Vehicle Certification Agency. Business Plan

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Vehicle Certification Agency

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VCA

No 1 The Eastgate Office Centre Eastgate Road Bristol BS5 6XX United Kingdom Telephone 0300 330 5797 Website www.dft.gov.uk/vca

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Foreword

Welcome to the Vehicle Certification Agency (VCA) Business Plan for 2014-2015. This sets out our goals and objectives for the year and builds on the successes of the Agency over the recent past. VCA is part of the DfT Motoring Services Group of Agencies, including DVSA (Driver and Vehicle Standards Agency) and DVLA (Driver and Vehicle Licensing Agency). All DfT Agencies are undergoing substantial reform, responding to the Government policy, committing to deliver improved services to citizens and industry, and reducing costs through efficiency improvements.

This new Financial Year will see a major change in the governance of the VCA, as the DfT Ministers seek a private sector partner for a Joint Venture with the

Department in a New Commercial Model. A JV partner will be selected through open competition, and will become the majority shareholder in the new company by the end of this financial year.

VCA revenues have grown over the past few years, and we are forecasting further growth in this next Financial Year, mainly driven by changes to the Whole Vehicle Recast Framework, with new entrants from sectors such as commercial vehicle builders and body converters, and growth in Southern Europe and South America. VCA recently launched its latest overseas operation in Sao Paulo, Brazil, and has been very warmly received by the local industry, and UK exporters. Growth in Southern Europe and Turkey looks highly encouraging, and we anticipate another good year in the far east, particularly China, Japan, and South East Asia.

VCA operations are underpinned by a strong commitment to Quality and Continuous Improvement. Further progress is planned in the new Financial Year with investments in our operating systems, and ICT infrastructure, delivering efficiency and resilience

improvements. We will continue to work with colleagues, clients and stakeholders to ensure that changes to the VCA operating model are communicated in a timely

way.Once again, VCA does not plan to increase fees, holding them to 2006 levels, and delivering further efficiency improvements.

We can look forward to a very exciting year ahead, committing to delivering a high value, quality service to clients, and an engaged and motivated workforce

PVW Markwick, Chief Executive 14 March 2014

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Executive summary

This Business Plan sets out the aims and ambitions for the forthcoming year for the Vehicle Certification Agency (VCA).

VCA is one of 3 DfT Motoring Services Agencies, with DVSA and DVLA, all sponsored by the Motoring Services Group. The Motoring Services Group has an ambitious reform agenda, and DfT Ministers have agreed that VCA should seek a joint venture partner and operate in future under a new commercial model. This will required a major transition programme and utilising a significant proportion of senior management leadership focus.

Additional reforms will be delivered with the Modernised Employment Contract unifying terms and conditions for staff across the DfT, and by further development of the

Department’s group operating models for HR and Procurement, which will deliver significant efficiency and delivery improvements.

VCA will continue to place customers and staff at the heart of its service, building on the high levels of customer satisfaction, and staff engagement recorded over recent years. A further year of increased operational activity and revenue is forecast, especially in Southern Europe, South America, and in the UK, where the European Type Approval regulations are being extended to include additional categories of vehicle. VCA is working closely with Trade Bodies and the DfT to publicise these changes, to prepare the industry for their introduction.

In addition to Europe, VCA operations are segmented into 3 groups internationally, the Americas, Asia/Pacific, China/India. These 3 international operations are planned to deliver a significant surplus.

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1. Who we are and what we do

Our vision and key purpose

The Vehicle Certification Agency (VCA) is an Executive Agency of the Department for Transport (DfT), part of the Motoring Services Directorate, through which VCA receives its corporate sponsorship.

We have successfully grown our Type Approval and Technical activities, nearly tripling our revenues in this area over the past 10 years. While our growth rate in established markets has slowed down recently, we are forecasting significant growth in both

Southern Europe, and South America, following investment in both regions. Sales in the South American market is a target for growth for the UK Automotive Industry, and VCA is positioning itself to support this, initially in Sao Paulo, Brazil, then spreading into the neighbouring areas as business demands. This new Financial Year will still require investment, as the fledgling business takes off, however we forecast a substantial return within the next 3 years.

VCA takes its policy lead from DfT, through the International Vehicle Standards Division (IVS), part of the Environment and International Directorate. Some environmental policy lead comes from the Office for Low Emissions Vehicles (OLEV). The policy lead for the Dangerous Goods activities is the Dangerous Goods Division (DGD) of the Roads and Local Traffic section. VCA Chairs the DfT Vehicle Technology Forum, working with policy leads, other DfT Agencies and the Chief Scientific Advisors’ Unit. This forum shares knowledge, understanding and experience of emerging Vehicle Technologies, to foster a common understanding and to improve efficiencies.

As the UK Type Approval Authority for new on and off-road vehicles, systems and components, VCA is responsible for approving that these have been designed and constructed to meet internationally agreed standards of safety, security and

environmental protection. VCA provides data to the public as well as other DfT Agencies.

VCA is also the administrator and operator of the scheme for the approval of packaging for the carriage of dangerous goods in the UK. Each mode of transport has its own set of International Regulations, but all use packaging as defined in the United Nations (UN) recommendations for the transport of dangerous goods. The requirements for approved packaging are put into effect by separate Statutory Instruments.

VCA operates as the nominated enforcement body for a number of regulations on behalf of the DfT, Business, Innovation and Skills (BIS) and the Department for Environment,

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Food and Rural Affairs (Defra), . These include gaseous emissions of non-road mobile machinery, end-of-life vehicles, the noise emissions from equipment designed for outdoor use, the environmentally friendly disposal of Waste Electrical and Electronic Equipment (WEEE), and waste batteries and accumulators.

VCA provides a certification service to local authorities who wish to implement bus lane and parking enforcement camera systems. This is being extended to include local authorities in Wales, and the Highways Agency’s Thames Crossing at Dartford. VCA’s undertaking of Management Systems Certification (MSC) is a synergistic and complementary extension of its statutory Type Approval obligation. As a niche

Certification Body (CB) with unique credentials as an automotive specialist, expert in the fields of vehicle engineering, manufacturing and the numerous support processes, VCA certifies more complete vehicle manufacturers to the automotive specific quality

standard, ISO/TS 16949, than any other CB world-wide. In summary, VCA is the foremost CB in terms of automotive expertise and relevant products including ISO/TS 16949, Automotive Environmental, Conformity of Production, Life Cycle Assessment, and Health and Safety. This service makes VCA unique, as the only Type Approval Authority, Technical Service, and MSC Certification Body. We plan to grow this

operation by at least 10% in the coming year, having successfully grown our operations in the USA last year, and building on lessons learnt there.

VCA is developing tools and techniques in the area of Electronic Functional Safety, utilising the emerging standard of ISO 26262. This is designed to improve the reliability and resilience of electronic systems on board vehicles.

The VCA published database of CO2 emissions from passenger cars underpins the graduated Vehicle Excise Duty (VED) and Company Car taxation schemes. The VCA online car fuel data, CO2 and vehicle tax tools continue to be popular with consumers, supporting the Government’s strategic drive towards the reduction in CO2 emissions. The tools are available through Gov.UK and received in excess of 1.5 million visits over the last year.

The purpose of this Business Plan

This Business Plan details our key performance measures, business activities, planned programme of change, financial income, expenditure and investment for 2014-15. Our Business Plan has been agreed by the Minister for Transport.

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The VCA Annual Report and Accounts 2013-14, outlining our performance during that period will be published in due course.

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2. How the agency is changing

New Commercial Models project

The Civil Service Reform Plan, published in June 2012, and the Open Public

Services White Paper, published in December 2011, set out the Government’s vision for the future role of the civil service in the delivery of public services. The

Department for Transport (DfT) Business Plan 2012- 2015 includes a commitment to ‘transform delivery of the Motoring Services we provide by reducing costs, increasing the customer focus, and increasing the diversity of delivery whilst maintaining quality and customer satisfaction’.

As part of this process the DfT is reviewing the business model for the Vehicle Certification Agency (VCA) and considers that an alternate model may deliver the services we offer more effectively, and encourage growth for both VCA and the UK Automotive Industry. DfT is now seeking a private sector partner to develop and take forward a new commercial model.

The overall aim is to ensure the creation of a strong joint venture that provides

sustainable and high quality services to customers which meet the statutory standards. A New Commercial Models Project has been assessing the options for the business model for VCA, including public sector and commercial options. Ministers have agreed that we seek t a Joint Venture with a private sector partner and during 2014 a

procurement process will select the best partner, aiming for the new business to be operational early in 2015.

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3. Plans for 2014-15

VCA Key Performance Measures

Category Measure 2014-15

Objective Reform Take forward the Government Digital Strategy:

Digitisation of customer invoices and statements and supplier and staff remittances

80% converted by 31st March 2015

Take forward the Motoring Services Strategy: Successful development and delivery of a VCA Transition Plan.

By contract award date.

Operational _{Deliver the agreed testing and enforcement}

programme.

By 31st March 2015

System and component approval certificates issued within 9 working days of completion of technical clearance.

92%

The full year revenue of MSC work increases from previous year.

10% increase

Audited test reports deemed to have no critical defects, a critical defect being one that would cause the approval to be likely to be rejected, legitimately, by a receiving Approval Authority or one that renders the approval invalid such that it should be withdrawn.

99%

New Type Approval clients that do not hold ISO9001 or ISO/TS16949 management systems certification to be subject to a Conformity of Production assessment, in accordance with the agreed risk-based approach, before approval issue.

100%

Maintain or improve the satisfaction of our customers.

90%

Overseas operations contribute positively to VCA financial margin.

Positive margin after allocation of overheads

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Finance and

Efficiency Agency Finance:line with 2014/15 Business Plan. Deliver financial performance in £100k surplus Workforce: FTE Staff numbers as at 31st March

2015 will be no more than

204 FTE

Workforce: Ensure average number of working

days lost to sickness absence does not exceed. 7.0 days per FTE

Protecting the environment: Cut carbon

emissions from agency buildings by 31 March 2015 compared to a 2009/10 baseline.

25% reduction

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4. Civil Service Reform

The DfT is committed to putting citizens at the heart of service delivery, and all 3 of the Motoring Services Agencies are delivering substantial change programmes to suit. Details of the DVLA and DVSA programmes will be found in their Business Plans. The Government policy is to seek efficiency and service delivery improvements and there are a number of Civil Service reforms underway. In addition to the New

Commercial Models project addressed earlier, the Department is moving increasingly to Group operating Models, bringing improved efficiency and reduced costs. These include the Departmental Resourcing Group (DRG), supplying a DfT wide HR service, the

Government wide Procurement Framework, delivering cost savings from group wide procurements and a Digital Strategy which seeks to develop the use of digital platforms, and improving information and knowledge management across Government.

The Department has agreed and is implementing a Modernised Employment Contract, which further harmonises terms, conditions, and pay across the DfT group, enabling better opportunities for staff transferring between DfT organisations, and delivering cost savings to the taxpayer.

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5. Digital

VCA continues to support the Department’s Digital Strategy. VCA is employing digital tools to support efficiency and delivery process improvement.

During 2014-15 we will deliver a number of projects under the following headings:

Digital service delivery

• Migrate VCA corporate website content to GOV.UK – we will continue to work with the Government Digital Service to migrate content. The full extent of this activity will be dependent on the outcome of the New Commercial Models project referred to earlier in this plan.

• Digitisation of customer invoices and statements and supplier and staff

remittances, as outlined in the ‘Key Performance Measures’ section of this plan. • VCA’s Information System for Type Approval (VISTA) – deliver a scoping project

to understand how the system, which provides type approval legislation

information users, can be further developed to provide improved functionality and deliver a broader range of information services to the automotive industry.. • Dangerous Goods ‘Tanks’ Database – further develop the online certification tool

delivered in 2013-14 to provide additional functionality.

Digital communications

• Tablets and Smart Phones - continue to trial the use of new products/technology to further complement existing arrangements, leading to efficiencies for staff working with customers wherever they may be.

• Intranet – develop the existing Intranet to deliver greatly enhanced functionality, leading to significant improvements in communications.

Digital Inside - tools for a civil servant

• Enterprise Content Management (ECM) – building on the ‘Pilot’ phase to roll out this product across the organisation. This will enhance the way the agency deals

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with digital content and will lead to operational efficiencies, and significantly reduce the amount of paper transactions and storage.

• Customer Relationship Management (CRM) – continue to develop the system implemented in 2013-14 to provide additional functionality providing efficiencies around customer interactions, and the integration of information and services.

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6. Sustainability

General

VCA is an Environmental Regulator, and therefore keenly aware of the need for

sustainability. There are increasing environmental, economic and social pressures and the Agency is developing its business in a way that will enable it to succeed.

The Greening Government Commitments (GGC’s)targets are to be achieved over a five-year period (starting from a 2009-2010 baseline) by 201415. In addition, we have set our own internal targets to improve our performance.These targets are monitored closely to help us identify where improvements are possible.

As well as ongoing improvements in energy efficiency, space utilisation and the incorporation of new renewable energy technologies in our estate, we plan to further consolidate and reduce the number of physical ICT servers by virtualising and increasing the utilisation levels.

VCA will continue to contribute to the government’s sustainability strategy by:

• collating and publishing information (colour coded environment labels) on the fuel consumption and emissions of new cars;

• testing new vehicles to ensure they meet the appropriate noise and emissions standards;

• enforcing requirements concerning the gaseous emissions of non road mobile machinery;

• enforcing limits on the use of heavy metals in new vehicles;

• enforcing the Waste Batteries and WEEE directives to reduce the environmental impact of batteries, electrical and electronic equipment when they reach the end of life;

• developing knowledge of sustainable vehicle emission technology developments and sharing this knowledge across the Department for Transport.

Waste minimisation and disposal

VCA will continue to review its consumption and consequent waste. The Agency separates and monitors waste through several distinct streams. These include waste items such as paper, toner cartridges, aluminium cans and other metals, glass, plastics, food etc.

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We currently recycle over 80% of our generated waste, around a quarter of this is paper and we have made good use of the Government’s Surplus Furniture Scheme to source good quality used office furniture rather than replacing with new. Whilst the Agency recycles all paper through the Crown Commercial Service closed loop initiative, we will be pursuing further reductions on the use of paper in our processes. This includes

reducing our printer asset holdings by 66% in the coming months and actively monitoring and controlling print activity.

VCA sustainable development action plan

Carbon Emissions Internal reporting 2014-15 Reducing greenhouse gas

emissions by 25% from the whole estate by March 2015.

Reduce office emissions by 25% relative to 2009/10 baseline (tonnes CO2e)

168

Waste Internal reporting 2014-15

Reducing waste generated by 25% by March 2015.

Reduce waste arising by 25% relative to 2009-10

levels (tonnes)

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Water Internal reporting 2014-15

Reducing water

consumption in line with best practice benchmarks by March 2015

Maintain water

consumption to an average of less than 6m3 per person per year in our administrative estate

(m3/FTE)

< 6m3 per FTE

Water consumption

During 2014-15 we will maintain water consumption at an average of less than 6m3 per person per year in our administrative estate (m3/FTE).

Life Cycle Assessment

The latest addition to the VCA environmental product portfolio, Life Cycle Assessment (LCA) is a process that evaluates the environmental burdens associated with a product,

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process or activity. This is done by identifying energy and materials used as well as wastes and emissions released into the environment. LCA verification means that a product or service has been produced following the ISO 14040, ISO 14044 and ISO 14062 norms.

Put simply, working closely with the vehicle manufacturer, VCA analyses the entire life cycle of a vehicle (e.g. from raw materials, development, manufacture, use, to end of life disposal) with regard to their environmental impacts.

Transparency commitments

As well as the Greening Government Commitments (GGCs), we will be continuing work on our transparency commitments.

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7. Supporting delivery of the plan

Information Services

VCA ICT services provide day to day ICT infrastructure support, Help Desk services, and IT Security.

During 2014-15 we will:

• continue to support the Government’s Digital by Default agenda.

• ensure that we continue to comply with the requirements of HMG Security Policy Framework V11.

• provide Information Assurance to VCA and DfT Senior Information Risk Officers. • look for opportunities to reduce the cost of ICT services through use of centrally

let framework contracts.

• further enhance our disaster recovery capability for business continuity.

Financial management

• continue to seek cost and efficiency savings to maintain fees at current levels by:

o managing and reviewing current contracts to generate sustainable savings against operating expenditure.

o reviewing all areas of expenditure for more efficient and cost effective ways of delivering the service.

o reviewing operational ways of working and implementing more efficient processes where practical

• monitor report and offer a robust challenge to the Agency financial plans ensuring that all spending is done in an efficient manner and offers value for money. • continue to support the Government’s Digital by Default agenda by remitting all

customer invoices and statements and supplier and staff remittances by electronic (i.e. paperless) means.

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Human Resources

VCA Human Resources (HR) will continue to provide people processes aligned to wider government HR strategy. Where appropriate, processes will be tailored and developed to ensure they enable VCA to operate effectively and efficiently.

• support the new Civil Service wide competency framework in VCA

• implement a programme of training to VCA staff to develop capability in four priority areas: commercial, digital, technical, programme and project

management, and leadership.

• review how staff performance is measured to ensure that performance issues are identified and managed effectively and that high performance is recognised. • continue our successful Graduate Development programme, recruiting high

calibre Engineering graduates, and training them through the Institution of Mechanical Engineers accredited Monitored Professional Development

Scheme (MPDS), supporting a fast track route to becoming Chartered Engineers • review the benefits of a structured apprenticeship programme, taking the learning

from our successful Graduate training and development programme.

• develop appropriate structures to support significant changes associated with the main change programmes.

• Support our staff through the transition to the New Commercial Models, helping them to maintain focus and engagement on current activities, while preparing for a new and exciting future.

A new Senior Staff structure has been announced, with a VCA Group Board, consisting of the Chief Executive, four new Executive posts of Chief Operations Office, Chief Technical and Standards Office, Chief Commercial Officer and Chief

Finance and Resources Officer, supported by two recently recruited Non-Executive Directors. This will coincide with the commencement of the new Financial Year. Risk

The UK Automotive Engineering industry is currently extremely buoyant, benefitting from increased sales of high margin and innovative vehicles to the emerging economies. Therefore experienced automotive engineers are in high demand, with replacements requiring significant training programmes to deliver VCA Product Certification services.

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Diversity

VCA values and utilises the potential and strengths of all staff in the Agency by treating people as individuals, embracing variety, rejecting prejudice and accommodating changes in working patterns. VCA believes that using a flexible people management approach motivates staff and creates an environment that enables all members of the Agency to be productive.

Staff views are sought through regular staff surveys, and it was pleasing that following the recent Civil Service wide survey in Autumn 2013 the Agency recorded a Staff Engagement score of 66%, maintaining our place in the Civil Service high performing sector and with a 99% response rate.

• ensure all staff within the Agency receive equality and diversity and bullying and harassment awareness training as part of their induction plus refresher courses where appropriate.

• ensure Agency policies and processes are subject to an equality analysis. • review our recruitment processes to see where we can be more proactive in

reaching more diverse sections of the population. VCA Workforce Plan

End of year VCA FTEs Front line FTE Back office FTE

March 2014 196 170 26

March 2015 204 178 26

March 2016 210

Estates management

VCA leases its headquarters building in Bristol, and land at the Motor Industry Research Association site for the Midlands Centre and an office for the Dangerous Goods activities in Leatherhead, adjacent to testing facilities. The overseas offices are all leased. The lease on our Eastgate headquarters in Bristol expires in March 2015, and in conjunction with expert colleagues in DfT, we are developing a plan for the Agency Headquarters.

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A significant upgrade of our Midland Centre accommodation has been completed, replacing an ageing prefabricated building and boiler system which was no longer fit for purpose. Replacing the poorly insulated building with a modern and efficient office set-up, plus training facility, will allow further expansion of the Midland Centre and will reduce our carbon emissions and running costs (when compared to a building of similar size), contributing positively to our Greening Government commitments. This is a major statement about our future growth plans, developing the VCA Midlands Centre into a Centre of Excellence for the industry.

• analyse the options for relocation from the Eastgate building, recognising that the outcome of the review of VCA will have a bearing on any decisions.

• maintain the effective use of our accommodation, where possible moving to best practice standards.

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Annexes

A. Financial Summary

Income & Expenditure

Forecast outturn 2013-14 £ 000s Business Plan 2014-15 £ 000s

S&C Test Fees, Whole Vehicle Test Fees, MSC _13,101 _13,181

Activities for Government _2,431 _2,626

Dangerous Goods and Other Income ₈₁₈ ₉₅₂

Total income 16,350 16,759

Payroll Staff Costs _(9,926) _(10,093)

Agents Fees/Direct Cost of Sales _(2,241) _(2,479)

Travel & Subsistence (1,402) (1,429)

ICT Charges ₍₇₁₂₎ ₍₇₂₈₎

Accommodation ₍₆₅₈₎ ₍₆₆₀₎

Consultancy & professional services ₍₂₄₀₎ ₍₂₄₀₎

Postage & Printing ₍₁₃₁₎ ₍₁₄₉₎

Depreciation ₍₄₂₀₎ ₍₄₆₆₎ Other Costs ₍₆₂₀₎ ₍₄₁₅₎ Total expenditure (16,350) (16,659)

Net operating surplus - 100

In addition to the above the Agency will incur incremental costs supporting the transition plan in respect of the New Commercial Models project.

Forecast outturn 2013-14 £ 000s Business Plan 2014-15 £ 000s Capital 600 600

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Statement of financial position

Forecast outturn 2013-14 £ 000s Business Plan 2014-15 £ 000s

Property, plant and equipment _1,484 _1,414

Intangible assets _1,089 _1,247

Total non-current assets 2,573 2,661

Inventories ₃₅₀ ₄₀₀

Trade and other receivables _4,880 _4,680

Cash and cash equivalents 5,852 5,864

Total current assets 11,082 10,944

Total assets 13,655 13,605

Current liabilities (4,450) (4,300)

Total assets less current liabilities 9,205 9,305

Non-current liabilities (42) (42)

Assets less liabilities 9,163 9,263

Taxpayers' equity

General fund _8,937 _9,037

Revaluation reserve 226 226

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B. Volumetrics

Volumetrics 2011-12 2012-13 Forecast outturn 2013-14 Type Approval

Whole Vehicle Type Approval Certificates/Test

Reports issued ₅₄₉ ₇₀₈ ₈₉₈

Systems & Components Type Approval Certificates/Test Reports issued

8,004 9,780 12,580

Commission Notice Applications processed _2,956 _3,685 _3,300

Technical Support to the Automotive Industry

On average the VCA responds to 50 technical questions per month from internal and external customers

Through its VISTA information system the VCA supports industry in keeping up to date with legislative requirements

Documents published in VISTA ₁₄₆ 143 167

Pages authored in VISTA _1,724 _1,715 _3,155

Enforcement

Under the WEEE and Batteries enforcement regulations, on behalf of BIS, the VCA carried out 500 'mystery shopper' inspections and 2700 enforcement inspections in 2013-14

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C. Glossary of Terms

BIS Department for Business Innovation and Skills

CB Certification Body

CRM Customer Relationship Management

DEFRA Department for the Environment, Farming and Rural Affairs

DfT Department for Transport

DGD Dangerous Goods Division

DRG Departmental Resourcing Group

DVSA Driver and Vehicle Standards Agency

DVLA Driver and Vehicle Licensing Agency

ECM Enterprise Content Management

FTE Full Time Equivalent

FY Financial Year

GGC Greening Government Commitment

HMG Her Majesty's Government

HR Human Resources

JV Joint Venture

LCA Life Cycle Assessment

ICT Information and Communications Technology

ISO International Standards Organisation

IVS International Vehicle Standards

MEC Modernising the Employment Contract

MSC Management Systems Certification

OLEV Office for Low Emissions Vehicles

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VCA Vehicle Certification Agency

VED Vehicle Excise Duty

VISTA VCA's Information System for Type Approval

Vehicle Certification Agency. Business Plan