5S IMPLEMENTATION FOR EXCELLENCE IN AN ORGANIZATION

21st Oct 2007 ALJi ACADEMY

 IS A SCIENTIFIC APPROACH WHICH CAN BE APPLIED TO MANAGE/CONTROL/MAINTAIN AND IMPROVE HOUSEKEEPING PRACTICES WITHIN THE ORGANIZATION

SEIRI SEITON SEISO SEIKETSU SHITSUKE

SORT & DISCARD ARRANGE & LABEL CLEAN & WIPE MAINTAIN DISCIPLINE OURSELVES
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Objectives of 5S Program Achievement of systematic, y , organized workplace leading to visual management Building a good teamwork and communication. i ti p gp practical leadership p Developing and management skills . Developing Kaizen Kaizen-minded minded (continuous improvement)people at t the th workplace. k l
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5S?

THE IMPORTANCE OF 5S
Workplace W k l are clean l and d better b tt organized i d Visible result to ALL To enhance motivation & g generate ideas Improved discipline (SOP) Improved daily operation at shop floor /office. People will be proud of their workplace(ownership) Enhance Companys image
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5S Contributes to Each Element of PQCDSM

A company that is implementing 5S successfully will improve towards: High Hi h i in Productivity P d ti it Consistent in Quality Cost-effective Accurate in Delivery Safe for people to work in High in Morale

5S?

The Three Different Types of Workplace A 3rd class workplace: has people who make a mess and no one cleans up up. A 2nd class workplace: has people who make a mess and another group of people clean up up. A 1st class workplace: has people who dont make a mess and yet everyone cleans up up.
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5S CYCLE NEED TO REPEAT.

Seiri Seiton

Shitsuke
Seiketsu Seiso
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Four Key Factors for Successful 5S

1 2 3 4

Co Commitment e and a d suppo support by top op level management 5S education and training Participation by everybody Repeating the 5S cycle progressively to achieve a higher standard

Th Definition The D fi i i of f Seiri S ii

Seiri Seiton

Shitsuke Seiketsu Seiso

Seiri is the sorting out and discarding of unnecessary items at the workplace.
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How to SEIRI Your Workplace

Which ???
Items Not Necessary

Stratification
Items having no value and easy to dispose Items having some value for sale
Items having no value but their disposal is costly

Required Action
Throw away immediately

Look for a buyer who offers the best price Work out a less costly and safe way for disposal Must be placed near the point of use Can be placed farther away Must be stored separately 11 with clear identification

SEIRI
Items frequently used

Items Necessary
For SEITON

Items sometimes used Items not used at all but must be kept

Why Do Unnecessary Items Accumulate?

OFFICE ?..FACTORY? g in sales-production p p plan Change The excessive ordering The incorrect ordering A poor receiving and issuing system Aged or obsolete machines and equipment The duplicated production and storage of paper work The lack of quality control The Th lack l k of f quantity tit control t l Improper storage locations and or poor storage methods Duplicated ordering or delivering g by y improper p p handling g Damage Others
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Why

Th Definition The D fi i i of f Seiton S i

Seiri Seiton

Shitsuke Seiketsu Seiso

Seiton is the arrangement of necessary items into good order so that they can be easily selected l t df for use.

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How to SEITON Your Workplace

Stratification Required Action

SEITON

Items f frequently tl used d

Must be placed near th point the i t of f use

Items Necessary

Items sometimes used

Can be p placed farther away

SEIRI

Items not used at all but must be kept

Must be stored separately with 14 clear identification

Seven Seiton Principles

Follow the first-in-first-out (FIFO) method g items. for storing Assign each item a dedicated location. All items and their locations should be indicated by systematic labeling. Place Pl it items so th that t th they are visible i ibl t to minimize search time. Place Pl it items so th they can b be reached h d or handled easily. Separate S t exclusive l i t tools l f from common ones. Place frequently used tools near the user.
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How to Seiton

Reserved seats Matching names

SUPER

SEITON

A1
A1

A2
A2

A3
A3

A4
A4

A5
A5

A6
A6

A7
A7

B1
B1

B2
B2

B3
B3

B4
B4

B5
B5

B6
B6

B7
B7

C1

C2

C3

C4

C5

C6

C7

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C1 C2 C3 C4 C5 C6 C7

Reserved seats Matching names

SUPER

SEITON

PD20

PD21

PD22

PD20

PD21

PD22

PD30

PD31

PD32

PD30

PD31

PD32
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SUPER

SEITON

Transparent / no cover Stock level indicators

B10-100

B12-100

B10-150

B12-150

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SUPER

SEITON

1 2 3 4 5 6 7 8 9 101112

Seiri wastes No horizontal piling Nothing on floor

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SUPER

SEITON

Quick retrieval No horizontal piling Vertical holders

B20S

B25S

B30S

B35S

B40S

B50S

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SUPER

SEITON

10

11

12

Retrieval within 30 seconds Labeling reserved seats Color identification

10 11

12

10 11 12

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SUPER

SEITON

Matching g labels Color identification

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SUPER

SEITON
5 5 * 1 * 1

Matching labels Open/Close separation

OPEN

CLOSED 1 * 2 * 2 3 * 4 * 2 *

3 * 3

4 * 4

5 *

6 6 *

7 *

8 8 *

9 *

10 *

6 *

7 7 *

8 *

9 9 *

10 10 *

11 * 11

12 * 12

13 *

14 *

15 * 15

11 *

12 *

13 * 13

14 * 14

15 *

16 *

17 *

18 18 *

19 *

20 20 *

16 * 16

17 * 17

18 *

19 19 *

20 *

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SUPER

SEITON

Matching labels Color identification

OFF

OFF

OFF

OFF

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SUPER

SEITON
A place for a kind Effective use of space p

CL10-40

CL15-20

CL20-20

BL20-50

BL20-20

BL30-20

BLH20-40 BLH20 40

BLH20-20 BLH20 20

BLH25-20

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SUPER

SEITON

COLD

HOT

COLD

HOT

Hanging hoses on hooks Color identification Clear ground surfaces 26

Th Definition The D fi i i of f Seiso S i

Seiri Seiton

Shitsuke Seiketsu Seiso

Seiso is cleaning up ones workplace completely so that there is no rubbish/dust on floors, machines or equipment...
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Some Good Seiso Practices

Practice 5-10 minutes of Seiso daily. Assign an owner to each machine. Combine cleaning (Seiso) with inspection. p Repeat sweep-wipe-polishcheck-fix. h k fi Organize a Big Cleaning Day once or twice a year. How to Seiso
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Clean me !

Various Cleaning Tools

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SUPER

SEISO
Prevent it from getting dirty Use o of t transparent a spa e t p plastic ast c dust co cover e

5S

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5S VIEWED AS A DAILY PERSPECTIVE.

Seiri: Throw away things that are not needed and not being used used. Use space more economically(space is critically needed) Seiton: Improve locations and methods of storing g so that searching g and retrieval time is things minimized (time is precious). Seiso: Continue daily cleaning schedule to achieve a healthy and comfortable workplace. Togetherness with colleagues to come up with creative improvements at the workplace.
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Th Definition The D fi i i of f Seiketsu S ik

Seiri Seiton

Shitsuke Seiketsu Seiso

Seiketsu is maintaining ones workplace so that it is productive and comfortable by repeating S iiS i Seiri-Seiton-Seiso. S i

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The Definition of Shitsuke

Seiri Seiton

Shitsuke Seiketsu Seiso

Shitsuke is training people to follow and instill good work habits by strict observation of workplace k l rules. l

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5S IMPLEMENTATION

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1. FORM THE 5S COMMITTEE AND IDENTIFY THE 5S ZONES AT THE WORKPLACE

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FORMING THE 5S COMMITTEE

ADVISOR SO (G (GM) ) CHAIRMAN(MGR) ( ) SECRETARY

ZONE O LEADER MEMBERS

ZONE O LEADER MEMBERS

ZONE O LEADER MEMBERS

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5S COMMITTEE
CHAIRMAN Derick

DEPUTY CHAIRMAN David

ZONE 1 Team Leader : Chwee Members: Pan Meng

ZONE 2 Team Leader : Zainal Members: Hirman Hairun Qamarul

ZONE 3 Team Leader : Nordin Members: Mustafa Ariffin Iskandar Alid

ZONE 4 Team Leader : Ms. Wong Members: Misnan

ZONE 5 Team Leader : Derick Members: Sairan

ZONE 6 Team Leader : Sandra Members: Ghani

ZONE 7 Team Leader : Teo Members: Yusri Kee

ZONE 8 Team Leader : Sairan Members: Nizam Azizan

ZONE 9 Team Leader : Razak Members: Hisham Shari & staffs

Zone 1 Zone 2 Zone 3 Zone 4 Zone 5

:B&P Area p + AKA Room :Workshop :Workshop + Overhaul Room :Parts Area + Meeting Room :Manager Room & Controller Room

Zone 6 Zone 7 Zone 8 Zone 9

:Admin Room + Prado Room :Reception p + Cust. Lounge g :RHS Workshop Compound :LHS Workshop Compound 37

5S ZONING
Paint Room B&P Room

B&P Area

Stockyard

Rubbish Damp

COMP

AKA & Store

Electric

Overhaul Room

Tech. Room

Staffs Parking

Motorcycle Stand

Workshop
Car Wash Area

Parts Room

Controller Room

Manager Room

Customer Lounge

Admin

Parts Store

Reception
Prado

New Vehicle Delivery Area

Customer Parking

New Vehicle Parking

Guard House

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5S IMPLEMENTATION PLAN AND SCHEDULE

S Steps
PLAN

A ti iti Activities

Action By Reg. Comm

T Target t 28th Feb Mar 13th Mar

FEB

MARCH APRIL

MAY

JUNE

JULY

AUG

SEPT

W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4

1.0

Formation of 5S Committee. Inspection of Identified Zone and p g photos p or videos. capturing Big Cleaning Day.

2.0 3.0
DO

4.0

Implementation of first 2S - SEIRI & SEITON, 3rd S (SEISO) - Set Up SOP.

Mar

1-15th

5.0

Preparation of Results and Reports. 1st Internal Audit- Regional 5S Team investigate and reporting of Bad Environment

Apr 23rd Apr Apr May

6.0
CHECK

7.0

Suggestion of Improvement and Report 1. Draft and apply countermeasures. 2 Second Internal Audit 2. Audit.

JuneAug

8.0

3.Finalised of SOP's at Regional Office (4th & 5th S, SEIKETSU & SHITSUKE) SOP 1 SOP 2 SOP3

ACTION

9.0

Establishing Standards.

Aug

10.0

TQM Audit. Achievement of 5S Status/ Ceremony

Sept

REVIEW

11.0

39 Completed

Remark :

2. ORGANIZED BIG CLEANING DAY

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WHAT WE CAN DO BEFORE BIG CLEANING DAY? PLAN WITH 5S TEAM TO IDENTIFY UNNECESSARY ITEMS & WHAT IS THE LABELLING PLAN?.. PREPARE EMPTY BOXES FOR SEIRI... SEIRI PREPARE LABELS AND IDENTIFY WHICH PRIORITY ITEMS TO BE LABELED... PREPARE CLEANING TOOLS... TOOLS ZONING AND APPOINT RESPONSIBILITY REFRESHMENT BUDGET... 43

WHAT WE CAN DO DURING BIG CLEANING DAY? START TO DISCARD ALL UNWANTED ITEMS.. ITEMS START TO SEITON..ARRANGE & LABEL THE IDENTIFIED NEEDED ITEMS.... CONDUCT INTENSIVE CLEANINGSEISO CLEANING SEISO MOVE.., ALLIGN.., LOOK FOR HIDDEN MESS..& CLEAR UP..!! EVERYBODY PARTICIPATES... PARTICIPATES
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3. COMPARISON OF BEFORE AND AFTER PHOTOS

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RECORD IMPROVEMENTS WITH PHOTOGRAPHS

STEP 1 STEP 2

5S IMPROVEMENT RECORDS
WORKPLACE

SPARE PARTS STORAGE

LOCATION NO.

88

STEP 1

DATE

01/04/95

STEP 2

DATE

10/04/95

STEP 3

DATE

STEP 4

DATE

COMMENTS

COMMENTS

COMMENTS

COMMENTS

V Very messy. Needs Seiri, Seiton and Seiso

RATING

M h improved, Much i d but... b t needs further study

RATING RATING RATING

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5S IMPROVEMENT RECORDS
WORKPLACE LOCATION NO.

STEP 1

DATE

STEP 2

DATE

STEP 3

DATE

STEP 4

DATE

COMMENTS

COMMENTS

COMMENTS

COMMENTS

RATING

RATING

RATING

RATING

WORKPLACE

LOCATION NO.

STEP 1

DATE

STEP 2

DATE

STEP 3

DATE

STEP 4

DATE

COMMENTS

COMMENTS

COMMENTS

COMMENTS

RATING

RATING

RATING

RATING

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4. CONDUCT 5S TRAINING & BRIEFING

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5 EVALUATE THE 5S IMPLEMENTATION AT 5. THE WORKPLACE

5S CHECKLIST - SERVICES, PARTS & ADMINISTRATION
Division : Location : Auditor: Date : Scoring Scale: Excellent (9-10), Good (7-8), Average (5-6), Fair (3-4), Weak (1-2)
Focus Area No. Items Seiri Mark (1-10) Seiton Seiso Remarks / Observation Seiton

Seiri

Seiso

External Areas

Reception area

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21

Signboards Main entrance gate Guard house Landscape / compound Carparks Main entrance door Floors Walls, hanging posters Ceiling Lighting & switches Reception table Telephones C Computers t Printer Wire (telephones, PCs, etc) Chairs Files/documents/stationeries Cabinets/Racks Display & reading materials Waste baskets Bulletin board

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5S EVALUATION GUIDELINES
NO 1 Seiri CRITERIA Keep only necessary items 2 Seiton Assign items a place / location Arrange all items systematically. 5S STANDARD REQUIREMENTS To ensure there were no unnecessary items To remove unnecessary & old items. To ensure clearing of used parts, grease/oil and boxes etc. To ensure all items are located at it's designated places. To ensure the items are correctly placed in it's designated place. EXAMPLE OF ITEMS floors, tables, chairs posters, bulletin board floors at workshop tables, machines things at shelves, racks files, documents things at shelves, racks posters, bulletin board lighting & switches files, documents machines cabinet shelves shelves, racks floors at workshop

To ensure that all items are tidy and well-arranged. To ensure all items are arranged in order. To ensure items are hung in straight alignment & right angle. label all items systematically To ensure items are systematically labeled according to their location. and clearly. To ensure items are labeled for easy retrieval. To ensure items bear ID No. & names of person in charge (PIC). To ensure items bear on foreside names of contents & PIC. To ensure clear indication of the names of items stored. To ensure display of the names of person in charge. To ensure presence of lines/shapes drawn on the floor to indicate the places for keeping the equipments such as the floor jack, oil receiver etc. To ensure the presence of clearly demarcated lines on the floor. S Seiso i C t a clean Create l workplace k l T ensure items To it are clean l and d well-maintained. ll i t i d To ensure items are clean from dust and rubbish. To ensure items are clean and free from oil and grease. To ensure items are clean and present a good image. To ensure items are clean from cobweb, dirt and damage. Seiketsu Create the standards to follow To ensure unnecessary items are discarded and standardize the SOP SOP. To ensure items arranged & labeled and standardize the labeling. To ensure items are clean and fixed the SOP to maintain the cleanliness. To ensure availability of the standardized practice at all work area. To ensure clear display of standardized SOP for staffs to read & follow. y out enforcement / Diciplined. p To ensure availability y of evaluation schedule to maintain workplace. p Shitsuke Carry Re - train / follow up. To ensure appointment of 5S internal auditors/ evaluators. To check any presence of monitoring documentation to sustain the 5S activities.

service/working bay computers, t telephones t l h floors at office & showroom floors at workshop signboards, external area wall, windows, ceilings Seiri SOP SOP. Labeling code & SOP. SOP for floors cleaning. SOP at work areas. Proper displayed SOP etc. computers, p , telephones p floors at office & showroom floors at workshop

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SAMPLE OF GOOD 5S IMPLEMENTATION

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G d sample Good l 1:S Service i Bay B

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Good sample 2 : Service Bay

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Good sample 3 : Hoists

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Good sample 4 : Workshop Floor

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Good sample 5 : Tools Arrangement

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Good sample 6 : Tools Arrangement

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Good sample 7 : Machinery i & Equipment i

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Good sample 8 : Body & Paint

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Good sample 9 : Body & Paint

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Good sample 10 : External Area

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TOYOTA

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TOTAL QUALITY MANAGEMENT ( TQM ) 5S ORGANISATION CHART 2003

ADVISOR Alan

CHAIRMAN RADZI

SECRETARY MUSLI

LEADER

: WAN

LEADER

: HASLIZA

MEMBERS : HANIPI THEAN

MEMBERS : ONG UMAS

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TQM LAYOUT
P t Pantry Toilet

1
Hall Entrance

EAD

2
PH

Printer

CRM
WN USHA HI Co omputer room LAMP D - USHA E - MM / HI F - RR / ONG

St toreroom

MM KKF

5 3
RR ONG

AIR-COND 1 - HALL 3 - RR 2 - WN 4 - TQM 5 - CRM

A - OUTSIDE LIGHT B - HALL C - ENTRANCE LIGHT

G - CRM 94

TQM ZONING

EAD
Hall Entrance

ZONE 2 ZONE 1

CRM

ZONE 1 PH KKF WN STORE ROOM RR MM OCW UC HI

ZONE 2 PANTRY TOILET

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Computer r room

ROUTINE 5S PROGRAM
1. Monthly 5S Meeting - ( Wed, 3.30 pm until 4.30 pm )

2. Weekly 5S Activities - ( Wed, 3.30 pm until 4.30 pm )

3. Daily 5S Activities

- 15 minutes Seiri, Seiton, Seiso before leaving g the office ( at the individual work place )

4. Weekly Evaluation / Checking ( based on duty roster )

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5S SCHEDULE (JAN - MAY 2003)

NO ACTIVITY LOCATION / AREA Office PIC WN/HI 1 JAN 2 3 4 1 FEB 2 3 4 1 MAC 2 3 4 1 APR 2 3 4 1 MAY 2 3 4 STATUS Completed 1 Switch Labelling ( Air-cond & Lamp )

2 Asset Control Cabinet Zone 1 ( LCD,Camera, Notebook , etc )

WN

Completed

3 Cabinet Labelling

Office

UC/HI/WN

Completed

4 Cleaning Day ( Sort & discard unnecessary item, stock count )

Office & Store

All

Completed

5 File Labeling

Office

UC/HI

In Progress

6 Distribute TQM Handbooks during NEB

Store

OCW/RR

In Progress

PLAN

ACTUAL

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5S SCHEDULE (JAN - MAY 2003)

NO 7 ACTIVITY Monitoring Board LOCATION / AREA Discussion Area PIC RR/MM 1 JAN 2 3 4 1 FEB 2 3 4 1 MAC 2 3 4 1 APR 2 3 4 1 MAY 2 3 4 STATUS In Progress

Prepare Stock card

Store

HI/WN

In Progress

Distribute the balance of 2003 QCC Conv. Handout and Training Manuals.

Store

UC/MM

In Progress

10 Clear the balance of frame ( Small & Large )

Store

RR

In Progress

11 Decoration

Discussion Area

All

In Progress

12 Labeling and Arrangement

Store Room

HI/WN

Plan

13 Switch Labeling

Pantry and Toilet

HI

Plan

14 2nd Cleaning Day

Office & Store

All

Plan

PLAN

ACTUAL

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PHOTOS OF 5S ACTIVITIES

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CABINET

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RACKS

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RACKS (Cont.)

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SWITCHES

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FILES

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OTHERS

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OTHERS (Cont.)

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Some Issues/Problems faced by TQM Division 1 Sometimes 1. Sometimes, miss out daily and weekly 5S activity due to busy schedule. 2. Need time to prepare various labeling. 3. Need budget for purchasing some additional items. 4. Management of stock items is not systematically done. 5 Need to discipline strongly to instill the 5. habit of sitting together and discuss on 5S activities and follow up. 6. Need to remind each other on maintaining all the improvements that have been implemented.
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 CONCLUSION

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NEXT : WHAT SHOULD WE DO ?

STRATEGY AIM

5S

DAILY WORK

Carefully set up an effective 5S committee Ensure everyone to understand the philosophy and principles of 5S Brainstorm to diagnose the inconvenient disorganized or unsafe workplace Develop a plan/strategy for big cleaning day activity Prioritize the focus on critical areas e.g. eg pantry, toilet, garden, workshop bay, drainage system Self evaluate, benchmark & PDCA

QUALITY COST DELIVERY SAFETY MORALE

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THANK YOU

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