3.16.050 Processing of suggestions.
The ESP coordinator shall, upon receipt of a suggestion, place upon it the date and time it was received and assign it an identification number.
(1) Evaluation Process – Intangible Award Suggestions. Intangible suggestions involve those ideas for improvement in public service, working conditions, changes in procedures, revision of forms, health or safety improvements, or related ideas for which the monetary values cannot be determined.
(a) The ESP coordinator will route the suggestion to a topic expert in the affected department.
(b) The topic expert will evaluate the suggestion within thirty (30) days of receipt of the suggestion from the ESP coordinator using the evaluation checklist and evaluation form for intangible savings (see Attachments 3 and 4).
(c) Within thirty (30) days of the return of the evaluation forms by the department evaluator, the ESP coordinator will convene the evaluation panel.
(d) The panel will determine whether the suggestion should be implemented within the department based on the affected department’s representative.
(e) If the panel determines the suggestion is to be implemented, the suggestion will be evaluated for level of award using the evaluation form for intangible award based on the importance or urgency of the improvement, the impact or degree of improvement, the number of departments/employees affected by the improvement and the cost/effort of implementing the improvement.
Accepted suggestions will be clearly documented as to their evaluation for award and the basis of decision by the panel. Rejected suggestions will be clearly documented why implementation of the suggestion is not feasible. The results of the evaluation by the panel are final. The ESP coordinator will convey the decision of the panel in writing to the suggester.
(2) Evaluation Process – Tangible Award Suggestions. A tangible suggestion involves those ideas for improvement which result in a measurable cost reduction or in the recovery of revenue which would otherwise be lost.
(a) The ESP coordinator will route the suggestion to a topic expert in the affected department.
(b) The topic expert will evaluate the suggestion within thirty (30) days of receipt of the suggestion from the ESP coordinator using the evaluation checklist and the evaluation form for tangible savings (see Attachments 3 and 5).
(c) Within thirty (30) days of the return of the evaluation forms from the department evaluator, the ESP coordinator will convene the evaluation panel.
(d) The panel will determine whether the suggestion should be implemented with the department based on the recommendation of the affected department’s representative on the panel. If more than one County department is affected, each affected department must be solicited for their recommendation on the suggestion’s feasibility.
(e) If the panel determines the suggestion is to be implemented, the suggestion will be evaluated for amount of the award using the evaluation form for tangible awards based on projected net cost savings estimated for first year. In computing the net cost reduction, the cost of placing the suggestion into effect shall be amortized over the expected life of the suggestion.
(f) Accepted suggestions will have an implementation date assigned and will be clearly documented as to the basis of the panel’s decision and how the amount of the award was determined.
(g) Rejected suggestions will be clearly documented why implementation of the suggestion is not feasible.
(h) The results of the evaluation by the panel are final. The ESP coordinator will convey the decision of the panel in writing to the suggester.