Impact Assessment Form and Action Table

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Impact Assessment Form and Action Table

(Expand the boxes as appropriate)

Which aspects does this assessment cover?
Delete

as appropriate

Equality

/ Sustainability / Community Safety / Health and Safety
/Business
Risk
/Privacy

Why are you completing the I
mpact Assessment?

Proposed New
Policy or Service



Change to Policy or
Service

MTFP or Paper


X

Service Review or
SCC Change
Programme




What are you completing the Equality
Impact Assessment on (which policy,
service, MTFP reference
, cluster

etc)?

CMY
11.19a

Self Service Technology in

Libraries

Section 1



Description
of
what is being
i
mpact
a
ssessed

Radio Frequency Identification (RFID) is technology that allows library users to check
out, return and renew books and materials themselves, with

the nee
d for less
staff

intervention than at present
. A tag is placed in each item of stock which is read by self
service terminals located in the library.


It is recognised that RFID technology will contribute to the modernisation of the library
service and enab
le savings in staff time and so is a vital part of the current Heritage and
Libraries programme in achieving planned savings. RFID technology will be installed in
a number of libraries in Somerset

over
a p
eriod of time mainly from April
2012 to March 2013,

but
there may be further
installations beyond

March 2013.


The total number of libraries included will be confirmed once detailed costs are known
but priority will

be given to busiest libraries ie those
with most users and those where
there is more potent
ial for achieving savings in staff costs.

Section 2A



People

that
are

targeted

or could

be

affect
ed

(
for Equalities

-

taking
particular note of the Protected Characteristic

listed

in action table)

The likelihood is that the implementation of RFID will b
e carried out in two stages. The
first group will

include the four busiest, hub libraries (Taunton, Frome, Yeovil and Bridgwater) plus
Wells and

Burnham. We intend to include a number of other market town libraries (Street, Chard,
Minehead

and Wellington)
at a later stage, if resources allow and other libraries as
opportunities are presented.

Section 2B



People

that the policy or service is
delivered by

Approximately, 260 staff work in a range of management, librarian, library assistant,
admin and suppor
t roles, as part of Somerset County Council's Library Service. Staff
listed in the libraries included in 2A above will be those most affected by the
introduction of RFID and associated staffing level reductions. However, exact numbers
are as yet unknown. A
ll staffing issues will be dealt with in

line with SCC HR policy and procedures, which have themselves been subject to
Equalities Impact

Assessment.


Section 3



Evidence and data

used for the assessment

(Attach documents where
appropriate)

There is a lo
t of information available on the features of the RFID self service kiosks
which has been

taken into consideration for this assessment. Site visits have been
made to neighbouring authorities

where RFID is installed to learn best practice. Visits
have also
been made to the Somerset libraries

likely to have self service to inform the
required building modifications. The example of the existing

installation at Dulverton
Library has been considered.

Sessions have been held with library staff to identify any imp
acts that RFID will have on
the service provided
including work practices and staff roles
and this has included
impacts on those groups with protected characteristics.

As part of the Tender process,
prospective suppliers were asked to explain and demonstr
ate how their solutions
address potential issues relating to groups with protected characteristics.

Section 4



Conclusions

drawn about the im
pact of
the
proposed change

or new
service/policy

(Please use prompt sheet for help with what to consider):


Key
issues to be fed into relevant Action Table

Equality

Age


Older people may be less confident in using the self service kiosks initially but
staff will be on hand to help them. However, the use of RFID at Dulverton Library,
where 57% of borrowers are 60+
, has not reduced library use. Specific kiosks may be
installed which are designed for use by children.

The kiosks will enforce age restrictions on
the loan of
audio visual materials.


Disability


Kiosks will be available at heights suitable for wheelchai
r users. The
software is accessibility compliant. People with visual impairments will be supported by
library staff. Support

will be provided by staff indefinitely for people with learning or
other disabilities who may find it difficult to use the kiosks.


Race


The self service kiosks will have a range of languages available to users based
on data gathered on languages spoken in Somerset.


Sex


No negative impacts have been identified for library users based on sex. Library
staff comprise

83% women which

suggests a disproportionate impact on staff by sex through
reduction of staffing levels. However, the full impact will come from the details of the
implementation plan once drawn up.

Any changes to staffing levels will be carried out with the involvement
of the HR service,
whose procedures have been subject to an Equalities Impact Assessment.


Carers


It is likely that library users will need to use their PIN as well as their library
membership card to borrow books. This could have a negative impact on ca
rers who
collect books on behalf of others. Consideration will be given to a workaround, including
appropriate permission by the library member, to overcome this situation.


Low Income


there will be no change to the policy around overdue library fees. Li
brary
members will still be able to borrow books, with outstanding fees, up to the current
maximum limit.


The introduction
of self service technology aims to
bring a positive benefit to all users,
including those with some protected characteristics, who w
ish to borrow items with
privacy.


No other specific negative impacts have been identified for any other groups.

Health and Safety

No negative impacts i
dentified.

Sustainability

No negative impacts i
dentified.

Community Safety

No negative impacts

i
d
entified.

Business Risk


The implementation
of self

service technology will contribute to the modernisation of the
library service and is a vital part of the current Heritage and Libraries programme in
achieving planned savings.

Privacy

The RFID techno
logy
ensures the privacy of user data by authenticating to the Library
Management System using a library membership card and PIN number (both of which
already exist
)
. Personal data which can be viewed on a self service unit is currently
limited to user na
me, membership number, items on loan, items which have been
requested and money owed.
The personal data
held in the Library Management
System

will continue to be managed in accordance with policies already in place
.


The library service is one of the mos
t complex with regard to information sharing wi
th
other Local Authorities
. Any changes to technology and work practices, such a
s the
introduction of RFID, will

take into account the fact that this information may be shared
more widely with others such as o
ther L
ocal Authorities
, staff and volunteers.

Section 5



After discussion
please state your final decision based on the findings from
the impact assessment
. A
lso include an
y

examples of good practice and positive steps
taken
.

A large number of other lib
rary services have already installed self service technology.
Site visits

have been made to neighbouring authority libraries to see best practice and
understand the issues that self service has raised there. This experience will be used
when planning the i
mplementation to best effect in Somerset.

The system used will be
fully interoperable with self
-
service systems in place across the LibrariesWest
consortium, so that library users can continue to enjoy the advantages of a single
membership.


All the impact
s identified can be mitigated as set out in the attached action plan. It is
recommended that the proposal proceeds.
















Section
6



How will the assessment, consultation and outcomes be published and
communicated?

E.g. reflected in final strate
gy, published.

This Impact Assessment will be published on the SCC internet site. Details of the
implementation plans for RFID will be communicated with library staff and users as
plans develop.

This will be done in line with the communications plan for t
he project.


Completed by:

Jacqui Beard

Date

06 January 2012

Signed off by:


David Dick

Date

06 January 2012

Compliance sign

off

Brian Oldham


Health and Safety

Pam Pursley


Risk

Peter Grogan


Privacy

Lucy MacReady


Community Safety

Tom Rutland


Equalities

Tony Johnson


Corporate Performance
Manager


16 January 2012.

Date

06 January 2012

To be reviewed by:

(officer name)

Kate Turner

Review date:

01 April 2012


Equality
Impact Assessment Issues and Action Table

Deliverable/
Scenario


Date


Identified issue
drawn from your
conclusions

Actions needed


how
will you mitigate the
issues?

Who is responsible
for the actions?

When will the
action be
completed
?

How will it be
monitored?

What is the
expected
outcome from
the action?

Age

Older peo
ple may be
less confident in
using the self service
kiosks.

Staff will be trained in
the use of the self
service kiosks and will
be on hand
indefinitely
to help those who need
it to use the kiosks.


Kate Turner

Ongoing

Review level of take
-
up of self
-
servi
ce
units at each library
and create an
improvement action
plan where needed.

Library users will
be able to use the
self service kiosks.

Kiosks may not be
child friendly

Kiosks designed for use
by children may be
installed.

Kate Turner

Ongoing until 31.3.1
3

Review level of take
-
up of self
-
service
units at each library
and create an
improvement action
plan where needed.











Children will be
able to use the
self service kiosks.

Disability

Library users with
visual impairments or
learning or other
disa
bilities may not
be able to use the
self service kiosks.

Staff will be trained in
the use of the self
service kiosks and will
be on hand
indefinitely
to help those who need
it to use the kiosks.


As part of the project’s
communication plan key
user groups
at each
library will be invited to
discuss the plans and
potential areas of
concern.

The set
-
up of the kiosks
will follow Disability
Access Guidance (e.g.
choice of fonts, colour
contrast, visual prompts,
language.)


Kate Turner

Ongoing

Review level of ta
ke
-
up of self
-
service
units at each library
and create an
improvement action
plan where needed.



Follow up contact
with user groups/
individuals after go
-
live for further
feedback.


Library users will
be able to use the
self service kiosks.

Wheelchair us
ers
may not be able to
use the kiosks

Kiosks will be installed
at a suitable height for
wheelchair users


The Service will
undertake
consultation

/

testing
of the equipment

with
the
disabled library
users via the Compass
disability network.

Kate Turner

On
going until 31.3.13

Review level of take
-
up of self
-
service
units at each library
and create an
improvement action
plan where needed.


Wheelchairs users
will be able to use
the self service
kiosks.

Gender Reassignment

Marriage and Civil Partnership

Preg
nancy and Maternity

Race

(including ethnicity or national origin, colour, nationality and Gypsies and Travellers)

Library users who
don’t have English as
a first language may
not be able to use the
kiosks.

A range of languages
will be available on the
ki
osks
, to
reflect the
range of languages
used within Somerset
.
Staff will also be on
hand to help those who
need it.


Clear visual prompts will
be available on the
kiosks with photographs
and arrows to assist
understanding of
functionality.


Kate Turner

On
going until 31.3.13

As part of the project
plan.

Library users who
don’t have English
as a first language
will be able to use
the self service
kiosks.

Religion and Belief

Sex

Higher proportion of
library staff are
female and would be
more likely to be
a
ffected by reduction
in staffing levels.

Further detail will
emerge as
implementation plans
proceed. Staffing
reductions will be
managed in conjunction
with the HR service.


Phil Nichols

Ongoing until 31.3.13

As part of the project
plan.

No unavoidable
ne
gative impact
on women.

Sexual Orientation

Other

(including caring responsibilities, rurality, low income, etc)

Carers will need the
PIN and membership
card of the person
they collect books for

Consideration will be
given to a workaround,
including appr
opriate
permission by the library
member, to overcome
this situation.

Kate Turner

31.1.12

n/a

Carers will be able
to borrow books
on behalf of those
they care for.



Health and Safety, Sustainability, Community Safety Impact Assessment Issues and Actio
n Table

Service



Date


Areas of

increase
d

risk

drawn from
your conclusions

Action needed to
mitigate the
risks
/achieve
compliance

Who is responsible
for the actions?

When will the action
be completed
?

How will it be
monitored?

What is the
expected outc
ome
from the action?

Health and Safety Issues and Action Table







Sustainability Issues and Action Table







Community Safety Issues and Action Table







Business Risk Issues and Action Table







Privacy
Issues and Action Table

Customers

will be
able to access a
limited range of
personal data using a
self service unit.

Access to
personal
data will be in
accordance with
current

policie
s

and
will only be possible
through user
authentication using
Library Membership
card and PIN.

Kate Turner

Ongoing

Through
monitoring
take up of self
service functions and
review of customer
feedback.


Personal data will
continue to be
managed in
accordance with the
principles of the Data
Protection Act.