Quality Tools Chemistry and Ecology
Section 1 - Scoping
Quality Tools Chemistry and Ecology
To grant Ecology access to Chemistry’s quality tools.
Chemistry have built a suite of quality tools which aid the delivery of work tasks and provide an efficient process for the storage and management of information. Granting Ecology access to these tools would provide a greater level of control and functionality, improving how they interact with and access their data.
The quality tools form part of our Quality Management System and address the following quality activities:
• Corrective Actions and Preventative Actions (CAPA’s)
• Document Change Requests (DCR’s)
• Equipment Register
• Controlled Document Unique Reference Numbers (URN’s)
• Approved Supplier Register
12/11/2024
Christy Stuart & Shona MacGregor
Mark Franklin
Data Protection Impact Assessment not required as no personal information is being handled other than staff names. The process poses very low risk to the rights and freedoms of individuals involved as the information gathered is business information.
Section 2 - Screening
The aim of this project is to provide Ecology with access to Chemistry’s quality tools so that they can improve how they store, manage and interact with their data. By sharing the quality tools with Ecology, staff will have access to a variety of systems which have been purpose built to support work tasks. Sharing the tools will promote collaborative working between the science functions which will mean they are all working to the same standard of quality.
SEPA’s Equality Outcomes 2022-2026
• Outcome 1 – We have increased the number of people from currently underrepresented groups in our applicants, our staff and those who progress within the organisation.
• Outcome 2 – People with lived experience of inequality, related to a protected characteristic or socioeconomic status, access and use SEPA’s services without barriers.
• Outcome 3 – Staff with lived experience of inequality and barriers, and with a wide variety of needs, feel listened to and respected as SEPA meets those needs.
• Outcome 4 – We have decreased our gender pay gap and occupational segregation related to gender, disability, and ethnicity.
This process links with Outcome 3 and aims to extend the use of Chemistry's quality tools to the wider science functions, sharing the systems and processes which are designed to aid the delivery of work tasks.
The quality tools were initially built to support staff post cyber-attack and build the Quality Management System needed for the ISO/IEC 17025 accreditation held in Chemistry. They were brought in as an interim process with the view to them being built in MIMS long term.
When the tools were initially developed staff were consulted across Chemistry to establish the user needs. When building the tools, colour blindness, musculoskeletal disorders, and neurodiversity were considered as part of the accessibility assessment.
The tools have now been in use for several years and the possibility of them being in MIMS is a lower priority as they focus on other deliverables. As the quality tools are going to continue being used an updated accessibility review was carried in November 2024 for the CAPA, Change Request and Audit Logs to ensure they are in line with the accessibility guidance now in place. A new Equipment Log is currently being made and has been built following the Digital Accessibility Guidance. Details of the reviews are included in section 3.6.
It will be a major change in practice for Ecology as new processes will be implemented. However, it won’t significantly affect how the function is delivered but will provide an improved system for the management and handling of data.
Ecology will be the most impacted as the new processes are significantly different to the existing processes currently in use. Introductory training sessions will be held with Ecology staff to introduce them to the new tools and processes. The purpose of the tools, their benefits and how they can be used in Ecology will be explained and feedback sought. Training and workshops will be held to demonstrate how the tools are used and then the processes will be implemented to Ecology. Ongoing support and training will be available to ensure users are confident using the new systems.
Responses from existing users in Chemistry and users in Ecology.
2.6 The Equality Act 2010 places a duty on public bodies to prevent discrimination in all aspects of service provision. It provides a clear and positive legal duty to eliminate discrimination and to ensure equality of opportunity and good relations between different groups.
Amongst your group of stakeholders are there any people who belong to the protected characteristic groups listed below who may be impacted, either positively or negatively, or do you believe there is a neutral impact?
Consider the three needs of the general duty for each Protected Characteristic in turn.
Table 1 - Public Sector Equality Duty - Screening tool
| Eliminate discrimination, harassment and victimisation and other conduct prohibited under the Equality Act. | Advance equal opportunities between people who have a protected characteristic and those who do not. | Foster good relations between people who have a protected characteristic and those who do not. | |
| Age | Neutral | Positive | Positive |
| Disability | Negative | Positive | Positive |
| Gender | Neutral | Neutral | Neutral |
| Marriage / civil partnership | Neutral | Neutral | Neutral |
| Pregnancy / Maternity | Neutral | Neutral | Neutral |
| Race | Neutral | Neutral | Neutral |
| Religion / belief | Neutral | Neutral | Neutral |
| Sex | Neutral | Neutral | Neutral |
| Sexual orientation | Neutral | Neutral | Neutral |
2.7 SEPA as a public authority is obliged to ensure that our decisions and actions align with the fundamental rights and freedoms enshrined in the European Convention of Human Rights.
Will the policy or practice engage or restrict a right or freedom under the Convention?
Table 2 - Human Rights consideration
| Human Rights Act Article | Yes | No |
| Article 2: Right to life | X | |
| Article 3: Prohibition of torture | X | |
| Article 4: Prohibition of slavery and forced labour | X | |
| Article 5: Right to liberty and security | X | |
| Article 6: Right to a fair trial | X | |
| Article 7: No punishment without law | X | |
| Article 8: Right to respect for private and family | X | |
| Article 9: Freedom of thought, conscience, and religion | X | |
| Article 10: Freedom of expression | X | |
| Article 11: Freedom of assembly and association | X | |
| Article 12: Right to Marry | X | |
| Article 13: Right to an effective remedy | X | |
| Article 14: Prohibition of discrimination | X | |
| Protocol 1, Article 1: Protection of property | X | |
| Protocol 1, Article 2: Right to Education | X | |
| Protocol 1, Article 3: Right to free elections | X |
If you answer ‘Negative’ in Table 1 or ‘Yes’ in Table 2 for any of the questions, please go to Section 3 Full Assessment.
If you answer 'Positive' or ‘Neutral’ in Table 1 or ‘No’ in Table 2 for all of the questions you may not need to carry out a full assessment. You should discuss this decision with the senior leader responsible for the work.
If you are content you have completed Section 2 with no negative equality or human rights impacts, please complete Section 5.
Section 3 - Full Assessment
• Eliminate unlawful conduct
• Advance equality of opportunity
• Foster good relations
Implementation of this process will have a positive impact on advancing equality of opportunity and fostering good relations. Granting Ecology access to the quality tools means they can access resources which were previously only accessible to Chemistry staff to aid their work. By having all the science functions using the same processes for quality activities it encourages collaborative working and communication between the functions which will help strengthen relationships.
The processes will be used by staff in Chemistry and Ecology, we have identified disability and age as protected characteristics which could be affected.
At the time the Equality and Mainstreaming Outcomes Report was issued in 2023 it was stated that of the 1210 SEPA employees, 439 were aged between 45-54, the highest out of all the age categories. The second highest age category was 35-44, followed by 25-34.
The report also included figures for the disability status of SEPA staff. It was reported that 2.48% of SEPA staff have a disability, with a further 12.23% of responses not specifying their disability status. The Scottish Health Survey released in 2017 found that 32% of adults in Scotland had a disability, so it is likely that more than 2.48% of SEPA staff have some form of disability.
Around 15% of people in the UK are neurodiverse (Source: Education Scotland). Those who are neurodiverse can find it difficult to learn and process new information, so it is important to consider neurodiversity when implementing a new process or system in the workplace.
The Digital Accessibility Lived Experience Group and users of the systems in Chemistry and Ecology.
Yes, by sharing the quality tools with Ecology we are giving people access to the right tools for the job. The processes associated with the quality tools are designed to make specific tasks easier and more streamlined. The quality tools have been built to comply with accessibility guidance where reasonably possible so that users can navigate the systems easily.
With any digital process or system there is the potential for users to have difficulty depending on their digital skills or any disabilities which may impact their ability to use the process or system. Unfortunately, the quality tools are not fully compatible with screen readers currently so this may impact some users negatively.
All staff who will be using the tools will receive training prior to implementation so that the systems and processes can be explained and demonstrated. After the tools are in use, ongoing support will be provided from the Quality Team who can assist with any issues and more training can be provided if needed. Depending on the level of use, a representative from Ecology may be trained by the Quality Team so that they can be a point of contact for Ecology staff. The Quality tools all have guidance documents which are stored in the Published Document Library and can be accessed at any time and detail how to use the various Forms associated with the tools. Updated accessibility reviews have recently been carried out with the following points considered during this process:
• Using the accessibility checker in Power Apps to identify where we need to address anything, including accessibility labels and tab stops.
• Run hex values through a colour contrast checker.
• Use accessible fonts (Open Sans - default Power Apps font for new apps until a theme is created for us. Some older apps use Segoe UI, also accessible).
• Contain items to the screen to minimise scrolling where possible (this will not always be possible dependent on the content, so some vertical scrolling in some apps will be required. Horizontal scrolling is avoided).
• We will gradually be updating the apps to a more standardised format with contrast and fonts that have already been checked.
• Take feedback if anyone raises any accessibility concerns (we've not had any so far). A ‘Systems Issues and Improvements Log’ is used for staff to put forward suggested improvements to the quality tools.
SEPA’s Equality Mainstreaming and Outcomes Report 2023
Scotland's Wellbeing: national outcomes for disabled people - gov.scot
Section 4 - Continuous monitoring and improvement
Option 1: No major change
Your assessment demonstrates that the policy or practice is robust. The evidence shows no potential for:
• less favourable treatment of particular groups, indirect discrimination, victimisation, harassment, and that you have taken all opportunities to advance equality of opportunity and foster good relations; nor
• restriction of Convention rights or freedoms.
The policy or practice builds in reasonable adjustments where these may be needed. In reaching this conclusion, you should document the reasons why and the evidence used to support your decision.
We have selected Option 1 as the systems and processes intended to be shared with Ecology are currently being used Chemistry and are fit for purpose. Updates and improvements to the quality tools are always being considered and implemented where possible to ensure that they are in line with the most current accessibility guidance. We have identified age and disability as potential protected characteristics that could be impacted, and these groups will always be considered if any changes are made to the quality tools going forward. Carrying out an updated accessibility review on the quality tools demonstrates that we are considering all users when reviewing the tools.
The EqHRIA is a living document and should be reviewed and updated to ensure you have captured the changes that have been made because of the implementation of your policy or practice. Set a realistic goal for you to check back in with your assessment, to see if things are going the way you expected.
30/01/2026
Section 5 - Sign off
30/01/2025
Yes