The BSO Is Required to Address the 4 Questions Below in Relation to All Its Policies

Equality and Human Rights
Screening Template

The BSO is required to address the 4 questions below in relation to all its policies.

As part of the audit trail documentation needs to be made available for all policies and decisions examined for equality and human rights implications. The screening template is a pro forma to document consideration of each screening question.

For information (evidence, data, research etc.) on the Section 75 equality groups see the Equality and Human Rights Information Bank on the BSO website:

SCREENING TEMPLATE

See Guidance Notes for further information on the ‘why’ ‘what’ ‘when’, and ‘who’ in relation to screening, for background information on the relevant legislation and for help in answering the questions on this template.

(1)INFORMATION ABOUT THE POLICY OR DECISION

1.1Title of policy or decision
Business Services Organisation (BSO) Service Offering 2015/16
Note: this decision has been screened only at a corporate level and each service area has not completed their own screening as advised by the Equality Unit (BSO).
Following advice from the Equality Unit, it is recommended that any future similar corporate documents are screened by each service area and a cumulative effect determined by a nominated corporate representative.
1.2Description of policy or decision

• what is it trying to achieve? (aims and objectives)

The aim of this document is to articulate the BSO’s service offering for 2015/16. This is underpinned by the DHSSPSNI’s determination that the BSO has to make cash savings for the 2015/16 financial year. This document therefore indicates how each service area will provide these savings e.g. on goods and services and/or pay, income generation or increases in productivity.

• how will this be achieved? (key elements)

As mentioned above, each service area in the BSO has proposed how much cash savings, income generation and/or increases in productivity will be achieved during the forthcoming 2015/16 financial year. This will be achieved through the introduction of new IT systems, business process reorganisation, reduction in staffing via natural wastage and continuation of the scrutiny of requests for new/replacement positions, extension of contracts and requests for recruitment agency staff by SMT, review of SLA’s etc.. The above will require the commitment and innovation from all staff in BSO.

• what are the key constraints? (for example financial, legislative or other)

Some of the key constraints in helping the BSO meet its service offerings are as follows :

• Legislation:

-Introduction of Public Contract Regulations 2015 (PaLs)
-Introduction of new reforms (Pensions)

• Financial:

-Funding from HSCB and DHSSPSNI for certain projects (FPS)
-Upgrade of new software (Pensions)
-Review of HSC investment in L&D activities (LC and CEC)
-Impact of service offerings from BSO clients that will impact on service currently provided i.e. reduction on SLA costs, reduction on services etc.

• Others:

-Review of SLA obligations e.g. increases in productivity and additional services with the same number of staff (all service areas)
-Increase in staff turnover (all areas)
-Increase in and retention of skills, knowledge and experience – effective workforce planning (all areas)
-Increase in productivity (all areas)
-New software/IT systems (specific areas)
-Sickness absence
-New business – NIFRS (IA and ITS)
-Bedding down of new systems in HSC organisations e.g. erec
1.3Main stakeholders affected (internal and external)
For example staff, actual or potential service users, other public sector organisations, voluntary and community groups, trade unions or professional organisations or private sector organisations or others
Internally:

• Service areas - The BSO receives a lot of its income from Service Level Agreements (SLA’s) with other HSC organisations. Each of the service areas highlighted in this document have indicated where there may be impacts on staff or impacts on service either via reduction of staffing numbers or increases in productivity resulting in increases in overtime etc., however, service areas have provided assurances that there will be no impact on service users/clients.

PaLs:
Reduction of 2 x Band 4’s via natural wastage. We are unable to determine any equality impact as we are unaware of who these staff are, however, due to removal of default retirement age, these 2 staff will have a choice as to whether to work on or not.
Cost pressures – increase in non-stock receipting, new legislation will require greater level of support, reduction in EU threshold will place strain on sourcing resources, new e-tendering tool may result in a drop in productivity in the first instance.
FPS:
Implementation of new system will result in a workforce structure review to identify where efficiencies can be achieved. We are unable to comment on any impact on equality categories at this stage due to the early stages of this new system.
Suppression of a Band 3 post replacing it with agency staff.
Legal:
Increase in demand for services of 2% by increasing productivity levels across its workforce.

• All staff in the BSO will be affected in some way with some having to learn new software systems, new processes of working, new skills and knowledge in order to meet the current demand and potential future demand from the BSO’s current customer base and any additional customers. The BSO will have in place appropriate policies to deal with any impact on staff due to the implementation of this document.
• Managers of all levels within the BSO will need to ensure staff have the appropriate skills, knowledge, learning and development to help them work new systems and processes, manage current and increasing customer demand whilst maintaining and improving upon customer satisfaction levels. There will be an onus on managers to manage absence, manage their employees time to ensure that there is no impact on employees mental or physical health.
• Whilst this document provides assurances that there will be no loss in productivity etc., the BSO will need to ensure that customer satisfaction levels are maintained and exceeded where possible. Where business areas have potentially identified an impact on productivity and customers due to legislation etc., decisions have been made to carefully consider if any service offerings can be made within that service area. These have been highlighted in the document.
• Trade Unions – whilst trade unions won’t be impacted upon themselves, the BSO will ensure that communications are maintained and the trade unions are involved where appropriate.
• The BSO HR department will be impacted upon to assist those service areas in BSO with the implementation of their service offerings and any potential impact, particularly where it affects staff e.g. staff reductions, health and well-being, workforce planning and learning and development.

Externally:

• PaLs – Logistics have indicated that in order to drive through some of their efficiency improvements, there will be associated impacts as follows:

A cap on activity to be introduced which will result in the introduction of hard charging for emergency and out of hours requests. It is anticipated that the introduction of this charge will encourage customers to order on time.
No automatic liability would be accepted for minor discrepancies.
It is anticipated that the introduction of these steps will have a general negative impact on customer relationships and perceptions, however, none of the equality areas should be impacted upon.

• PaLs – Procurement:

Capping of tender activity at a monthly level.

• FPS – Reduction in off-site storage costs with supplier.
• ORECNI – Reduction in rent to supplier for office and franking machine.

• Internal Audit - Providing cash savings from its operating budget will impact on its ability to buy-in specialist IT audit skills and deliver technical IT audits and it’s ability to buy-in audit days to substitute for any staff shortages that may occur. This could affect IA’s ability to fully deliver SLA days to clients.

1.4Other policies or decisions with a bearing on this policy or decision

• what are they?

-Attendance management policy

• who owns them?

-BSO

(2)CONSIDERATION OF EQUALITY AND GOOD RELATIONS ISSUES AND EVIDENCE USED

2.1Data gathering

What information did you use to inform this equality screening? For example previous consultations, statistics, research, Equality Impact Assessments (EQIAs), complaints. Provide details of how you involved stakeholders, views of colleagues, service users, staff side or other stakeholders.

Statistics:

• Organisational wide equality data
• Equality data for Shared Services temporary staff

2.2Quantitative Data

Who is affected by the policy or decision? Please provide a statistical profile. Note if policy affects both staff and service users, please provide profile for both. Also give consideration to multiple identities.

In the table below, we have included the overall workforce statistics for each equality category, however, we have implemented in each equality category a table which refers to shared services temporary staff

Category / What is the makeup of the affected group? ( %) Are there any issues or problems? For example, a lower uptake that needs to be addressed or greater involvement of a particular group?
Gender / Row Labels / Count of Employee
Female / 57.73%
Male / 42.27%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Female / 64.62%
Male / 35.38%
Grand Total / 100.00%
Age / Row Labels / Count of Employee
>=65 / 0.45%
16-24 / 3.60%
25-29 / 11.41%
30-34 / 14.41%
35-39 / 14.41%
40-44 / 14.41%
45-49 / 14.49%
50-54 / 14.79%
55-59 / 9.38%
60-64 / 2.63%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
16-24 / 16.92%
25-29 / 20.00%
30-34 / 16.92%
35-39 / 12.31%
40-44 / 12.31%
45-49 / 6.15%
50-54 / 7.69%
55-59 / 6.15%
60-64 / 1.54%
Grand Total / 100.00%
Religion / Row Labels / Employee
Neither / 1.88%
Not assigned / 15.77%
Perceived Neither / 0.15%
Perceived Protestant / 2.70%
Perceived Roman Cath / 1.95%
Protestant / 33.18%
Roman Catholic / 44.37%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Neither / 3.08%
Not assigned / 83.08%
Protestant / 4.62%
Roman Catholic / 9.23%
Grand Total / 100.00%
Political Opinion / Row Labels / Count of Employee
Broadly Nationalist / 1.50%
Broadly Unionist / 1.28%
I do not wish to ans / 2.03%
Not assigned / 93.17%
Other / 2.03%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Broadly Nationalist / 3.08%
Not assigned / 96.92%
Grand Total / 100.00%
Marital Status / Row Labels / Count of Employee
Divorced / 1.80%
Married/CP / 50.08%
Other / 0.83%
Separated / 1.13%
Single / 29.13%
Unknown / 16.14%
Widow/R / 0.90%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Mar/CP / 24.62%
Other / 1.54%
Single / 29.23%
Unknwn / 44.62%
Grand Total / 100.00%
Dependent Status / Row Labels / Count of Employee
No / 3.53%
Not Assigned / 90.99%
Yes / 5.48%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Not Assigned / 96.92%
Yes / 3.08%
Grand Total / 100.00%
Disability / Row Labels / Count of Employee
No / 68.39%
Not assigned / 31.01%
Yes / 0.60%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
No / 10.77%
Not assigned / 89.23%
Grand Total / 100.00%
Ethnicity / Row Labels / Count of Employee
Indian / 0.08%
Not assigned / 76.58%
White / 23.35%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Not assigned / 95.38%
White / 4.62%
Grand Total / 100.00%
Sexual Orientation / Row Labels / Count of Employee
I do not wish to ans / 0.53%
Not assigned / 92.72%
Opposite sex / 6.23%
Same sex / 0.53%
Grand Total / 100.00%
Shared Services temporary staff:
Row Labels / Count of Employee
Not assigned / 96.92%
Opposite sex / 3.08%
Grand Total / 100.00%

2.3Qualitative Data

What are the different needs, experiences and priorities of each of the categories in relation to this policy or decision and what equality issues emerge from this? Note if policy affects both staff and service users, please discuss issues for both. Also give consideration to multiple identities (such as single parents for example).

As mentioned previously, whilst service areas have indicated that there will be some impact on staffing levels, which may be reduced via natural wastage, reduction in recruitment agency staff and ending of fixed term/temporary contracts, it is envisaged that the following equality categories will/will not be impacted upon.

Category / Needs and Experiences
Gender / The impact on the reduction of staff in this service area for those staff on temporary/fixed term contracts will result in more females exiting the BSO than males.
The Service Offering could potentially have negative implications on female employees. However, female employees have not expressed concern that they have felt disadvantaged.
A requested increase in productivity may negatively impact on female employees who more frequently request flexible working or require special leave. Requests for flexible working may be increasingly turned down as the organisation seeks to meet its increasing obligations with the same level of resources. We have no evidence that this is the case, however, this will be kept under review.
Age / Over 78% of those temporary staff in shared services are under the age of 44.
The Service Offering could potentially have negative implications on staff under the age of 44. However, these employees have not expressed concern that they have felt disadvantaged.
Religion / There is no major impact on community background.
Political Opinion / There is no major impact on political opinion
Marital Status / There is no major impact on marital status.
Dependent Status / There is no major impact on dependent status.
A requested increase in productivity may negatively impact on employees who have caring responsibilities. Requests for flexible working may be increasingly turned down as the organisation seeks to meet its increasing obligations with the same level of resources. We have no evidence that this is the case, however, this will be kept under review.
Disability / There is no major impact on disability.
A requested increase in productivity may negatively impact on employee who have a disability. The organisation will continue to meet its obligations under the DDA legislation and line managers will be encouraged to be mindful of staff with disabilities when increasing productivity. Employees with a disability have a responsibility to notify their line manager if any reasonable adjustments are required.
Ethnicity / There is no major impact on ethnicity.
Sexual Orientation / There is no major impact on sexual orientation.

2.4Making Changes

Based on the equality issues you identified in 2.2 and 2.3, what changes did you make or do you intend to make in relation to the policy or decision in order to promote equality of opportunity?

In developing the policy or decision what did you do or change to address the equality issues you identified? / What do you intend to do in future to address the equality issues you identified?
HR will continue to provide advice to managers and employees on equality issues (having sought advice from Equality Unit where applicable)

2.5Good Relations

What changes to the policy or decision – if any – or what additional measures would you suggest to ensure that it promotes good relations? (refer to guidance notes for guidance on impact)

Group / Impact / Suggestions
Religion / None
Political Opinion / None
Ethnicity / None

1

(3)SHOULD THE POLICY OR DECISION BE SUBJECT TO A FULL EQUALITY IMPACT ASSESSMENT?

A full equality impact assessment (EQIA) is usually confined to those policies or decisions considered to have majorimplications for equality of opportunity

1

How would you categorise the impacts of this decision or policy? (refer to guidance notes for guidance on impact)

Please tick:

Major impact
Minor impact / X
No further impact

Do you consider that this policy or decision needs to be subjected to a full equality impact assessment?

Please tick:

Yes
No / 

1

Please give reasons for your decisions.
The quantitative and qualitative data shows that there are no issues of major concerns raised in this BSO Service Offering

(4)CONSIDERATION OF DISABILITY DUTIES

4.1In what ways does the policy or decision encourage disabled people to participate in public life and what else could you do to do so?

How does the policy or decision currently encourage disabled people to participate in public life? / What else could you do to encourage disabled people to participate in public life?
All leave types and flexible working arrangements are available to those with disabilities.
Staff with disabilities are encouraged to apply for special leave and flexible working arrangements and this encourages participation in public life whilst promoting positive attitudes towards disabled people. / Continue to promote the benefits of flexible working for all staff including those with disabilities.
Place policies on the internet so that prospective employees can see the entitlements.

4.2In what ways does the policy or decision promote positive attitudes towards disabled people and what else could you do to do so?

How does the policy or decision currently promote positive attitudes towards disabled people? / What else could you do to promote positive attitudes towards disabled people?
The options available help to enable some disabled staff to remain in work and this helps to encourage positive attitudes towards this group.

(5)CONSIDERATION OF HUMAN RIGHTS

5.1Does the policy or decision affect anyone’s Human Rights?
Complete for each of the articles

ARTICLE / Yes/No
Article 2 – Right to life / No
Article 3 – Right to freedom from torture, inhuman or degrading treatment or punishment / No
Article 4 – Right to freedom from slavery, servitude & forced or compulsory labour / No
Article 5 – Right to liberty & security of person / No
Article 6 – Right to a fair & public trial within a reasonable time / No
Article 7 – Right to freedom from retrospective criminal law & no punishment without law / No
Article 8 – Right to respect for private & family life, home and correspondence. / No
Article 9 – Right to freedom of thought, conscience & religion / No
Article 10 – Right to freedom of expression / No
Article 11 – Right to freedom of assembly & association / No
Article 12 – Right to marry & found a family / No
Article 14 – Prohibition of discrimination in the enjoyment of the convention rights / No
1st protocol Article 1 – Right to a peaceful enjoyment of possessions & protection of property / No
1st protocol Article 2 – Right of access to education / No

If you have answered no to all of the above please move on to Question 6 on monitoring

5.2If you have answered yes to any of the Articles in 5.1, does the policy or decision interfere with any of these rights? If so, what is the interference and who does it impact upon?

List the Article Number / Interfered with?
Yes/No / What is the interference and who does it impact upon? / Does this raise legal issues?*
Yes/No

* It is important to speak to your line manager on this and if necessary seek legal opinion to clarify this