ADMINISTRATION
PORTFOLIO RESPONSIBILITIES
The costs involved are mainly staffing and associated costs such as accommodation, information technology and training. The capital budget provides resources for IT projects and facilities and estate services.
Delivering an effective administration
Expenditure on the Scottish Government's core administration will increase by an amount just below inflation. These funds will be used in a way which gives priority to delivery of our Strategic Objectives. To deliver this priority we will:
- continue to implement Technology Refresh across our existing network to meet business requirements. This will deliver improvements in internal efficiency and identify opportunities for expanding the scope of the network to enhance further sharing of services with other public sector organisations. Our spending will enhance desktop access to telephony, conferencing and multimedia and enable web-based remote access to all key corporate applications, facilitating the sharing of services and information;
- continue to reduce emissions, both from the Scottish Government Estate and from business travel;
- support the development, monitoring and evaluation of policies - as well as the development of a robust evidence base for government;
- ensure that the information we provide is accurate and accessible by further improving on our performance in responding to Parliamentary Questions and Ministerial Correspondence;
- continue to ensure that we meet our Freedom of Information (Scotland) Act obligations, and remain committed to operating within that legislative framework; and
PROMOTING DISABILITY EQUALITY
We know that around 20% of the population are disabled people. We have an ageing population and the incidence of disability is likely to increase. To meet targets and objectives our policies will need to tackle inequality and deliver outcomes for all of Scotland's people.
We will take action to promote equality of opportunity for disabled people by:
- accelerating our progress towards becoming an employer of choice, one that broadly represents the communities that we serve and that sets an example to others. We will do this, in part, by working hard to increase the percentage of staff with disabilities, staff from minority ethnic and interest communities and women in senior positions in the workforce. We remain committed to being an exemplar in the field of diversity and equality.
DISABILITY EQUALITY ACTION PLAN
Name of Directorate or Agency
Change and Corporate Services
Directorate or Agency Responsibilities.
- To work in partnership with our Trade Unions to ensure that the organisation is staffed with sufficient number and mix of people with the necessary skills and behaviours to work effectively with Cabinet Secretaries, Ministers, stakeholders and each other to meet our operational requirements now and in the future.
- To plan for our future as an organisation by identifying talent, supporting staff in their development and indentifying the appropriate career opportunities.
- To help the organisation derive maximum benefit from its investment in information systems and technologies; securing the effective development, implementation and support of information systems; and providing professional advice and support on information systems and technologies.
- To provide high quality, cost effective office space and the associated facilities management services including the provision of professional advice covering acquisitions, management and disposal of property.
- To provide a safe and healthy workplace which complies with Greening Government policy.
- To develop and implement an employee engagement model for the organisation that will improve the way we listen and communicate, share best practice and celebrate success.
Statement of Directorate/Agency Commitment to the Promotion of Disability Equality and how this helps to deliver Government's national purpose and outcomes.
The work of Change and Corporate Services underpins all of the Scottish Government's five strategic objectives and has a key role to play in ensuring corporate responsibilities in relation to disability and equality and the provision of efficient and effective government for the people of Scotland. Our existing Diversity Strategy and Diversity Delivery Plan already provide a sound basis for our work on disability issues and we will continue to progress this work in tandem with out disability duties.
What is known about the experiences of, and issues for, disabled people within the Directorate/Agency Responsibilities
Focus groups were set up as part of the review of the resourcing policy to which all staff were invited. The invitation was specifically extended to the Disability Network Group to which members attended and contributed during the focus group meetings.
A member of staff attended a course run by the Employer's Forum on Disability ( EFD) which gave access to a lot of information on disability and current thinking along with some very useful contacts. Since attending the course information and advice has been disseminated increasing awareness amongst HR practitioners. EFD continues to be a good source of information.
Scottish Government ( SG) surveys all employees on an annual basis. Responses by disabled staff on a wide range of questions in the 2007 Employee Survey have indicated that they have a variety of negative employment experiences. These include lower job satisfaction than other staff, inability to make full use of their skills and abilities, or to influence decisions in the workplace, and lack of career progression. Other issues raised more frequently by disabled staff also include poor communication, the physical environment, the performance of senior managers and the culture of the organisation. More generally, there is also a perception of ongoing lack of disability awareness across the organisation.
Disabled staff also feel less valued than those who are not disabled. They report poorer work-life balance, higher levels of stress and a higher incidence of bullying and harassment at work. In addition, some disabled staff based outwith the central belt have indicated that they would also value improved staff networking opportunities.
Disability Equality Action Plan
Key actions which are designed to address disability issues identified from evidence and involvement.
Policy | Action | By whom | By when | Expected Outcome |
|---|
Dignity at Work | Further research on Employee Survey information, including additional consultation with disabled staff. | Diversity Team Office of the Chief Researcher, as required. | September 2008 | Improved knowledge of employment experiences of disabled staff. Improved employment experiences recorded in future employee surveys. Reduction in incidents of bullying and harassment for disabled staff. |
Diversity and discrimination training | This training provision has been reviewed and a dedicated trainer with knowledge and expertise in diversity and equality is now in place. The one day event informs staff and managers of the various issues surrounding diversity and discrimination in the organisation including the impact of their behaviours and actions in the workplace on groups of staff including disabled staff. | Corporate Learning Services ( CLS)/Equality Unit/Diversity Team | Completed. Will be reviewed in April 2009 | Managers and policymakers understand and comply with their legal obligations, and produce policies which recognise the needs of disabled people. |
Learning Centres | Learning Centre manager completed an investigation into the best method of delivering on diversity via open learning materials and an order has been placed for 6 x Equality and Diversity CD-Roms. The packages will include reference to our own policies and strategies (copies of which will be included in the CD-Roms). These are in development and should be available for general distribution and use by end May 2007. Course options include the ability for some e learning courses to be undertaken at staff's place of work via an on loan lap top option. The provision of mobile learning centres for staff not based in main city centre buildings. | CLS | May 2008 | Disabled staff are able to access relevant and effective training resources in an accessible format and at a suitable accessible venue. |
Training | We continue to meet the specific needs of individual disabled staff so as to enable them to access training by making reasonable adjustments as requested including the provision of one to one training where required and providing alternative formatted materials | CLS/Diversity Team | Ongoing in response to need | Disabled staff can access the same or better development opportunities as colleagues. |
The implementation of an E-HR training module will enable us to capture diversity information of all staff applying for and undertaking learning activities. | CLS/ E-HR | End Sept 2008 | External opportunities of particular relevance are circulated to members of our disability network and their managers. i.e. deaf awareness training. |
Ensure we seek disabled views on the nature of issues faced by disabled staff when accessing training and learning activities. | CLS/Diversity Team/Equality Unit | End June 2008 | We will be able to look at applications for and undertaking of learning activities broken down by staff diversity groups, to ensure that disabled staff are not accessing learning activities in disproportionate numbers. |
Learning activities will be accessible for all staff and delivered in a manner that makes them fully inclusive and effective. |
Human Resources Policy Review | Since the relaunch of the Programme in August 2007, an EQIA has been built into the standard process for policy reviewing. The EQIA includes the following activities:- - Involving the Disability Staff Network in the consultation and development process. For example, a discussion workshop on grievance and appeals was held on 27 th March. The Network has also been invited to all stakeholder meetings to steer the project and has been copied into policy revisions for commentary.
- Consultation with Scottish Government Legal Directorate to ensure that all policy revisions comply with the DDA 1995 and associated Regulations.
- Analysis performed of the management information we hold on the policy areas within the scope of the Programme. This has limitations because the sample size is too small to make statistically valid comparisons between staff with and without disabilities.
- Consultation on all policy revisions with diversity and legal advisers to ensure SG gives appropriate advice to managers on their obligations to treat disabled staff appropriately and equally in the designated policy areas ( e.g. making reasonable adjustments to the process of reporting in sick).
- Consultation on all communications and consultation activities, and proposed training, with diversity and legal advisers so that any reasonable adjustment are made to enable all staff to participate fully.
| Employee Relations and Reward Centre of Expertise, HR | Grievance and appeals - June 2008 Discipline and conduct: October 2008 | Policies which are supported by staff and managers adhere to current best practice and comply with all relevant legislation. Staff with disabilities feel they have been involved and listened to during the development process. Staff with disabilities can avail themselves of policies as required on an equal basis with other staff. |
Staff networks | Regular communication with staff disability network, including the provision of information and advice on relevant subjects either electronically or by appropriate speakers and also by seeking and considering their feedback on policy development and internal processes. | Diversity Team Staff Network Committee members HR Policy Leads | Ongoing | More effective communication between disabled staff and the organisation. Improved policy-making and responses to Employee Survey. |
Disability awareness | Further improvements to the diversity intranet pages Additional disability-focussed events open to all staff. Continued publication of the quarterly diversity newsletter. | Diversity Team Equality Unit, as required | Ongoing | Improved levels of disability awareness across the organisation. Improved availability of disability-related information to staff and managers. |
Resourcing Policy applies to recruitment and resourcing in the Scottish Government ( SG) and its Agencies. Those involved in any stage of the staff resourcing process should be aware of and adhere to the contents of this policy. Any feedback from the disability network group will be taken into account. | In February 2008 a revised Resourcing policy was introduced. It will continue to be reviewed along with associated processes to ensure they reflect best practice and are legally compliant. | HR Resourcing Centre of Expertise | Ongoing. Now that the Resourcing Centre of expertise within HR has been established, it will ensure the resourcing policy will continue to be reviewed on an ongoing basis in response to feedback and legislative requirements. | The SG complies with legal requirements and will be a best practice employer. |
Interchange Strategy: Interchange is a temporary exchange of people, expertise, knowledge and skills between the SG and other public, private and voluntary, sector organisations. | We will continue to review Interchange policy and strategy to ensure best practice. In line with wider resourcing policies applications from disabled people are encouraged. | HR Resourcing Centre of Expertise | Ongoing. Now that the Resourcing Centre of expertise within HR has been established, it will ensure the interchange policy will be reviewed on an ongoing basis in response to feedback and legislative requirements. | We will comply with legal requirements and will be best practice employer |
Reappointment policy: The SG has delegated authority to determine arrangements for the re-appointment of staff. Re-appointment means appointment following an earlier period of employment with the Scottish Government or another Government Department, where the previous appointment had been through fair and open competition in compliance with the Civil Service Commissioners Code on Recruitment. | We will continue to review reappointment policy to ensure best practice. In line with wider resourcing policies applications from disabled people are encouraged. | HR Resourcing Centre of Expertise | Ongoing | We will comply with legal requirements and will be best practice employer. |
Public Appointments | We are working closely with OCPAS and in their work with their Diversity Delivers Strategy. We will ensure by continually reviewing and updating policy, processes etc that we actively encourage applications from disabled people | HR Resourcing Centre of Expertise | Ongoing OCPAS hope to publish their final strategy in September 2008 | We will comply with legal requirements to ensure Scotland's public bodies reflect the diversity of Scotland's population |
Introduce a policy for access to SG buildings for disabled employees and visitors. | A policy will be introduced which will clarify how the SG provides support to individuals accessing buildings. | Facilities and Estates Services ( FES)/ HR | October 2008 | Improve the experience for disabled employees and visitors. |
Accommodation | Ensure premises compliant under DDA and subsequently extend range of adaptations. | FES | DDS requirement now completed. Further improvements ongoing. | Services do not provide unreasonable barriers to disability equality. |
ICT Services | Ensure appropriate equipment and ICT best practice standards are followed | Information Systems and Information Services ( ISIS) | Ongoing | ICT accessible to disabled people. |
Key actions within the Directorate/Agency areas of responsibility where disability equality is being mainstreamed.
Policy | Action | By whom | By when | Expected Outcome |
|---|
Training | Disability awareness is being mainstreamed into appropriate courses and events across the CLS programme | CLS | Ongoing and during regular course reviews. | The Essentials management training programme contains an integral diversity segment. A further diversity elective training module has now been implemented which includes disability equality. |
Consideration is currently been given to the provision of an equalities training course for all policy makers. | CLS/Equality Unit | Implementation expected End Sept 2008 | Policy makers will be aware of their legal obligations when creating policies/procedures and also the impact policies may have on disabled staff thus ensuring policies address the differing requirements of disabled people. |
Diversity Placement Scheme | Preparation for, and completion of, 2008 Diversity Summer Placement Scheme. | Diversity Team HR Shared Service Centre Participating managers | End September 2007. | Improved awareness of disability issues across the organisation through the inclusion of disabled participants. Improvements in number of disabled applicants and recruits to the organisation. |
Operation of Diversity HR Centre of Expertise | Provision of accurate diversity advice and guidance to staff, managers and HR colleagues. Oversee key diversity networks, including the Diversity Forum and Workforce Equalities Taskforce. | Diversity Team | Ongoing. | Improved understanding of diversity employment issues, including disability, across the organisation Gain improved understanding of disability issues through the inclusion of an external disability expert on the Diversity Forum. |
Reasonable adjustments | Provision of advice and guidance on reasonable adjustments to staff, managers and HR colleagues. Continued support for and extension of flexible working hours and flexible work patterns to facilitate staff work-life balance. Raising awareness of work-life balance issues and flexible working opportunities. Provision of advice and guidance on flexible working and work-life balance, to staff, managers and HR colleagues. | Diversity Team Diversity Champion. Staff Networks, as required. | Ongoing. | Provision of effective and timely adjustments for staff requiring reasonable adjustments. Increased awareness of the requirement and opportunity to make reasonable adjustments for disabled staff. Increased awareness of flexible working opportunities, particular at senior grades, including around reasonable adjustment issues for disabled staff. |
Monitoring | Monitoring of diversity information contained on the e HR system and other corporate mechanisms | Diversity Team Management Information Team, as required. | Quarterly and ongoing. | The availability of enhanced diversity data, including disability information. Improved policy-making through enhanced data capture. |
Employee Survey | Undertake additional investigation into the Employee Survey results in relation to disability issues. | Diversity Team Office of the Chief Researcher, as required. | September 2007. | Improved employment experiences for disabled staff. |
Resourcing Policy applies to recruitment and resourcing in the SG and its Agencies. Those involved in any stage of the staff resourcing process should be aware of and adhere to the contents of this policy. Any feedback from the disability network group will be taken into account. | Regular monitoring of staff through all stages of employment to ensure no disparate effects. Where disparate effects are identified remedial action is taken. | HR Resourcing Centre of Expertise | Ongoing | Ability to obtain feedback directly from disabled staff. |
As above. | Ensure that both internal and external recruitment advertising literature use positive images of disabled people. | HR Resourcing Centre of Expertise | Ongoing | Increase in applications from disabled people. |
As above. | Regular communication with staff disability network. Involvement of members of staff disability network in reviews of training and development. A statement about how we recruit people appears in our recruitment code on our internet web site. Statements about disability are embedded into resourcing policies and strategies. | HR Resourcing Centre of Expertise | The dedicated HR Resourcing Centre of Expertise ensures that the statement is reviewed continuously | The SG complies with legal requirements and will be a best practice employer. |
As above. | We are also about to set up a Recruitment Working Group to address recruitment, outreach and resourcing issues across all diversity strands, including disability. Having reviewed our Resourcing policy (covering internal and external recruitment) following extensive consultation with all employee groups, including our Disability Network. We are committed to assessing the impact of the change in policies and practice on disabled employees and job applicants through regular reviews. | HR Resourcing Centre of Expertise | April 2008 | We will comply with legal requirements and will be best practice employer |
Introduction of an i-Recruitment system. | Over the next few months we expect to procure an i-Recruitment system which will allow us to access comprehensive management information on recruitment and selection for all diversity strands, including disability. We will act to address any evidence of unfair treatment. | HR Resourcing Centre of Expertise | November 2008 | Have better management information available on recruitment and selection for all diversity standards including disability. |
DISABILITY EQUALITY ACTION PLAN
Name of Directorate or Agency
Communications Directorate
Directorate or Agency Responsibilities.
The primary purpose of the directorate is to ensure that the policies and purpose of the Scottish Government are well understood; that people working for the Government appreciate the value of what they do and understand why it matters; and that communication makes its full contribution to the success of the Government.
Statement of Directorate/Agency Commitment to the Promotion of Disability Equality and how this helps to deliver Government's national purpose and outcomes.
The directorate is committed to tackling inequality and disadvantage faced by disabled people. We are content to support the EQIA, although we have no lead policy responsibility in this area.
What is known about the experiences of, and issues for, disabled people within the Directorate/Agency Responsibilities
In 2007 we conducted a website user survey, which specifically asked how we might develop the site using 'assistive technology'. A number of suggestions were received from disabled users and they are currently under review.
Disability Equality Action Plan
Key actions which are designed to address disability issues identified from evidence and involvement.
Policy | Action | By whom | By when | Expected Outcome |
|---|
Website | Review the use of assistive technology. | Website team | 2008 | The SG Website aims to conform to W3C AA accessibility standards. We have already introduced voice enabled software and large font features. We are now working on developing our multimedia features. |
Media Centre | Review / upgrade the wheelchair lift and hearing loop facilities in the media centre. | Corporate Services team | 2008/09 | Budgets permitting, we hope to conduct an equipment refresh in the MC and we shall take these features into account as part of this project. |
Publications | We will supply government published documents in alternative formats where appropriate or on request to increase public accessibility. These will include audio, Braille and large type formats and will also include availability in electronic as well as printed formats. | Publications team | 2008 | More accessible publications leading to information being more easily available to a broader Scottish public. |
Images | We will make commissioning Directorates aware that 1 in 5 images of people in advertising / marketing campaigns will where appropriate feature or depict disabled people. | Marketing team | Ongoing | Evidence of this action is already in place in campaigns such as Children's Hearings and Domestic Abuse. |
Evaluation | We will ensure Campaign focus groups include representation from disabled people / organisations. | Marketing team | Ongoing | Campaign material adjusted if / where necessary. |
DISABILITY EQUALITY ACTION PLAN
Name of Directorate or Agency
Strategy & Ministerial Support Directorate (S& MSD)
Directorate or Agency Responsibilities.
- We support the First Minister to set out the strategic direction for the Scottish Government as a whole, to deliver on that and to perform their constitutional role by supporting effective, collective decision-making; improved development, implementation and delivery of policy, effective working relations with the UK government, smooth-running processes and events, capacity for long-term thinking, effective engagement with external thinking.
- We support the work of the Permanent Secretary as Head of the Scottish Civil Service.
Statement of Directorate/Agency Commitment to the Promotion of Disability Equality and how this helps to deliver Government's national purpose and outcomes.
Strategy and Ministerial Support Directorate's role is to promote awareness and understanding of the Government's purpose. It is our role to ensure that the objectives, outcomes, indicators and targets of policies across the officer are aligned in such a way as to achieve this purpose.
What is known about the experiences of, and issues for, disabled people within the Directorate/Agency Responsibilities
In order to help to shape to strategic direction of the organisation Strategy and Ministerial Support Directorate engages in long term thinking. Issues around demographics, inequalities and values are central to this thinking. All of these encompass aspects of disability and the extent to which it impacts on the lives of the people of Scotland.
Responsibility for developing and delivering the policies to tackle these issues lies outwith this Directorate.
Disability Equality Action Plan
Key actions which are designed to address disability issues identified from evidence and involvement.
Policy | Action | By whom | By when | Expected Outcome |
|---|
We have an ongoing commitment to ensure that all Ministerial events are fully accessible | Ensure that Ministerial events organised by the Scottish Government are accessible to people with disabilities. | Strategy & Ministerial Support Directorate | Ongoing | To ensure that every event is accessible to all sections of society. We use the views of a number of people including staff with disabilities, our Health and Safety team and our Diversity team to assess a venue's accessibility. |