Applying 5S procedures

Unit of Competence:- Apply 5S

procedures
Title Applying 5S procedures
• LO 1: Develop understanding of
quality system
In manufacturing, SOPs should be in-
place for:
• Equipment startup and operation
• Equipment set up and change over
• Product assembly
• Inventory tracking
• Material ordering
• Material receiving
• Maintenance procedures
• Material processing (e.g., mixing, batching)
• Quality control
• Objects of Quality Control
• To produce required quality product.
• To fulfill the customer’s demand.
• To reduce the production cost.
• To minimize/reduce wastage.
• To earn maximum profit at minimum cos
 The Meaning of Kaizen
Japanese people who contributed to spreading of
the term Kaizen throughout the world.
 “Kaizen: The Key to Japan’s Competitive
Success’ published In 1986,
 Kaizen as “a Japanese business philosophy that
assumes our way of life – be it our working life,
our social life, or our home life – should focus on
continual improvement efforts”.
 Con…
 Kaizen is a Japanese philosophy for improvement
that can be traced to the meaning of the Japanese
words ‘Kai’ and ‘Zen’, which translate roughly
into: ‘Kai’ - change, alter ‘zen’ - better, right.
 Kaizen means improvement, continuous
improvement involving everyone in the
organization from top management, to managers
then to supervisors, and to workers.
 Con…
 “Kaizen is not just a management technique but a
philosophy which instructs how a human should
conduct his or her life.
 Kaizen focuses on how people conduct their work.
 Con…
The Ethiopian Kaizen Institute developed its own working
definition as follows:
 "Kaizen is a philosophy of continual, participatory and Self-
disciplined innovation management having its own integrated
systems
 Problem solving tools, implemented with the highest level of
commitments at all levels of owners, leaders and employees
through enhancing their absorptive capability step by step
aiming at creating new and advanced corporate culture to
 Con…
 JICA (Japan International Cooperation Agency) has also offered
assistance for Kaizen to many developing countries.

JICA’s assistance with Kaizen started in

 In Asian countries like Singapore in 1983 then in Malaysia,
Philippines, Thailand, Indonesia and Vietnam.
 In Latin America countries like Costa Rica, Chile, Argentina
Paraguay, Brazil and Mexico.
 In Eastern European Countries like Poland, Hungary, Baltic
countries (Estonia, Latvia, Lithuania), Armenia, Bosnia
Herzegovina, and Serbia.
 Con…

 In Africa started in Egypt, Tunisia, and then in

Ethiopia, Kenya, Zambia, Ghana, Tanzania.
 The Dissemination of Kaizen in Ethiopia
 Kaizen was driven to Ethiopia by the strong
commitment of the Late Prime Minister H.E. Meles
Zenawi.
 After listening to the Kaizen experience of Egypt and
Tunisia at the African Taskforce meeting. of the Initiative
for Policy Dialogue (IPD) held in Addis Ababa on July
2008,
 The Prime Minister requested the government of Japan
for Kaizen project in Ethiopia.
 Con…
 In response to the request a work agreement was
signed between JICA and the Government of
Ethiopia in June 2009.
 A pilot project was then started in October 2009 to
be completed on May 2011.
 Basic Kaizen activities were implemented in
selected 30 large and medium enterprises located at
Addis Ababa
 Con…
 A Japanese Experts team and Ethiopian Kaizen Unit
members are assigned for the implementation of the
project.
 Pairing with the Japanese Experts team, the Ethiopian
team who were from Ministry of Industry (MoI) has
acquired Kaizen-related technical knowledge and
skills through on-the-job training and other training
opportunities available in the project activities.
 Con…
 Kaizen has come to be known among policy
makers and business managers in Ethiopia and an
encouraging improvements of quality,
productivity, delivery time, cost etc are achieved.
 Manual and audiovisual materials were prepared
for Kaizen dissemination activities in the country.
 Con…
 The Ethiopian Kaizen Institute (EKI) under MoI in 2011 to
disseminate Kaizen across the nation.
 At the request of the government of Ethiopia to government of
Japan to extend the support and technical cooperation for
institutionalization of the EKI in such areas as organizational
development, human resource development, and nationwide
dissemination of Kaizen,
 A second project on “Capacity Building for Dissemination of
Quality and Productivity Improvement (Kaizen)” was launched on
November 2011 to be carried out for three years until October
 Con…

 The Ethiopian Kaizen institute is established with various

objectives and functions of formulating policies, plans,

strategies and programs
 Kaizen dissemination; providing trainings; developing
authorized and standardized training materials and manuals;
conducting consulting services; and establishing mechanisms
for nationwide outreach.
 EKI has designed Ethiopian Kaizen model consisting of five

stages: Testing, Institutionalization, Implementation, Sustain

 The Three Pillars of Kaizen
 Kaizen is crucial for any sector because factories
and organizations of any sector are like living
organisms.
 In the business world, customer needs are always
changing, new technologies are continually being
developed and generation after generation of new
products appear on the market.
 Con…
one of the objectives of a company is increasing
profits. If sufficient profits are generated, the
continuation of a company and the living
conditions of its employees also ensured.
Quality, cost reduction, and delivery time are the
three biggest contributors to the profit increase
through elimination of wastes/Muda.
 Con …

The three pillars of Kaizen are:

1. As a philosophy
2. Kaizen systems
3. Kaizen tools
 Con …
1.4.1 Kaizen as a Philosophy
Kaizen is a philosophy of continuous undertaking
by an organization to improve Kaizen elements:
Productivity, Quality, Cost, Delivery time, Moral,
Safety, Environment and Gender equality. so that
the organization can meet full customer
satisfaction.
 Con..

 Kaizen is a dynamic activity in revolving cycles

of PDCA (Plan, Do, Check and Act).
 Con…

 Requisites of Kaizen: to understand and

successfully implement.

1. Knowledge of Kaizen concepts and techniques.

2. Attitude with positive thinking is necessary.

3. Involvement of all from top management to front-

line workers

4. Education about Kaizen (training)

5. Never-ending activity
Con…
 1.4.2 Kaizen Systems
These systems include:-
Toyota Production System
 It is well known for its outstanding quality
control systems, and worker-suggestion system
Total Productive Maintenance
 TPM aims at maximizing effectiveness through
out the whole life of the equipment.
 1.4.3 Kaizen Tools
 Kaizen is an umbrella concept that embraces
different continuous improvement activities on an
organization.
 5s
 It consists of

1. Sort,
2. Set in Order,
3. Shine,
4. Standardize and
5. Sustain.
 Leveled production
 Means leveling of type and/or volume of items
produced at anytime.
 Just-in-time
is a method of production in line produces just:-
 what is needed,
 only when needed, and
 in exact quantity needed.
 Continuous flow processing
is a method of production in which products:-
 Move from one work station to the next.
 Pull System

is when products in the previous process are taken

by the workers in the next process
 Standard operation
 is an efficient production.
 find out what is wasteful, uneven, and over
burdening.
 1.5 Kaizen targets or elements
PQCDSMEG are targets of Kaizen activities
P. Productivity,
Q. Quality,
C. Cost,
D. Delivery time, - Customer satisfaction
S. Safety, - Success of the organisation
M. Moral,
E. Environment, and
G. Gender equality
 Con…
 Productivity: is expressed as the ratio of output to
input.
 Quality: means degree of fulfillment of
requirements.
 Cost: is monetary value of all the inputs to produce a
product.
 Delivery time: refers to the volume of products or
services to meet the customer’s needs.
 Con…
 Moral / Motivation: refers to people's confidence,
and discipline as a person or as a group.
 Safety: Kaizen is also used as a methodology for
making safety improvements.
 Environment: The environment has many
resources essential for life.
 Gender equality: Can refer to the unconsciously
constructed roles of men and women.
 1.6 Wastes/‘Muda’

1.6.1 Definition of Waste/ Muda

Wastes or Muda are activities which use
resources, time or cost without adding value.
 Muda is a Japanese word meaning wasteful
activity.
 It increases production cost and affects the
quality of the product and also delivery time.
 1.6.2 Muda identified by TOYOTA company

Seven main types of wastes were identified by the

Toyota Production System.
 Over production:

 Produce things more than necessary

 Con…
Inventory: Muda of inventory includes
 a stock of raw materials,
 work in process and final products
 Con…

• Motion: Muda of Motion are non-value adding

movements.
 Con…
Transportation: Muda is transportation of
materials over a long distance or re-piling up.
 Con…
Waiting: Muda of waiting is when workers,
machines or parts wait for process to deliver, for a
machine to finish processing.
 Con…

 Over-processing: This Muda consists of :-

 unnecessary processing and operations.
 It is processing beyond the standard
required by the customer.
 Con…
 Defect making: This Muda of defect includes
 inspections for defects in-process,
 Reworks, and
 Resource loss.
 2. 5S basics

2.1 Definition of 5S
 5S is a systematized approach to standardize
work environment of an organization.
2.2 The five pillars of 5S
 Sort: is the 1st of the five components of 5S.
 Con…
 Set in order: is the 2nd of the five components
of 5S.
 Con…
 Shine: is the 3rd of the five components of 5S.

Standardize: is the 4th pillar of 5S.

 Sustain: is the 5th of the five components of 5S

 2.3 Benefits of 5S

The fact of 5S
 Makes your workplace safer cleaner
 Makes your job more satisfying
 Eliminates overburdens and disappointments.
 Makes it easier to communicate with everyone
 Give creative input
 Decreases and makes defects zero
 Eliminates waste that reduces cost
 Increases safety by decreasing accidents
 Increases productivity by decreasing breakdown
 2.4 Stages of 5S implementation

The three stages of implementing 5S are :

1. Planning

2. Implementation

3. Sustaining
2.4.1 Planning :- Steps for planning include:
1. Form Kaizen Team organizational structure

2. Recognize current condition

3. Deciding activity range

4. Goal setting

5. Planning stage

6. Budgeting

7. Kick-off
 Con…
1. Kaizen Team Organizational Structure
 2. Recognition of current condition

 Purpose :
 Recognize the current condition of workplace and
 Collect information required to identify problems

 Set the direction of activity and goals

 Method :
 5S Checklist
 Photography
 Procedure:
 kaizen promotion office gives instructions
 Con…
Before After
4. Goal setting
 5. Planning
Setup of activity time
 example of activity time plan
 Training plan

A training plan is prepared to conduct training on

5S and other Kaizen techniques
Job Requirements
A Job can be defined as:
 A piece of work, especially a specific task done

 full-time or part-time position

 a person is expected or obliged to do; duty; responsibility

 The process or requirements, details, etc

 The execution or performance of a task.

The requirements for a job vary according to the nature of the

job itself.
 Con…

The basic requirements for a job :

 Discipline:- Nothing is possible without discipline.

 Qualifications: This is a more measureable. Soft Skills:

includes those skills which ensure that a job is executed well,
and the employee can carry himself in the proper manner
too.
 For example, good and smooth communication, computer
skills. These make for better employees and better
individuals

 Work Instruction

Information about the work

 Work functions
 Key activities of each work.

 Performance indicators
Procedures vs. Work Instructions.
 Procedures describe a process.

 Work instruction describes how to perform the

conversion itself.
 Process descriptions include details about the inputs ,
 Con…

 Conversion takes place (of inputs into outputs),

 feedback necessary to ensure consistent results.

Questions that need to be answered in a procedure include:

 Where do the inputs come from? (suppliers)

 Where do the outputs go? (customers)

 Who performs what action when? (responsibilities)

 How do you know when you have done it right?

(effectiveness criteria)
 Con…
 How do we communicate results? (charts, graphs
and reports)
Job Specification
 Workers characteristics and qualifications.
 Duties and tasks to a specific job or function.
OHS Requirements
 Codes of practice and enterprise safety policies
and procedures.
 Con…

This may include

 Use of tooling and equipment,

 Workplace environment and safety,

Handling of material,

Personal protective equipment.

 Enterprise first aid, hazard control

 Safe operating procedures.

 Con…
Occupational health should aim at:
 The promotion and maintenance of the highest
degree of physical, mental and social well-being of
workers in all occupations.
Workplace hazards
 Work provides many economic and other benefits,

 Hazards present risks to the health and safety of

people at work
 Con…

These include:-
 chemicals,

 Physical factors

Physical and mechanical hazards

 Physical hazards are a common source of injuries in
many industries such as:-

 construction and mining

 Falls are a common cause of injuries

 Con…
In a fabrication and welding workshop an
employer would be required to provide:-
 face and eye protection,

 safety footwear, overalls and

 other necessary PPE.
 Con…
Machines are common in the industries:-
 Manufacturing,

 Mining,

 Construction and can be dangerous to workers.

Machines involve many moving parts

Sharp edges,

Hot surfaces and

 Other hazards
 Con…
In the transportation sector:-
 Risks for the health of commercial drivers
 example from vibration,
 long periods of sitting,
 work stress .
 Con…
Temperature can also pose a danger to workers:_
 Workers near hot surfaces or

 Steam are risk for burns.

 Electricity poses a danger to workers.

Electrical injuries can be divided into four types:

 Electric shock,
 Burns, and
 falls caused by contact with electric energy.
 Con…
Material preparation and selection for work
 Tools and materials are required to implement:- sort, set in order
and shine activities in work stations.

The type of tools and materials used to implement the first pillar
of 5S-Sort.
 Red tags Sticker
 Shelves Chip wood
 Sponge Broom
 Tools Board

 Formats
 Tools and materials used to implement the 3 rd
pillar of 5S-Shine.

 Broom

 Brush

vacuum cleaner

 Garbage containers
 LO 2: Sort items
1. The first pillar of 5S - Sort

1.1 Definition of Sort :- Sort is the first pillar of 5S

means classifying items in the workplace in to two
categories.

1. Necessary

2. Unnecessary - and
 Removing all the unnecessary items that are not
needed for current operations.
 1.2 Benefits of sort activity

Implementing this first pillar:-

 Creates a work environment in space, time,
money, energy, and
 Other resources can be managed and used most
effectively.
 Sorting can lead to a much safer workplace.
 If the 1st pillar is not well implemented
problems can be occur:

1. A workshop becomes increasingly crowded and

hard to work in

2. Unnecessary lockers, shelves and items make

employees difficult for work.

3. Time is wasted in searching for parts and tools.

 Con…
4. Increase unnecessary maintenance cost of

unneeded inventory and machinery.

5. Excess stock-on-hand hides other types of

problems in production.

6. Unneeded items and equipment's make it harder

to improve the process flow.

 2. Implementing sort activity

 It is not always easy to identify unneeded items

in a factory or workshop.
 Workers rarely know how to separate items
needed for current production from unnecessary
items.

2.1 Plan and procedures for sort activity

 Sort activity plan sheet
 Con…
 Procedure for Sort activity
 2.3 Red tag strategy for unnecessary items

2.3.1 Overview of red tagging

It is a simple method for identifying potentially
unneeded items in the factory or workshop,
 It means putting red tags on items in the factory or
workshop that need to be evaluated as being
necessary or unnecessary.
 It is a red colored tag used to identify items no
longer needed in a particular work area.
 2.3.2 Red-tag Holding areas

 A red-tag holding area must be created.

 A red-tag holding area is an area set aside for
use
 In storing red-tagged items that need further
evaluation.
 There are two red-tag holding areas:
1. Local red-tag holding area is used to manage the
flow of red-tagged items with in production area

2. Central red-tag holding area is used to manage

the flow of items that cannot or should not be
disposed of by individual production area.
 Central red-tag holding area is used by an
organization that is launching a companywide
red-tagging effort.
 2.3.3 Types of unnecessary items

Some of types of unnecessary items are:

 defective or excess quantities

 outdated or broken items

 worn-out bits

outdated or broken tools

 old cleaning supplies

 electrical equipment with broken cords

 outdated posters, notices,

Unused machinery or equipment
 2.3.5 Places where unnecessary items accumulate

Some locations where unneeded items tend to accumulate

are:

 Along interior and exterior walls.

 under shelves and cabinet drawers

 near the bottom of tall stacks of items

 on unused management and production schedule

boards
 in tools boxes that are not clearly sorted
 LO 4: Set all items in order
1. The 2nd pillar of 5S – Set in order

1.1 Definition of set in order

 Means arranging necessary items so that they are
easy to use and labelling them
 Can be implemented only when the first pillar-
sort is done first.
 Sort and Set in order work best, when they are
implemented together.
Set in order of tools
 1.2 Benefits of set in order

 It is important to eliminates waste from operations in a

workplace.
 The problems and wastes are avoided when set in order.

1. Motion wastes

2. Searching time wastes

3. The waste of human energy

4. The waste of excess inventory

5. The waste of defective products

6. The waste of unsafe conditions

 Con…
The set in order step is important as:-

 Safety
 Quality,
 Inventory control,
 Productivity,
Standard work,
The visual workplace and employee morale.
Set in order is the core of standardization
Con…
 2. Implementing the 2nd Pillar of 5S – Set in order

2.1 Plan and procedures for set in order

 Set in order activity plan sheet (sample)
 Procedures for Set in order
 The steps of using the 5S Map:
1. Make a floor plan or area diagram of the
workplace you wish to study.
2. Draw arrows on the plan showing the work flow
between items in the workplace.
3. Look carefully at the result
4. Make a new 5S Map with a better layout for this
work place.
 Con…

5. Analyze the efficiency of the new layout (the after

map),

6. Continue to experiment with possible layouts (after

maps)

7. Implement this new layout in the work place by

moving parts

8. Continue to evaluate and improve the layout in the

workplace.
Con…
 Con…

2.2 Set in order strategies

2.2.1 Motion Economy strategy

 Remove motion waste from existing operation.

2.2.2 Visual control Strategy

 is any communication device used in the work
environment that tells us how work should be done.
 Con…
Signboard strategy: uses signboards to identify
what, where, and how many.
 Con…

Painting strategy: is a method for identifying

locations on floors and walkways.
 Con…
Color-code strategy: is used to show clearly parts,
tools, and dies.
 Con…
Outlining strategy: is used to show where tools
are stored
 Con…
Visual Management Board (Kaizen board)
Strategy
 LO 5: Perform Shine activities
1. The 3rd pillar of 5S – Shine
1.1 Definition of Shine
 Shine means sweeping floors, wiping off
machinery and making sure that everything in the
factory stays clean.
 1.2 Benefits of shine

One of the more obvious purposes of shine is to

turn the workplace in to clean, bright place where
everyone will enjoy in the working.
 Con…
IF the workshops that do not implement shine
1. Poor morale and inefficiency at work.
2. Unable to see or find defects in dark and messy
workplaces.
3. Slipping and injuries can be created due to puddles
of oil and water on the floor
4. Frequent breakdown of machines due to insufficient
check-ups and maintenances
 Con…
5. Low and unsafe operating machines due to

insufficient checkups and maintenance leads to

hazard and accidents.

6. Defects will result due to shaving cuts getting

mixed in to production

7. Shaving cuts can get in to people’s eyes and

create injuries.

8. Low morale due to filthy work environments.

 2. Implementing the third pillar - Shine

2.1 Plan and procedures for shine activities

 Shine activities should be taught as a set of steps
and rules that employees learn to maintain with
discipline.
 Procedures for Set in order
 Con…
Step 1: Determine shine target areas

Shine target areas are grouped in to three

categories: warehouse item, equipment's and
space.
 Warehouse items include raw materials,
assembly components, semi-finished and
finished products.
 Con…

 Equipment includes machines, welding tools,

cutting tools, measuring instruments, and
worktables, cabinets, chairs and spare equipment.
 Space refers to floors, work areas, walkways,
walls, pillars, windows, shelves, rooms and lights.
 Con…
Step 2: Determine Shine Assignments
 Workplace cleanliness is the responsibility of everyone

who works there.

 Each employee should be assigned specific area to clean.

Step 3: Determine shine methods

 Shine activities should be a natural part of the daily work.

 Shine activities and inspection should be done before a

shift starts, during work time and at the end of the shift.
 Con…
Step 4: prepare tools
 The cleaning tools should be placed properly or

 Set in order where they are easy to find, use and

return.

Step 5: Start to shine

 Implementing the shine procedures the consider
the suggestions
 Con…
2.2 Inspection
 It is natural to do a certain amount of inspection
while implementing shine activities.
 Daily cleaning and periodic major cleanups
become a habit
 It is important to consider the operators
information about the equipment.
 Equipment problems frequently exist in the work area

1. Oil leaks from the equipment on to the floor.

2. Machines are so dirty that operators avoid touching them.

3. Gauge displays and other indicators are too dirty to be read.

4. Nuts and bolts are either loose or missing.

5. Motors overheat.

6. Sparks flare from power cords.

7. V-belts are loose or broken.

8. Some machines make strange noises.

 Con…
 Daily cleaning or inspection can help to find
these problems and solve them.