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5S Implementation, Inventory Management and Work Flow Digitalization of Maintenance Department
Completed a project entitled “5S Implementation, Inventory Management and Work Flow Digitalization of Maintenance Department”
• Implemented 5S techniques in the maintenance room.
• Developed an inventory management system for 3500 uncategorized items including hand tools, consumable items and spare parts for the maintenance department. Also developed an SOP for the proposed model
• Converted the original maintenance work order system from an undocumented system to a documented online maintenance work request order system using Google services which turned out to reduce at least 30 minutes of time for any work order. Also provided an SOP for the proposed model.
5S Implementation, Inventory Management and Work Flow Digitalization of Maintenance Department
We are immensely grateful to Almighty Allah for without His grace and blessings this industrial
attachment at Paxar Bangladesh Ltd (Avery Dennison Bangladesh) at DEPZ, Dhaka would not
have been possible.
W gratefully acknowledge the countless valuable suggestions, advice, direction and sincere co-
operation from Mr. Mohammad Tariful Islam, Head of Manufacturing, Avery Dennison
Bangladesh through whom this industrial visit has been possible.
We are greatly thankful to Mr. Bishwajit Halder, Manager, EHS, Facilities & Maintenance,
Avery Dennison Bangladesh, for his constant support towards our work.
We would also like to mention Mr. Hashimuddin Ratul, Sr. Officer for being our mentor and
Md Rubel, Team Leader of Maintenance Team for helping us all along in the maintenance
Taufiq Rahman Saif Istiaqe
The report is based on our one-month Industrial Attachment at Paxar Bangladesh Ltd (Avery
Dennison Bangladesh) where we worked on a project entitled “5S Implementation, Inventory
Management and Work Flow Digitalization of Maintenance Department”
Throughout our month-long stay, we tried to solve the complex problems that the maintenance
team faces every day. We came up with some solutions and recommended some so that
further improvements can take place in the maintenance department.
We (Saif Istiaqe & Taufiq Rahman), students of Department of Industrial & Production
Engineering, Shahjalal University of Science & Technology, Sylhet, have been assigned as
Industrial Trainee (for Industrial Attachment) in Paxar Bangladesh Ltd (Avery Dennison
Bangladesh). During this period, we have been given a project, “5S Implementation, Inventory
Management and Work Flow Digitalization of Maintenance Department”. This report is
prepared to show how we have completed this project and our recommendation about the
Paxar Bangladesh Ltd (Avery Dennison Bangladesh) has a manufacturing unit situated at Dhaka
Export Processing Zone where there are numerous machines set up for production in the PFL,
HTL, Woven, Offset, Thermal, Digital, Flexo, and RFID units.
2 Current Scenario
During the production runtime, very often, old and new machines go through very long
duration runtimes and thus falls into troubles of machine breakdowns. Besides, there are times
when the usual utility-based mishaps like power generation, elevator problems, air conditioning
To solve these maintenance related problems, Paxar Bangladesh Ltd. has an assigned
maintenance team of 12 who work relentlessly to solve the issues mentioned. We closely
observed the work-flow of this team for 1 month and tried to solve their major issues.
They have only one 122”X153” room for their workplace & inventory. They have been provided
with 1 computer, 1 cabinet, 1 Almira, hand tools, spare parts & materials to perform their
duties. To store all those, they have made 4 shelves & an upper shade. They have been using
some other places too in the factory for this purpose. 2 workstations have been made for
When they are informed of any problem in the factory, the team leader assigns someone/some
people for the problem but no standard documentation is kept for the job.
3 Problems Found
At first, we talked to them about the process they follow, the problems they have, their opinion
about these, the most possible solution and standardization. The main problems that we have
found out here are:
1. There are around numerous types of items which have not been categorized or
documented ever. Many of them are very much expensive.
2. The items are not organized. The average time for searching any material/spare
parts is 30 minutes.
3. Lots of scrap and waste materials, damaged tools, old and not usable spare parts are
there which have consumed a lot of space.
4. Tools and usable materials are being damaged for lack of inventory management.
5. Hazardous state all over the maintenance room as everything is scattered and can
cause severe injury of the workforce.
6. Lack of space for men and materials.
7. The 5S system was implemented here but has not been maintained.
8. The standard documentation of the work process/flow here is not maintained.
9. Efficiency/performance, consumption of spare parts & materials etc can’t be
measured since there is no individual work record.
10. The scope of analysis regarding this department is merely impossible.
11. Negative impact and lack of motivation aroused by all these problems are raising day
We have found that they are highly motivated for an organized work process, inventory, and
standard documentation. However, lack of workforce and specific direction/training, huge work
pressure etc have led them towards this state. Some of them have lost the motivation for
4 Solution Approach
After consulting with them and the authority, we decided to design a modified work
process/flow where all the works would be well documented, inventory would be maintained
and the authority can get the real-time information of the works/jobs they do and the
inventory they have.
For this, we pointed out some possible solutions. Those are:
A complete inventory of the tools, materials, spare parts and other assets they have.
A modified and computerized work process/flow where job records, consumption of
materials and spare parts, the responsibility of the workforce, job description etc can be
documented and kept.
Finding a way so that lead-time, the performance of the workforce (individual & team),
work efficiency, asset calculation, space optimization, the scope of improvement can be
5 5S Implementation & Inventory
For the solution, we first started to make a list of all the tools, spare parts & materials. While
listing down the inventory, we have implemented 5S here. Our work process was:
Specific Address: Keeping the current layout of the room as it is based on their own
need and addressing them with specific name & number (Area-address-home).
Example: Circuit breaker is in box no.01 (B01-Home), rack 1x2 (Address), upper shade
Seiri: Sorting out the assets, removing the scrap and waste materials, taking out
unnecessary parts to transfer them to the Store department. While sorting out, some
expensive materials and tools
were found which they need but
never found them before as there
was no record.
Seiton: All the materials &
parts are set in order of their need
(only with their opinion).
Seiso: Cleaning was done
before placing those.
Seiketsu: We have listed and
placed all materials with standard
documentation, stickers, and
addresses. We also have
maintained the standard
procedure to keep the record with
standard name and certain specification.
Shitsuke: We have covered the maintenance room with this process. While completing
this, we have ensured that this process might sustain for long. For this, we have
attached lists of assets to every area so that everyone can see, check and maintain the
process we developed. We have also determined the pavement/way, processing zone
(in workstations), waste disposal zone.
SOP: We have made an SOP for the inventory and attached this with this report.
6 Modified Work Flow
Key points of the current work process are:
Whenever and from wherever the work comes, individual who is free, attend the call
(only senior persons).
If any material/spare part is needed (from the store department), only then they call the
authority for approval.
No job record is
documented. Only requisition
forms and regular checklists
There is no specific job
responsibility or performance
We have designed a modified
work process so that the
problems here can be solved.
This process is listed below:
At first, there would be a ‘Maintenance Work Request Form’ (both hardcopy & google
form online version). Any particular person/department can request for work through
that form by describing the problem and describer’s authority.
Manager/Team Leader will receive the request and authorize one or more maintenance
person(s) (as Responsible Person-RP) for the work/job with certain work form.
The Responsible Person(s)-RP will do the job according to its need and will keep record
of time of work and completion, consumption of spare parts/materials, satisfaction level
about the work of the particular department/person, RP’s own remarks about the
problem and scope of improvement using the ‘Work Form’.
The whole process would be listed manually every day as job record by the Team
Leader. At the same time, the inventory will be updated per consumption records.
After certain periods, the performance, job efficiency, assets, needs etc all can be
analyzed using all the records.
The SOPs of the ‘Work Request Form’ and ‘Work Record’ are attached to the report.
Current space of the Maintenance department is not sufficient enough for 12 men and
the materials. More space should be allotted for this department.
6th S (Safety) must be implemented here. For example, all the tools, special tools with a
sharp edge should be covered.
Workplace for mechanical & electrical jobs gets a large amount of dust and wastage. For
the safety of the people here & the tools & materials, inventory/store and workplace
should be in different places.
Due to huge work pressure of this department, we could not complete inventory
outside the maintenance room. However, those must be listed for total improvement.
The workforce here must be trained for the use of the new inventory & work process.
They should be motivated for 5S too.
They don’t have specific job responsibility now for which most of the works are
neglected & delayed. Individual job responsibility should be introduced.
A restructured team of maintenance can ensure better performance for the company.
For example, Maintenance Engineer(s) can guide them well for their job and
improvement of the performance.
For improvement and better result in any sector, improvement & motivation of the people is
more important. However, some of them working here seems to be demotivated as they think
that they are the most neglected department in this company. Their motivation must be raised
first before any type of implementation today.
We think that Paxar Bangladesh Ltd (Avery Dennison Bangladesh) has got an efficient and
dedicated team for their maintenance jobs. If this asset is well maintained, it can be one of the
most beneficial departments of this company.
We are grateful to all the members of Paxar Bangladesh Ltd (Avery Dennison Bangladesh) for
their help & warm behavior towards us. Especially, the maintenance team helped us a lot for
this project. This would be impossible without their cooperation.
We have learned a lot from this company during this project. This experience will surely help us
a lot in future.
If the company is benefitted with our project, that would be our success.
We wish best of luck for Paxar Bangladesh Ltd (Avery Dennison Bangladesh).
1. Standard Operating Procedure of Inventory Management
2. Standard Operating Procedure of Maintenance Work Order Form
3. Hard Copy of Maintenance Work Order Form
4. Full Inventory List of Maintenance Room (up tp June 21, 2018)