business-cards by methyae

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									FM/1/6/3/1 (KBE 8/08)

People Impact Assessment (PIA)
Please note: For the purposes of this document the term ‘proposal’ can refer to any policy, activity, function or project that the people impact assessment relates to. Name of proposal: Policy for application for personalised HFRS Business Cards (SO13/1) Directorate/Department: Marketing and Communications Person/team responsible: Marketing and Communications Administrator Date of assessment: 13.10.2008 Date of review (1 year from original assessment): 13.10.2008

Description 1 Summary and background The business card application form is an electronic form that has to be completed to order business cards and send electronically to Marketing and Communications.

2 Aims and objectives To provide clear guidance and rules for Hampshire Fire and Rescue Service (HFRS) employees relating to the application for personalised HFRS business cards.

3 Intended Outcomes To ensure that business cards are issued to those that require them specifically in line with their daily duties.

4 How do these outcomes support the directorate/department plan? Supporting Hampshire Fire and Rescue Service personnel in communicating both internally and externally.

5 Who are the main beneficiaries/users? All HFRS employees as they will be given clear guidance on whether they are eligible to apply for HFRS personalised business cards. HFRS as an organisation as there will be a consistency in the business cards used by employees. Recipients will be other internal staff and members of the public.

6 Who are the main stakeholders/persons responsible? The Marketing and Communications Department

7 Links to other policies/proposals and processes The Corporate Identity (same font, different size)

Evidence of impact This section is about gathering data and information about the beneficiaries/users identified in section five of this people impact assessment. 8 Data capture 8a Quantitative data (numeric information) Equality profile of beneficiaries/users Provide details in terms of race, gender, disability, sexual orientation, religion and belief, and age of the beneficiaries and users. Number of business cards ordered last year: 9000 (in sets of 100 and 200) 8b Qualitative data Local data Is there any other data in existence that relates to this proposal, such as feedback received, or data relating to grievances/informal complaints/consultation about the proposal? You should continue to add additional data that emerges as the proposal develops and once it is complete in order that this PIA continually evolves. Business cards may be distributed to people with sight impairment and those who have limited English. A hard copy form has been sent to Marketing and Communications in the past when the IT system kept crashing. Research Detail any additional research that relates to this proposal. Include reference to other documents/policies/PIAs that have been used to inform this proposal, including any from other organisations that you know about/have found. You should continue to detail additional research that emerges as the proposal develops and once it is complete in order that this PIA continually evolves. 9 Consultation and involvement Detail how and with who you will gather additional information relating to the impact of this proposal, such as the use of external advisory groups etc. Continue to detail additional feedback that emerges from the consultation in order that this PIA continually evolves. 9a Feedback from completed consultation Provide details of the feedback received from any completed consultation. 9b Planned consultation Provide details of any planned consultation.
Do we need a back-up for if/when the electronic system fails? Was there a consultation? What were the results?

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Identified risks/analysis of impact/effect

In this section your should identify which equality strands are potentially relevant to and could be effected by this proposal. The information, data and research you have gathered in the previous sections of this PIA will help you determine this. Race a) Identify the effect of this proposal on different race groups from the information you have available. Some members of certain racial groups may not read/understand English. However, due to how business cards are used, it is not anticipated that this will be problem.

Gender b) Identify the effect of proposal on different gender groups from the information you have available. No impacts identified due to how business cards are used.

Disability c) Identify the effect of this proposal on different disability groups from the information you have available. Those with sight impairments may have difficulty reading the information printed on the cards.

Sexual Orientation d) Identify the effect of this proposal on different sexual orientation groups from the information you have available. No impacts identified due to how business cards are used.

Age e)

Identify the effect of this proposal on different age groups from the information you have available. Some old people might have sight impairments may give them difficulty reading the information printed on the cards

Religion/Belief f) Identify the effect of this proposal on different religion/belief groups from the information you have available. No impacts identified. Apart from the Hampshire Fire and Rescue Service logo, no symbols are permitted.

Other g) Identify the effect of this proposal on any other groups from the information you have available These other groups, known as secondary strands, could include factors such as literacy, health, poverty, green/grey working hours etc. Anyone who is unable to read may not understand the information printed on the cards. Retained Duty System staff don’t all have access to computers. The card must not be used under any circumstances to gain access to premises.

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Measures to mitigate/lessen negative effects If a negative effect has been identified you should consider whether it can be objectively justified, such as on the grounds of promoting equality of opportunity or for another legitimate reason. The following table should include the areas you have identified there could be a negative effect and the action you intend to take as a result. The action plan should demonstrate that you have considered: 1. 2. 3. How to lessen the negative effect; and/or Ensure that the negative effect is legal under anti-discriminatory law; and/or Provide an opportunity to promote equality, equal opportunity and improve relations within equality target groups, i.e. increase the positive impact of the proposal

Your local plan (station/group/medium term plan) should be updated to include the actions identified in your action plan. The actions will also be reflected in the Corporate Equality Plan (CEP) and monitored through the Local Diversity Group.

People Impact Assessment Action Plan Name of proposal: Policy for application for personalised HFRS Business Cards (SO13/1) Directorate/Department: Marketing and Communications Person/team responsible: Dave Molyneaux, Marketing and Communications Administrator Date of assessment: 13.10.2008 Date of review (1 year from original assessment): 13.10.2008

Issue What has been identified as an impact/effect? Some may not be able to read the cards due to language barriers or illiteracy.

Solution

Action What needs to be done next to achieve the solution? The card could be read to the recipient. If an individual is unable to read it for any reason, it may be given to a colleague or friend. If someone is illiterate, they may not admit to it, anyway.

Responsibility Who will be responsible to complete the action? Users

Review Date On what date will you review to ensure the action has been done?

What will be done to mitigate against that impact or lessen the negative effect? HFRS Staff: Employees pass the psychometric testing to join the Service, therefore this is should not be a problem. Members of the Public: Due to the nature of the way business cards are used, the language barrier should not pose a significant problem. Cards are normally given once communication has already been established. Those with sight As above. We can’t produce impairments may cards with larger font sizes, have difficulty reading Braille or in other languages the information due to production and printed on the cards financial.

Limited access to electronic ordering system for RDS staff

Monitoring

Due to the nature of their role, RDS staff shouldn’t require business cards. If a special role requires cards An administrator is available to all station personnel if required. Recording of feedback regarding any negative impacts to inform future reviews.

Card can to be given to a colleague or friend. Details on the card could be hand-written using larger letters/ numbers. Details could be given verbally by mobile/telephone or voicemail. Station Administrator to complete application form if required.

Users

Applicant/Station Administrator

Administrator to maintain any correspondence.

Marketing and Communications Administrator


								
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