DAMODAR VALLEY CORPORATION HRD Department DVC TOWERS, VIP Road Kolkata - 700054 eo No: PLIR-HRYQuality Cicles/= [OGF OFFICE MEMORANDUM ‘Sub: Quality Circle Policy A culture of total quality is critical to the success and continuous improvement of all systems and processes of an organization, Quality Circle policy is a motivational scheme that is designed around elements of achievement, team spirit, knowledge acquisition and pursuit of excellence. Quality Circles consist of small group activities involving a search for bottlenecks and their thoughtful solutions, In view of above, Corporation is pleased to introduce “Quality Circle Policy” with immediate effect, OOb (abansy ©?) Director (HRD) Enclosed: Quality Circle Policy Copy to: 1. All 4ODs/Plant Chiefs/ Project Heads/SPMs/PMs, OVC \2eThe CE {IT}, DVC, Kolkata- With a request to upload the OM and its enclosure Copy to The Secretary. DVC, Kolkata ‘The Chief Vigilance Officer, DVC, Kolkata Director (Tech), DVC Kolkata The Director (Projects), DVC, Kolkata The Director{ Systems), DVC, Kolkata ‘The Director{Commercial), DVC, Kolkata The Director(Accounts), DVC, Kolkata The Director of Health Services, DVC, Kolkata SPS to Chairman, DVC, Kolkata 10, Se-PS to Financial Advisor, OVC, Kolkata02, 03, Page |i DAMODAR VALLEY CORPORATION HRD, DVC TOWERS, VIP ROAD, KOLKATA - 700 054 ra QUALITY CIRCLES ~ MOTIVATIONAL SCHEMES PHILOSOPHY Quality Circles in essence are a small group activity at the grass root level whereby the group members have the freedorn to discuss and give solutions to their work related problems. The group gets involved on a voluntary basis to analyze and soive problems in a systematic framework, The concept of Qdality Circles, therefore, involves total involvement by the employees in their work stations so a5 to continuously search for bottlenecks and their thoughtful solutions. In one word the working of Quality Circles can be called as “Thought Revolution’, QC MOTIVATIONAL SCHEMES: BASIC CONSIDERATIONS Quality Circles have had origins in Japan where the work ethos and participation in problem solving is of a very high order. {a the OVC context, where also the workmen display a high sense of dedication and sincerity in doing their jobs, introduction of a new concept like Quality Circles requires boosting up efforts through motivational schemes. In line with the spirit of Quality Circles, these motivational schemes should be designed around elements of Achieverent, Team spirit, Knowledge acquisition and Pursuit of excellence. Care should be taken not to give it a touch of financial reward of incentive. This is so because total quality culture can be built only if workmen are encouraged through these motivational schemes to love their DVC and excel in their own contribution and innovation The TARGET tn the year 2012-13, we are seeking to achieve Quality Circle Membership of above 10% of ‘our Workforce but beyond this we should be striving through continued efforts to cover 60% approx. in next two years, Le. by 2014-15. This is @ very tall target considering that membership of Quality Gicles is absolutely voluntary. Such an endeavor would not te possible without a strong institutional framework for planning, monitoring and encouraging, QC activities and an extra-ordinary support and invalvement by all levels of management.04, aa 43 05, Sa saa $12 saa 5.4 516 SAI Page |2 SCOPE & COVERAGE ‘The Quality Circle Motivational Schemes have been designed to take care of the following aspects:~ Stage I: Formation of new Quality Circles: Motivational Schemes for encouraging @ large numbfr of workmen to voluntarily become QC members Stage Il: Continuous Involvement: Motivational Schemes for committed participation and dedicated efforts by workmen to identify and solve problems through QC techniques, Motivational aspects of Facilitators, Area Co-coordinators and QC leaders have also to be taken care of Stage Il: Sharing with others Motivational Schemes fer those who win laurels by participating in competitions/conventions at Project level/Region level/National level. Such employees can be given special recognition through publicity and suitable awards. 1C MOTIVATIONAL SCHEMES : ACTION POINTS With the above in view, the following are the important action points: For Stage |: Formation of New Quality Circles Presentations by existing QCs, especially by those QC members who have won recogaition by participating in Project/Region/National level competitions. Such presentations «will infuse new memberships. ‘Apumber of awareness training programmes at Project level. The programs should be of high quality and specially tailored to the workers’ needs and preferably conducted in lacal languages. Screening of films/video programs on Quality Circles. Printing of special brochures in Hindi Bengali language highlighting the concept of Quality Gircles and how important itis for each person to become a member of this activity Departmental Managers and Facilitators to meet each worker sit with him and encourage him to become a QC member. Fach new member be given a QC Membership Card, a set of booklet and pamphlets on QC Concepts & Techniques. QC Badge at the time of Circle inauguration: DC QC BadgeS24 $23 5.24 5.2.8 5.2.6 5.2.7 528 529 Pace |3 For Stare 11: Continuous involvement Pre-requisite Strong institutional framework through constitution of Steering Committee, Area Coordinators and Facilitators. This is the most important aspect of taunching and. sustaining QC activities on the right footing. TQM Room: Each project to have one or more TQM Rooms where QCs meetings would be held (once in a fortnight for each QC.) These roams will be well equipped with Notice Boards, Overhead ——_—Projector, Flip Boards and a Computer etc. for giving total freedom to the members to prepare their presentations. The rooms will also have 2-3 round tables with chairs around each table for simultaneous conduct of the meetings. Training . Each Project would have to take large scale fresh initiatives in continuously training its workmen in QC techniques. Refresher courses to update knowledge and skills will be 2 regular agenda of project training institutes as well as departments. Regularity ‘Attendance and regularity of the meetings of the QCs will be displayed on the Notice Boards of TQM Rooms. QC Magazine ‘an exclusive magazine/newsletter for publishing QC activities, making it as 2 vehicle of communication and encouragement for the CC members. Hospitality The Corporation should make arrangement of basic hospitality like tea & snacks for the QC meetings. QC identity: Each QC may have its own logo/badge with DVC logo in centre. The Badge canbe. displayed on shirts/coat. it can also have its awn —_banner/flag. The basic design of all such items will be common. Different category of badges on the basis of number of Projects completed by the Circle which may be 5-20-20-30 and 50 09, QC Library Sufficient number of books on QCs to be made available in the TQM room, Latest information brochure on TQM/QC activities should also be displayed Reasonably priced QC booklets —_be given free to the new members. Quiz Programs: The Project/Station should organize quiz programs to check the level af awareness about the QC techniques. Winners should be suitably rewarded.5.2.10 53 53.1 5.3.2 b) ° 8) e QC Honor Board/Display Board At important locations in the project like Administration Block, O&M Bidg., Canter Recreation Centre, TAM Room, etc. Honor Boards/Display-Boarés be put up. hen ‘of the QCs {and photographs of members, if possible) who have won special recognitions/awards be displayed QC Club : From among the members of OCs, a OC Club can also be started which will organize speciat seminars, discussion meetings, films/visite ete. Such 2 Club wil! provide further informality of learning and more interaction among the members. Special Awards to be given for learning QC Problem Solving Techniques. Token award may be given on learning each technique. When one learns 7 techniques, bigger award and sponsorship te training as a trainer may be considered. When one learns all the ten techniques, special recognition through awards/certificates/ visit programs, For Stage Ill: Sharing with others DVC should have a 2 tier system of sharing of gains with others. These can be in the form of competitions: 6 monthly. Annually (National DVC Convention} a} Project leve! b) Nation leve! Each of the above competitions may have the following type of awards: 1. Best Quality Circle, 2. Second Best Quality Circle 3. Third Best Quality Circle 4. Consolation Awards for three more QCs. 5. Participation Memento for all the contestants 6. Certificates. ‘The Awards may be decided based on the following criteria: Element Target QC Presentation(Oral/ = Poster/Model etc.) No. of Meetings held Once in 2 weeks 20 Attendance % Target ~ 80% 20 No, of Projects completed Target —4 per year 20 Proceedings Up to date 10 Group Test (QC Quiz) 100% Correct 305.3.3 62 63 64 6s 66 67 Pape is QC Case Study Compendium Central Coordination unit bring out 2 QC Case Study 1 by collecting infarmetin= Corporate Centre v. Compilation in hook/eonputer based format every ye about important projects undertaken by QCs. This can be released 2 2 Annust National Convention and will have @ very useful purpose in sharing gains of each other. Regional QC Coordinators will also attempt similar compilation of all completed QC projects of their Region, SPECIAL AWARDS/RECOG! Members of Quality Circle winning overall Fiest Position at the Proje’ level competition be sponsored for a Study Tour of another DVC Proje Members of Quality Circle winning the overall First Position in an DVC Nat vel contest be sponsored to a Study Tour of some reputed Organizations/Powe: Pian: Members of Quality Circle winning the overall First Position in the Anuat OVE Convention of QCs may be sponsored to a Study Tour of 2-3 Reputed Organizations/Power Plants anywhere in the country. DYC QE Teams would be encouraged to participate in the National Conventions organized by reputed National level institutions like Quality Circle Forum of india (CEI) and Confederation of Indian Industries (Ctl). f any DVC QC Team wins an All India Title as the Best QC in a competition organized by M/s. QCFI or Ct, its members may be sponsored for @ Study Tour to some reputed companies abroad, preferably Japan. However, each such sponsorship will be decided on case to case basis based on merits with specific approval of Chairman. Encouraging Competitiveness Cs should siso be encouraged to participate in Regional and Nationet Conventions Corganived by other reputed institutions. Participation in the Conventions wherein other organizations also take part enhances knowledge and gives a new perspective to the workmen about organizations. In fact, interaction with other organizations or through participation in Conventions or through Study Missions should be encouraged as much as possible. This will definitely be a step towards making “Knowledge Workers" of our workforce ‘Guest of Honour: QC members with outstanding meritorious contributions visiting other DVC stations/cities be given ‘Guest of Honour’ status by our Guest Houses and given special Hospitality Services in accommodation, food, to and fro travel etc. ‘Sponsorship to External Training Programs Updation of knowledge and skils by sponsoring meritarious QC members to external training programs can be a great motivator and hence each project may make special efforts in this direction68 69 6.10 Page 16 Looking Exclusive: ‘Whenever any QC {5 representing OVC in an external Farum/ Conuration or an industria tour, each member can be given a set of a white shirt, black : ind a Nowy blue striped Tie. For participation in Internati: centions, 9 blazer coat, grey pant, ue tie and shirt can be given Best QC Unit of DYE: This can be judged based on folowing: 4} % of employees involved in QC movement 100 points, iMaxumum 100%) b) Average number of meetings held by QC 100 paints {Once in 2 weeks} ¢) No. of Projects solved, 200 points {4 projects per circle per year) 4) implementation of projects as per pian 100 points €} No. of Steering, Committee meetings held 100 points fonce per montt). Rolling shield/Shield may be given to the unit for best performance. Following are a few more action points for giving special recognitions’ Letters of appreciation from Director (Technicall/Oirector (HRD)/Head of Project/HOD depending on merit of achievement. Dinner with family with Head of Projecl/HOD Coverage on Cable network of the Project Posters with pictures of award winners. ‘New Year Greeting Cards for QC Award winners, AC Scartfbelt/Cap for Award winners \ vey