TUITION ASSISTANCE PROGRAM by kp00p7

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									      City of McKinney

Employee Gain Sharing Program
PURPOSE

The intent of the City of McKinney’s Employee Gain Sharing Program is to provide a
mechanism that rewards, empowers and encourages employee recommendations that
result in reduced cost, increased revenue or improved service to customers.

ELIGIBILITY CRITERIA

All employees are eligible to participate in this program. However, employees will not
be rewarded through this program for providing recommendations / ideas that are
expected within the normal scope of their position.

AWARD AMOUNTS

The Employee Gain Sharing Program is fully funded through the Human Resources
department. Payment of awards is dependent upon the availability of funds.

For an employee to be eligible to receive an award based on tangible savings, his/her
idea should result in cash savings to the City of greater than $2,000. The employee will
be awarded 10% of the savings, not to exceed $1,500. The payment will be made at
the time of implementation based on projected savings. The payment is a one time
payment, although the cost savings may be recurring.

If a suggestion for improving service to customers is approved and implemented, the
employee will receive a one time payment not to exceed $750. The amount of the
award will be based on a structured point system related to the benefits derived
(Appendix A). This amount will be determined by the Program Committee.           The
payment is a one time payment, although the intangible savings may be recurring. The
payment will be made at the time of implementation.

PROCEDURE

1. Employee has an idea that he/she believes may result in reduced cost, increased
   revenue or improved service to customers.

2. Employee contacts the appropriate departmental program representative.           The
   appropriate representative can be found by:

      a. Referencing the “Employee Gain Sharing Program Departmental
         Representatives” list located on the City’s Intranet under Human Resources,
         or
      b. Contacting Human Resources at 972-547-7560.

3. The employee will complete the required form and if needed, may ask for help from
   the departmental program representative. This form can be found by:
      a. Referencing the “Gain Sharing Program Idea” form located on the City’s
         Intranet under Human Resources, or
      b. Contacting Human Resources via e-mail or phone 972-547-7560 to request
         the form.

4. Upon completion of the “Gain Sharing Program Idea” form, the employee and
   departmental program representative should determine and come to agreement on
   one of the following options:

      a. Proceed with sending the information to the Program Administrator for
         consideration at the next scheduled Program Committee meeting, or
      b. Hold off on submitting the idea or agree that the idea should not be submitted
         because of lack of viability.

5. To proceed with submitting the idea, the departmental program representative
   should provide the form and any supporting information to the Program
   Administrator.

6. The Program Administrator will send an e-mail to the submitting employee and
   departmental program representative confirming the receipt of the form and to
   provide the date/time to attend the next Program Committee meeting. Meetings will
   generally occur on a monthly basis, dependent upon the volume of ideas submitted.

7. The employee and departmental program representative must attend the scheduled
   meeting. A formal presentation to the Program Committee is not expected;
   however, the employee and department program representative should be prepared
   to answer questions, provide clarification as needed and be willing to perform
   additional research if requested. The Program Committee includes 8 – 12
   departmental program representatives at different levels, positions and from different
   departments. The committee members may serve up to two years.

8. The Program Committee will discuss each idea presented and will make a decision
   on how to proceed once all information requested is received.     The Program
   Committee has two options:

      a. Presenting the idea to the respective Department Director and Deputy City
         Managers for requested approval and then following up with the employee
         and departmental program representative with a status of the idea, or
      b. Declining the idea and providing the employee and departmental program
         representative a timely written explanation of the reasons declined. If the
         idea is declined, it may be resubmitted after six months.

   9. If the idea is approved by the respective Department Director and Deputy City
   Managers to implement, the employee will receive a cash award, as outlined in the
   “Award Amount” section. The employee will also be recognized in the McKinney
   Skinny and during a Council meeting.
RESPONSIBILITIES

Employee Responsibilities:
a) Determine innovative, progressive and creative ways to positively impact costs,
   revenue and customer service.
b) Follow the procedures outlined in these program guidelines.
c) Be understanding if an idea is declined and continue to share ideas that may
   potentially cut costs, increase revenue or improve customer service.
d) Contact departmental program representative or the Program Administrator for any
   questions.

Department Director and Deputy City Manager Responsibilities:
a) Be an advocate for the program and actively support it.
b) Assist employees as needed.
c) Remove barriers.
d) Be open-minded to new ideas.
e) Trust in their employee’s abilities to develop good ideas that deserve consideration.
f) Ensure approved ideas are implemented and celebrated.

Program Committee (comprised of Departmental Program Representatives)
Responsibilities:
a) Be an advocate for the program and actively support it.
b) Commit to participating in all meetings.
c) Keep an open mind and give due consideration to all ideas presented.
d) Follow fair and consistent criteria to evaluate ideas.
e) Ask questions when needed to ensure that an informed decision can be made.
f) Follow through on all steps of the process in a timely manner.
g) Help to make sure approved ideas are implemented and celebrated.

Program Administrator Responsibilities:
a) Be an advocate for the program, educate employees and encourage participation.
b) Schedule program committee meetings, provide agenda and facilitate meetings.
c) Assist employees in preparing submissions if requested.
d) Collaborate with the program committee and facilitate open communication.
e) Monitor process to ensure timely follow up and communication.
f) Facilitate the removal of barriers.
g) Provide progress reports to City Management.
h) Act as a deciding committee member only when a tiebreak is needed.
i) Encourage celebrating successful ideas!


PROGRAM OVERVIEW

The City of McKinney is committed to the success of this program.        This program is
contingent upon program funding and participation.
                APPENDIX A - RATINGS OF INTANGIBLE SAVINGS




                      Points               Award Amount
                      96 -100              $750
                      90 – 95              $675
                      85 – 89              $600
                      80 – 84              $525
                      75 – 79              $450
                      70 – 74              $375
                      65 – 69              $300
                      60 – 64              $150
                      50 - 59              $0



Points for suggestions resulting in intangible savings/benefits are determined by rating
the suggestion in the following areas:



Area                                                                  Maximum Points
Scope of Problem (Individual, Small Group, Division, Dept,                  25
Interdepartmental, Citizens)
Seriousness of Problem                                                         20
(Insignificant, Minor, Average, Moderate, Serious)
Complexity of Solution (minor change to existing process,                      15
significant change, new and innovate process)
Effectiveness of the Solution (no improvement, slight                          20
improvement, moderate improvement, significant improvement,
greatly reduces the problem, completely eliminates the problem)
Cost to Implement (considerable cost, moderate cost, minor cost,               20
no cost)

								
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