HomeMy WebLinkAbout(2015, 05/12) - D-4 - AmendedD-4
CITY OF NEWPORT BEACH INNOVATION/IMPROVEMENT INCENTIVE
PROGRAM
Purpose
To establish a method for employees to submit suggestions to improve City business
practices. The objective of the program is to achieve efficiencies in City operations by
providing employees an opportunity and incentive to contribute their ideas. Ideas
resulting in measurable cost savings, increased efficiency or increased revenue to the
City will be given priority over intangible suggestions.
Policy
Review Committee The City Manager's Office shall designate an
Innovation/ Improvement Incentive Program coordinator in addition to a five member
review committee made up of three members of the management team, and one
standing advisory member from both the City Manager's Office and Finance
Department. The review board will review each idea submitted.
Application Period Employee suggestions will be accepted by the Innovation/
Improvement Incentive Program coordinator year-round.
Submittal and Review Procedure Employee suggestions will be submitted on the IIIP
form to their Department Director for signature. Once approved by the Department
Director, the form is forwarded to the Innovation/ Improvement Incentive Program
coordinator. All ideas will be acknowledged upon receipt. The
Innovation/ Improvement Incentive Program Committee will forward a copy of any
approved idea to the appropriate department(s) for evaluation. After review by the
affected department(s), a written response signed by the department director(s) shall be
returned to the Innovation/ Improvement Incentive Program Committee with a
recommendation. The affected department(s) shall provide a summary of projected
cost or operational benefit to the City for suggestions recommended for adoption. The
committee will make a determination to adopt, reject or defer the matter for further
investigation. The decision of the committee shall be communicated directly to the
employee. If the committee adopts the suggestion, a pilot study may be conducted to
determine the actual savings/revenue or cost avoidance.
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Employee Award Eligibility All current City of Newport Beach full time and part time
employees, actively in the workplace, are eligible to receive awards with the exception
of Department Directors, members of the City Council, members of appointed advisory
boards or commissions, and members of the Innovation/ Improvement Incentive
Program Committee.
Subject Matter Eligibility All areas of activity within the City of Newport Beach are
eligible for Innovation/ Improvement Incentive Program submission with the following
exceptions:
A. Personnel grievances
B. Matters within the scope of collective bargaining
C. Suggestions awarded in the prior three years
D. Matters that are a result of assigned or contracted audits, studies, surveys,
review, or other research projects
E. Enforcement of existing federal, state, or local rules, regulations and laws
including printed City policies, rules and procedures
F. Recommendations for purchase or replacement of parts from a different source
at a lesser price
G. Suggestions that would result in increased fees or costs to the City of Newport
Beach residents
H. Matters which are considered part of the normal job duties of the employee
Time Period Eli ig bility Any employee who submits a suggestion retains the right to
any award during the period of time that the suggestion is being evaluated, plus an
additional twelve months from the date of notification that the idea was rejected or
deferred for further investigation.
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Criteria for Judging Suggestions Suggestions that result in one of the following
outcomes will have the greatest likelihood of adoption:
A. Measurable Cost Savings
B. Improved Customer Service
C. Increased Efficiency
D. Improved Work Environment
E. Improved Safety and Health
F. Increased Employee Morale
Awards If a suggestion is adopted, the amount of the award will depend on whether
the idea is one which results in tangible or intangible savings as determined by the
committee. Suggestions involving work environment, employee morale, customer
service or safety may fall in the intangible category.
Tangible Suggestion Awards are given for implemented suggestions for which
monetary savings can be precisely determined. Cost avoidance awards are given for
suggestions that are implemented that reduce time required for an existing process or
avoid future cost increases without reducing current level of service. The amount of
these awards is 1 % of savings or avoided costs capped at $1,000.
Intangible Suggestion Awards are given for suggestions implemented which improve
customer service, work environment, result in a change in procedures, revision of
forms, or improvement in employee morale, health or safety. The minimum award for
recognition of these suggestions should have a minimum value of $25 with a maximum
not to exceed $500.
Group Suggestion Awards for a suggestion presented by a group of employees shall be
determined on the same basis as if the suggestion had been submitted by one employee.
The amount of the award shall be equally divided among those employees submitting
the suggestion.
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Special Awards The City Manager, upon recommendation of the
Innovation/ Improvement Incentive Program Committee, may determine a special
award for a submitted suggestion. Special awards will be considered only for unusual
suggestions that result in superior savings, and/or innovative safety or customer
service improvements.
Decision of the City Shall Be Final The decision by the Innovation/ Improvement
Incentive Program Committee, the City Manager or the City Council regarding any
action governed by this policy shall be at the sole discretion of such decision making
authority and shall be final and binding. Nothing contained in this policy shall be
deemed to create any contract or other legally binding obligation upon the City to adopt
any suggestion submitted. Submittal of a suggestion shall constitute a waiver of all
claims against the City with regard to such idea and an agreement by the employee to
be bound by the decision of the City.
History
Adopted J-3 -1-24-1994
Amended J-3 - 3-22-1999 (changed to D-4)
Amended D-4 - 5-14-2013
Amended D-4 - 5-12-2015
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