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NCL Employee Dedication for Growth and Excellence (NCL EDGE) (NCL Employee Suggestion Scheme)

1. Title and commencement This scheme will be called the “NCL Employee Dedication for Growth and Excellence”

or “NCL EDGE”. It will come into force w.e.f: 10.07.2020.

2. Key objectives of the scheme

The key objectives of the scheme are:

a) To provide an opportunity to all the employees to communicate and share their

valuable ideas, creative thoughts, and suggestions.

b) Implementation of suggestion thus received for overall benefit of the Company.

c) Individual recognition of employees to promote learning environment.

d) To enhance a sense of belongingness among all employees through their

participation in the development and growth of the Company.

e) Tapping the creative and innovative potential of all employees and suitably

rewarding them.

3. Scope and applicability

This scheme will apply to Northern Coalfields Limited.

The scheme encourages employees to contribute suggestions/ ideas, which will lead to

the following:

a) Increase in production and productivity.

b) Savings in labour, material, supplies, power, fuel or expenses.

c) Reduction in cost by better methods, procedure, system and layout and planning.

d) Elimination of waste, cost control, reduce repeat work, defective work and

prevention of breakdowns.

e) Reduction in Grade Slippage.

f) Increased safety and prevention of accidents and improving work environment.

g) Motivation of employees and stimulating interest in their job.

h) Savings in terms of money, human effort, time, energy and materials.

i) Improvement in operational efficiency and productivity of machines.

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j) Improvement in maintenance methods.

k) Improved tools, machinery, equipment or facilities and working procedures.

l) Effective use of unused and under used manpower, materials, spares, equipment,

tools etc.

m) Reduction in Power Consumption.

n) Reduction in Under loading, Over loading, demurrage etc.

All matters which are within the scope of collective bargaining (wages, allowances,

bonus, hours of work, leave etc.) grievance procedure, personal grievances, complaints

and requests for additional benefits in welfare facilities, public relations, recreational

programs, dealing with legal other policy decisions of the management will fall outside

the purview/ scope of the scheme.

4. Eligibility

All below board level executives and employees governed by NCWA are eligible to provide

suggestions under the scheme.

5. Procedure

a) Every Area/Unit will have an ESS center (preferably in the office of the personnel

executive of the Area/Unit) where suggestions from the employees, in the prescribed

format, will be received, recorded and acknowledged.

b) There shall be two committees, Suggestion Scheme Committee (ESSC) at Area/Unit

level and Suggestion Assessment Committee (SAC) at subsidiary level.

c) Every Area/Unit will have an Employee Suggestion Scheme Committee (ESSC)with

the following members, where all suggestions from units will be forwarded for

evaluation/ screening:

For Areas:

Project Officer of the Area Chairman

Area Finance Manager Member

Staff Officer of the concerned topic Member

Area Personnel Manager/Staff Officer(Personnel) Co-ordinator

For Units:

Unit In-Charge/ CMS for NSC, Jayant, Chairman

Unit Finance Manager Member

Officer In-charge of the concerned topic Member

Personnel Manager/Staff Officer(Personnel) Co-ordinator

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For NCL HQ unit:

Concerned Director Chairman

General Manager(Finance) Member

HOD of the concerned topic Member

General Manager (Personnel) Co-ordinator

d) The ESSC will hold periodic meetings and consider the suggestions and decide their

acceptability. If acceptable, the ESSC would forward it with recommendations of the

Area General Manager to the Suggestion Assessment Committee (SAC) at NCL HQ. If

not acceptable, the employee will be informed with reason and encouraging him to

submit other suggestions again.

While forwarding the suggestion the ESSC will record cost-benefit analysis of the

implementation of the suggestion.

e) The SAC for subsidiary will comprise of the following members:

GM IED Chairman

GM (Finance) Member

HOD of the concerned topic Member

GM (P)/Manpower Coordinator

f) The SAC will examine the technical, operational and financial dimensions of the

suggestions and will approve the same, if found worthy, with appropriate reward, as it

may deem fit.

g) The committees may also invite the person concerned for making presentation, if deemed

fit.

h) Suggestions, which have been approved, will be compiled and circulated periodically to

all Area/Unit and also uploaded on the company website.

i) Office of the GM(P)/Manpower would keep records of all accepted suggestions, progress

of implementation and present status.

6. Criterion for assessing the suggestions received

The ESSC will assess the suggestion keeping in view the criteria as laid down below:

S.

No.

Criteria of assessment Explanation

a)

Nature of suggestion If the suggestion is of technical nature, then whether the

suggestion is an invention, adaptation, an introduction of

a known idea not used in the company or an extension of

idea or method already known to the company.

b) Technical value of Whether the suggestion is technically sound, exhaustive,

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the suggestion viable from cost and practicability angle, completeness of

the proposal, cost of adoption etc.

c)

Utility Whether the suggestion is of permanent or temporary

usefulness and can result in improvement in efficiency

and effectiveness.

d)

Safety Whether the suggestion results in elimination of accident/

hazards to persons and equipment around, results in

safety to employees, safety to tools and machine,

elimination of obstruction to free movement of machines,

personnel etc.

e)

Impact Whether the suggested improvement is a major

improvement or minor improvement in the working

conditions. Whether it is likely to result in cost

reduction, increased productivity (qualitatively/

quantitatively)

f)

Economy This has to be considered in terms of materials, labour

and time (both man & machine hours) and special

considerations may be given to suggestions resulting in

substitution. Whether it will ultimately result in savings

for the company.

g)

Overall benefit to

the company

Adaptability and the effect of the suggestion on the

functioning of other related departments, if implemented.

Whether the suggestion is within the aim, objective and

policies of the management.

7. Reward

a) For suggestions which are acceptable as worth implementing, the SAC will recommend a

monetary reward (as it deems fit) depending on the utility of the suggestion.

b) SAC may, wherever considered necessary, assess the benefit of the suggestion only after putting

it into practice. Till such time the suggestion is tested and found useful, it will not be considered

as accepted and no reward will be given.

c) Appreciation certificates will be given on 26th January and/or 15

th August every year.

d) All rewards are subjects to income tax deduction applicable under the Income Tax Act.

e) Suggestion can be accepted from the individuals and also in groups.

f) The suggestions should be from outside the scope of the employee’s normal duties.

g) If two or more employees/group of employees submits substantially the same suggestion

separately but at the same time and the same is adopted, a single award will be given which will

be distributed in equal share.

h) No employee will claim monetary reward/ benefit as a matter of right. The decision of the

competent authority is final and binding on all.

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8. General

a) The suggestion submitted under this scheme will become the property of the company.

b) Suggestions already under consideration by the company or previously suggested by

other employees would not be considered.

c) Suggestions relating to Government policies will not be considered.

9. Propaganda and publicity

a) Wide publicity to be given to the scheme through notice boards, company newsletter,

house magazines, cartoons, slogan, small group meetings, bilateral meetings etc.

b) Approved suggestions may be given wide publicity through notice boards, company

newsletter, house magazines, by publishing the photographs of the concerned persons etc.

10. Interpretation

Interpretation of the provisions of this scheme will be reserved exclusively with the

Functional Directors of NCL and their interpretation will be final.

11. Savings

NCL reserves the right to relax, alter, amend or withdraw partly or fully any of the

provisions of this scheme at its discretion without assigning any reasons thereof.

12. Annexures:

a) Annexure-1- Format for submission of suggestion.

b) Annexure-2- Format for acknowledgement of suggestion.

c) Annexure-3- Format for regret communication from ESSC.

d) Annexure-4- Format for Communication of reward from SAC.

e) Annexure-5- Format for regret communication from SAC.

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Annexure-1

NCL “EDGE” Form

Name:

Designation/grade: EIS/PIS No.:

Department: Area/Unit:

A. Describe the present situation/condition/method or procedure to be improved.

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B. Describe your suggestion.

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C. How will your suggestion improve the present situation or benefits?

(Use additional pages where ever required)

Certified that the suggestion given above is my/our own and according to my/our knowledge, it is

not in practice anywhere.

Signature

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Annexure-2

NCL “EDGE”

Acknowledgement form

To

Shri/Ms.___________________

Designation_________________

EIS/PIS No._________________

Area/Unit__________________

Sub: Acknowledgement of suggestion registered.

Dear Sir/Madam,

We acknowledge with thanks the receipt of your suggestion dated ______________ regarding

___________________________ and it is registered as suggestion number __________. We wish to

inform you that it is under examination by Employee Suggestion Scheme Committee. We will advise you

on the results of examination in due course. Kindly quote the above mentioned suggestion number on all

future correspondence on the subject.

Yours faithfully,

Personnel executive

Area/Unit___________

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Annexure-3

NCL “EDGE”

Regret communication from ESSC

Shri/Ms.________________________________

Designation_____________________________

EIS/PIS No._____________________________

Area/Unit______________________________

Sub: Suggestion No. ________________________________

Dear Sir,

Please refer to your suggestion dated ___________, regarding ________________.

The same has been thoroughly examined and has received careful consideration by the Employee

Suggestion Scheme Committee (ESSC). After detailed deliberations, the committee has concluded that it

would not be possible to accept your suggestion for implementation.

The committee appreciates your efforts/initiatives and is thankful to you for taking interest in the

scheme. We earnestly hope that you will continue to send your ideas for consideration in future for the

benefit of the organization.

Thanking you.

Yours faithfully,

Coordinator

Employee Suggestion Scheme Committee

Area/Unit_____________

Copy:

Chairman, ESSC, Area/Unit_____________

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Annexure-4

NCL “EDGE”

Reward communication

Shri/Ms. ________________________________

Designation______________________________

EIS/PIS No._____________________________

Area/Unit________________________________

Sub: Suggestion no. ________________________________

Dear Sir/Madam,

Please refer to your suggestion dated _________________ regarding ___________.

The same has received careful consideration by the Employee Suggestion Scheme Committee and

Suggestion Assessment Committee. It gives me great pleasure to inform you that the committees have

considered your suggestion being suitable for implementation. In recognition of this, the competent

authority has decided to reward you with a monetary reward of Rs. _____________.

The management is thankful to you for taking interest in the scheme and earnestly hopes that you

will continue to contribute your valuable suggestions in future.

Thanking you,

Yours faithfully,

(Coordinator)

Suggestion Assessment Committee

Copy:

Chairman, Suggestion Assessment Committee

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Annexure-5

NCL “EDGE”

Regret communication from SAC

Shri/Ms.________________________________

Designation_____________________________

EIS/PIS No._____________________________

Area/Unit______________________________

Sub: Suggestion No. ________________________________

Dear Sir,

Please refer to your suggestion dated ___________, regarding ________________.

The same has been thoroughly examined and has received careful consideration by the Employee

Suggestion Scheme Committee (ESSC)/Suggestion Assessment Committee (SAC). After detailed

deliberations, the committee has concluded that it would not be possible to accept your suggestion for

implementation.

The committee appreciates your efforts/initiatives and is thankful to you for taking interest in the

scheme. We earnestly hope that you will continue to send your ideas for consideration in future for the

benefit of the organization.

Thanking you.

Yours faithfully,

Coordinator

Suggestion Assessment Committee

NCL HQ

Copy:

Chairman, SAC, NCL HQ

Chairman, ESSC, Area/Unit___________

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