DARD DIGITALISATION
EQUALITY IMPACT ASSESSMENT SCREENING
Equality and Human Rights
Screening document for EU
Area Based Schemes online
and Veterinary Services
‘sign-posting’
12 September 2014
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DARD Digitalisation EQIA Screening – September 2014
DARD Equality and Human Rights
Screening Template
DARD has a statutory duty to screen. This includes our strategies and plans, policies, legislative developments; and new ways of working such as – the introduction, change or end of an existing service, grant funding arrangement or facility. This screening template is designed to help business areas consider the likely equality and human rights impacts of their proposed decisions on different groups of customers, service users, staff and visitors.
Before carrying out an equality screening exercise it is important that you have receivedthe necessary training first. To find out about the training needed, . All screening exercises must be supported by evidence and cleared at Grade 3 level.
The accompanying Screening Guidancenote provides straightforward advice on how tocarry out equality screening exercises. Detailed information about the Section 75 equality duties[1] and what they mean in practice is available on the Equality Commission’s website.
The screening template has 4 sections to complete. These are:
Section A - asks you to provide details about the policy / decision that is being screened.
Section B - has 4 key questions that require you to outline the likely impacts on equality groups, and all supporting evidence.
Section C - has 4 key questions in relation to obligations under the Disability Discrimination Order and the Human Rights Act.
Section D - is the formal record of the screening decision.
Section A
Details about the policy / decision to be screened
Title of policy / decision to be screened:-Department of Agriculture and Rural Development’s (DARD’s) proposal to move to online as the primary channel for communicating and transacting between DARD and applicants to EU area-based schemes and farmers, including disease control and animal movement.
The primary objective of this proposal is to have all scheme applicants and farmers, including disease control and animal movement, using online as the primary channel for communicating and transacting with DARD.
Brief description of policy / decision to be screened:-
DARD proposes to use online as the primary channel for communicating and transactingbetween DARD and applicants to European (EU) area-based schemescommencing with the introduction of the new Common Agricultural Policy (CAP) Reform schemes in January 2015. The proposed move towards primary use of online communicating and transacting will be phased inbetween 2015-2018.
The departmentalso wishes to take this opportunity to signpost the up-grade of the Animal and Public Health Information System (APHIS)which is the Department’s primary computer system for information on food animals and keepers. APHIS, Veterinary Service (VS)’s key system for the delivery and management of its core business areas particularly that of disease control in animals will be upgraded to a system to be known as Northern Ireland Food and Animal Information System (NIFAIS).
NIFAIS system will underpin the Department’s regulatory role and support the wider industry through facilitating faster data capture, sharing and analysis and aligns with the NI Government Services Citizen Contact Strategy’ Online Mandate: Digital as the Preferred Channel. The new system will be developed incrementally over the next 4 to 5 years focusing initially on existing functionality and support for current business processes.
It is not envisaged that the new NIFAIS contract will be awarded before the end of 2015 and at that stage the NIFAIS proposals will be subject tospecific Equality Screening and as appropriate, a full Equality Impact Assessment.
Aims and objectives of the policy / decision to be screened:-
The DARD Strategy 2012-2020 document signaled the Department’s intention of digitalising its services for communicating and transacting with customers. This screening document considers the implications for area-based schemes of introducing changes to achieve this outcome.
We want to do more of our work online because:
- We will be able to provide this service in a more cost effective way;
- We will be able to provide our customers with a better service;and
- We will have more accurate information.
Currently, our primary channel for communication with applicants is through the use of paper. We routinely issue letters, application packs, scheme guidance and maps to scheme applicants. Until 2005, this was the only practical channel available, recognising the, increasing amount of public and private business being conducted electronically we introduced an online Single Application Form (SAF).
The SAF was used by around 20% of applicants for the 2013 scheme year, rising to nearly 40% in 2014. As our current systems are designed primarily for paper-based use, available resources constrain our ability to develop an entirely separate online process and improve the user-friendliness of the online system. Our Animal Health and Public Health Information System (APHIS) system is used by farmers to register births, deaths and animal movements.
As we are faced with the need to design and develop systems to support a new suite of EU area-based schemes and up-grade our APHIS system to Northern Ireland Food and Animal Information System (NIFAIS), we want to take the opportunity, in line with DARD policy to improve communication processes between DARD and its customers. We propose to adopt the use of online as our primary channel for communicating and transacting with customers and make the use of paper secondary.
In addition included within the new CAP reform are targets which DARD must meet to prevent penalties from Europe. The European Commission are setting targets for all member states that they must provide beneficiaries[2][3] with the pre-established application form and corresponding geographical material through a GIS based interface at levels of 25% by 2016, 75% by 2017 and 100% by 2018. This means that DARD must be able to provide the application form and maps to the customers using the GIS system.Whilst this EU target in itself does not demand online usage by farmers it presents an opportunity for DARD to review its current systems and make it faster and easier for farmers to access online services, by taking forward the digital strategy within DARD and move to a more economic way of doing business.
DARD’s business is changing to meet the needs of its customers, its staff and its budgetary challenges, to support growth within the sector. In common with other public sector organisations, the Department faces unprecedented pressures going forward for at least another 10 years.
Strategically DARD and all other departments need to reduce running costs by 25% for 2020. To accomplish this DARD can choose to adopt one of two approaches:
- Deliver same or similar services at reduced cost; or
- Deliver a lesser range of services with minimal change in our processes.
There are significant benefits for all applicants, farmers and DARD with the use of digital communication for area-based schemes and farmers with responsibility for disease control and animal movement which gets betterfor all parties with increased uptake. To plan the transition to digital communication, we need to be assured we have a robust system in place as well as an understanding of the stakeholder issues we need to address to support migration to this approach. One of the key advantages of electronic communication is the potential saving of time for both the Department and ourcustomers. For example,submitting an electronic SAF and up-dating APHIS can be made securely at a time, date and location of convenience for the applicant, with a receipt issued immediately and details on disease control and animal movements recorded. The use of an online application can facilitate up-front validation of information provided by applicants or customers, increasing the accuracy of applications submitted and details held on APHIS. This in turn reduces the risk of making mistakes which can result in penalties as well as generating validation queries for DARD to address. The use of the online channel can therefore speed up the processing of claims, support faster payments as well as reducing the risk of error in the applications for EU funds.
In turn online application approach can invokeautomatic checks with information held on DARD databases and automatic reference to the relevant guidance and mapping data to support customers in completion of applications.
Up-dating Aphis will ensure a robust datacomputer system for disease control and monitoring the movement of animals.
CAP schemes from 2015 are likely to be more complex to implement. Moving to more online applications and processing will mitigate against this by reducing the cost and time to applicants and DARD.
On whom will the policy / decision impact?
Consider the internal and external impacts (both actual or potential)
DARD Staff
It is anticipated that the migration to digital may have an impact on a number of DARD staff within, Headquarters, the 12 Regional DARD Direct Offices(Armagh, Ballymena, Coleraine, Downpatrick, Dungannon, Enniskillen, Londonderry, Magherafelt, Mallusk, Newry, Newtownards and Omagh), LoughryCollege and OrchardHouse,as it will result in a change in the way in which their work is undertaken.
Greater volumes of transacting online will result in decreases in processing functions due to a reduction in the volume of paper communications.
Conversely, there is likely to be an increase in queries from farmers and their representatives on the use of online services, which may require resources to be redirected to supporting these queries and providing ‘digital assistance’ for customers transacting and communicating online.
Service users (DARD customers)
The use of online as the primary channel for communicating and transactingbetween DARD and customers will impact upon all current and potential scheme applicants as well as APHIS users, particularly those who currently do not conduct their business online.
DARD plan to have anupdated online system in place for the 2015 scheme year and will want to achieve migration of applicants to using this channel over a phased period.
Improvements to APHIS are underway with the introduction of a new system to be known as Northern Ireland Food and Animal Information System (NIFAIS). NIFAIS will be phased in over a 4-5 year period of time incorporating full Equality Screening with each phase.
The pace of this change will depend on the assurance that we have a robust external system in place as well as an understanding of the stakeholder needs and concerns we need to address to support migration to this approach.
The Rural community
The use of online as the primary channel for communicating and transacting between DARD and customers will impact upon all current and potential scheme applicants as well as APHIS users.
Given that farmers are residents of rural communities, this policy would impact upon the rural community as well as rural community groups, rural schools and associated Agri Businesses.
Other Public Sector organisations
The use of online as the primary channel for communicating and transactingbetween DARD and customers will impact upon other public sector organisations having an specific interest in those groups who may be directly affected by this proposal.
Voluntary / community groups / trade unions
The use of online as the primary channel for communicating and transacting between DARD and customers will impact upon voluntary and community groups who have a specific interest in those groups who may be directly affected by this proposal. Such groups may include Rural community groups, Ulster Farmers Union, Northern Ireland Public Service Alliance, Northern Ireland ACA and Northern Ireland Agricultural Producers Association due to potential increased queries from members and on charitable support to help with financial support to gain broadband and computers and training on how to use them.
Others, please specify
It is likely that use of online as the primary channel for communicating and transacting between DARD and customers will impact upon agricultural consultants and agents working on farmers’ behalf completing applications to EU area-based schemes.
Also, a number of organisations currently submit Area–based applications that are not from farmers e.g. Clubs, Societies, and Churches etc... In addition there may be impacts upon, Private Vet Practices, Auctioneers, Markets and associated Agri Businesses depending on the changes delivered through NIFAIS.
Are there linkages to other NI Departments / NDPBs?
DARD is working alongside DETI and their Broadband Improvement Programme aiming to begin upgrading rural broadband installation targeting 45,000 people in 2015.
There could potentially be an impact for IT Assist to provide increased service availability in respect of DARD Online services. Depending on the business model developed this proposed policy is also likely to impact upon NIDirect. This policy has the potential to impact upon other departments as it could set a precedent for them to move services to online.
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DARD Digitalisation EQIA Screening – September 2014
Section B
- What is the likely impact on equality of opportunity for those affected by this policy, for each of the Section 75 equality categories? What is the level of impact?
Section 75 category / Details of likely impact / Level of impact? Minor/Major/None
Religious belief / Customers
The EU Structure Survey 2010[5](most recent) outlines thatIn terms of farm type, cattle and sheep Less Favoured Area (LFA) farms recorded the lowest rate of internet and broadband access and the lowest rate of internet usage for business purposes. Data from the June 2012 Farm Census[6](most recent) demonstrates that the majority (61%) of cattle and sheep LFA farms are in mainly Severely Disadvantaged Areas (SDAs). The,now dated,2001[7](most recent) DARD commissioned Social Survey of Farmers and Farm Families across Northern Irelandrevealed that farmers in the Severely Disadvantaged Area (SDA) were predominantly Catholic.Linking this data to that from the more recent 2012 farm census and the 2010 Farm Structure Survey data, we make the assumption thatCatholic farmers may be less likely to have access to the internet and broadband and or make use of these for business purposes. Consequentlythis proposed policy could have a negative differential impact on the equality of opportunity for Catholic farmersbecause of the geographic distribution of their farm businesses. In making this assumption we are mindful that, Broadband services which are delivered using a mix of technologies are not available everywhere in NI. Whilst a broadband service may indeed be available (essential to effectively utilise DARDs On-line Services), data from recent customer surveys would suggest that a significant number of farm business have yet to avail of the technology.
DARD propose to move to the full use of digital services, by encouraging migration to online , by implementing mitigating actions to the address negative impacts on key stakeholder groups.These will include:
- Targeting guidance and training to encourage migration to online and specifically use of eSAF among applicants who already have broadband access.
- DARD provides support through the current Northern Ireland Rural Development Programme (NIRDP) through the Farm Family Options Measure, which runs the ‘Fastrack to Information Technology’ (FIT) training programme. This is a free service available to all farm businesses in Northern Ireland. The FIT programme is designed to support farm businesses by offering basic computer awareness training. Proposed Measures in the new NIRDP will also target this issue.
- DARDmay also direct applicants to Libraries NI which provide various services including free internet access (for library members) and free computer classes through the Go On NI Programme
- Each of these initiatives will enable applicants to develop their IT skills to and allow them to use them in the progressively digital environment.
- In addition it is acknowledged that lack of availability to broad band is seen as an issue but one which is not insurmountable for people taking up online services. DARD has invested in improving broadband provision in partnership with Department of Enterprise,Trade and Investment (DETI).
This change will impact upon howadmin staff,currently involved in the administration of area-based schemes and APHIScurrently work across the Department. How significant and how many this change will impact cannot be determined until the policy decisions have been taken and approved. Followed by the Target Operating Model (TOM) and supporting IT structure being developed and implemented.This change will impact upon how up to480 admin staff currently involved in the administration of area-based schemes work in future. DARD at this stage has identified the branches that will be impacted by this change but has not determined which individual staff or groups of staff that will be directly impacted. As a result our demographic analysis has been performed on the entire branch complement but the actual numbers directly impacted could be significantly less than the 480 stated.We believe though that the analysis obtained for the larger number would encompass the potential impacts of the groups but recognise that it might not accurately reflect the relativity of the impacts for the smaller number.