02.02.

2023

QnQ HR Department
EMPLOYEES SUGGESTION SCHEME
“QnQ ESS”
1.0 Introduction :
Techniques to motivate, empower, and reward the employees have become one of strategic
HRM Processes for the tapping the creativity of employees through a structured program
called “the suggestion scheme.”

2.0 What is a Suggestion ?

According to the lean manufacturing system, ‘idea’, ‘suggestion’, and also the commonly
used ‘kaizen suggestion’ all refer to employees’ proposals as to how their workplace are to
be enhanced through improvements introduced into the organizational areas and processes.
In order to encourage such feedback among the employees, a number of organizations
introduce specially-tailored organizational solutions called employee suggestion schemes /
programmes, idea management systems or ‘kaizen teian’ (Japanese term). Under such
schemes, employees’ ideas are typically put forward in writing or through electronic means
and afterwards the ideas for evaluation. If considered worthy of implementation ,they are
introduced and the suggesting employees are rewarded.

3.0 What is a Suggestion Scheme ?

The suggestion scheme has been defined as ‘A suggestion scheme is a formal mechanism,
which encourages employees to contribute constructive ideas for improving the
organization’. A suggestion scheme is a formal channel which encourages every employee
to suggest ideas which can be helpful in solving or avoiding problems or improving work
process or the work environment.

Through the suggestion scheme, the employees can participate directly in the improvement
of the productivity in the organization. The employees find their job more meaningful and
interesting when they participate in the decision making process involving their work.

4.0 QnQ ESS :

In our Organization , we have rolled out a strategic Policy “ The Employee Suggestion
Scheme, in short “QnQ ESS”, to achieve the following Objectives:

5.0 Objective :
a.The primary objective of QnQ ESS is to inculcate a value and culture of looking for
continuous improvement and to contribute towards such improvements.

b.Create an environment and desire in the organization to become more innovative.

c. Create an awareness on the importance of employees’ creativity and the suggestion

scheme is one of the important instruments for channelling the employees’ creativity .

d. Encourage ideas to contribute to the achievement of high performance, achieve

excellence, and bring a competitive advantage in the organization.

e. Implement a System, process and procedure for rewarding the employees who offer the
best Suggestions .

f. To create a win–win situation both for the organizational management and the employees
alike.
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6.0 Scope of the Scheme and coverage :-

1.All the Confirmed Employees of QnQ Healthcare Pvt Ltd, including QnQ (COCO)
and QnQ Franchise (FOFO).
2.All the Employees below Asst Managers of all Departments are covered under
this Scheme.

The following employees are excluded from the scope of coverage:

1. All VPs
2. HR –Asst Manager/Manager.
3. CRM.
4. WH Sales Manager
5. Regional Manager

7.0 Frequency of the Reward: Once in THREE months.

8.0 Suggestions which would qualify for the consideration and reward:
• To improve standardized procedures (sops)
• To Cycle time reduction.
• To improve the quality of work/ reduce Non-value-added activities / save cost /
reduce waste/ reduce man hours / improve per person productivity.
• To improve the Sales performance/ volume, People reach, customer satisfaction,
• Innovative and creative Marketing ideas, ideas for better / optimum utilization of
Technology.
• Ideas to improve per person productivity, reduction in man hours, suggestions
towards multi-tasking.
• To improve work environment, reduce fatigue .
• Ideas of “POKE YOKE” ( A Poke-Yoke is a mechanism that is put in place to prevent
human error. Poke-Yoke can be either a warning mechanism or control mechanism).

9.0 What is not a Suggestions as per this Policy ?

An idea is a not a suggestion if it is related to :-

(i) A grievance or a complaint,

(ii) A criticism directed at other employee,

(iii) An activity which is part of the job responsibility of the employee,

(iv) Management policy matters,

(v) Government policies,

(vi) Additional facilities, benefits, or amenities,

(vii) Common idea floating around,

(viii) A suggestion without a solution,

(ix) An anonymous suggestion

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10.0 Number of Suggestions per employee or Group Suggestions.

There is no any limit on the number of suggestions. It is mandatory, to offer atleast one
suggestion per employee per month. This scheme is linked to Employees Recognition
Scheme. As per this Policy, to be eligible for considering for” “ QnQ Star Employee of the
Month ” ,its mandatory, that an employee should have been given atleast one
implementable Suggestion in a Three months time.

11.0 Suggestion by a group of employees, working in any Department , can submit a

suggestion . As such , there is no such limitations such as department or location or
employees.

12.0 Process :
The suggestion scheme process involves writing of suggestions on a predefined format (
Format as per Annexure 1 ) by the employees and dropping the same in a Suggestion Box
which is kept at the HO and in all ROs

The HR Staff or a designated employee will empty the suggestion box / boxes regularly at
during the First week of the month and give An Acknowledgement Slip.(Annexure 1A) (He
will collect the suggestions of the previous month). HR will lists all the received suggestions
and submits to the Suggestion Committee.

13.0 The Suggestion Committee :

The following are the nominated members of Suggestion Committee :

1.CEO –Chairman .
2. VP- MSFO –Member .
3.VP-WH Operations –Member.
4.VP- Finance –Member .
5. VP-IT &Cyber Security –Member
6. VP-HR& Legal –Member Secretary.

14.0 The committee shall meet and go through all the received suggestions and decide
which suggestions are to be :

a.) Accepted and Implementable suggestions . The accepted suggestions are then
acknowledged to the suggester by a formal communication by HR.

b.) Not Accepted Suggestions –Not accepted Suggestion also acknowledged and formally
communicated by HR , with a reason for not accepting the Suggestion.

c.) Due recognitions and Rewards are given to the suggester of the accepted suggestions
based on System of Evaluation and results.
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15.0 A process flow chart of the of the Employee suggestion scheme (ESS)/ “QnQ ESS” is
given in Fig 1.

SUGGESTION SCHEME FLOW CHART

Suggestions by employees

Suggestion Box

Acknowledgement by HR

Screening by Committee

If qualified, evaluation by
If not qualifies ,HR to communicate
Committee

Reward Committee Feedback

16.0 The System of Evaluation :

The received Suggestions will be acknowledged to the Suggesters . Then ,it will be screened
by HR based on the qualifications spelt out in the Policy –if it qualifies ,it will be submitted to
the Evaluation Committee or if it does not , it will be rejected and will be communicated to
the employee concerned accordingly.

The Suggestions which meets the qualifying criteria will be Evaluated by the Committee as
per the process which is captured in the ESS Evaluation Format. The same is kept at
Annexure -2

17.0 Rewards:
Rewards are key element identified for the success of suggestion scheme. A suggestion
system results into improvement in the organization which ultimately contributes to the cost
reduction. Hence, employees giving suggestions are to be rewarded not only with tangible,
but intangible benefits as well.

The Reward Money for the eligible Suggester should be arrived at as per the Reward Money
Table kept at Annexure – 3.
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If it’s a Group Suggestion, the Reward Money would be distributed equally among the Group
members.

In all the matters, the ESS Committee decision is final and binding.

18.0 Rewards Ceremony:

1.Once in Three-month, Suggestion Reward Ceremony will be organised. A separate

Notification shall be issued by HR Department from time to time.

2. Reward in the form of a Certificate and Reward Money as per Policy will be given to the
Suggester.

20.0 The below figure illustrates the implementation and outcome of the
Suggestion Scheme :-

21.0 Effective Date :

This “QnQ ESS” EMPLOYEES SUGGESTION SCHEME, will be implemented with effect
1.2.2023.

22.0 Process owner :

VP-HR& Legal shall be the process owner for administration of the QnQ ESS.
This Scheme may be modified, altered , changed or totally with drawn by the Management
at any point of time .
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QnQ HEALTHCARE PVT LTD -HR DEPARTMENT

ANNUXURE -1
ESS - Employees Application
NAME
DEPARTMENT
YEARS OF EXP.QnQ
Area /Location Department / Process

Problem description What are the major issues ?/ what is the

bad impact ?

Solution Description Benefits

(What was implemented, changed or improved?)

If implemented
Before After Implementation
(Include pictures, diagrams, relevant documents (Include pictures, diagrams, or any relevant
etc.) proof etc.)

Benefits Category Benefits Description

Improve standardized procedures (SOPs)
Cycle time reduction
Save cost
To improve the Sales performance/ volume
Innovative and creative Marketing ideas
To improve work environment
Ideas of “POKE YOKE
Other
DATE : Signature

QnQ HEALTHCARE PVT LTD -HR DEPARTMENT

ANNUXURE -1A
Employees Suggestion Scheme Format -ACKNOWLEDGEMENT SLIP
NAME
DEPARTMENT
DATE
SUGGESTION NUMBER
Thanks for your Suggestion . We will screen/ Evaluate
and communicate the result within this month .
HR DEPARTMENT.
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QnQ HEALTHCARE PVT LTD-HR DEPARTMENT

ANNUXURE -2
ESS Evaluation Format
NAME
DEPARTMENT
YEARS OF EXP. QnQ
Area / Location Department / Division

Problem description What are the major issues? / What is

the bad impact?

Solution Description Benefits

(What was implemented, changed or improved?)

Before After Implementation

(Include pictures, diagrams, or any
relevant proof etc.)
Benefits Category
Improve standardized procedures (SOPs)
Cycle time reduction
Save cost
To improve the Sales performance/ volume
Innovative and creative Marketing ideas
To improve work environment
Ideas of “POKE YOKE
Other
Implementation process (Evaluate by answering
5W&1 H)/Feasibility evaluation
Who has given (individual / group- empl. names)
what is the issue
Where is the issue
Since when
Why such issue
How to implement the solution
Any cost involved
Time line
Responsibility
Local / Horizontal implementation.
Suggestion Committee Accept Reject HR Comments
recommendation

CEO RECOMMENDATION

Implementation Date Date of Completion Comments

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QnQ HR DEPARTMENT- QnQ ESS

Name / s (Group)
Department
Location
Suggestion DATE
Suggestion no
PROBLEM SOLUTION IMPLEMENTATION
DESCRIPTION STATUS

Suggestion category (Tick against the relevant Evaluation Committee Benefits ( Tangible /
category) marks justification Intangible)
Improve standardized procedures (SOPs)
Cycle time reduction
Save cost
Innovative Sales idea
Innovative and creative Marketing ideas
To improve work environment
Ideas of “POKA YOKE (mistake proofing)

Points Level Reward range Reward Range

1~2 Not implementable/but 5% 100
good idea
3 Average 30% 600
4 40% 800
5 Good 50% 1000
6 60% 1200
7 V. Good 70% 1400
8 80% 1600
9 Excellent 90% 1800
10 100% 2000

NOTE :
1 If horizontally deployed -additional Rs.500/- will be added.
2 If it is a Group suggestion -the reward amount will be equally divided among the
members.
3 Applicable Reward amount and an Appreciation Letter will be given to the
individual / Group.
4 The Reward money should be based on the benefits -either it could be tangible or
intangible benefits.

COMMITTEE RECOMMENDATION FOR REWARD MONEY

1
2

ESS COMMITTEE SIGANTURE

VP-MSFO VP-WH VP-IT VP-FIN VP-HR CEO