proposed the controls to be put in place to govern the use of social media in DVSA.
The Strategy provides consistency across the Agency and also incorporates DfT and wider
Civil Service policy.
The strategy will enable the Agency not to just broadcast but also use for conversations
with customers, stakeholders and internally to staff.
The Board felt it was important not to stifle the good work in this area that already exists in
the Agency, which was felt to have helped lead to this wider policy.
The Board acknowledged the risk of providing staff access but were assured that guidance
would be provided and action can be taken for inappropriate use where applicable.
3.2
3.3
3.4
3.5
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3.6
3.8
The Board felt that it would be beneficial to hold a deep dive social media week for staff,
with a communications plan and worskshops for the roll out.
The Board agreed to look further into the use of Yammer for an internal communication
tool.
Decision: The Board agreed the Social Media Strategy.
4.
MoT Training, Education and Skills Support Full Business Case (FBC)
4.1
The Board reviewed the paper setting out the proposal for the way training is delivered
within the MOT Scheme.
The preferred option agreed at the OBC stage was for an Industry-led Accredited Training
model. This is the simplest, most cost effective model, which will open up the market to
allow greater flexibility and increased choice.
Under the model any qualified Awarding Organisations and approved centres would be free
to adopt the published occupational standards, set by DVSA and offer related qualifications
which will be regulated by Ofqual. Training Providers will be governed by an MOU.
The business case will create a saving to the Agency, giving a Benefit Cost Ratio of 7.86
and a positive Net Present Value.
The Board agreed that this was a good news story as the changes will create a private
sector industry worth over £10m, moves the burden of cost from the garages to a user pays
model, saving costs for the industry and allow more freedom for testers.
The Board were assured that the Agency will be able to ensure standards with the help of
Ofqual and we will still be required to carry out quality and standards checks.
There has been healthy interest in becoming training providers and market forces will keep
costs down, as it was decided not to cap costs in an effort to not restrict potential delivery
models.
The Board were informed that the changes from the new EU Directive and current
legislative requirements are being incorporated.
The Board were informed that it will need to make a decision on the timing of when and
how the savings will be given back to the industry.
The Board thanked the project team for their work and asked whether Ministerial approval
is required to proceed.
Decision: The Board agreed the MoT Training, Education and Skills Support Full
Business Case.
3.7
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
ACTION
Paul Satoor
TB15/04/03 To determine whether Ministerial approval is required for the MOT Training
business case
5.
Shared Services Update
5.1
The Board noted the update and were informed that there have been further delays, due to
data extraction problems.
Assurance was provided that the Agency is still assisting all it can with the migration.
The Board were informed that a decision will be required this year on whether to upgrade
the existing Oracle system.
5.2
5.3
ACTION
TB15/04/04
James Munson
To determine when a decision is required to renew the Oracle system
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DVSA Directing Board Minutes
Wednesday 15 April 2015
S1, Second Floor Conference Room
Berkeley House
Bristol
6.
Fleet Compliance Measure
6.1
In December the Department consulted on the development of a fleet compliance measure
for DVSA. The Board discussed the paper which provided a recommendation of introducing
an MOT Test Quality shadow measure following the results of the consultation.
The Board felt it was the right thing to do to monitor the level of incorrect MOT tests and
look to improve the rate. However, there were concerns over the Agency’s ability to have
any influence over the levels.
The Board questioned whether introducing a measure would lead to more checks needing
to be carried out, who would fund it and the impact that extra checks could have on the
rate. The Board felt that targeted checks would have a better impact.
The Board felt it was also important to only include the error rate of vehicles that were
passed that shouldn’t have.
The Board acknowledged that there were things it was doing to improve the error rate, such
as improving the quality of training, controlling how to become an MOT garage and the
improvements in data from the new MOT system.
The Board asked if a more meaningful measure could be developed, that was within the
Agency’s control, in part due to the low response rate from the consultation.
The Board stated that the data for the proposed measure is currently already manually
recorded and reported. The impact of having the measure was questioned and what the
overall desired outcome was.
The Board agreed to include the measure as a shadow measure for the remainder of the
year and asked that serious consideration is given to developing any further measures from
this. It was suggested that an overall review of the entire Agency’s measures should be
looked at to ensure that they are what is important to the public, department, industry,
Agency and the country.
Decision: The Board agreed to the MOT Test Quality Shadow Measure for the
remainder of the year.
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
7.
Merger Programme Update
7.1
7.2
The Board reviewed the paper to formally close the Merger Programme project.
The programme was completed with the implementation of the Single Trading Fund Order
on 1 April 2015 and was delivered on time and to budget, although there were some items
that had to be de-scoped.
The immediate non-financial benefit is that DVSA operates as a single agency with
standardised processes, harmonised policies and a single organisation structure.
The Board recognised that there are still a number of things still to do that will be carried
out under business as usual, with further stages of integration and transformation still to
take place.
The Board felt it was important to communicate the successes of the merger to
stakeholders.
7.3
7.4
7.5
ACTION
TB15/04/05
ExCo.
Paul Satoor (Kevin Kidman)
To draft a communication briefing on what has happened with the merger to give to
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DVSA Directing Board Minutes
Wednesday 15 April 2015
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Bristol
8.
Key Business Risk Report (KBRR)
8.1
8.2
8.3
The Board approved or made the following changes to the risks as set out in the paper:
1 risks for reporting to DfT (scored above the DfT reporting threshold)
KBR99 ICT Modernisation – Risk to Corporate Reputation. Following the change in
ownership of the MOT Programme, with the new SRO and Project Executive in place, a
review of the ICT Modernisation risks will take place. The Board agreed that this risk should
be escalated, following the update provided at the start of the meeting, due to the risk of not
having the new system in place on time, although there are a number of things taking place
to bring the Programme back on track.
Other risks
KBR96 VAT recovery on Theory Test – The Board agreed that this was now an issue rather
than a risk and will be managed at a Directorate level and the issue highlighted to the
Director General. The Board felt there was a gap in governance for highlighting issues to
DfT.
KBR67 & 100 ICT Modernisation - As stated above the risks are being reviewed by the new
DS&T Director.
KBR89 Potential Driving Examiner shortage 2015 – following a review, this risk now
evidences the range of mitigations in place and in train. The current risk impact has been
reduced from high to medium, and forecast impact and likelihood reduced from medium to
low.
CRR19 Business Continuity Plans (BCP) and Disaster Recovery (DR) – A consistent
approach to BC and DR is now in place, a testing programme undertaken and a refreshed
BC Steering group in place. As such the short term DSA KBR80 BCP and DR plans has
been closed, and the commencement of a new DVSA long term corporate risk presented
as CRR19 was agreed.
8.4
8.5
8.6
8.7
8.8
Other Information
8.9
Finance escalation points amended in line with Agency Budget - The escalation criteria set
by DfT is based on a % of agency budget. From this month DVSA is formerly one trading
fund with a combined budget, so the corporate escalation points have been updated. Inline with this the Board considered and agreed the revised finance criteria for the Agency's
Team/ Project and Directorate/ Programme level guidance as presented.
Stewardship Certificates
8.10
The Board were informed that the Stewardship certificates will be submitted to the April
Audit & Risk Committee.
9.
Board Updates
IAB, BPB & CPB Updates
9.1
9.2
9.3
9.4
The Board noted the IAB update as presented.
The Board noted the BPB update and acknowledged the car waiting time and sick absence
performance. A report is being drafted for the Permanent Secretary on absence, staff
engagement and the merger.
There was no CPB this month.
The Board noted the financial papers provided for the Boards information and were
informed that the year-end figures will be available shortly and the Board were informed
that some of the Agency’s loans from the Department have been paid early.
10.
AOB
10.1
There were no AOB items.
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DVSA Directing Board Minutes
Wednesday 15 April 2015
S1, Second Floor Conference Room
Berkeley House
Bristol
11.
Meeting Administration
11.1
The Board approved the minutes of the 11 March Directing Board as an accurate record for
publication.
The Directing Board Action Sheet was updated and the updates were noted.
Board Agendas Forward Look – The forward look agenda was reviewed and updated and
the next meeting is on 13 May 2015.
11.2
11.3
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