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HomeMy WebLinkAbout(1999, 03/22) - J-3 - Amended - changed to D-4D-4 PURPOSE EMPLOYEE SUGGESTION PROGRAM (IDEA} 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 1 D-4 board will make a determination to adopt, reject or defer the matter for further investigation. 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: Subjects currently under study by management. Stricter enforcement of existing rules or procedures. 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 employee’s job duties or responsibilities with the City (contract for hire). Submission of an idea as part of this program shall constitute an acknowledgement by 2 D-4 the employee that the City will be permitted to use the patentable idea without cost to the City. Criteria for |ud~ng Suggestions. Ideas that result in one of the following outcomes will have the greatest chance of adoption: B. C. D. E. F. G. Measurable Cost Savings Increased Revenue to the City Increased Efficiency Improved Work Environment Improved Safety and Health Increased Employee Morale 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 year’s 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 dollar" 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. 3 D-4 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 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 - January 24,1994 Amended - March 22,1999 Formerly J-3 4