Suggestion Administration - A summary of the activity

Through this activity, you, as an Administrator or Coordinator can evaluate, monitor and administer the suggestions of the employees based on the suggestion area.  You can the evaluate suggestions as a Central Coordinator for all the staffs in the organization.  The suggestion may or may not be evaluated by the coordinators defined for a suggestion area.

Evaluating staff suggestion:  You can retrieve the suggestion that you want to evaluate through search criteria.  After retrieving the suggestion you can evaluate and submit the details for further action.  You can opt to forward an evaluated suggestion to another coordinator.  While evaluating a suggestion for a specific suggestion area, the following details are to be specified:

• The action status whether the suggestion is to be implemented or not or pending for second level of evaluation

• The reason for not implementing a suggestion, if a suggestion is not implemented

• The tangible benefits in terms of manpower savings, cost savings, faster processing time, etc, if a suggestion is to be implemented

• The intangible benefits, if a suggestion is to be implemented

• The follow up actions to be taken up.

• The details of the award to be given to the employee for any suggestion that is to be implemented and considered award worthy.  The cash award is paid to the employee through payroll.

Note: You cannot change the action status “To Be Implemented” once the cash award, if mentioned, has been paid through the payroll.

Getting familiar with the pages inside  

6      Hyperlinked topics below

Prerequisites  

Suggestion areas must be defined in Quick Codes

Department, job level, job, position, grade set and grade masters must be defined

The coordinators pertaining to all the suggestion areas for all the employment units must be defined

Payroll process must not be initiated

What you can do in this activity  

Selecting a suggestion that must be evaluated

Evaluating a suggestion submitted by an employee

Staff Suggestion

Any idea/proposal that an employee/staff of the organization suggests that will aid to improve the existing work areas in the organization is called a Suggestion.

Co-suggestor

An employee/staff who gives the same suggestion that has already been suggested by another employee/staff for a specific suggestion area is called a Co-suggestor.

Suggestion Area

The specific field in the organization, such as finance, HR, IT, etc., for which an employee suggests a proposal to improve the existing work area is called a Suggestion Area.

Coordinator

Coordinator refers to the employee who is assigned the task of evaluating the submitted suggestions for the feasibility and its benefits, before approving for implementation.

Suggestion Number

The unique number that the system generates on submitting the suggestion details of an employee is called a suggestion number.  This number is used to identify a suggestion.

The “Suggestion No.” field must be a maximum of 12 characters. It consists of three parts: YYxxxxxnnnnn

Where    YY      – Year

               xxxxx –  Suggestion Area Code

                nnnnn –  Running Number

The running number must be reinitialized when a new year begins.

Forwarding suggestion to another coordinator

The Administrator/HR user can opt to forward a suggestion evaluated by a coordinator to another coordinator for a second level of evaluation.  In this instance, the system

• Automatically sends an email notification to the new coordinator specified

• Does not allow forwarding of the suggestion to the same coordinator who has evaluated in the first level

• Ensures that the new coordinator becomes responsible for the suggestion administration and the old coordinator is not able to see that suggestion anymore for evaluation/administration

This feature of forwarding a suggestion to another coordinator enables to override the coordinator defined in the “Define Staff Suggestion Coordinator” activity and allows the administrator to allot a coordinator on exceptional or need basis to handle the administration/implementation of a suggestion that is not directly under the new coordinator’s purview.