KEY-DECISION by sdaferv


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1.1 Cabinet is requested to approve the attached Employee Suggestion Scheme


JUSTIFICATION FOR THE DECISION The Suggestion scheme (attached at appendix 1) is intended to compliment existing Council initiatives associated with continuous improvement, quality management and team working. It is based upon the initial premise that employees at the sharp end of an organisation are best placed to identify problems and develop solutions. Its' objectives therefore are to encourage everybody to start thinking about better ways of doing things thus enhancing the Council's operational efficiency and effectiveness. By doing this it is hoped that the scheme will promote good employee relations and will sustain maximum employee participation so that everyone feels a sense of involvement and commitment to the Council's success.


FACTS SUPPORTING THE PROPOSED DECISION With the exception of individuals directly involved with the administration of the scheme all employees are entitled to submit ideas. Certain ideas will however not be considered if they are deemed to be part of an employee's normal duties and responsibilities.

Non-Managerial & Non-Supervisory Employees If an idea cannot be adopted by an employee without reference to a higher authority such as a Line Manager or Supervisor then the idea is eligible to be considered for an award. Managerial & Supervisory Employees If an idea cannot be adopted by an employee without reference to a higher authority and the employee would not be open to criticism for not coming up with the idea in the first place then the idea is eligible to be considered for an award. For example - A manager who had an idea for improving the efficiency of his/her section would probably not be eligible for an award. However if their idea was one which would benefit the whole organisation the idea would become eligible. ELIGIBILITY OF IDEAS The following are examples of the types of suggestions that would and would not be allowed. Eligible - ideas which will       Lead to improvements in either the quality or efficiency of council services Lead to improvements in work procedures and methods Improve the efficiency and use of resources Contribute to better customer relations/press relations Contribute to the improved health & safety of staff or users of the council services Improve customer care

Ineligible - ideas which     Concern salaries Seek to vary terms and conditions of employment Are not original Would be expected of an employee as part of their normal duties and responsibilities.


1. The employee obtains an ideas form, completes it in as much detail as possible and forwards it to the Scheme Co-ordinator. 2. The idea is recorded, numbered and an acknowledgement letter is sent to the employee. 3. The idea is forwarded to an Evaluator, selected by the Scheme Co-ordinator who will have 1 month to investigate the idea and make a recommendation as to whether it should be accepted or rejected. 4. The idea is then put before the Assessment Panel who will approve the recommendation and determine an appropriate award. The composition of the panel will be

Cabinet Member Chief Executive Chief Finance Officer Service Manager Trade Union representative 5. If it is decided that an idea should be rejected the employee will receive a written explanation of the reason for this decision. 6. Awards will not normally be taxable. 7. The target time for reaching a decision from the point of submission of an idea will be 90 days. 8. If an idea is rejected because of some shortfall or barrier to implementation having been identified, it will be possible for an employee to resubmit that idea with additional proposals for how these difficulties may be overcome. The idea would then be reassessed as detailed above. 9. All rejected ideas will remain on file for a period of 12 months after which time they will be re-assessed in order to check whether circumstances have changed thus allowing implementation. If this is not possible the Ideas file will be closed.

AWARDS The Assessment Panel has the option to make the following awards Recognition Awards Where an idea has tangible benefits which will realise cost savings an award will be made of 10% of the first full financial years savings minus the estimated costs of putting the idea into practice. (Up to a Maximum of £5000.) For ideas that bring intangible benefits an award up to a maximum of £200 will be made. Encouragement Awards Where an idea is deemed to have particular merit but is unsuitable for implementation an encouragement award of £25 will be made.

Where it is not possible to assess the level of benefit to be obtained from an idea prior to implementation the Panel have the discretion to pay an interim award and to then review the idea again after implementation to determine whether a further award is needed.


RISKS ASSOCIATED WITH THE PROPOSED DECISION The risks are that if ideas are accepted but not implemented this can lead to cynicism and disillusionment. Any delays in evaluation and small rewards can also discourage employees from submitting ideas. It is therefore important that there is a visible commitment to the scheme from management at all levels supported by realistic awards.


OTHER IMPLICATIONS Financial Staffing Legal Assets Policy Equality Crime and Disorder Other implications - Awards will be funded from the savings identified - None - None - None - None - None - None - None


ALTERNATIVE OPTIONS AND IMPLICATIONS THEREOF The alternative options are to not have an Employee Suggestion Scheme and to miss the opportunity to harness the good ideas generated by the workforce.



Employee Suggestion Scheme Appendix 1

Cabinet Member Cllr G Marshall Director Helen Oakley Head of Service Carol Haydon

Tel Ext No: 4187 Tel Ext No: 4500 Tel Ext No: 4101

The Contact Officer for this report is Carol Haydon. TRACKING/PROCESS: Consultation Panel Ward Members Overview & Scrutiny Partners Cabinet Council


The following list of documents were used to complete this report and are available for public inspection for four years from the date of the meeting from the Contact Officer named above.

(List) None

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