D/QA/001/01/02

STANDARD OPERATING PROCEDURE Corporate Delhi Department: HR Section: General Page No. SOP No. Effective date Review due on 2 of 5 D/HR/009/04

Title: Suggestion Scheme

Name Prepared By

Designation

Signature

Date

Reviewed By

Approved By

STANDARD OPERATING PROCEDURE Corporate Delhi Department: HR Section: General

Page No. SOP No. Effective date Review due on

D/QA/001/01/02 2 of 5 D/HR/009/04

Title: Suggestion Scheme

1.0

OBJECTIVE

1.1 To lay down procedure to encourage creativity and strengthen the operational efficiencies. 2.0 2.1 3.0 3.1 SCOPE It covers all team members of Promed Exports Pvt. Ltd., viz. at HO, Research Center and Manufacturing plant at Nalagarh and other group companies. RESPONSIBILITY Executive-Human Resources (HR) shall be responsible to arrange for a meeting with Suggestion Evaluation Committee (SEC) consist of Head-HR, CFO & ORC Chairman to decide the Suggestion Theme of the Quarter Section Head (SH)-HR/ Executive-HR shall be responsible to circulate the Suggestion Theme of the Quarter across the Organization. Plant-HR and PRC-HR Dept shall be responsible to submit the suggestions received at both locations to Corporate HR Dept for evaluation. Section Head (SH)-HR/ Executive-HR shall be responsible to arrange for a meeting with SEC to evaluate the suggestions received from the team members. Head of the Department (HOD)-HR shall be responsible to declare the results of the quarter. HOD-Corporate HR is authorized to sign the Feedback Letters to all concerned team members. Concerned team member, in coordination with HR Department shall be responsible to implement the suggestion given by him/ her. PROCEDURE HR Department shall arrange a meeting with Suggestion Evaluation Committee (SEC) to decide the Suggestion Theme of the Quarter (Refer Annexure I-D/HR/009/01) The scope of the Theme for suggestions should be specific and relevant to the work of the company eg : Improving the quality of products and services Savings in operational costs Reduction in cycle time of any process Improving customer relations Eliminating duplications of efforts and records

3.2 3.3 3.4 3.5 3.6 3.7

4.0 4.1

4.1.1 4.1.2 4.1.3 4.1.4 4.1.5

STANDARD OPERATING PROCEDURE Corporate Delhi Department: HR Section: General

Page No. SOP No. Effective date Review due on

D/QA/001/01/02 3 of 5 D/HR/009/04

Title: Suggestion Scheme

4.1.6 4.1.7 4.1.8 4.1.9 4.2

Improving safety and working environment Improving record maintenance Optimal utilization of resources Any other which impact quality, time, cost and environment Suggestion Theme of the Quarter shall be circulated by HR Department by 15 th of the first month of each quarter to all team members across the Organization. Any team members shall submit his / her suggestion in the Suggestion Form (Refer Annexure II-D/HR/009/02) which shall be reviewed by the Suggestion Evaluation Committee. Last Date of submitting the suggestion by any team members shall be the last working day of the 2nd month of each quarter. All suggestions shall be put into the Suggestion Box kept in the HR Department. All the suggestion received during the quarter shall be put up to the Suggestion Evaluation Committee by 15th of the succeeding month of each quarter for evaluation. Suggestion Evaluation Committee shall review all the suggestions received from team members and give their ratings on different parameters. Suggestions rated 50% & above by SEC shall be eligible for any award. The cash reward based on the rating given by SEC shall be as follows : Suggestion which got gets the highest score shall be considered as Best Suggestion and eligible for a cash reward of Rs. 2,100/- along with the Congratulations Letter (Refer Annexure III-D/HR/009/03) Suggestion which got gets a rating 85% - 99% shall be eligible for a cash reward of Rs. 1,100/- along with the Congratulations Letter (Refer Annexure IV-D/HR/009/04) Suggestion which got rating 70% - 84% shall be eligible for a cash reward of Rs. 500/- along with the a Congratulations Congratulatory Letter (Refer Annexure IV-D/HR/009/04) Suggestion which got gets a rating below of 70% and lower shall not be eligible for any cash reward. However, these suggestions can be categorized into Accepted Suggestion depending upon the feasibility of the suggestion along with the Letter (Refer Annexure V-D/HR/009/05) All received suggestions shall fall into three categories Best Suggestion It is the suggestion, which got the highest score after evaluation by SEC.

4.3
4.4

4.5
4.6

4.7

4.8 4.8.1

4.8.2 4.8.3 4.8.4

4.9 4.10

STANDARD OPERATING PROCEDURE Corporate Delhi Department: HR Section: General

Page No. SOP No. Effective date Review due on

D/QA/001/01/02 4 of 5 D/HR/009/04

Title: Suggestion Scheme

4.11

Accepted Suggestions It is the suggestions, which failed to get the highest score, but may be accepted and implemented either immediately or in the nearest future. Rejected Suggestions It is the suggestion which cant cannot be implemented due to different reasons. The reasons for rejection shall be explained to the concerned team membersemployees in the Information Letter (Refer Annexure VI-D/HR/009/06) Rewarded team member, in coordination with HR Department, shall be responsible for implementing the Suggestion within the time frame as decided by the SEC

4.12

4.13

4.13.1 The management reserves the right to alter or amend these rules at any time & in any manner it deems fit.

5.0

SAFETY AND PRECAUTION Not Applicable

6.0

REVISION HISTORY Reason for Revision Supersedes ---

Revisio n No. 01 02 03 04

PA/HR/SOP/009 has been reviewed and prepared into new SOP on Preparation and Control of Standard Operating Procedure. New SOP no is D/HR/009/04. New system of Suggestion Theme of the Quarter has been introduced. Cash Rewards has been modified. Related Formats have been revised and some new formats has been introduced.

7.0

REFERENCES NA

8.0

ABBREVIATIONS SOP : Standard Operating Procedure HO : Head Office HOD : Head of the Department SH : Section Head Dept. : Department HR : Human Resources

STANDARD OPERATING PROCEDURE Corporate Delhi Department: HR Section: General

Page No. SOP No. Effective date Review due on

D/QA/001/01/02 5 of 5 D/HR/009/04

Title: Suggestion Scheme

9.0

ANNEXURE Annexure I Annexure II Annexure III Annexure IV Annexure V Annexure VI Suggestion Theme of the Quarter Suggestion Form Congratulations Letter for Best Suggestion Congratulations Letter for Accepted Suggestion with Cash Rewards Congratulations Letter for Accepted Suggestion without Cash Rewards Information Letter D/HR/009/01 D/HR/009/02 D/HR/009/03 D/HR/009/04 D/HR/009/05 D/HR/009/06