SOP_NUMBER: 104.68
TITLE: Employees' Suggestion Program
REFERENCE_CODE: IVO21-0003
DIVISION: Administration & Finance Division (Human Resources)
TOPIC_AREA: 104 Policy-HR Programs/Support/Assistance
EFFECTIVE_DATE: 2021-03-31
WORD_COUNT: 542
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105322
URL: https://gps.press/sop-data/104.68/

SUMMARY:
This policy encourages GDC employees to submit suggestions and ideas that improve operations, reduce costs, eliminate waste, or save time and money. Employees submit suggestions through the Department of Administrative Services website, and an internal Agency Suggestion Committee reviews and evaluates submissions within 45 days, providing written recommendations on whether to adopt each suggestion. The program excludes personal grievances, job duties, pay classification matters, and issues requiring legislative action.

KEY_TOPICS: employee suggestions, suggestion program, employee ideas, cost reduction, operational improvement, innovation, employee recognition, Agency Suggestion Committee, DOAS suggestion program, employee awards

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Employees’ Suggestion Program|**Policy Name:**Employees’ Suggestion Program|**Policy Name:**Employees’ Suggestion Program|
|**Policy Number:** 104.68|**Effective Date:** 3/31/2021|**Page Number:** 1 of 3|
|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|


**I.** **Introduction and Summary:**







Employees are encouraged to make suggestions and/or submit ideas that will improve
methods, procedures, morale; reduce cost, waste, errors; eliminate duplication; or save
lives, time or money in State government.

**II.** **Authority:**

A. O.C.G.A: § 45-21-1, _et seq._ ; and

B. State Personnel Board Rule 478-1-.22; and

C. ACA Standard: 5-ACI-1A-05 (ref. 4-4004).

**III.** **Definitions:** None.

**IV.** **Statement of Policy and Applicable Procedures:**

A. Employees are encouraged to identify opportunities to improve state operations.

Suggestions may be submitted online via the Department of Administrative
Services’ (DOAS) website.


1. Each suggestion should clearly and concisely identify the issue, propose a

detailed solution to the issue, and explain the expected benefit to the state.
Inventions, whether patentable or not, will also be considered.

2. Group suggestions should be signed by all participating individuals. Awards

for adopted group suggestions will be prorated.

3. Suggestions relating to the following areas will not be considered:


a. Personal grievances;

b. Specific assigned duties or responsibilities of a particular employee;


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Employees’ Suggestion Program|**Policy Name:**Employees’ Suggestion Program|**Policy Name:**Employees’ Suggestion Program|
|**Policy Number:** 104.68|**Effective Date:** 3/31/2021|**Page Number:** 2 of 3|
|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|



c. Classification and/or pay of positions;


d. Matters recommended for study, review, or summary;


e. Matters that result from assigned or contracted audits, studies, surveys,

reviews, or research;

f. Matters requiring the enactment of legislation by the General Assembly;

and

g. Rules of the Employee Suggestion Program.


B. The Commissioner will appoint three (3) employees to serve as members of the

Agency Suggestion Committee (the “Committee”), one of whom will be
designated as the Agency Coordinator (chair).


1. The Committee will review suggestions forwarded from DOAS and those

submitted internally within the GDC.

2. The Agency Coordinator should obtain internal feedback on suggestions

forwarded from DOAS, including a determination of the amount of savings, if
any, that would be realized by the implementation of the suggestion. Based on
feedback provided, the Committee will evaluate the suggestion and provide a
written recommendation regarding its adoption to DOAS’ Suggestion Program
Coordinator in the prescribed format within forty-five (45) days of receipt. The
recommendation should explain in detail why the suggestion should or should
not be adopted and should include any supporting documentation and an
estimate of the value of projected annual savings to be generated by adopting
the suggestion.

3. Suggestions not received from DOAS or otherwise not eligible for

consideration through the program coordinated by DOAS may be recognized
and commended by the Commissioner.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Employees’ Suggestion Program|**Policy Name:**Employees’ Suggestion Program|**Policy Name:**Employees’ Suggestion Program|
|**Policy Number:** 104.68|**Effective Date:** 3/31/2021|**Page Number:** 3 of 3|
|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|


**V.** **Attachments:** None.

**VI.** **Record Retention of Forms Relevant to this Policy:** None.