5Smanual

5S compliance manual Page: 1 of 15 Page issue: 0 Document issue: 0

The

5S Compliance

Manual

of

the xyz company

Managementrepresentative

Chairman Page issue number

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Table of contents



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Our policy

In an effort to establish a pleasant and harmonious place in which to work, we at have all agreed to follow the principles of 5S management systems.We believe that if we share the responsibility of caring for our work environment, and jointly maintain our immediate work area clean and tidy, we shall contribute to our own well being, and that of our company.

Signed………………………………….Chief executive

Date…………..



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Employee commitment

GeneralEach employee has made a commitment to the programme of 5S management systems, by reading, understanding and agreeing to the following statement, which is displayed at the workspace of the person signing:

I believe that by maintaining my personal workspace to the levels expected by the 5S system, my work will be more enjoyable and I shall be able to work in a more organised and efficient manner. I also believe that if I contribute to the general maintenance of the 5S system throughout the company’s premises, then we shall all benefit from increased happiness at work, and greater efficiency for the company.

Signed…………………………………………… Date ……………… (responsible for this workspace)



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Chief executive’s activities

GeneralThe chief executive has a personal commitment to the 5S programme, and participates in various activities designed to promote its adoption and maintenance.Procedure

1. The chief executive has read and contributed to this manual.2. The chief executive’s office is kept according to the requirements of 5S, and

is subject to periodic audits.3. The status of the 5S programme is included in the agenda of the monthly

quality review meetings.4. The chairman conducts, with his managers, a monthly 5S audit, records of

which are maintained by the management representative. 5. Maintenance to 5S standards of the entrance lobby to the offices and the

office of the chief executive’s secretary are the responsibility of the chief executive.



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Seiri

GeneralWe seek to eliminate all unneeded items from our workplace.Common areas are provided where equipment that is infrequently needed is stored and is available to all.Only items that are needed immediately are kept at a person’s workplace.Private areasEach employee is allocated a private area, where he/she may store his/her private possessions, needed from time to time at the workplace. If the work area is a desk, the private area might be one of the drawers, labelled “private”. Common areasThese are areas that are used to store items that are considered to be common property, used by each employee on an infrequent basis.Work areaThis is the area where the employee performs his duties. ResponsibilityAllProcedure for practice of Seiri

1. Needed items are separated from unneeded items.2. Items that are infrequently needed are placed in the common storage

area, and the management representative is notified. Management representative records addition of item to common area.

3. Items that are not needed in future are handed to the management representative for appropriate disposal.

4. Items that are in constant use are placed in the work area, where they do not clutter the work place but are available for use.

5. All drawers of employees’ desks are tidy, and contain only those items as indicated in the label on the drawer.

6. Each employee is allowed one private drawer or cabinet area where he/she may store personal items.

7. All non-personal drawers are considered company property, and are available for audit.

Frequency of practice of SeiriAt all times.



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Seiton

GeneralAll items are kept in a designated place, labelled such that there is easy access, and everyone knows where particular pieces of equipment are.Specific areas are indicated by labels or signs.ResponsibleAllManagement representativeProcedure

1. Each person allocates a home for his tools or equipment. In the case of equipment used by QA department, a particular area is allocated for the tools used there.

2. Light switches are identified, air conditioning controls are identified, and all other switches and controls are similarly identified.

3. Contents of cabinets are listed.



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Seiso

GeneralCleanliness is maintained in all areas of the company, it is the result of daily activity.ResponsibilityAllCleanerProcedure

1. Whenever litter is noticed, it is removed by the person who found it.2. A cleaning schedule and procedure is followed.3. Waste bins are available at all workplaces.4. The toilet is cleaned every day.5. All tools and equipment needed for cleaning are provided and maintained.6. All tools and equipment used for cleaning are stored when not in use, in an

allotted place.7. Daily cleaning of one’s own workplace is performed for 5 minutes prior to

departure for home, at the end of work.8. Procedures are written for regular cleaning.

See:Daily Cleaning Procedure



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Seiketsu

GeneralAll procedures that have been described in this manual are either written as part of this manual, or are posted at the point at which the duty is performed.Checklists are used during audits, in order to ensure comprehensive examination of the compliance to 5S principles.Safety equipment and exits are clearly marked.ResponsibleManagement representativeProcedure

1. Written procedures for activities not described fully in this manual are prepared, controlled and distributed appropriately.

2. Checklists are prepared by the management representative and used during audits. A copy of the checklist used is included with the Audit Record.

See:Audit recordChecklist



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Shitsuke

GeneralAll procedures referred to in this manual are followed on a regular and frequent basis, so that at all times the principles of 5S management systems are respected.ResponsibleManagement representativeProcedure

1. Training in the principles of 5S is conducted for all new recruits to the company.

2. The 5S audit team audits all procedures in this manual, at all workplaces, such that all employees are audited for compliance each quarter.

3. Suggestions for improvement oder rectification of an existing problem are made through the Corrective or Preventive Action Procedure.

See:Training ProcedureAudit ProcedureCorrective Action ProcedurePreventive Action procedure



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Kaizen

GeneralWe see 5S management systems as the means to improve our company’s performance. All suggestions for removing a problem or improving performance are taken seriously, and acted upon.ResponsibleAllManagement representativeProcedureThe Corrective or the Preventive Action Procedure is followed, as described in the Quality Manual.See:Quality Manual, page………….



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Training

GeneralThe principles of 5S are taught to all employees as part of the training procedure of the company, records are maintained of the training.Procedure

1. Upon recruitment, a new employee is instructed in the principles of 5S. A record is made of this training, as per the requirement described in the Quality manual.

2. 5S auditors are trained to use the checklist, and accompany an audit team as a trainee until the management representative decides the employee is ready to perform audits.

See:Quality Manual, page…………..



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Audits

GeneralThe entire company is audited for compliance to 5S management principles and adherence to the procedures described in this manual, such that the complete system is audited every 3 months.FrequencyThe entire company is audited not less than every 3 months.Some areas are audited more frequently, at the discretion of the management representative.ResponsibleManagement representativeProcedure

1. The basis of the audit is the procedures referred to in this manual. 2. A “5S Checklist” is used for the test of compliance.3. The procedure described in the Quality Manual is used for reporting and

acting on nonconformities.See:Quality Manual, page…………5S Checklist



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Review

GeneralThe status of the 5S management system is reviewed at the same time as the Quality Management System (QMS). All techniques employed for reviewing the QMS are also used to review the 5S system. Reporting is as per QMS.ResponsibleThe chairman.FrequencyAs per QMSProcedure

1. The agenda contains the items that refer to the 5S system.2. Discussion and minutes follow the same format as per QMS procedure.

See:Quality Manual, page………..



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Document and Data control

GeneralThe documents that are used in the 5S management system are controlled as for the QMS.ResponsibleThe management representativeProcedureAs per QMS procedure.See:Quality Manual, page……….



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5Smanual

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