1n Employee Suggestion GuidelinCity of Chanhassen
Chanhassen Improvement Program
EMPLOYEE SUGGESTION GUIDELINES
05/08/2001
PURPOSE
The City of Chanhassen employee suggestion system is intended to be a formalized
means of soliciting employee recommendations for improving the efficiency and
effectiveness of the City's service delivery system. In doing so, the system is intended
to benefit the City through economic savings and the delivery of higher quality services
or a greater number of services at the same cost. The employee will concurrently
benefit by assuming greater responsibility in assisting the organization in achieving its
objectives, while realizing greater job satisfaction, financial reward, and job
commitment. This system is intended to complement the City's other employee
recognition/participation programs and all employees are eligible to participate in this
program.
ADMINISTRATION
Administration of the Employee Suggestion system will be the responsibility of the City
Manager's office. A committee of three persons consisting of one representative from
the City Manager's office and two individuals elected by City employees will assist in the
administration of the program. At least one committee member must be a non-
supervisory employee. Nominations will be solicited from 'the employee for an election
to be held each year. Elected committee members will serve one year staggered terms
beginning January 1 and July 1. A department may not be represented on the
committee more than once every 12 months. The committee is responsible for:
1) evaluation and recommendation of the type, amOunt of savings and
appropriate recognition for each suggestion submitted.
2) refinement and clarification of the program's guidelines.
3) assuring compliance with program guidelines.
4) monitoring and improving methods for evaluating employee suggestions.
5)
interpretation and clarification of suggestion system rules and eligibility
requirements.
6) encouragement and assistance in implementation of adopted suggestions.
7)
development of methods for presenting awards and hearing appeals to the
program.
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8) assuring that the program's intended objective is reached.
9) providing a report for City departments and the City Council regarding the
total number of suggestions received, number of suggestions implemented,
savings realized, and estimated program administration and award costs.
All revisions to the program shall be approved by the City Manager who shall be the
final arbitrator in all matters with regard to this program.
SUGGESTIONS
A suggestion is a written proposal to improve our ability to serve the citizens of
Chanhassen through our service delivery systems. The suggestion must:
t) reduce costs, duplication of effort, time, accidents, or space utilization, or
2) increase productivity, employee safety, use of facilities, job interest, or
employee morale, or
3) improve standardization of procedures, reports, forms or equipment resulting
in greater effectiveness, or
4) improve city ability to enforce ordinances or accomplish mission.
5) the savings Should not be temporal or create a situation for additional costs
,,
All suggestions are welcomed and eligible for consideration. Those areas which will not
normally be considered for monetary award include:
1) Suggestions relating to terms and conditions of employment or other matters
established by personnel policy or practice, or labor agreement;
2) Suggestions which reduce City costs by merely transferring them to other
Departments or time periods;
3) Suggestions which fall within the normal scope of a supervisor's ongoing
responsibilities, as determined by the City Manager.
4) Suggestions which fall within the principal effective control of a non-
supervisor's ongoing responsibilities, as determined by the department head
and city manager.
SUBMISSION OF SUGGESTIONS
05/08/2001
The employee will submit a completed suggestion form to the City Manager's office.
Forms and program guidelines will be available from the City Manager's office.
Suggestions must be submitted in accordance with these procedures to be eligible for
consideration.
EVALUATION OF SUGGESTIONS
1)
The City Manager's office will be responsible for reviewing the suggestion
within ten working days of and responding to the employee who made the
suggestion about its status.
2)
If the suggestion meets the guidelines and the suggestion is specific enough
for evaluation, it will be distributed to the members of the suggestion
committee with a copy to the Finance Director and the supervisor(s) of the
department toward which the suggestion is directed. The supervisor will be
asked to evaluate the suggestion and forward the recommendation to the
suggestion, including his/her written comments regarding why the suggestion
should be accepted, rejected or deferred.
3)
If the suggestion is to be accepted, the supervisor will provide his/her
estimate of first year tangible and intangible benefits associated with the
suggestion.
4)
If the suggestion is to be rejected, the reason for rejection will be reviewed by
the supervisor with the committee. If rejected, the employee will receive
specific written reasoning for rejection of the suggestion from the Committee
through the supervisor. .
If the suggestion is to be deferred, the reason for deferral will be reviewed by
the supervisor with the committee. If deferred, the employee will receive
specific written reasoning for deferral of the suggestion from the Committee
through the supervisor.
6)
The committee will be responsible for evaluating and recommending the type,
amount of savings and appropriate recognition for each suggestion to the City
Manager for approval. The City Manager will approve all proposed forms of
recognition. The committee will be responsible for communicating the
disposition of the suggestion and the award to the employee.
AWARDS
1)
Tangible Benefit suggestion: For suggestions for which tangible benefits can
reasonably be calculated, a one time award of up to a maximum of fifty
percent of the actual first year savings for a minimum of $250 and a
maximum of $2,500 will be awarded. The award of cash will be made based
upon the estimated first year cost savings. If the estimate is Iow, the
employee award will be adjusted accordingly once actual cost figures are
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available. The Finance Department will be responsible for calculating savings
associated with this program for award purposes.
2)
3)
Intangible Benefit Suggestions: These awards are for suggestions which
benefits cannot be reasonably calculated. Suggestions in this category will
be provided awards based upon an evaluation of the merits of each
suggestion. Awards could range from a certificate of appreciation, plaque or
cash award of $25 or more as set forth in the guidelines.
Issues Identification: Issue Identification awards are those which call
attention to a problem to which the employee does not have an immediate
solution; however, you wish to identify the issue(s) and bring them to the
Committee's attention. All valid suggestions/issues submitted will be
recognized with a certificate and eligibility for an annual drawing.
Suggestion # Date Received~ /~ /
CITY OF CHANHASSEN
EMPLOYEE SUGGESTION FORM
Name (optional):
Date (mandatory):
Department (optional):
Description of Suggestion (use additional sheet if needed):
Department Affected'
Steps/materials/tools necessary to implement suggestion:
Results/Savings (provide a calculation of savings expected if applicable)'
if your suggestion is implemented, do you want to be publicly recognized? Yes No
You will be notified by the Committee regarding the outcome of your suggestion.
THANK YOU FOR YOUR SUGGESTION/
Fold and staple or tape before submitting.
TO: SCOTT BOTCHER. CITY MANAGER