staff innovation policy · 2020-06-29 · office of the auditor-general, republic of fiji 1 staff...

Office of the Auditor-General, Republic of Fiji 1 Staff Innovation Policy

Commencement Date 24 August 2017

Review Date Revised 31 July 2019

1 Intent This policy is intended to provide recognition and reward staff that come up with new ideas

for the office.

This policy is derived in line with our strategic objective to create a conducive/ideal work

place to allow staff to excel which in turn will ensure efficient and effective work processes.

2 Scope This policy will apply to all staff levels within the OAG i.e. individuals and work groups/ work

teams.

3 Objectives The objective of this policy is to;

• Establish a performance reward corporate culture and policy within the OAG operations.

• Reinforce, motivate and reward staff on best ways of living and demonstrating the

corporate values of “objectivity and fairness”, “economy, efficiency and effectiveness”,

“align to international standards” and “honesty and integrity”.

• Provide a conducive work environment that allows staff to excel.

Related Objectives

To provide staff with direct access to a platform for putting forth their ideas and seeing them implemented.

To recognize and reward suggestions that brings about highly visible change to OAG.

To promote staff participation in bringing about meaningful changes in their work that will result in improved customer services, reduce costs and increase staff morale.

To recognize and promote positive behaviours that support individual, work group, team, Group and organization objectives.

To improve employee productivity/performance and quality of work.

4 Definitions and Acronyms Define terms used in the policy and explain any acronyms, for example:

Innovation Reward system

a "new idea, device or method

Provides the basis for goal-directed action and of choice between actions by determining the relative value of goals.

5 Policy Maker Auditor General

Staff Innovation Policy POL 10/2017 Version 2/2019

POLICY STATEMENT


6 Responsibilities

RESPONSIBILITIES

Implementation, Monitoring and Evaluation

Corporate Service

Compliance All staff

Development and/or Review

The Corporate Services division will be responsible for developing and/or reviewing the policy

Interpretation and Advice

The Deputy Auditor-General is responsible for interpreting and advice on the policy


Annexure 1

1.0 Guiding Principles

Rewards will be given for new initiatives by staff that allows for improved work

processes.

The rewards will be decided by Innovation Committee

2.0 Eligibility This program is open to all OAG staffs. For an idea to be considered eligible it must propose a solution, NOT just identify a problem, that will have an effect on one (or more) of the five criteria cited above, namely: 1. Cost savings and/or reducing cost 2. Productivity Improvement 3. Improve customer services 4. New or modified business practice 5. Improvement of a work process

3.0 Procedures/Selection Process The procedure for submission and selection of ideas is as follows:

All ideas will be submitted electronically on the attached form to the Executive Personal Assistant (Senior Secretary).

Idea must identify a problem and its effects and propose a solution and the way it will address the problem. Any submission that only identifies a problem without proposing a solution will not be considered.

A ‘thank you’ and acknowledgement will be sent to the employee.

An Innovation Committee chaired by the Auditor-General will be established to review the submissions, select the ones that will make high visible change, is feasible and can be implemented.

Following approval by the Innovation Committee, a letter signed by AG will be given to all staff whose ideas did not make the shortlist specifically acknowledging and providing feedback on their idea. Letters will be drafted and coordinated by Executive Personal Assistant (Senior Secretary).

The staff will present their proposal to the Management Committee for comments and /or approval.

An acknowledgement will be made to all staff by AG at monthly staff meetings.

4.0 Critical Requirements for Success: • The Supervisor of staff member whose submission is approved shall provide the staff

adequate time and relief from competing work pressures for the staff to undertake the innovation project within normal working hours.

• Directors of Audit, Manager Corporate Services, and Quality Assurance Team Leader must fully support and facilitate the idea.

5.0 Benefits of Innovation

Increased productivity

Improving turn around for audit

Cost saving

Revenue growth

Improved customer service

Improved quality and efficiency in auditing processes

Process improvement


6.0 Going the extra mile in performance or behavior

Some of the following examples of going an extra mile would include:

Special recognition by a client or external body

Presentation of an outstanding professional paper including to overseas meetings,

professional bodies, working group capacity building programs.

An innovative suggestion which solves or improves efficiency and cost

An outstanding effort by a designated team in achieving a specified project outcome

7.0 Recognizing Staff Innovation Staff rewards will be decided by management on a case by case basis. Better innovations

will empower staff to tap into creativity, innovation and knowledge base for the OAG’s

growth and development and improve operations.

This initiative will facilitate and foster employee participation in thinking and generating

new ideas, encourage positive morale, creativity and innovation among staff as well as

creating quality and efficient services.

Incentives and rewards for the Innovation Policy shall be:

• Morning tea hosted by Management Committee (quarterly event where all who submitted eligible ideas will be invited)

• Acknowledgement and feedback letter signed by AG to all who submit an idea • Certificates of participation • Bonus merit points for all members of the project team and co-opted members in

their annual performance appraisal according to the success rate of idea. • Lucky draw once a year (at annual OAG function) – all staff who submitted an

eligible idea would be included in the draw. • $50 voucher to all staff whose ideas are shortlisted and make it to the presentation

stage • $100 voucher and a tee shirt that says “OAG Innovator” given to staff whose

proposals get approved • Commendations in PASAI Newsletters and OAG Website • Annual monetary reward for the best idea that was successfully implemented

8.0 Innovation Committee Responsibility/Structure

The Innovation Committee will be charged with the responsibility of developing the concept and methodology for program implementation. It will be assisted by the PA/Executive Secretary/Corporate Services Team.

The Committee will be responsible for administrating the program; including vetting and shortlisting ideas; and assessing and evaluating the viability of each submitted idea.

The Committee will also be responsible for the approval of ideas and providing the necessary authority and resources for the staff to implement the project.

The program will be sponsored by AG.

9.0 Program Interpretation

The Committee will be responsible for official interpretation of this program.

All submissions made under the OAG Staff Innovation Policy become the property of OAG.

Awardees must be employed on the date the reward is presented.


7 Monitoring & Implementation To ensure effectiveness of this policy it will be reviewed on an annual basis. Taking into

account of challenges to the policy and any changes to legislation and national guidance.

8 Review

This policy will be reviewed 12 months after implementation and every 3 years after that.

9 Who to Contact About this Policy

Any queries is directed to Deputy Auditor General.

10 Approval

The staff innovation policy becomes effective on the date approved by the Executive

Management Committee

11 Revision/Change Log

Version 1.0

Policy endorsed by: Executive Management Committee

Policy approved by: Auditor-General

Policy effective from: 24 August 2017

Policy to be reviewed by: 24 August 2018

Manager responsible for policy: Manager Corporate Services

Version 2.0

Policy endorsed by: Executive Management Committee

Policy approved by: Auditor-General

Policy effective from: 31 July 2019

Policy to be reviewed by: 30 July 2022

Manager responsible for policy: Manager Corporate Services


A. Innovator

NOTE: The below info & its responses would be enough for stating the innovation idea, however, feel free to fill

in complementary info on the additional blank pages.

B. Innovation Name:_________________________________________________ Describe your idea and how it contributes to the OAG Vision

C. Innovation Alignment Criteria (please indicate the criteria your innovation is aimed at)

☐ Cost savings and/or cost reduction ☐ Productivity improvement

☐ Improve customer services ☐Suggestions of a new/modified work practice

☐ Improvement of existing work process and workflows

D. General Questions 1. Give a short technical description of your idea and its primary functionality/field of use

2. What is the key element or essence of your innovation?

3. Specify which line of business your idea is directed towards

Title (Mr., Ms., Mrs.)

Surname:

First Name Middle/Other Names:

Designation:

Department:

OAG STAFF INNOVATION

SUBMISSION FORM


4. Describe the uniqueness of your idea in relation to existing technology or comparable

alternatives

5. Describe the ”problems” or needs that your idea solve

6. In what way the innovative idea will lessen the need for current process and state the

sustainability measures for the mentioned innovation.

7. What are the benefits of your idea? For instance – Does it significantly improve

outcomes? Does it simplify or reduce the time to perform the current procedure?

8. Do you consider the idea to have positive transformational effects if realized?

9. Does this innovation has some associated cost and please indicate the timeframe for

implementing your innovation.

10. Please describe and risk and mitigating measures for your innovation.

E. Disclosure Agreement for Submission of Idea

I represent and warrant to the OAG that, except as noted herein, the material disclosed is wholly

original to me; that I am the sole owner of the idea and of all material submitted with this agreement;

that no interest in or to this idea has been granted to or acquired by others; that I have full authority

to make the disclosure and to execute this innovation

Signature _______________________________ Date____________________________________

Print Name ______________________________ Designation______________________________


Thank you for taking the opportunity to submit your idea for evaluation. We appreciate the opportunity to

have you share in our vision

Return completed form to: Senior Secretary, Level 8, Ratu Sukuna House.


Innovation Name: ___________________________________________________ Innovator Name: ______________________________ Date of Evaluation:__________________________________________________ Evaluated By:_________________________________

EVALUATION CRITERIA EXPLANATORY NOTES WEIGHTING

(%) EVALUATION COMMENTS SCORE

(%)

MEANINGFUL INNOVATION THAT CLEARLY LINKS TO THE

STRATEGIC PLAN

a) Extent to which the innovation reflects the delivery of outcomes in line with the Strategic Objectives and Indicators (10%)

25%

b) Significance of the innovation to OAG priorities (7.5%)

c) Extent to which the innovation addresses are al problem/issue being faced on the ground by the business unit (7.5%)

RESULTS DRIVEN

a) Degree to which the innovation produces a real and substantive process improvement (15%)

30%

b) Has measurable performance (10%)

c) Certainty that the innovation will generate positive impact (5%)

ACHIEVABILITY & VIABILITY OF

THE INNOVATION

a) Genuinely achievable within 6-8 weeks (10%)

30%

b) Capacity of Staff/Team to Implement (10%)

c) Sustainability of the Change (10%)

VISIBILITY & HOW MUCH THE PROJECT ENGAGES THE

SPIRIT OF 'THE NEW WAY OF DOING THINGS

a) High visibility (5%)

15%

b) Degree to which the innovation embraces the change culture (5%)

c) Degree to which the proposal reflects all Stakeholder requirements (5%)

OAG STAFF INNOVATION PROPOSAL

EVALUATION SHEET

staff innovation policy · 2020-06-29 · office of the auditor-general, republic of fiji 1 staff...

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