HomeMy WebLinkAbout(1994, 01/24) - J-3 - AdoptedJ -3
EMPLOYEE SUGGESTION PROGRAM (IDEA)
PURPOSE:
To establish a method for employees to submit suggestions on improving 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. The program shall be entitled Ideas Developed through
Employee Awareness (IDEA).
POLICY:
Organizational Structure - A review board shall be established to review each idea
submitted. The review board shall be made up of seven members appointed by the
City Manager. The City Manager shall also designate one of the review board
members to serve as the IDEA coordinator. Each member shall have one vote. A
simple majority of members present shall required for approval of all matters before
the review board.
Submittal and Review Procedure - Employee suggestions must be submitted to the
IDEA coordinator on the approved IDEA form. Forms may be submitted directly to
the IDEA coordinator and do not have to go through the department chain of
command. Forms may be obtained from any department director's secretary or from
the Personnel Department. All ideas will be acknowledged upon receipt by the
coordinator. The coordinator shall then forward a copy of the IDEA form to the
appropriate department(s) for evaluation. It will be the responsibility of that
department to assign one or more technically qualified individuals to investigate each
submitted idea. After review by the affected department(s), a written response signed
by the department director shall be returned to the IDEA coordinator with a
recommendation to adopt, reject or defer implementation. On ideas recommended for
adoption, the affected department(s) shall verify the projected cost or operational
benefit to the City and prepare a summary for presentation to the review board for
evaluation. The review board will make a determination to adopt reject or defer the
matter for further investigation.
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The decision of the review board shall be communicated directly to the employee. A •
letter of recognition for all ideas will be forwarded to the department for insertion into
the employee's personnel file.
Employee Award Eligibility - All employees are eligible to receive awards with the
exception of Department Directors, Administrative Managers, IDEA review board
members, or employees or anyone whose primary responsibility is to analyze City
operations and make recommendations for improvement on those operations.
Subject Matter Eligibility - All areas of activity within the City of Newport Beach are
eligible for IDEA submission with the following exceptions:
1. Subjects currently under study by management
2. Stricter enforcement of existing rules or procedures.
3. Ideas previously awarded for a similar application at another time.
Time Period Eligibility - Any employee who submits an idea retains the right to any
award during the period of time that the idea is being evaluated, plus an additional •
twelve months from the date of notification that the idea was rejected or deferred for
further investigation. An employee must submit an additional IDEA form requesting
to extend the eligibility for award beyond the twelve month period.
Patent Protection - Ideas which involve patentable or non - patentable inventions shall be
eligible for awards. If an idea results in patent rights, the ownership of those rights
will, in most cases, belong to the employee. Patent rights become the property of the
City if the invention was developed during City working hours or within the course
and scope of the employees job duties or responsibilities with the City (contract for
hire). Submission of an idea as part of this program shall constitute an
acknowledgement by the employee that the City will be permitted to use the patentable
idea without cost to the City.
Criteria for Judging Suggestions - Ideas that result in one of the following outcomes
will have the greatest chance of adoption:
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1. Measurable Cost Savings
2. Increased Revenue to the City
3. Increased Efficiency
4. Improved Work Environment
5. Improved Safety and Health
6. Increased Employee Morale
7. Improved Public Relations
IDEA Awards - If an idea 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
review board. Tangible ideas are those which have a definite dollar value. Intangible
ideas do not necessarily have a measurable dollar value and /or the financial impact is
difficult to determine. Ideas involving working conditions, employee morale, public
service or safety may fall in the intangible category.
Tangible Ideas: Ideas resulting in net revenue increases would qualify for an award
equal to 10% of the first yees revenue enhancement, verified through audit Ideas
resulting in net cost savings would qualify for an award equal to 10% of the first year's
hard dollae cost reduction, verified through audit The maximum award for any
single idea shall be $10,000.00.
Intangible Ideas: Based on the extent of implementation and its overall effect on the
organization, a minimum of $30 and a maximum of $300 will be awarded.
Group Ideas: Awards for an idea presented by a group of employees shall be
determined on the same basis as if the idea had been submitted by one employee. The
amount of the award shall be equally divided among those employees submitting the
idea.
Disbursement: Cash awards will be made in one lump sum payment or in four
quarterly payments at the discretion of the individual department
Appeal Process - If the review board rejects an idea, the employee may submit
additional material to appeal the board's decision. The IDEA coordinator will verify
the new information and submit it to the review board for a final review. The review
board will review the information, make a recommendation and submit it to the City
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Manager. The City Manager will review all available information and render a final
decision.
Decision of the City Shall Be Final - The decision by the IDEA review board, the IDEA
coordinator, 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 idea submitted.
Submittal of an idea on the IDEA form 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.
Adopted - 1/24/94
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