comprehensive impact assessment template · the devolution of the library and information services...

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Comprehensive Impact Assessment Template

Assessment being

undertaken

Library and Information Service Transformation Programme

Directorate: Neighbourhoods and Public Protection

Service: Library and Information Service

Name of Officer/s completing assessment:

Julie Zessimedes – Head of Library and Information Service Nik Budden – Project Manager

Date of Assessment: December 2017

1. Why are you doing this CIA? – A brief explanation of the

reason. Is it for: new/change in policy,

procedures, strategy, function, service. (Please refer to the

guidance for the definitions)

Cornwall currently provides its Library and Information Service through a variety of

locations and approaches including:

17 combined Library and Information Services 14 stand-alone Libraries

5 standalone Information Services a mobile Library/information van with over 170 stops and

12 ‘Micro’ and ‘Pub Is The Hub’ Libraries

Although the trend is reducing, there are currently over 2 million visits to Libraries/Information Services in Cornwall each year alongside an increase in service users

accessing services digitally e.g. e-books and magazines.

As part of the Council’s Business Plan and Budget setting for 2015-2019,Members agreed

the following aim ‘Ensure access to Library and advice services across Cornwall through new community led models of service provision whilst delivering £1.8m savings (44%) over

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2015/16 and 2016/17’.

In taking this aim a step further, whilst delivering the required savings, the intention is to

retain the existing service provision both geographically and also standard wise including continued commitment to the government’s national library offers – Health, Reading,

Information, Learning and Digital.

2. What are the aims,

objectives, outcomes, purpose of the policy,

service change, function that you are assessing?

Cornwall is pioneering a unique, place based approach to the challenge all local authorities are facing in relation to their library services. That same challenge

offers an opportunity for joined up local service delivery to enhance the services to communities.

The Vision is: When this programme is completed Cornwall will have a vibrant, sustainable, comprehensive and efficient library and information service that reflects the way customers

want to access library and council services in the 21st century. It will offer reading, information, social interaction, digital access and support, and innovation to local

communities. New partnerships with local groups will provide flexible and viable community hubs enabling better use of public assets, with increased services aligned to local need.

Evidence based decision making will have targeted how and where customers want to access the Library Service, allowing focused investment and efficiency savings.

The objectives are:

Canvas expressions of interest from potential devolution partners across the county Provide potential devolution partners with all information to assess feasibility

Assess proposed model feasibility and progress development if appropriate If no interest, or the model not viable, consider alternative options to protect services

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Put in place legal, data and statutory service safeguards Progress devolution where appropriate

Ensure ongoing Information Technology and library business support to devolution

partners Handover sites to other Programmes where appropriate

Achieve the savings targets agreed in the Medium Term Financial Plan

3.

Who implements or delivers the above?

State if this is undertaken by more than one team, service,

and department including any external

partners.

The Library Service has set up a dedicated Programme Team to deliver the changes, with

Project Management support from the Major Projects Team.

The Service Director for Neighbourhoods is the Senior Responsible Officer, and the Head of the Library and Information Service is the Business Lead.

In addition to the Project Manager there are four Project Coordinators, Service Support Officers and Workstream Leads drawn from the Property, Legal, Information Service,

Human Resources, Finance and Communications services.

Additional support is being given by Commercial Services regarding procurement and contracts.

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4. Equality and Diversity - Who will be affected by

this proposal? Is the proposal likely to result

in positive or negative impacts/risks? If so what are they? What

plans do you have in place, or are developing,

that will mitigate the likely identified negative impacts/risks? This

section should include reference to the 9

protected characteristics as referenced in the Equality Act 2010.

Consideration should also be given to the

Cornish status different employee groups such as part-time, on-call or

‘hard to reach’ employees – see CIA

guidance for further information.

Who will be affected by this proposal? (Include consideration of the protected characteristics: age, disability, gender reassignment, marriage & civil

partnership, pregnancy & maternity, race (incl. Cornish Minority), religion &

belief, sex and sexual orientation; also different employee groups such as part-time, on-call or ‘hard to reach’ employees)

Customers, staff and internal partners will be affected by this proposal.

Comprehensive Impact Assessments (CIAs) will be undertaken for each organisation where

services are devolved, as each model of delivery will be unique in meeting local needs.

Consideration has been given to the impact on the protected characteristics as follows;

Age, and Disability

The current opening hours will be maintained as the minimum acceptable for all devolved and retained Libraries, with many opening for significantly longer. Any changes to opening

hours by devolution partners need to be made with agreement from Cornwall Council, as

per the Service Specification.

Library staff are engaging with a range of local groups representing the characteristics of Equality and Diversity to seek their feedback on the changes as part of the devolution

process, and this is included in the local site Comprehensive Impact Assessments.

All facilities available within the current Libraries will still be accessed in the new service, e.g. for those with audio or visual impairment or access issues, large print and audio

books, home delivery service, will be maintained.

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Devolution partners in the majority of cases will be delivering services from current library buildings which are compliant with the Equality Act of 2010, including enquiry desks, power

assisted front doors, wheelchair and pushchairs access, and Hearing Loops. Where services

are refurbished or moved devolution partners are expected to ensure future compliance.

Customers will be supported by staff and sometimes volunteers. There is a procedure in place for staff to follow where customers require additional assistance to access Council

Services.

External communication mediums have included updates to Local Council Members, press releases publishing minutes of Town Council Meetings and signage will be posted at the

time of transfer. The Communication plan is a dynamic document which will be updated to reflect each stage in the project.

Pregnancy and Maternity

All staff that are absent from work for reasons of maternity, paternity, long term sickness etc. are be fully consulted as a normal part of the service consultation process to ensure no

detriment.

There are no perceived negative impacts on Pregnancy and Maternity.

There are no perceived impacts (either positive or negative) on the following characteristics;

Gender re-assignment

Marriage & civil partnership Race

Religion and belief Sex

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Sexual orientation

What are the positive impacts/risks – if any?

The devolution of the Library and Information Services from the Council to the Town or

Parish Councils or Community Interest Organisations will not have any significant impacts on Protected Characteristics, although any proposed increase in opening hours will benefit

customers.

What are the negative impacts/risks – if any?

The devolution of the Library and Information Services from the Council to the Town or Parish Councils or Community Interest Organisations will not have any significant impacts

on Protected Characteristics

RAG Score: 4

5. Human Rights - Who will be affected by this proposal? Is the

proposal likely to result in positive or negative

impacts/risks? If so what are they? What

plans do you have in place, or are developing, that will mitigate the

likely identified negative

Who will be affected by this proposal?




on Human Rights

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impacts/ risks?



Parish Councils or Community Interest Organisations will not have any significant impacts on Human Rights

RAG Score: 4

6. Rurality- Will this

proposal have a positive or negative impact for

those living in rural communities? If so what are they? What plans do

you have in place, or are developing, that will

mitigate the likely identified negative impacts/risks?

What are the positive impacts – if any?


Parish Councils or Community Interest Organisations will protect services that may otherwise have been under threat from budget pressures.


Those Library sites that do not have a devolution proposal will need to be assessed on a case by case basis to understand local usage, population and deprivation. Decisions on any

changes to services will be based on evidence in the Needs Assessment, but any reduced service may require a small number of customers to travel further to access a static library.

What plans do you have in place, or are developing that will mitigate the likely

identified impact/risk?

The mobile library service will be enhanced to cover any reductions in static library cover, and the home library service is being maintained and developed. In some instances there

may be an option to install a micro library rather than a mobile service, allowing customers to browse a small book selection and ‘click and collect’ stock reserved online, which should

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reduce the need to travel.

RAG Score: 9 (this score is in the context of the programme as a whole, including

all customers at all sites; it is Possible that a Limited number of customers would be negatively impacted if a static library changes to a micro or mobile provision.

If the site in question were viewed in isolation, the Likelihood and overall score would be higher.)

7. Safeguarding - Who

will be affected by this proposal? Is the

proposal likely to result in positive or negative impacts/risks? If so

what are they? What plans do you have in

place, or are developing, that will mitigate the likely identified negative

impacts/risks?


Safeguarding is at the core of the Library and Information service delivery. Requirements

for safeguarding procedures are included in the contractual agreement with devolution partners; this includes Disclosure and Barring Service checking for those involved in

regulated activities.

Most devolution partners are local government organisations who have their own Safeguarding Policy. It is envisaged that Cornwall Council and devolution partners will

have complementary policies. Deficiencies in either policy will be addressed prior to handover.

Therefore the implementation of the devolved Service does not compromise service

standards and good practice.

Staff will continue to have access to a network of safeguarding advocates within Cornwall Council.

Consideration will be given to any proposed changes to the layout of the Libraries.

All of Cornwall’s Libraries are welcoming to those living with dementia and are made aware

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of issues relating to dementia and several have joined their local Dementia Action Alliance. In various libraries, staff have attended dementia awareness sessions through workshops

delivered by Dementia Friend Champions. The staff at these sites can opt to be Dementia

Friends and the libraries concerned are working towards becoming dementia friendly.

In summary, as a result of action taken to mitigate any concerns around safeguarding relating to the transfer of services, impact is no greater than in the current service

delivered by Cornwall Council.



on Safeguarding



Parish Councils or Community Interest Organisations will not have any significant impacts on Safeguarding



Support and guidance will be given where appropriate. Devolution Partners are contractually obliged to follow a Safeguarding Policy as a condition of devolution.

RAG Score: 4

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8. Information Governance – What

type of information will be required to deliver

this proposal? Is the proposal likely to result

in increased risks to the information? If so, what are they? What plans do

you have in place, or are developing, that will

mitigate the likely identified negative impacts/risks?

What type of information will be required to deliver this proposal?

Customer information and Staff Information in relation to TUPE

Is the proposal likely to result in increased risks to the information, if so what are

they?

The control of information management could have potential impact on all Library stakeholders, and there is the potential for an impact on information management

standards.

What plans do you have in place, or are developing, that will mitigate the likely

identified negative impacts/risks?

The control of information management impacts on all Library stakeholders, and there is

the potential for the transfer to have a negative impact on information management. The following steps have been taken to mitigate this impact:

Cornwall Council shall continue to be the data Owner for all Council data, and

devolution partners will act as Data Processors. As part of the contractual agreement

all data and personal information will be managed as per the required legislation and

in line with Cornwall Council’s Security, and Information Governance policies and

procedures.

All staff will undergo mandatory Information Governance Training and current staff

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who are transferring to the local provider are experienced in handling personal data.

Both parties acknowledge that they have obligations under the Freedom of

Information Act and the Environmental Information Regulations 2004 in respect of

Information relating to the Services.

All Freedom of Information enquiries relating to the library are to be referred to

Cornwall Council. Any Library related comments or complains will be dealt with by the Library Service using Cornwall Council Complaint Policy.

Cornwall Council to provide devolution partners with all relevant information required at the appropriate time to ensure the smooth TUPE of the Library and Information

Staff.

RAG Score: 5

9. Community Safety/Crime and

Disorder - Who will be affected by this

proposal? Is the proposal likely to result in positive or negative

impacts/risks? If so what are they? What

plans do you have in place, or are developing, that will mitigate the

likely identified negative impacts/risks?




It is considered that devolving library services will not have any impact on Community Safety/ Crime and Disorder. As previously stated the intention is to ensure that existing

service provision is not compromised.


There are no negative impacts of these proposals on Community Safety

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There are no negative impacts to mitigate.

RAG Score: 4

10. Environment - How will

the environment be affected by this

proposal. Is the proposal likely to result in positive or negative

impacts? How will these impacts be maximised

or minimised. Will this project deliver towards the Council’s ambition of

environmental growth?


There are no positive impacts of these proposals on the Environment


There are no negative impacts of these proposals on the Environment

What plans do you have in place, or are developing that will mitigate the likely identified impact/risk?

There are no negative impacts to mitigate.

Comprehensive Impact Assessments (CIAs) will be undertaken for each organisation where

services are devolved, as each model of delivery will be unique in meeting local needs.

RAG Score: 4

11. Health, Safety and Wellbeing - Who will be affected by this



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proposal? Is the proposal likely to result

in positive or negative impacts/risks arising

from: Individual lifestyles, social and community influences,

living, working and economic conditions,

access to or quality of services or any other direct or indirect effects

on health, safety and well-being? If so what

are they? What plans do you have in place, or are developing, that will

mitigate the likely identified negative

impacts/risks?


Implicit in the devolution contract is the requirement to deliver on the national library offers including Health. The Health Offer links to initiatives to support the health and

wellbeing of the community and includes initiatives such as 'Books on Prescription', a welcoming and non-judgemental place and events and activities to reduce social isolation

(including Reading Groups).

Other library offers include ‘Information and Digital’ which support free access to IT facilities (whether this is for job seeking, debt advice, shopping, social media, access to

health information etc)

The devolution partners health and safety policy should be aligned to the Cornwall Council Health and Safety policy e.g. Risk assessments will be regularly undertaken in relation to

different groups of library users (Rhyme time, Reading Groups)

A Health and Safety checklist will form part of the contractual agreement between Cornwall

Council and the devolution partners.

The recent trend has been to reduce the number of face to face transactions that take place in Library and Information service sites, however it is the aspiration of many

devolution partners to reverse this trend and offer more support, which will be a positive outcome for customers, especially those considered vulnerable or those that find digital

transactions difficult.


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The implementation of the devolved service and organisational structure change is likely to create anxiety and a potential impact on individual wellbeing for those directly affected by

the changes. However, staff will be supported throughout the process by the Service and

Human Resources and Organisational Development Team. Local existing staff will be advised of the additional staff joining the organisation and a joint meeting of staff will be

held early after handover for introductions.

Staff in sites that are devolving may experience some anxiety on being TUPE transferred to a new employer. Staff for sites where an alternative solution needs to be found will have a

higher degree of uncertainty as their roles may be at risk, with redeployment or redundancy a possibility. Cornwall Council Library Service staff in post during Summer

2018 will be affected by a Service Redesign (restructure). There is a potential negative risk that if a devolution partner’s policy and process (such as

Health and Safety or Information Governance) fall below standards expected or requested as part of the service contract, it could put customers at increased risk of harm.


Staff are being updated as much as possible during the process with informal and formal consultations as appropriate, and will be supported throughout the process by Human

Resources and Organisational Development.

With regard to the immediate implications for staff within the Library, the proposals will be implemented in accordance with the Council’s Organisational Change Policy.

Line managers will ensure that an effective communication strategy is in place and all

affected staff has access to support in managing any personal impact. Stress risk assessments will be undertaken as required.

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Devolution partners will ensure that all staff are supported after handover.

The mitigation to ensure customers are not at increased risk of harm as a result of the devolution proposals is to ensure there are regular support and review meetings with

devolution partners as described in the Service Specification, so that service standards are maintained.

RAG Score: 16 – it is Probable that a number of staff will be Moderately impacted

in a negative way by the stress and anxiety caused by the proposals.

12. Business Continuity

Planning - Is there a Business Continuity plan

in place that will be affected by the

proposed changes and, if not, has the area been assessed to identify

priority processes or functions? Who will be

affected by this proposal? Is the proposal likely to result

in positive or negative impacts/risks arising?

Are all interdependent service areas covered by




There are no positive impacts of these proposals on Business Continuity


There are no negative impacts of these proposals on Business Continuity


Business Continuity Plans are being refreshed and updated across the Library Service to

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the CIA and are there any single points of

failure identified?

take into account the changes brought about by Devolution, and subsequent Service Redesign.

Devolution partners will be supported by the Library Client Relationship Team through the delivery of training including mandatory training such as Information Governance training

and Equality and Diversity training. In addition there will be regular face to face and helpline support.

The impact of the proposals in terms of service delivery will be monitored through the

Council’s corporate performance monitoring framework this will include careful consideration on customer feedback e.g. comments, compliments and complaints. In

addition there will be an ongoing comparison of Library/OSS usage against current site data, Cornwall wide data and national trends to monitor any changes.

Both parties will meet on a monthly basis to discuss delivery of the services; in addition,

there will be an annual meeting to agree the strategy for the following year. Performance will be monitored on a monthly basis through analysis of statistical reports.

RAG Score: 5

13. Have the impacts

identified in Questions 4 to 12 been assessed using up to date and

reliable evidence and data? Please provide a

link to the evidence/data or state

Engagement approach 2015 Consultation and engagement for the library and one stop shop service review offered

opportunities for people to let us knows their views and ideas in a variety of ways.

The public consultation and engagement has been based on the Council’s Business Plan 2014, and the Face to Face Services briefing note of July 2014, which referred to:

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what the evidence/data is. The data and

research page on the intranet is a useful

resource. Do you need to engage

or consult with any representative group/s?

Are our staff affected? Have the unions or staff

forums been involved? If not do they need to be?

‘The Council will retain ownership of the core library service, including library book stock

control, national library offer coordination, and training, to ensure we fulfil our statutory

obligation to provide a comprehensive and efficient service that is accessible to all who wish to use it”.

The Library and One Stop Shop (now called Library and Information Service) Consultation

Analysis can be found in Appendix x.

Impact on staff Once decisions have been made about the operating model, there will be a need to

determine if TUPE (Transfer of Undertakings Protection of Employment) will apply in the specific circumstances. Relevant employees will then transfer with the protection of their

contractual terms and conditions (e.g. salary, working hours and patterns etc.) and continuous service.

Where TUPE does not apply, staff will be considered for redeployment or redundancy as

a last resort.

Staff will have the opportunity of one to one meetings with their line manager and

representatives from the Cornwall Council Human Resources and Organisational Development Team.

The Head of Library and Information Service has regularly met with the Unions to discuss

the overall plan and to gain union acceptance of the need to devolve services as part of the budget savings plan.

14. Are there other These can include: staffing, current and ex-service personnel, procurement and

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implications not covered by this CIA that need to

be considered?

Refer to the Committee Report Template Guidance page for

further information.

contracts, property, climate change, transport, waste and economy. If yes then please explain.

Consideration has been given to transfer or leasehold of property, current contracts such as facilities management and cash collection, all of which are referenced in the contract to be agreed by both parties and these issues were considered in the Directors report.

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Summary of this CIA

(Please copy and paste information from this summary into the relevant section(s) of the report template)

What are the key risks/impacts – both positive and negative?

Are there any groups affected more than others? What were the identified risks and their mitigation? Do you consider that the identified risks are cumulative? If yes make this clear in the Summary. What course of action are you advising as a result of this CIA?

Rurality


Devolution will protect services that may otherwise have been under threat from budget pressures. Not all customers have access to transport and may find public transport doesn’t meet their needs (Availability/cost/accessible for customer due to mobility issues/vulnerability)

Are there any groups affected more than others?

Summary of risks. What course of action does this CIA suggest you take? More than one of the

following may apply. Please state the Residual Risk score. (Refer to the CIA Guidance regarding Risk Management)

Highest Risk Score

Outcome 1 - Green: No change required. The CIA has not identified any potential for adverse impact or risk. (Residual risk score of 6 or less)

Outcome 2 - Amber: Continue with the proposal but mitigate the identified risk/s. Despite the

potential of an adverse risk/impact continue but make sure you have suitable mitigation plans in place to manage and monitor the risk or impact. (Residual risk score of 8 to 16)

X

Outcome 3 - Red: Stop and rethink. The risk and or impacts may not be acceptable even with mitigation. (Residual risk score of 20+)

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Elderly, socially isolated groups, people living with disability, young families

What were the identified risks and their mitigation?

Isolation of vulnerable groups o decisions mitigated by using evidence in Needs Assessment o LIS could work with partner organisations to promote local support e.g. transport & HLS

o LIS will support alternative provision of service for locality e.g. micro/mobile

Do you consider that the identified risks are cumulative? No

What course of action are you advising as a result of this CIA?

Needs Assessment work, cabinet report, engaging with Members/staff/communities Wellbeing


Devolution will protect services that may otherwise have been under threat from budget pressures. Service transfer and organisational restructure will cause anxiety and stress for some staff Customers could be at increased risk if service standards are not maintained

Are there any groups affected more than others?

Cornwall Council and devolution partner staff, regardless of protected characteristics Customers of sites taken over by devolution partners

What were the identified risks and their mitigation? Anxiety and stress

o Informal and formal updates, consultation, HR processes and change policy should reduce anxiety and stress o Support and guidance will be offered to affected individuals.

Drop in service standards, mitigated by regular support and review meetings with devolution partners

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Do you consider that the identified risks are cumulative? Yes they could be – a member of staff who is in a site earmarked for devolution which does not go ahead, then

undergoes a restructure, only to have the static site replaced by a micro library, could undergo three very stressful periods.

What course of action are you advising as a result of this CIA? The mitigations outlined to support staff must be carried out robustly.

DEAG Review date: 21.12.17

Comments from DEAG

CIA signed off on 21.12.17. Overall the document is well written with the impacts clearly assessed and mitigations understood.

comprehensive impact assessment template · the devolution of the library and information services...

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