Simplifying agricultural regulation: taskforce report

Annex 2 – Simplification Task Force themes

The output from the work undertaken by the Task Force, Subgroups and from internal ideas cover a wider range of aspects including simplification ideas and internal improvements to Scottish Government processes.

Land Inspections

Inspections improvements/Simplification ideas have focused on the following:

• robust mapping on electronic systems allows us to reconsider and reduce our physical land based checks
• review our requirements for land eligibility for soft and hard features
• planning – more efficient prioritisation
• process – remove non-value add activities
• training – Timely and adequate
• communications – communicate best practice, identify barriers
• consideration of the change of notification period for inspections from unannounced (0-3 hours) to 24 hours minimum to be referred to the 2021-2024 Policy/Delivery Coordinator Group. Further options could be considered following Brexit decision

Mapping

• the new mapping system (Land Parcel Identification System – LPIS) to support area based payments, will enhance and simplify the customer experience when applying for CAP support
• the major enhancement the customer will notice is access to a new Geographical Information System (GIS) Viewer and will also give the customer the ability to submit new land changes online
• new LPIS viewer will show Inspection layers which will provide better access to that information
• when map changes are identified by review of new information we will complete the necessary map updates and inform the customer and request they review the changes to confirm they are correct
• we will ensure a customer's map information is kept up to date and accurate for any future CAP scheme application and claim processing
• Scottish Government is committed to ensuring mapping data in future is stable and up-to-date for future SAF windows and working to continuously improve year-on-year
• to avoid making un-necessary future deductions, the communication around the new LPIS will encourage early mapping changes prior to the SAF window. The recommendation from the Task Force however was to have a cut-off date for the submission of any land changes

AECS

• training – adopt/standardise best practice, blended learning approach adopted
• communications – share best practice, develop internal co-ordinators network
• guidance – review and improve accessibility incorporating a modern digital approach with screen capture instructional videos
• Scottish Government will endeavour to make the AECS management prescriptions simpler to understand in future scheme years
• Scottish Government will consider development of pilot agri-environment schemes for the years beyond 2020
• continue to liaise with Scottish Natural Heritage to ensure joined up approach to further AECS improvements

Interpretation of guidance/appeals

• refresher staff training undertaken for all involved to ensure consistency
• improve delivery of the management of appeals process to ensure consistency of approach and timescales for both the appellant and Scottish Government

Non-land inspections and penalties

• new Livestock Inspections System introduced in 2019 providing early streamlining of inspections process. The main benefits will be seen by inspectors but any streamlining can have knock on benefits for livestock keepers (although limited at this stage)
• improve compliance, whilst at the same time look at whether penalties are proportionate and can we do things differently
• RPID to work with producers to support better understanding of compliance
• improve inspections procedures for better customer experience
• Scottish Government to review animal inspections and traceability as far as record keeping is concerned and ensure that no requirement goes beyond that necessitated by law
• investigation of the benefits of an 'Inspections Charter' with checklists for all types of inspection. Encourage self-inspection (using checklists) on a regular basis to record activity. Could help inspections process for customer and Scottish Government

Communications

• Scottish Government taking forward a wider improved communications project looking to simplify understanding by making better and clearer use of:
  • letters
  • communications log
  • checklists
  • guide sheets
  • blended customer guidance including extensive use of screen capture instructional videos – fully endorsed by the Task Force
  • communicate best practice
  • enact user research

Applications

• recommendation that all applications move to online only where there is an online option, with RPID support where needed

Grant rates

• standardisation of capital grant rates whilst taking into consideration remote/island area concerns. To be referred to the 2021-2024 Policy/Delivery Coordinator Groups

Policy/scheme Implementation

• increased use of pre-approval visits for Pillar II schemes where time allows in future years thereby improving understanding of and support for Pillar II schemes
• investigate standardisation of grant rates and specifications for capital items across schemes

Forestry Grants

• separate paper to be produced but main points for action as follows:
  • barriers and potential solutions have been identified
  • streamline and provide application support/consultation for small woodland schemes.
  • improve FGS payment performance.
  • wider promotion of FGS to farmers/crofters