M. System Rules and User Roles


1 Introduction

2 Roles and Responsibilities

2.1 Mandatory Roles

a Authorised Examiner Designated Manager (AEDM)

b Site Manager (SM)

c Tester

2.2 Non-mandatory Roles

a AE Delegate (AED)

b VTS Site Admin (SA)

c Authorised Examiner Consultant (AEC)

3 How to Organise Roles Within an Authorisation

a Sole Trader or partnership with one VTS

b Sole trader or partnership with more than one VTS

c Companies

d Designated Councils

4 VTS Testing Scheme Rules Controlled by the System

5 Contingency Review procedures

6 MOT Testing Service Security

C1 Designated Councils

1. Introduction To guard against unauthorised use, the MOT Testing Service can only be accessed by authorised personnel who can satisfy the security requirements and are known to the system. To identify themselves, they must use their User Identification number, password and MOT Security Card. Each user must only use their own personal MOT Security Card and Password. Each user will have a set of tasks (or functions) that they are allowed to perform. For convenience, these tasks are grouped together into ‘roles’ (e.g. Tester, VTS administrator). A person may have more than one role depending on how the AE wishes to set up his business within normal DVSA rules. When a user logs on to the MOT testing service, the service checks what roles the user holds and gives them access only to the appropriate functions.

The roles of AEDM (Authorised Examiner Designated Manager) will be assigned by DVSA from the information supplied by the AE during the application process. The AEDM will be responsible for assigning other roles within their organisation and VTS. The authorisation of a Tester can only be removed by DVSA, but their name can be added or removed from the List of Testers by appropriate role holders. Note: Designated Councils and their Inspectors are treated as if they were AEs or Testers in relation to the roles described in this section.

2. Roles and Responsibilities

The following describes the roles within an Authorisation that has access to the MOT Testing Service. Each role will have a specified set of functions it is allowed to perform.

2.1  Mandatory Roles

Some of the roles are mandatory so that the VTS can operate. The minimum requirement is that a VTS must have a person assigned the roles of AEDM, SM and Tester, these roles may be assigned to one person as in the case of a sole trader who is the AEDM as well as the Tester.

a. Authorised Examiner Designated Manager (AEDM)

Only one AEDM is allowed per Authorisation. The person who will exercise the most direct control over the MOT testing must hold this role. This must be the sole trader, a partner, or in the case of a company a director or officer of the company. The AEDM must have direct responsibility for MOT testing at all VTS sites within an Authorisation. Authorisations granted after 31 March 1995 must normally have an AEDM who has attended an MOT Management course or the previously titled, Authorised Examiner’s course. (See Appendix 1 for further conditions relating to the training requirements of this role). In the case of large organisations with multiple sites the AE may nominate the senior manager who has direct responsibility for all MOT testing operations at all sites, to perform the AEDM role. This person must have successfully attended a Level 3 Award in MOT Test Centre Management or have attended the previously named MOT Managers’ Course or Authorised Examiners’ course. The AEDM will need an MOT security card to access the MOT Testing Service. He will need to receive and activate his card before he can allocate roles to any other user, purchase MOT slots or conduct MOT Tests.

Note: This role does not devolve the ultimate responsibility held by the AE.

b. Site Manager (SM)

This is the role responsible for the day to day running of one or more VTSs. The SM can carry out VTS management, and non-testing functions e.g. assign users within a VTS. Normally there will be only one SM per VTS, however, in some cases there may be a requirement to have more than one SM listed against a VTS.

Many smaller single site AEs, may well choose to assign the SM role to the AEDM, larger single site businesses may allocate it to another manager or supervisor. The decision on how many SM roles are needed and to whom they are given is left to the AEDM based on how the business is run.

c. Tester

A person appointed by an AE to carry out tests, who is approved by DVSA.

2.2  Non-mandatory Roles

These are roles that the AEDM may assign to a member of their staff in order to assist them in the day to day running of their organisation.

a. AE Delegate (AED) This role may be used by AEDMs to allow another person to carry out most administrative tasks on their behalf. The role is intended to be used:

i. to provide cover for holidays and other times when the AEDM does not have ready access to the MOT Testing Service; and

ii. In large Authorisations to ease the administrative work of the sole AEDM. If due to unplanned events an AEDM is not available and has not appointed an AED, DVSA may assign the AED role when appropriate.

Note: This role does not devolve the ultimate responsibility held by the AE.

b. VTS Site Admin

This role can carry out VTS administrative functions.

c) Authorised Examiner Consultant

The Authorised Examiner Consultant (AEC) role may be assigned to consultants AE’s use to provide advice on MOT standards and how to run the MOT centre. The role lets the consultant view:

• test quality information.

• test logs.

• tester annual assessment certificates.

• site review outcomes.

They cannot carry out any other actions, such as buying slots, starting tests or assign roles.

3. How to organise Roles within an Authorisation

The management structure of the Authorisation will dictate who fills a particular role. The following examples are suggestions only and can be varied to suit the particular Authorisation:

a. Sole trader or partnership with one VTS.

In these types of Authorisation the sole trader or one of the partners must have the role of AEDM assigned to them by DVSA. The minimum roles that are required for the operation of a VTS are; AEDM, SM and Tester, one person may hold all of these roles. Other roles such as AED and SA, which perform a specific function, can be assigned to other persons.

b. Sole trader or partnership with more than one VTS.

These Authorisations will be set up in the same manner as ‘a’ above. However for each VTS there must be an SM, though a person can be an SM of more than one VTS. It would be up to the Sole Trader or Partners to decide the distribution of the other roles within their organisation

c. Companies

In these types of organisations, the AE is the company itself and there must be an AEDM role assigned, usually to a director or the officer of the company having direct responsibility for all MOT testing operations. It would be up to the Company to decide the distribution of the other roles within their organisation.

d. Designated Councils

These will be treated in the same way as companies see ‘c’ above. The position of AEDM should be assigned to someone who is able to speak on behalf of the Council and who has direct responsibility for all MOT testing.

4. VTS Testing Service Rules Controlled by the System

Within the MOT Testing Service, a number of business rules for AEs and Testers set out in the MOT Testing Guide are automatically enforced, that is, if the data held in the system does not indicate compliance, then testing is not permitted.

Testers should be aware that it is extremely important to regularly check for new notifications and Special Notices on their home page and ensure they are read.

5. Contingency Review Procedures

See section N

6. MOT Testing Service System Security

AEs should be aware of their responsibility for the security of the MOT Testing Service.

• MOT Testing Service facilities are to be used only for legitimate MOT business. The system is continuously monitored to detect unauthorised access and transactions, AEs are responsible for ensuring that their staff do not:

• disclose their Password to anyone;

• make unauthorised copies of software or data;

• attempt to gain unauthorised access to MOT Testing Service functions or data;

• make unauthorised alterations to the system or application configuration or software;

• disclose to unauthorised individuals or organisations personal or sensitive information held on the system;

• misuse the system for unofficial business or illegal activities;

• use IDs belonging to other users or allow other people to use their ID.

Note: Do not disclose your Password to anyone. Nobody, including MOT service desk operatives or DVSA staff, is authorised to ask you for your password. Users must report any request to disclose their Password (or requests to change their Password to a particular value) to the DVSA Customer Service Centre.