2. Acknowledgement
As I come to the completion of my dissertation, I would like to thank all those who have
guided and mentored me through this study. For me success is just not my effort, but all those
who have helped me walk through this phase.
Firstly, I express my heartfelt gratitude to Dr. M.R. Pattabhiram Director, RIMS for giving
me this opportunity to experience a work atmosphere and learn the various dimensions of an
organization. I would also like to extend a word of appreciation to Dr. Y. Rajaram Dean
RIMS, for encouraging and supporting me in all my endeavours
I thank Prof. B. V. Krishnamurthy who gave this excellent opportunity to me to go along
with my dissertation and work effectively towards it. I also thank our course co-ordinator
Prof: Y. Poorima forever extending helping hand.
I would like to thank Prof. T. Shivanandam for helping me doing my dissertation and
showing me the correct way of doing the dissertation.
Lastly, I would also thank my parents and almighty for showering their blessings over me and
leading me in all my endeavours.
2
3. Abstract:-
The dissertation is focused on the better management of college employees and its facilities
through the process of 5âs a Japanese technology used in housekeeping index in improving
the productivity of the institute. 5S is an approach for workplace organizations it drives
workplace efficiency and productivity improvement; it not only helps to identify wastes in
the workplace but also creates an environment wherein teams get involved in improvements.
It is a movement to make sure that all the elements of a âworkplace systemâ function in order
to allow the facilities to deliver an optimum level of performance. This report of dissertation
will use the technology of 5âs to identify the wastes and standardize the operating system in a
systematic order adding more value to the institute.
3
4. CONTENTS
S.No. PARTICULARS PAGE No.
1 Introduction 6
2 Scope of Study 7
3 Objectives of study 7
4 Methods of Data collection 7
5 Limitation of study 8
6 Introduction to 5-S 8
6.1 SEIRI-sort 9
6.2 SEITON-set in order 10
6.3 SEISO-clean 10
6.4 SEIKETSU-standardise 11
6.5 SHITSUKE-Sustain 12
7 Present condition of the college 12
8 Implementing 5-S HKI 17
8.1 SEIRI-sort 19
8.2 SEITON-set in order 20
8.3 SEISO-clean 21
8.4 SEIKETSU-standardise 22
8.5 SHITSUKE-Sustain 22
9 Implementation of 5-S in subzones 23
9.1 class rooms 23
9.2 Toilets 24
9.3 Floors 25
9.4 office & staff rooms 26
9.5 Store room 26
4
5. 9.6 Dining place 26
9.7 Waste throwing place 26
9.8 Drinking water place 27
9.9 Library 28
9.10 Seminar hall 28
9.11 Equipments 29
10 Checklist 30
11 Cause & Effect diagram 31
12 Conclusion 33
5
6. 1. INTRODUCTION:
One of the most significant developments in recent times is giving more importance to the
Work place organization and information management. Work place organization is a key to
increase the effectiveness of teams and there by the organization. Proper planning and
management of Information, ranging from personal data to organizations details and small
information to business prospects is necessary in the present world. Every action is being
recorded for future references, either in the form of soft copy or hard copies. Hence there is a
need to have a well organised work place organization methodology in every part of the
organization.
Among all other world class manufacturing technologies being implemented by various
companies across the world 5-S Housekeeping Index is the most appropriate one which can
be used and implemented successfully in service sector. 5-S is mainly concerned with
creating a well-organised and neat and clean working environment in the whole working
place. In service sector the implementation of 5-S will help in enhancing customer
satisfaction and also improve the corporate image among its competitors.
This dissertation will help in knowing how to implement 5-S in a service sector especially in
an educational institute. It will help in knowing the process which could help in
implementing 5-S and improve the work place and enhance better environment. This report
will help to know and identify the wastes and also would provide the methods for removing
and limit the wastes in the institute which will also help in more systematic work procedures
in the college. This 5-S makes all the members in the college to work towards its principle
starting from the dean to even to the cleaning person and also makes the students follow
certain rules which help in keeping the place in a well organised way.
The 5Sâs are a group of techniques which would promote workplace organization, ensure
adherence to standards and encourage the spirit of continuous improvement. The â5Sâ
Philosophy once fully implemented, the 5S process would increase moral, create positive
impressions on customers, and increase efficiency in a well organized way. Not only will
employees feel better about where they work, the effect on continuous improvement can lead
to less waste, better quality and shorter times of locating.
6
7. Thus the project explains the importance of a well organised work place in an educational
institute and benefits of 5s that is implemented. This project also helps in creating a clean and
systematic work process in the institute.
2. SCOPE OF THE STUDY
The scope of present study is to have a better well organised educational institute by
implementing 5s.
⢠The House keeping index is been calculated
⢠The 5s technique is implemented and the files and records are maintained properly in
a particular order.
⢠With the Analysis made various suggestions and recommendations are given to the
institute.
3. Objectives of the study:
Primary objective:
To study the institute and implement 5-S to improve the performance and also for bringing a
well organised environment in the institute.
Secondary objective:
ď To identify the wastes in the institute.
ď To identify the areas that are needed to be improved to enhance the productivity of the
institute using 5âS.
ď To standardize the operating procedures.
ď To calculate the HKI for the institute.
4. METHODS OF DATA COLLECTION:
Primary data:
The data that is used for the research purpose is Primary data.. The data is collected from
observation.
Secondary data: The secondary data is collected through text books, websites, journals,
magazines etc.
7
8. 5. LIMITATIONS OF THE STUDY:
⢠It is been done based upon only one institute so it canât be implemented in the same
way to all other institutes.
⢠It is been done based on the present infrastructure of the college which may change in
future.
⢠It is been implemented based on the strength of staff and students at the present time
which can change in coming future.
6. Introduction to 5-S:
5S is a set of techniques providing a standard approach to housekeeping within Lean. It is
often promoted as being far more than simply housekeeping. The best part of 5S is that it can
be adopted by everyone in the educational institute. There are no burdens of complicated
tools or difficult data analysis. 5S is a set of practices that needs to be practiced every day
until it becomes a habit for every individual in the institute. Whether it is Dean or a cleaner or
even the students should practice 5S.
Implementing 5S in service sector like an educational institute is a very challenging thing to
be done as it is believed that the particular technique is most effective in manufacturing
sector. It is more difficult as because it is difficult to engage each and every staff members
and also students to implement the technique every time and strictly follow the rules.
5S is a process of creating and maintaining a safe, well organized and clean environment.
Promoting 5S doesnât mean just picking up the waste and throwing it though identifying the
wastes is one of its major aspects but the major emphasis is on being organized, and
maintaining a designated place for each thing and also implementing the thing that when the
things are taken from their respective places they are kept back in the same place from where
it was been picked.
The concept of the 5S was initiated in Japan. Name 5S is the acronym of five Japanese words
of the following meanings
a) Seiri -sort
b) Seiton - set in order
c) Seiso - shine
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9. d) Seiketsu - standardize
e) Shitsuke â sustain
Profits of implementing 5-S:
By the implementation of 5S in the college the institute will get a lot of profits. Some of these
profits are:
⢠Better utilization of resources.
⢠Identification and removal of wastage
⢠Organized and disciplined way of work
⢠Maintaining a neat and hygiene climate.
⢠Making the communication very easy.
⢠Making the work place easy accessible.
⢠Helps us to know what work we need to do and from where to do.
6.1. SEIRI-SORT:
Seiri is sorting through the contents of the college environment and removing unnecessary
items. This is an action to identify and eliminate all unnecessary items from different places
in the institute. This refers to the practice of sorting all the materials in the institute and
keeping only essential items. Everything else is stored or discarded. This leads to lesser
hazards and less clutter to affect the productive work. Through the suitable sorting the
necessary items required for a good performance of the institute can be identified and also the
wastes or the un required things which can be eliminated from the institute and make it
wastes free and create a good working environment. SEIRI helps in maintaining a clean place
and also helps in improving the productivity. It helps to maintain the clean workplace and
improves the efficiency of searching and receiving things, shortens the time of running the
operation.
Seiri is the identification of the most successful physical Organisation of the workplace. It
has been variously anglicised as Sort, Systematisation or Simplify by those wishing to retain
the S as the initial letter of each element. It is the series of steps by which we identify things
which are being held in the workplace when they shouldn't, or are being held in the wrong
place.
The time spent searching is a waste (or in Japanese speak a muda) and if we only held the
items needed regularly in a prominent position we would save time.
9
10. Items which have not been used can then potentially be disposed of. As a first pass we should
perhaps create a quarantine area before throwing items away, selling them or reworking them
into something else. Other items may be deemed necessary but used infrequently and so an
alternative location can be found.
Another element of the standard approach is 'red tagging' where items are given a tag which
says what the item is, which location it is in and when it was identified in this location. We
then leave the area for a while and anybody using the item notes this. We go back some time
later and can readily identify things that haven't moved, or been used.
6.2. SEITON - set in order:
âOne place for everything and everything in its place" becomes the way of thinking for every
member when the second stage of 5-s implemented. The main aim for this stage is that it
helps the people to know the correct place to find the thing for which he/she is searching
around.
In some cases it is convenient to use different color codes for keeping different things like
files, pens, stapler, keyboard, mouse etc. Shelves assigned to keep certain materials or tools
should also show a clear identification that makes it easy for the user to find and return them
after use.
The key concept here is to order items or activities in a manner to promote work flow.
It deals with the segregation of things and mark the places for each of the objects all the way
from toilets to the faculties desk and even in the class rooms.
The separation must be done in a way that the most useful things should be kept near the
hand and the other objects which are not that randomly used can be kept a bit away.
This phase helps in removing the muda ie: waste which does arise generally in day to day life
⢠Motion waste
⢠Searching waste
⢠The waste of human energy
⢠The waste of Unsafe conditions
6.3. SEISO-Shine:
We know that cleanliness is next to God, this step indicates to keep the place ie: the institute
clean and neat. Regular cleaning in a proper way helps to identify and eliminate the wastes.
During cleaning the cleaning of the computers, floors, toilets, canteen, the store places etc.
10
11. Cleaning properly and also implementing it by all the members of the institutes provides a
very good study environment for the students and also helps the teachers to teach in a better
way. This cleanliness also gives a good image to the college in the eyes of its customers those
are the graduate students looking for admissions in MBA College and also the companies
which come in the college for recruitment purpose. Another purpose of this step is to create
awareness and go to the root cause of the problem, cleanliness helps in knowing the cause of
the problem for which techniques like root-cause effect can be used.
Main importance:
⢠Turn workplaces into clean, bright place where will enjoy working.
⢠Keep everything in top condition so that when someone needs to use
something it is ready to be used.
⢠Cleaning should become a daily habit like bathing.
This S helps in removing the problems like:
⢠Defects are less obvious in stuffed cupboards.
⢠Cabinets do not receive sufficient checkup maintenance and tend to Damage easily.
⢠Filthy work environments can lower morale and also doesnât give a good environment
for studies.
⢠Ineffective cleanliness leads to some kind of diseases.
6.4. SEIKETSU-Standardize:
Seiketsu involves in creating visual controls and guidelines for keeping the institute in an
organized and orderly place and also keep it clean. In this step very high standard of
Housekeeping is been followed. Seiketsu helps to return back and work in a standard order or
way.
In the institute the human nature being so variable, there is always a chance that the members
in the college divert from the practices and go back to their original way of working. Seiketsu
is used to prevent all the members of the institute from diverting. Basically this technique is
to keep revising the whole process on a regular basis.
Standardizing refers to standardized work practices. It refers to not only standardized
cleanliness but this also means operating the practices in a consistent and standardized
fashion. Everyone knows exactly what his or her responsibilities are. Standardization is the
condition that exists when the first three pillars-sort, set in order and shine are properly
implemented.
11
12. The problems that can be avoided by implementing Seiketsu are:
ď Conditions go back to their old undesirable levels even after implementing 5S
throughout the college.
ď At the end of the day piles of waste items are left out.
ď Any storage place become disorganized and must be put back in order at the end
of the day.
The basic purpose of standardize is to prevent setbacks in first three pillars, to make
implementing these practices as a daily habit, and to make sure that all pillars are maintained
and practices in full flow.
6.5. SHITSUKE-SUSTAIN:
The final stage is that of being discipline. To retain the initial use of S it is needed to sustain
and be self-discipline. The way in which management achieves this establishment of ongoing
commitment within the workforce depends, on the culture and discipline they follow from
starting. This step increases the consciousness of staff and decreases the number of waste
goods and processes; it brings in improvements in the internal communication and also helps
in improving the human relations. The regular inspection can be done using check sheets on
the basis of which radar graph of %s can be drawn and the estimation of the amount of
improvement in the institute can be known, which can be executed by a selected team in
every month to have a regular check on the process.
Problems that can be avoided by implementing this phase of 5-S:
⢠Unneeded items begin piling up as soon as sorting is completed.
⢠No matter how well Set in order is planned and implemented, tools and jigs do not get
returned to their designated places after use.
⢠Little or nothing is done to clean the equipments even when it gets dirty.
⢠Dark, dirty, disorganized institute will affect the education system in the institute.
7. Present Condition of college:
The institute Ramaiah Institute of Management Studies has 4 floors and a basement. Each
floor has a bathroom except the basement which is meant for canteen purpose and also for
dining purpose.
12
13. Basement:
The basement of the college is used for various purposes like, it has the canteen, it is utilised
as the place for dining purpose, Weekly seminars take place in the basement etc. The outer
area of the basement has hand washing basins, place for drinking water, and place for
disposing the used plates. On the other side it is used to keep the unused waste wood
products.
The place for keeping drinking water is not well maintained where it becomes very difficult
for the students to understand the difference between the used and unused glasses.
The place for dining where the chairs and tables are kept is not kept in an organised manner
and the chairs come in the middle of the path for moving.
The other side where the waste wood pieces are been kept are been kept in a haphazard
manner because of which it takes more space for storing those and also creates untidiness in
the college environment.
This floor needs to undergo a lot of work to be done for its improvement.
Ground floor:
The ground floor is the one which is the most important part of the college, it is the one
which gives the first impression about the college to everyone whoever comes there. This
13
Used plates are disposed Drinking water
14. floor has got the reception, deanâs office, directorâs office, staff room, admission and
operations, placement cell and CAA office.
The outdoor area in this floor is maintained in a good way, but the staff roomâs desks,
drawers and even in the reception the papers and files that are kept are not kept in good
organised manner. The floor is been well maintained compared to other floors.
First floor:
In the first floor in the college there is a seminar hall, library, two staff rooms, a place where
the carom board is kept along with the sofa chairs, cupboards for keeping the books and bags,
toilet, drinking water filter, a table for entrance entries in the library.
This floor is maintained from outside in a good way except the place where the caroms board
is been kept. The condition in the toilet needs to be improved in a big way for keeping it
clean and also in keeping the cleaning things in tits particular place. The condition of the
seminar hall is quite well but still needs a lot of improvement, even the library and also the
staff rooms.
14
Table in seminar hall Chairs in Seminar hall
15. Second Floor:
Second floor of the college has got classes, a toilet and a drinking water filter.
The condition of the class rooms and the way the benches and chairs kept in the class rooms
are really very bad. Most of the benches and chairs are kept in the class rooms are mostly not
occupied and are left vacant.
The CPU, Mouse, Keyboard, Duster, Markers donât have any kind of specific place for
keeping them and even when the speakers are brought they donât have specific place to keep.
The condition of the toilet is same in all the floors, the things used for cleaning are not kept in
a proper way.
15
Toilets
CPU, Keyboard, Mouse in class room Tables in class room
Library
16. Apart from these conditions, none of the class room is been provided with a dustbin, because
of which students throw the wastes in the floor only, which gives a very untidy look to the
study place.
Even in some of the class rooms the ACâs are not functioning properly even the one which
are functioning are maintained to a very less temperature of 21C and the remote is not kept in
the class ,this makes the temperature in the class room very old and makes it difficult for the
students to concentrate in the class properly. Even the projectors in some of the classes are
not properly functioning which affects a lot to both the teachers and also the students in the
college.
In the classrooms itâs not only the unorganised way of keeping the tables and chairs but
another big defect is that in every class rooms there are more numbers of tables and chairs
than required and mostly they are left unoccupied and vacant, this is a big waste for the
college.
Third Floor:
Third floor of the college has a toilet, class rooms, an office rooms which has the registrar
room, accounts office, COOâs office.
The class rooms in this floor are even used for examinations purpose, but the condition of
these class rooms are quite the same as in second floor and even the toilet condition remains
the same out here.
The single rooms which has the different offices of COO, registrar, accounts is been made in
a very congested way, the registrar room where a huge amount of papers which are important
16
Chairs in class room Class room look
17. are been kept are not been kept in a well organised way, even the others desks for other
members are not kept in a good organised manner.
Fourth Floor:
In the fourth floor of our college there are class rooms, one toilet, drinking water filter and
one store room.
The store room where all unused things are kept along with the TT tables are kept in a very
shabby manner without keeping them in a organised way.
The condition of the class rooms and the toilet is quite the same in this floor also.
8. IMPLEMENTING 5-S HKI:
The implementation process of 5-S in the college will undergo certain steps that are to be
followed very strictly. The steps that are to be followed for the implementation of 5âs are:
⢠All members in the college must undergo 5 S Housekeeping training
⢠A vision statement has to be evolved and it should be started with all employees
⢠Divide the college into convenient zones
⢠Divide each zone in to certain convenient sub-zones
⢠Decide on date(s) for launching 5 S in each zone, sub-zone
⢠Take pledge for the implementation and sustaining the practices
⢠Apply 5 S phases one by one
⢠Form internal audit teams
⢠Carry out audit checks time to time.
17
Water Filter
18. ⢠The implementation process starts with giving proper training to all the teaching staff,
non teaching staff, and students and also administrations department people every one
about 5S and its importance and the way it works.
The vision statement which has to be developed by the college must be related to having a
continuous improvement and sustain the implemented practices for good purpose for a long
time.
The college can be divided into zones based on the floors that are the college has 4 floors and
a basement. So it can be divided into 5 zones.
These 5 zones can be further divided into certain subzones like:
BASEMENT
⢠Dining place
⢠Hand washing Place
⢠Canteen
⢠Drinking water
⢠Used plates disposed
⢠Store for unused items
GROUND FLOOR
⢠Staff toilet
⢠Directorâs office
⢠Deanâs office
⢠CAA office and Staff room
⢠Reception
⢠Admissions and Operations
FIRST FLOOR
⢠Toilet
⢠Library
⢠Seminar Hall
⢠Staff room
⢠Other places
SECOND FLOOR
⢠Toilet
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19. ⢠Class rooms
⢠Drinking water filter
⢠Other space
THIRD FLOOR
⢠Class rooms
⢠Office room
⢠Toilet
⢠Drinking water Filter
⢠Other space
FOURTH FLOOR
⢠Class rooms
⢠Store room
⢠Toilet
⢠Drinking water filter
Apart from the floors college needs to also take the institute lift into consideration.
After diving the whole institute into various zones and sub-zones itâs important to decide
upon the date on which 5S will be implemented in a particular zone or in a particular
subzone. After deciding upon the dates itâs very important that the members in the institute
take a pledge that will make them realize the importance of 5S and will prevent them from
diverting back to the old practices.
Next to it is implementing all the phases of 5S one by one
8.1 SEIRI-sorting:
SEIRI is concerned with sorting the items and finding out the necessary and unnecessary
items. This phase is mainly to identify the wastes in each zoneâs and their subzones and to
eliminate them. This would reduce the space utilization in the college and also will create
more clean and neat environment.
The implementing of this phase has to undergo the following steps:
⢠Look at all the parts of the college at each and every subzone and identify the items
which are not needed and are not necessary.
⢠Develop a criteria and a particular way of disposing the products.
19
20. ⢠Take photographs wherever it is necessary for checking purpose.
⢠The items are kept by tagging them with different colors. This visual display gives the
advantage of finding out the unnecessary items very easily.
⢠Red tag is been used to ask the following questions:
ď Is the item needed?
ď If it is needed, is it needed in that much amount of quantity?
ď If it is needed, how frequently it is been used?
ď If it is needed, should it be kept here?
ď Who is ultimately taking care for this item?
ď Are there any other not-needed items cluttering the workplace?
ď Are there any materials left on the floor with no use?
⢠Finding an area to keep all the red tagged items.
⢠If there is certain confusion with a particular item regarding whether it is necessary
or not than tag the particular item with some other color and keep it away in a holding
area.
⢠Classify the items in the subzones based on the frequency they are been used, in the
way such that the items that are been used more frequently are kept near the hands and
which are used very rarely can be kept a bit away from hands.
⢠All the unnecessary items can be kept in the stores room in an organized way.
⢠The store place must be very well marked so that the items can be easily visible.
⢠Responsibility should be given to a particular person to look after the stores room.
⢠The items kept in the store should be kept for some months and if they are not been
used within that time limit then they should be disposed off.
⢠Someone should be kept to have check on the stores in regular level.
⢠Take âafterâ photographs to compare with the earlier situation.
20
21. 8.2 SEITON- set in order:
SEITON is concerned with keeping the necessary items in correct place so that they can be
easily accessed. In this phase every necessary items are kept in a good order and focus on
more effective and efficient way of using the storage space.
For implementing this phase college needs to undergo the following steps:
⢠To make sure that all unnecessary things are eliminated from the college.
⢠As per the requirement the items are kept according to their frequency of usage.
⢠Take âbeforeâ photographs for comparing it later
⢠All the members in the college should answer the questions:
ď§ What do I need to do my job?
ď§ Where should I find the required item?
ď§ How many of these items are really needed?
⢠Use 5Whys to decide the exact location of each item
⢠Inform everyone in the college about the items so that anyone can find it easily.
⢠The clear list of items and their locations are listed down and kept in lockers and
cabinets.
⢠Each drawers, lockers, cabinets should be labeled properly with the name of the thing
kept in it.
⢠Use labels, color codes to identify the location of the items and use index for
indicating the place for files, records and drawings.
⢠Different lines of different colors give different indications.
⢠Take photographs âafterâ to have an analysis of the improvement.
⢠Complete evaluation can be made by appointing a person in the college who has
knowledge regarding this field.
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22. 8.3 SEISO-shine:
SEISO is concerned with keeping everything clean and cleaning everything in the college in
daily basis and using this to inspect the defects in equipments.
This step deals with not only cleaning the toilets, floors, classrooms, seminar hall, libraries,
basement and other places but it is also concerned with cleaning the equipments that are been
daily used in the college like the computers, lift, fans, lights, ACâs so that these equipment
can perform in the best possible way for a long time without getting breakthroughs.
The steps to be followed for implementing this phase are:
Determine the cleaning TARGETS
Determine whom to assign for cleaning what
Determine the cleaning method
Start the cleaning process
8.4 SEIKETSU-Standardise:
Seiketsu is concerned with creating visual controls and guidelines for keeping the college in a
good organised way. The first three steps of 5S are executed by giving orders to others or by
assigning other these deities, but seiketsu enhances these behaviours naturally into everyone
and makes those as their standard behaviour.
This phase is mainly implemented to see that the above 3Sâs are implemented in a proper way
and in daily basis.
The steps involved in implementing this phase are:
22
23. ⢠To decide who is responsible for which particular activity with regard to tha
maintaining the above 3S.
⢠To prevent the members from returning back to their old practices and implementing
those duties into regular day to day activities.
⢠Check how the 3S are well maintained.
8.5 SHITSUKE-Sustain:
Shitsuke is concerned with giving training to develop the discipline among all the members
of the institute that everyone follows the 5S standards, and it becomes as a part of their life.
Implementing sustains needs to create:
AWARENESS : create awareness about the 5 pillars to every member in the institute.
TIME : Provide enough time to the members to adopt and implement the 5S.
STRUCTURE : Structure for implementation of 5s activities
SUPPORT : Support the efforts of everyone in terms of Satisfaction and Excitement
This phase to check that the implemented 5S are been followed on daily basis and becomes a
part of the daily activity of every member in the institute starting from the director to the
students and even the cleaning staff.
9. IMPLEMENTATION OF 5S IN DIFFERENT SUBZONES:
9.1 Class Rooms:
There are totally 17 class rooms in our college and there are many factors that have to
considered while implementing 5S in class rooms. We can implement 5S in the class rooms
by doing the following things:
⢠The benches in the class rooms are divided in such a way that only 2 chairs can fit
comfortably. So 2 such benches can be joined together so that 4 chairs can fit. The
whole class room can be divided into 2 rows and these rows are marked using yellow
23
24. color, so that the tables donât move out of the marked line. Each chair is kept inside a
yellow color marked box. This marking and arrangement of tables and chairs in a line
is done so that they are kept in a well organized way and the class room looks neat
and clean, apart from that it also helps both the teachers to concentrate on every
student and also to students to look at the board easily.
⢠The number of tables and chairs in every class room are extra in numbers and most of
the time many of them are left unoccupied. College should look toward finding out
the number of tables required for each class and keep only those numbers of tables.
Number of tables per class= total number of students/2
Number of class rooms
⢠Every class room must have a special place for keeping the CPU, KEYBOARD,
MOUSE and files, all these can be differentiated by marking places for each of them
and labeling them properly.
⢠Each class rooms must have a dustbin so that students and even faculty can throw the
unwanted things in the dustbin which will also have a visual display labeled as trash.
⢠A box must be made near the board with a lock where the markers and dusters and
other required items can be kept and the key of the lock can be given to the class
CRâs.
⢠The cleaning of the class rooms have to be done at a end of each day and it should be
cleaned as per the check list which has to be checked by someone who holds
responsible for class rooms
9.2 Toilets:
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25. Every floor of our college has a toilet. Except the faculty toilet in the ground floor the
condition for all other toilets are quite the same. Cleanliness of the toilets are very important
for maintaining a goof educational environment and it also gives a good image to the college.
⢠The toilets must be cleaned regularly that must be cleaned at least thrice in a day and
should be done based on the check list and this should be checked by someone
regularly.
⢠Regular maintenance of the flushes and the exuash fans should be done to keep them
in a proper functioning manner.
⢠The cleaning items required to clean the toilets must be kept within the labeled place
and shouldnât be kept haphazardly.
9.3 FLOORS:
The floors or the pavements or the pathway that connects the classrooms, offices and also the
stairs which connects the different floors are very important part as a clean and neat
pavement gives a very good image to the college.
⢠Regular cleaning of these spaces should be done to keep it clean and it should be
entered in the check list.
⢠The work done must be looked upon by someone to keep the process without any
untidiness.
⢠The waste items on the floors must be properly disposed.
9.4 OFFICE & STAFF ROOMS:
25
26. The office rooms like Deanâs office, Directorâs office, Accountâs Office, CAAâs office,
reception and other are to be kept in a well organised manner so that they look neat and clean
and also the staff members can find the required items easily without searching much for
them.
⢠Every office and staffroom must have a dustbin of its own and should have a visual
display properly labeled.
⢠Keep the desks neat and in organized way by keeping the correct thing in its correct
place by labeling the desk with names of items where which thing has to be kept.
⢠The drawers and the cabinets should be labeled properly to make it easy for the
members to find the items, the items should be kept in the drawers and cabinets in a
manner such that the more frequently used should be kept near the hand while the
others can be kept a bit inside.
⢠Regular cleaning of the drawers and the cabinets must be done.
⢠Leaning of the office rooms must be done based on a check list which must be
monitored by someone who will be responsible for cleaning of the staff rooms.
26
27. 9.5 STORE ROOM:
The store room plays very important role as all the items which are unwanted are been kept in
that room.
⢠The items are to be kept with red tag, which shows the less importance of the items.
⢠The items must be kept in an organized way.
⢠The items in the store which have not been used for more than 2-3 months should be
disposed of.
9.6 DINING PLACE:
The dining place is the one where students and teachers and other staff members have their
lunch and breakfast. This place is taken very less care and remains very untidy. To improve
this place college management needs to ensure that:
⢠The tables and chairs are to be kept in a organized way by marking lines within which
the tables and chairs should be kept, in such a way that the chairs and tables donât
come in the path of moving.
⢠Keeping the place neat and clean and not throwing the wastes in the tables.
⢠Visual display should be at every necessary point to make it clear for every one about
the different places of canteen, food, plates, hand wash etc.
9.7 WASTE THROWING PLACE:
The place where the used plates are kept turns very untidy after the lunch and breakfast.
College must implement some techniques like:
⢠If the food given to every student and the staff members are given on plates with a
plastic cover, then they can throw the plastic covers in the dustbin allotted for the
waste covers and keep the plates in the plastic trays with rows, which would help to
keep the place neat and also to keep the used plates in an organized way.
27
28. ⢠The plastic trays which get filled with used plates must be removed and a new tray
should be kept in that place.
⢠Regular monitoring of the place must be done to keep the arising defects away from
happening.
⢠Visual display must be there to make everyone understand it very easily about what is
used for what.
9.8 DRINKING WATER PLACE:
In the basement the place where the water filter is been kept along with the glasses has to be
improved and worked upon. For the students and staff members it becomes very difficult to
know which glasses are been used and which are the unused glasses.
⢠Special marks must be made with different colors to keep the used glasses and unused
glasses within the marked place only.
⢠Keeping the water filter in the particular marked place.
⢠The marked places must be labeled properly to know the correct thing.
⢠Visual display for the drinking water must be there.
⢠There has to be regular cleaning of the place and the glasses to keep it hygienic.
28
29. ⢠Regular checkup of the water must be done and should be monitored by someone on a
regular basis.
9.9 LIBRARY:
The college library has around 350 racks and approximately 9000 books. It also has news
papers and magazines.
⢠The racks must be labeled properly to give a clear understanding of the particular
subject books kept there.
⢠A moving stool must be kept in the library so that short height people can reach the
top rack for taking books.
⢠The news papers table must have specific labels for the particular newspaper.
⢠The magazines should be kept in their respective places as per the labels.
⢠The old news papers must be disposed of.
29
30. ⢠The desk in the library must be organized in a well manner so that each thing is kept
in its place.
⢠The extra items must be kept in the stores in place of keeping in the desk.
⢠The books can be kept subject wise in alphabetical order so that it would be easy to
find the required book.
9.10 SEMINAR HALL:
The seminar hall is the one where all important placements and other presentations take
place. It needs to improved upon and worked upon.
⢠The chairs for the delegates and even the chairs for the students must be kept in their
place in a proper way.
⢠The CPU, keyboard, Mouse, Mike all needs to be kept in their respective places with
marking them correctly.
⢠Seminar hall must be cleaned at regular intervals to keep it neat and clean.
⢠Regular monitoring should be done using check sheets for the cleaning work done in
the seminar hall by a responsible person.
⢠The AC coolers must be kept in a maintained way.
9.11 EQUIPMENTS:
The various equipments used in the college are like the lights, fans, ACâs,
computers, projectors, lifts etc.
⢠Proper time to time maintenance must be done for all the equipments for keeping
them in good functioning process.
⢠Not only the outer surface of the equipments should be cleaned but even the inside
portion of every individual equipment must be cleaned from time to time.
⢠The old outdated equipment must be disposed off and must be replaced by new
equipments to have good performance from them
30
31. 10. CHECK LIST:
Date: Work Area:
Auditor: Total Score: Prev. Score: Present. Score:
5S No. Item Description
Scoring Scoring
0 1 2 3 4 0 1 2 3 4
1.Sort
1
Files or
Records No Additional files are there
2 Files/Records All Files & Records are regularly used
3 Visual control
Are all unnecessary items can be simply
identified
4
Procedures for
disposal Document procedures for elimination of excess
5 Regular check Regular check of stores
2.Stabilize
6
Area
identification
There are labels to indicate dedicated storage
areas
7
Location and
part
identification
All locations are clearly identified and the files
in these locations are labeled
8
Quality
indicators
There are clear indications of all files that are in
& out
9
Demarcation
lines Separation of documents clearly identified
10
Unneeded
Records
Unneeded Records are clearly identified and
removed
3.Shine
11
Different
places
Whether different places are always clean and
Arranged
12 Files Files are kept without dust
31
32. 13
Cleaning and
checking Cleaning is done based on a checklist
14
Cleaning
responsibilities
The responsibilities for cleaning & checking are
maintained by one.
15
Habitual
cleaning
General cleaning and keeping the workplace
tidy.
4.Standardize
16 Ventilation The air is clean
17 Lighting
The location and intensity of lighting are
adequate
18
Avoidance of
dirt Emphasis is placed on the avoidance of dirt.
19
The first 3-
5S's
There is a documented system for cleaning up
the work area
20 Uniforms Whether all are in uniform
5.Sustain
21 Rules Rules are documented, shared and implemented
22 Interaction of
people College staff and students
23 Punctuality Whether all are punctual to college
24
College rules
and procedures
The college rules and regulations are
documented and understood by the employees
25
Observation of
rules and
procedures
The college rules and regulations are respected
and followed by all the members
TOTAL
11. CAUSE AND EFFECT DIAGRAM:
For ever defect and effect there is a particular cause, because of which the affect takes place.
The cause and effect diagram shows the relations between the cause and its effect. This
diagram will help the college to know the causes and also to improve the quality of the
institute.
5
1 3 6
2 4
7
8 11 12
32
QUALITY
IMPROVEMENT
RECORDS
FILES
&
CABINETMEN
33. 10 13 15
9 14
This diagram shows the causes for quality improvement, the 6 different causes.
The sub causes for these main causes are been numbered which are listed as per their
respective numbers as:
1-Team lead
2- Interest
3-Personal files
4-Separations
5-Available
6-Maintenance
7-Missed Records
8-Improper Inspection
9-Time consumed
10-Improper scheduling
11-Confidentiality
12-Arrangement
13-Shelves
14-cabinets
15-classrooms
Thus the cause and effect diagram has helped in making the process standardize and also to
analyze the cause of the problem and for coming up with better ideas to get better results.
33
ENVIRONMENTSPECIFICATIONWORK METHOD
34. 12. CONCLUSION:
Thus from looking at the benefits of implementing 5S in the college, the institute must look
towards implementing 5S in the college for having a organized and proper place for
education. This would also improve the working of each individual as the implementation
will make their work easier and it will become easy for them to locate the items they require
at the correct time. The implementation of 5S in the college will improve its effectiveness and
also give a create image in the eyes of the parents, upcoming students and also recruiters and
other bodies.
34
35. BIBLIOGRAPHY:
⢠Dr. R.K. Suresh and K.Pandian âTotal Quality Managementâ of Sooraj Publications,
Chennai- 600010, I Edition
⢠K.Shridhara Bhat âTotal Quality managementâ, Himalaya Publication House.
⢠Lonnie Wilson âHow To Implement Lean Manufacturingâ, Mc Graw Hill
⢠Debashis Sarkar â5S for service organizations and officesâ.
⢠Durlabhji, S.G. and M.R. Fusilier, 1999. The empowered classroom: Applying TQM
to college teaching,Manag. Serv. Qual., 9(2): 110-115.
⢠Fullan, M., 1993. Change Forces, Falmer, London.
⢠Ho, Samuel K., Cicmil, Svetlana and Fung, Christopher K. âThe Japanese 5-S
practice and TQM training.â Training for Quality 3, no. 4 (1995): 19-24.
⢠Osada, Takashi. 1991. The 5Sâs: five keys to a total quality environment. Tokyo:
Asian Productivity Organization.
â˘
Journal
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