Dáil Éireann Debate, Thursday - 16 July 2015
390. Deputy Denis Naughten asked the Minister for Justice and Equality if her Department or agencies under the authority of her Department have performed an assessment of the potential savings to be accrued if current paper-based application processes by members of the public were replaced with a fully online application system; and if she will make a statement on the matter. [30144/15]
View answerI wish to advise the Deputy that my Department is committed, wherever feasible, to providing on-line options with regard to application processes within the Department. Many processes are already completed entirely, or nearly entirely, by electronic means. Assessments as to the potential savings involved have not been carried out in every case. Moreover, certain processes, involving sensitive and/or security-related information are not appropriate to an on-line procedure or are not justified by reason of low volume.
Information regarding areas of my Department is set out as follows.
Cosc
Cosc has recently replaced a paper-based system grant application system for its awareness-raising grant scheme with a hybrid system involving more automated applications. The initial application stage involves emailing an application into a specially designed inbox where a computer programme takes the data from the form and uses it to populate a database of applications. Some later stages of the process include paper and email submission of documents so that they can be properly verified as part of the ex-post analysis of the scheme. The potential savings in this case were assessed as not sufficient to justify the cost of a fully on-line system. However, the change has resulted in a considerable saving in staff time spent entering the data from the initial application forms. This staff time has been reallocated to other duties. Non-governmental organisations, rather than members of the public, typically apply under this scheme.
Cosc also provides funding for service delivery to a small number of organisations who apply for funding via written and email applications. There are no plans to move this process to a fully on-line application system, because of the small volume of data involved.
Irish Naturalisation and Immigration Service
In respect of the provision of immigration services, on-line systems are in place for specific customer groups such as initial visa applications. However, for many of its services, such as the registration function for non-EEA nationals who reside in the State for greater than 90 days, it is a requirement that such persons present in person. This is necessary for establishment of identity and as an anti-fraud measure and is the practice of immigration services worldwide. The registration process includes an interview with the person, the examination of relevant documentation, photographing and biometric capture and the issuing of a registration certificate. It also includes the placing of the appropriate permission to remain endorsement on the passport of the person concerned.
However, the immigration service regularly reviews its service delivery channels including seeking opportunities for making on-line application facilities available where appropriate.
Victims of Crime
The Victims of Crime Office replaced its paper based application process for funding under the Victims of Crime Funding Scheme with an on-line application process from the 2014 scheme. This has resulted in a significant saving in staff time that has been reallocated to other duties. Non-governmental organisations, rather than members of the public, typically apply under this scheme. The Victims of Crime Office has no other paper based application processes.
Information regarding the Agencies under the remit of my Department is set out as follows.
Charities Regulatory Authority (CRA)
The Charities Regulatory Authority, which was established on 16 October 2014, has developed an on-line applications process from the outset. Accordingly no assessment of potential savings to be accrued from the replacement of paper based application processes has been necessary.
Courts Service
The Courts Service strategy for the future delivery of electronic services is based on a common platform, Courts Service on Line (CSOL), consisting of a number of different components and applications. The development of applications under this system involves an assessment of savings to be made. There are currently two on-line applications under development (i) Debt Claims on Line to provide an on-line system for the processing of liquidated debts across all court jurisdictions and (ii) eLicensing that will provide for licensing applications and renewals in the Circuit and District Courts. Further applications will be developed as resources become available and will include an assessment of savings to be made.
Garda Síochána Ombudsman Commission (GSOC)
GSOC is not in a position to fully replace paper-based application with on-line. Furthermore, concerning the complaints made directly to the Ombudsman Commission, it has to date been GSOC's policy to allow a wide number of methods of complaint, so as not to construct barriers to any members of the public wishing to complain. This does not rule out a move to accepting electronic lodgement of complaints only in the future.
GSOC has made efforts to encourage electronic lodgement of complaints and communications over the last two years. Complaints are accepted by e-mail and e-mail is used to communicate with complainants wherever possible. In 2014, 36.5% of complaints were received electronically (a total of 820). In the first six months of 2015, 41.5% of complaints were received electronically (a total of 426).
Insolvency Service of Ireland (ISI)
In accordance with the Personal Insolvency Act 2012 and the requirement therein to maximise communications via electronic means where possible, the ISI has developed from the outset, a suite of on-line applications for the provision of its services. Accordingly, no assessment of potential savings to be accrued from the replacement of paper based application processes has been necessary.
Irish Film Classification Office (IFCO)
While IFCO currently operates a paper based system, it is included in the initiative of Department of Jobs, Enterprise and Innovation for the development of an integrated licensing portal. Potential savings have yet to be determined as the full cost of the portal to IFCO is not yet available.
Legal Aid Board
Regulation 4 (1) of the Civil Legal Aid Regulations 1996-2013 provides that “Any person who wishes to be granted legal advice shall apply in writing to a law centre on a form approved by the Board or in such other manner, being in writing, as the Board may accept as sufficient in the circumstances of the case.”
Currently the Legal Aid Board accepts applications for legal services from members of the public on its paper application form only. However, as part of a process of improving its website, it is currently in the process of developing an on-line application system for the use of the general public. The Board expects to launch the on-line application system during the second half of 2015.
While the Board anticipates that cost savings would be accrued through the launch of the on-line application it has not yet formally assessed this and therefore no figure is available. However, the Board intends to evaluate the success of the on-line system for a period after it is introduced. The savings that accrue will be among the criteria upon which success would be evaluated.
Private Security Authority
The Private Security Authority is currently developing on-line applications systems to replace their paper based systems.
Property Registration Authority
The Property Registration Authority has made substantial progress in rolling out eGovernment initiatives since the late nineties. These initiatives have facilitated automated applications and services to the public, many of which are completely paperless transactions. Notwithstanding the availability of these services, some applications continue to be lodged in paper form. While no formal assessment has been carried out, it is envisaged that there would be potential for some savings if all applications were to be made via an on-line process.
