84-243 WMITE - CITV CLERK
PINK - FINANCE (jITy OF SAINT PAUL Council - •'
CANARV - DEPARTMENT File NO. � • -���
BLUE - MAYOR
�
pu cil Resolution
Presented By ?"i�"
✓Referred To N��C-� Committee: Date �' ! ��
Out of Committee By Date
WHEREAS the City Council appropriated $100,000 in the Aaoptea
1984 General Fund Budget for the Work Simpler Competition Pool; and
WHEREAS the Mayor has recommended to the City Council a
decision-making process and guidelines for the Work Simpler
Competition Fool; now, therefore, be it
RESOLVED, that the City Council approve the recommended
decision-making process which utilizes an Employee Selection Committee
and the accompanying implementation calendar; and be it also
RESOLVED , that the City Council approve the recommended
guidelines for implementing the Work Simpler Competition; and be it
further
RESOLVED, that the Budget Office notify City Council of the
projects selected; and be it finally
RESOLVED, that the Budget Office report to City Council in June
of 1985 and in January of 1986 an evaluation of the projects
implemented with monies from the Work Simpler Competition Pool.
COUNCILMEN Reque ed by Departme t of:
Yeas Nays �/ � � ,
Fletcher �L„
Drew �°� [n Favor
Masanz
Nicosia
scnetbe� � __ Against BY
�i11.s..•
Wflson
Adopted by Council: Date
FEB 2 3 198� Form Approved y " y At rney
Certified Y- •ed b ounci , r BY
By
t�ppr by 1�lavor. Dat FEB 21 19�� Ap r y Mayor for Sub ' sio t ouncil
By
PUBLISNED MAR - 3 198�
. �. _ �r— �s�—ay.�
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CITY OF SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM
T0: Mayor George Latimer
FROM: Susan Job
Administra i e Aide
RE: WORK SIMPLER COMPETITION: 1984 DECISION-MARING
PROCESS AND GUIDELINES
DATE: January 27, 1984
For the first time in the history of recent retrenchment budgeting,
the adopted budget contains a small flexible reserve dedicated to
activities that will encourage employees to f ind ways of working more
simply and cost effectively. The commitment of $100,000 by the City
Council is a strong statement in support of our need to make
improvements in an area where the opportunities are both numerous and
costly. Theref ore, if a sound beginning is made in 1984, it is
reasonable to expect that the reserve will continue, and grow, in
future years. Because the creation of this reserve addresses a major
need and could set an important precedent, it is appropriate for you
to recommend to City Council a decision-making process and guidelines
for using the money.
There are three basic options to consider in recommending a process
for selecting projects, once guidelines have been approved by City
Council, and proposals have been submitted. They are:
1. The Mayor would recommend projects, and the City Council
would select projects.
2. The Mayor would select projects.
3. An appointed employee committee would select projects.
In the first option, the selection process would be similar to the
process f or making annual budget decisions. In the second option,
the Mayor would choose projects that conform to Council-approved
guidelines. In the third option, an employee committee woulcl
decide which work simpler projects to fund with direction from
guidelines approved by City Council.
The appointed employee committee option is recommended because it
emphasizes the critical role that employees and managers play in
making work simpler. The recommended option would have the Mayor
appoint the employee selection committee from a pool of nominees
submitted by department and office directors. The committee would
be responsible for choosing among the proposals with the benefit of
advice from the Budget Office. A timetable which outlines the
tasks necessary for implementing all three decision-making options
is attached.
<�.. ��;
Work Simpler Competition -2- January 27, 1984
� . � �� �y-ay3
I have also draf ted °Work Simpler Competition Guidelines" which will
provide direction f or selecting projects that improve the cost
efficiency of service delivery and/or increase the use of technology
in delivering services and making decisions. Individual projects
would be funded up to a maximum of $20,000. Any city employee would
be eligible to submit a proposal provided that it had written support
from the department or office director. Details of the application
process are provided in Sections A through E of the attached
guidelines. Section F of the guidelines would apply if the City
Council decides to have an employee committee select projects.
Another possible, but not recommended, use for the reserve would be to
dedicate part or all of it for rewarding performance that has been
judged to excel in meeting stated 1984 departmental or unit
objectives. In support of this alternative, Ron Guilfoile argues for
funding discretionary projects by employees or work groups that can
demonstrate excellence in performing their day-to-day work. This
proposal is not supported for 1984 because it does not directly
address either cost efficiency or work simplification, both of which
were explicit criteria in creating the reserve. However, in the face
of continuing pressure for productivity improvement, this should be
considered in future years along with other options� for supporting
excellent performance.
SJ/smj
Attachments
cc: Greg Blees
Dick Broeker
John Connelly
Ron Guilfoile
Peter Hames
Greg Haupt
Ron Kline
• �j- ��-� Si3
WORR SI1riPLSR COMPETITION
Guidelines
The 1984 adopted budget includes $100 ,000 to support innovative,
one-time projects designed to improve the cost efficiency of City
service delivery. City employees, as well as department managers, are
encouraged to propose projects that will make their work simpler, and
thus will provide opportunities for increasing the efficiency,
eff ectiveness, and excellence of services delivered. Proposals will
be eligible for consideration if they satisfy the following
guidelines.
A. PORPOSE
As part of the proposal description, applicants should explain
the background for the project and describe how it will satisfy
one or more of the following objectives:
1. Improve the cost efficiency of service delivery to
Saint Paul citizens and taypayers.
2. Improve the cost efficiency of service delivery between
city departments and offices.
3. Increase the use of modern technology or automation to
support service delivery and to enhance decision
making.
B. l70STIFICATION
In further support of their proposals, applicants should also
identify:
1. Need for the project.
2. Savings of time and money that will result from it.
3. Impact of project: cost versus life of change.
4. Opportunities for new or better service which the
project will generate.
5. Measures to evaluate the success of the project.
C. I1�IPI,�IENTATION PI,AN
All proposals should include a plan for undertaking the project
that specifies the timetable, project manager, and participants
. ��� �y-��3
. . -2-
within and/or outside the department or office. Provision should
be made for expending or encumbering funds before December 31 ,
1984, as well as for evaluating the project in an interim report
due by May 31, 1985 and a final report due by December 31, 1985.
D. F[JAIDIPG AI�ID @CPFSIDIZURSS
Funding of up to $20 ,000 will be made for one-time expenditures
that support but are not part of the department or office ' s
current ongoing program. Although the limit for single awards is
$20,000, requests for partial funding of larger proposals will be
considered provided that 1984 financing plans are submitted for
the remainder.
Because a study of the City' s telephone systems is currently
underway, projects will not be accepted in that area.
Eligible expenditures include the purchase of equipment,
procurement of technical assistance, and training programs .
Equipment requests should include maintenance and replacement
plans based on ongoing budgets. Normal City procedures will be
followed for making expenditures.
E. APPLICANTS A1�ID APPLICATIONS
All City employees are eligible to apply providing that their
proposals have the written support of their department or office
director. Proposals should be no longer than three single-spaced
pages, and they should cover the f ollowing areas which are
discussed in the above guidelines: description, background,
results, evaluation, budget, timetable, and participants. All
proposals must include a written statement of support by the
applicant's department or office director.
Proposals are due by March 30. 1984, and decisions will be made
by 8�ril 13. 1984. Proposals should be submitted to Ron Rline of
the Budget Office. Rline will be responsible for managing the
competition. He can be reached at 298-4323 f or assistance and
further information.
F. CITY p=M�.�EE SBLECTION COI�IIZTEE (Oational)
A seven-member employee committee appointed by Mayor Latimer will
select the proposals to be funded with advice from the Budget
Office. Six members will be appointed to represent the six City
departments. Members will be chosen on the basis of three
nominees submitted by each department. The seventh member will
be chosen from nondepartmental units through the same process.
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��*!o. GITY OF SAINT PAUL
��`� °� OFFICB OF THE MAYOR
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�� �� 347 CITY HALL
ies•
SAINT PAUL, MINNESOTA 55102
GEORGE LATIMER (612) 298-4323
MAYOR
January 27, 1984
Council President Victor J. Tedesco
and City Council Members
Seventh Floor, City Hall
Saint Paul, Minnesota 55102
Dear Council Members:
I recommend to you for approval a decision-making process and guidelines
for the Work Simpler Competition Pool. The reserve, which was established
for the purpose of improving the cost efficiency and productivity of City
services, received an appropriation of $100,000 in the City Council-Adopted
1984 General Fund Budget. In making this budget decision, we recognized
the importance of flexibility, innovation, and employee contributions in
delivering efficient, effective, high-quality services. The program which
is being recommended will allow us to take advantage of thisTopportunity in
a timely and appropriate fashion.
In Susan Job's January 20, 1984 memo attached, you will find three options
for establishing the decision-making process for selecting projects. I
recommend that City Council approve Option Three, which is the process
recommended in the memo. Under this option, an appointed employee
committee would select projects to be financed by the reserve. A timetable
outlining the tasks necessary for implementing all three options has been
included for your use in approving a decision-making process.
In addition, I am also submitting for your approval a set of guidelines to
provide direction for submitting and selecting projects to be funded.
According to the guidelines, projects that improve the cost efficiency of
service delivery and/or increase the use of modern technology would be
eligible for one-time funding up to $20,000. Any City employee would be
eligible to submit a proposal provided that it has written support from the
department or office director.
The action you took to establish the Work Simpler Competition Pool is a
significant step in our joint efforts to increase the cost efficiency of
service delivery. I look forward to your approval of the decision-making
process and guidelines for implementing this important new program. I
recommend your approval of the attached Council resolution.
RespectfulL�i submitted,
C,� � '
,
May
GL/smj
�46
�
� �� ��'-��3
Mayor's Of f ice DEPARThtENT � -
Susan Job , �ONTACT .
—�2,,Q�-4323 PHONE ��
1-27-84 DATE ����
(Routing and fxplanation Sheet)
Assign Nurr�er for Routing Order (Clip �411 Loca�Cions for Mayoral Signature):
Department Director
� City Attorney �
2 Director of Management/Mayor
Finance and Management Services Director
City C1erk
� Budget Director
What Will be Achieved by Taking Action on the Attached Materials? (Purpose/Rationale):
City Council approval of guidelines and decisionmaking process for
:�_ " implementing Work Simpler-Competition.
Financial , Budgetary and Personnel Impacts Anticipated:
Process for making expenditures from Actvity 09062 will be
' initiated.
Funding Source and Fund Activity Number Charged or Credited:
09062
Attachments (List and N wrd�er all Attachments�:
Mayor's letter (For signature)
Resolution (For signature) ��
Memo
Guidelines
DEPARTMENT REVIEW CITY ATTQRNEY REVIEW
X Yes No Council Resolution Required? Resolution Required? _x_ Yes No
Yes No Insurance Required? Insurance Sufficient? Yes No
Yes No Insurance Attached?
Revision of October, 1982
(See Reverse Side for 'Instructions)
- �r^s•:ta' ��`i, ' �iITX' OF �`.�'AI\�J.� .�.�.V JJ
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,,.�. . (�' ,. . �F ���� 3
'�' `��, : O1�P'ICIC OF TFII'% CITY COUI�'CIL
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: �i� y...�;:,��t;�. r'.•� D o t e . February 16, 1984
��rp� ^ �,,� .
`����r COMM (T~i" � E RE PORT
TO = SQ�n� Pau t City Councit � '- �
F�Q (� : C o m m i��t�e O h F INANCE, MANAGEMENT � PERSONNEL � - �
CH A I R James Scheibel � .
1. Approval of minutes fram meeting held February 9, 1984.s����.� - -
" 2. Resolution designating�First•Trust Co. of St. Paul -as city represen�ative - •
� in agreements relating to paying agency, registrar and transfer agency . -
for the Capital Improvement Bonds of 1984, the Water Polluti;n Abatement
Bonds of 1984 an� the. Urban Renewal Bonds of I984. �cP���, -
3. Resolution approving 'eztension of tax increment cons��tan�t service. -
contract with Holmes�F� Graven, Attorneys at Law.AtP -
---- 4. � Reso-lution authorizing City Council approval of guidelines�de�c�ision -
making process�for implementin g Work Simpler Competition.� __ _ _
S. Presentation by Jim Bellus and Dick Thorpe on the transfer of the Job
GYeation and Training Division to the Planning � Economic Development _
Department. (�0=,14c�1o+�1 rJFC�SSf�'t(. � • �
CI'I'Y HALL SEVfiNTH FLOOR SAINT PAUL,blINNESOTA SSlU2
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CITY OF SAINT PAUL � ^'" i�
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� INTERDEPARTMENTA�L MEM�CJRANDUM � �� � F �� ����
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-- � '� _ 1 �' �----- � � ,
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May 2 , 19 8 4 ' i � ;'' � ;�i �.,._..�-
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TO: MAYOR GEORGE LATIMER ,!-� �
�__-� _�
FR: AUDREY ANDERSON, COMMUNITY SERVI(YES �` _ � � �
DON BRAU PLANNING AND ECONOMZC DEVELOPMENT � f
, �°��. � y
GARY ERICKSON, PUBLIC ti�lORKS ,,y�, �, ~' �''�
TIM FULLERr FIRE AND SAFETY SFRVICES�
CINDY MULLAN, POLICE �.�1.� �
JEANETTE SOBANIA, PERSONNEL `
ED WARN, FINANCE AND MANAGE EN SERVICES, CHAIR
The 1g84 Work Simpler Competition Committee, acting in accor-
dance with your charge and with the guidelines approved by
City Council , has selected the following eight projects
totalling $100 ,000 from a pool of 22 submissions valued at
$298 , 389 .90 :
1. Public .Works, Maintenance Division
Purchase of an automated street sweeper to improve the
. productivity of manual laborers.
Submitte3 by: Art Peisert
Amount: $13 ,200
2 . Planning and Eeo�amic Developn4ent
Purchase of microfilming, microfiche reader printer
and microfiche file cabinet necessary for converting
10 �000 original nonduplicated zoning files into micro-
f iche . Submitte d by: Chuck, Mc�i.re
Sue �r�ey
Arncunt: $20 ,000
3 . Fire and Safety Services
Purchase of microcomputer, terminal, modems, printers�
disks and software to autqmate : Daily actual and schedulec�
work assignments; daily departmental strength sta�us re-
ports, injury records; sick leave records; EMT training_
scnedules and premium pay reporting; Fire Prevention Inspector ` s
daily report and monthly activity report; clothing allowance
records; monthly physical fitness test schedulinq and in-
dividual training reports; Fire F�.ghtinq training schedules
and individual traini.na records; and payroll exception
upda�es. Submitted by: John C'olonna
.Amount : �$13,000
,;
_ , � �(� ���
. . � . ' - �. �`
Mayor Latimer page ?. May 2 , 1984
4 . Comm�a��.t�: S�ervices, L�brar'ies
Purchase of cornputer� printer capable of producing book
labels and pockets in order to speed production, use
work space more efficiently, and eliminate supp�ies and
machinery.
Submitted by: Kathlet�r� �'kowitz
Amount : $4 ,700
5. Finaz�cs arid 3�iarrffigement Servi�$s, . Valuations
Retention of a consultant to provide systems analysis and
program analysis assistance in automating pending assess-
ment files. Funded on the contingency that Valuations
secures the agreement of Citywide Data Processing to provide
long-term system maintenance.
Submitted by: Ed Wa�n
Amount: $20,000
6 . Cc�urt�.°t�����vi�e$, Housing ar�d Building Code�•: Enforcement
Purchase of one word processor � printer and furniture for.
nreparation of specifications, legal documents and original
and form copies of Residential Certificate of Occupancy
letters.
Submitte d by: Tom Strcxhlsirc:h
Amount: $12 ,000
7. Pe�sonn�i Offi�
Purchase of Displaywriter station, software and keyboard
s��ti_ons for applications including: Labor contracts, annual
salary index, St. Paul salary plan and rates of compensation,
various statistical reports, deferred compensation, retiree
insurance , Fidelity life insurance , form letters, class
specifications, Civil Service Rules and Commission documents,
personnel policies and procedures manual, historical records,
mailing lists, Unemployment Compensation records, project
management, examination research, and CWDP communications.
Submitted by: I.ee Green
Amount: $12 ,300
8 . Co�u�'it'�r Se�v i:e e.s, .P�k s :a��►�#�e��e a��o n .
Purchase of microcomputer , software and training for
au�omation of Town Square functions: Monthly and year-to-
date financial statements; records of rentals, rese�vations,
payments received, hours of personnel used for rentals, moni°
toring contracts, scheduling performances and financial
records of entertainment groups .
�ubmit te d by: Jah� Pt�vr
Amount: $4,800