New Online BPS System

All will be aware that come next May, it won’t be the Single Payment Scheme (SPS) but the Basic Payment Scheme (BPS) that eligible farmers will be claiming.  However, perhaps less known and less talked about is how physically this process will take place.  We wrote about this in July, but as more detail becomes available, it seems worthwhile to provide an update.

To recap, DEFRA and RPA have been developing a new online system – the CAP Information Service  (CAP IS).  When finally completed all CAP scheme applications will be made via this new system; not just the BPS but all the environmental and forestry schemes (apart from very small Rural Development schemes).

In 2015 all claims for the new BPS system will have to be made online via CAP IS.  DEFRA are trying to identify those that need extra help to do this, but support will be through ‘how to get them online’; there will not be a parallel paper form.  DEFRA are investigating various ways to offer support to those in this situation.  Initially applicants will only be able to apply for the BPS on the new system.  Online applications for the Rural Development Schemes will be rolled out from July next year.

For those who still have nightmares when thinking about the introduction of the last round of reforms, it will be of no comfort to read that the new system is not yet live and is still being developed.  Perhaps more comforting though is the fact that DEFRA is trying hard to learnfrom the mistakes it made in producing the SPS IT system back in 2005.  The program is being designed so that it can be altered far easier, and is quicker to adapt to policy change.  In addition, both users and stakeholders have also been engaged more in the design.  Currently the service is going through fortnightly trials.  Once up-and-running the aim is for it to simplify the application process, features will include:

• One single application service for all CAP scheme claims
• Updating personal and business details online
• On screen instructions, prompts and checks
• Instant access to maps, and aerial photographs, which can be updated online, instead of using an RLE1
• Giving permissions (i.e. agents) to act on claimants’ behalf
• Checking and transferring entitlements
• Checking to see if greening rules are being complied with

Currently a controlled release has been taking place for those who are helping to road-test the new service.  The aim is for the system to go live in October and people will be able to access it without being ‘invited’.  However, not all of the services will be available at this stage (‘Public Beta’ in the jargon).  DEFRA will be sending out registration packs from October onwards to all those currently known to them.  This will provide a step-by-step guide to the process.  Those they class as agents will be prioritised in an attempt to get them registered early so that farmers are able to give them ‘permission’ to act on their behalf, equivalent to the old SP9 form.  RPA and DEFRA recognise the role that agents can play in getting claimants registered and onto the new system.  There will be 6 steps to make a claim.

1. Register on Gov.uk – this is a replacement for the Government Gateway previously used.  All previous SPS online logins will no longer be valid.  Everybody will have to register as a person (this is not just for BPS, but will be valid for all Government services i.e. HMRC, DVLA, Passport etc).  Certain information will have tobe provided; driving licence, passport, utility bill etc. to allow a third party provider such as the Post Office or Experian to verify you.  Applicants will be given a customer reference number.
2. Check Details – Customers need to Login to CAP IS and check their details; if you are known to RPA these should all have been transferred.  Personal details can be changed via the system, but at the start it will not be possible to update business details online as this may affect the processing of the 2014 claim.  Any business changes will need to be made by contacting the Customer Service Centre.  Claimants will also be able to give other users ‘permission’ to view, amend or submit claims.  Therefore, agents already verified through step 1 will be able to give clients their reference number to ‘link’ them.
3. Confirm your Land –  Land details currently held by the RPA should have been transferred over to the new system.  Applicants will be able to see maps of their land, aerial photographs or there will be a table format.  At this stage it will be possible to amend features, put in buffer strips, map hedges, change boundaries and add the up-to-date land use for each field parcel.  These will need to be ‘verified’ by the RPA and this may be carried out by aerial photographs, but once done a message will be sent to your account.  We do not know how long this process will take and will probably depend on the time of year it is undertaken.  It will also be possible to send messages to the RPA, giving them more information on a feature if by plotting it on the maps you do not think this is accurate, or if they have misunderstood something previously submitted.                                                                                                                                                                                                                          It should be possible to undertake all of the above three steps before Christmas. The bare minimum RPA is hoping for is for customers to complete steps 1 and 2.  Although the first two stages above should preferably be undertaken by the claimant, in reality it is likely that in many cases the agent will play a major role in this process.  Protocols may need to be put in place to safeguard them as e-mail addresses and mobile numbers will need to be supplied at the verification stage.  After Christmas the next three stages will be rolled out;                                                                                                                                      
4. Check Entitlements – It will also be possible to transfer entitlements via the new system; there will be no RLE1 forms.
5. Pass Eligibility Checks – If step 3 has been completed, the system will be able to tell claimants whether they are greening compliant.
6. Apply – After Christmas the function that allows the actual 2015 claim to be made should be available.

It is clear the commencement of the BPS is presenting challenges.  DEFRA and RPA have been working hard to produce a new system in time, which when ready does look to be more helpful than in the past.  But it is still in the development stage, with not that long to go.  The fact it is being rolled out in tranches points to the fact that the designers are up against the clock.  It is probably fair to say it will not be ‘polished’ for 2015 and DEFRA/RPA seem keen that improvements are made throughout its lifetime.  For claimants, agents, advisers the challenge is not only to get to grips with the new CAP rules, but also this new application process.  Over the last few years the claiming processhas become progressively easier; forms have been pre-populated, less crop codes, no sketch maps required etc.  But this will be all swept away for the BPS.  The advice has got to be do not leave everything to the last minute, you will not be able to say ‘everything is the same as last year’ and click the send button.  As soon as the registration pack arrives, get registered, check and update land details, and be ready come the New Year.