5S System - Proposal

Purpose
Students of every university and colleges nowadays are always lack of discipline and initiative of
doing things that would help or keep their campuses in order or following the rules and regulations
set by their schools or organizations.
We are proposing a workplace organization method namely 5S which engages people through the
use of 'Standards' and Discipline' to organize and implement a clean, efficient and safe campus;
and to enhance the students self-discipline, productivity, visual management and standardize ac-
tions.
It is not just about housekeeping, but concentrating on maintaining the standards & discipline to
manage the organization - all achieved by upholding & showing respect for the school or campus
premises through exhibiting the importance or value of the school that provides a place for learning
and discovering new talents and skills.

Problem/Need

Uncleanliness and unorganized environment inside the campus premises is one of the problems
that FEU-Cavite must address. Wherein most of the students who are staying in their classrooms,
study area, library, hallways and even rest rooms leave these places with garbage, broken chairs
or tables and other things in those rooms, and also contribute annoying noises that disturb class-
es and other students who are studying at those times. More than that, this unsolved problem
increased this school year due to the growth in the number of students that enrolled this 2015.
Therefore to make everything right we must adopt a good system of self-sustaining culture, dis-
cipline and setting standards with strict compliance and appropriate actions or punishments to
any students who violate or did not follow this proposed method of implementing rules within
the campus.

Background

For the past few years, FEU Cavite does not have distributed their handbooks that should inform
students about the rules and regulations that are implemented in the school. There is also ab-
sence of reminders or posters in the classrooms, public places within the campus premises, rest
rooms and other facilities being used by the students. For example, in the rest rooms for girls,
there was much garbage like tissues, wrappers of food and packages of napkins on the floor even
there are many trash cans inside the cubicles and beside the door; and strands of hair which
causes the sinks to get clogged.

These problems of indiscipline can be reflected to their attitude towards their studying and
learning. This attitude of indiscipline and lack of self-sustaining will affect their every decisions
and actions that they will make in their everyday activities which also has effects on the people
and things surrounds them. The school is the place that should teach students how to be produc-
tive, disciplined and good persons that would enable them to contribute to the welfare and suc-
cess of our country. Every success starts with discipline and cooperation of the people inside of
an organization. If these problems will not be resolved, different problems may arise like addi-
tional costs for repairs of broke whiteboards, chairs and tables or even clogged toilet bowls and
sinks; additional housekeeping to attend those untidy places left by the students and will make
their actions or behavior worst, which will affect our community inside and outside the campus.
 Benefits of 5S

Increase in consciousness and self-discipline of the students.

-When the students are strictly mandated to abide with the rules and regu-
lations of 5S it will lead to development of good habit, self-control and responsi-
bility towards their environment and fellow students.
Reduces all form of wastes and litters; and unused space and time.
-Through the sorting method it teach the students to remove all the unnec-
essary and unused items in the school facilities;
-Through straightening students shall arrange everything into right place
and order;
-And through shinning method it will make the students to keep school fa-
cilities clean, bright and keep things in a condition so it is ready to use when
needed.
Improves Safety and lessen accident rate
-Because of self-discipline safety will be prioritize and clean environment
will lessen the spread of diseases.
-Unsafe practices are eliminated through the standardization step of 5S
-Students who have their eyes open for spotting ways to improve using 5S
principles will be more aware of their surroundings and potential safety hazards.
-And as the result of 5S students learn the ways of proper sanitization.

Creates a visually attractive environment and productivity
-5S help to achieve a clean and organize environment which resulted to a
more pleasant place to study and induce willingness and productivity to accom-
plish academic excellence.

Improve organizational efficiency, maintenance and flow of work.
-Due to making a habit of properly maintaining correct procedures and in-
stilling discipline which is necessary to avoid backsliding from responsibilities.
Reduce cost
-Provides cost-savings by reducing repair and storage cost, and space re-
quirements.
-Improves safety thereby reducing the cost of students injuries
-Reduces the amount of scrap thereby reducing production and material
cost for the school equipment, machines and facilities.

Description of Plan/Solution

The 5s system derives its name from the five Japanese words which define the process, they are:
seiri, seiton, seiso, seiketsu and shitsuke. Translated into English they are: sort, set in order, shine,
standardize and sustain. The guiding principles underlying the 5S system involve organization,
cleanliness and standardization. Overall campus cleanliness, created by removing waste from the
work area, promotes internal organization and enhances visual communication. By reducing wast-
ed time and materials, productivity is increased along with safety and costs are reduced. The fol-
lowing is a list of the most obvious benefits which can be derived from implementation of the 5s
system:
 - Increase in consciousness and self-discipline of the students.
- Reduces all form of wastes and litters; and unused space and time.
- Improves safety and lessen accident rate
- Creates a visually attractive environment and productivity
- Cost reductions resulting to more profit of the school
The system as a whole minimizes waste and improves efficiency by ensuring that students are
spending time doing productive task rather than looking for misplaced tools, sorting unnecessary
through stacks of waste material or rearranging the work environment at the change of shifts.
One of the great aspects of implementing a 5s system is that it can be done today and everyone
can participate. Furthermore, not just the students can be benefited from the 5s system but
also the employees and other staff of FEU-Cavite. And the bottom line advantage for an in-
crease in profits and a maximization of shareholder wealth.
Implementing The System Into Your Workplace.

The following is an overview of the components and philosophy behind each of the five steps. Al-
though application is specific to each companys processes, the steps are broad based and uni-
form in nature and the end result is the same.

Sorting (Seiri).

The first step in the process is known as red tagging. This step involves sorting through the items
in the workplace and placing a red tag on those that are not required to complete a work task. The
tagged equipment, tools, supplies and materials are moved to a central holding area for future
evaluation. Items that are used infrequently may be stored directly outside the immediate work
area; obsolete jigs, molds, fixtures, scrap material, waste and other unused materials are discard-
ed. Consideration is not given to whether you may use the item someday, if it is not needed it is
thrown away.

This step results in a better allocation of valuable resources, as additional floor space becomes
available once the unnecessary items are removed from the area. Furthermore, the process forces
inspection of the items thereby recognizing the need to repair or elimination broken or obsolete
equipment and tools.

Set in order, (seiton).

This vital step promotes efficiency by creating work areas that are neat, uncluttered and organized.
It involves the organizing, arranging and effectively storing items. The questions indicative of this
step are: 1.) What are the items needed to perform the task? 2.) Where should the items be locat-
ed to facilitate retrieval and usage? 3.) What is the quantity of items which need to be readily ac-
cessible? The founding principles are based on methodical storage of items. Each article has a
predetermined location of which it remains there until use and is immediately returned to after use.
Labeling and other identifying methods are part of this systemic organization process. Classroom,
library, storage areas and other facilities are all clearly labeled. Manuals and books are placed on
bookcases for quick identification and access. Floors are tiled or has venile so waste materials and
dirt can be easily spotted. The goal is to reduce the amount of time arranging for items as well as
the amount of physical effort in to cleaning waste and searching for items.

The resulting reduction in lost time spent on non-productive task, leads to an overall reduction in
cost and greater output capacity.
Shine (seiso)

The first two steps have resulted in an uncluttered and organized facilities. It is now time to thor-
oughly clean the entire area. This includes all work surfaces, storage areas, appliances and ma-
chines. A clean, spot free environment aids in a visual awareness of appliances and equipment
failures. Regular cleaning and inspection should be upheld on a daily basis to maintain results.

Both qualitative and quantitative results are experienced by this important step. Students pride and
moral are improved when they work or study in a clutter-free pleasant environment. The students
will be more apt to notice faulty equipment, litters , contamination, breakage or misalignment, un-
used materials have been removed and the surfaces have been cleaned.

When recognized at it beginning stages, appliances and machines failure can be immediately fixed
preventing greater cost from occurring. Malfunctioning machines and appliances cause work stop-
pages and adds to cost of repairs, which affects bottom line profitability.

Standardize (Seiketsu)

Best practices developed are recognized and standardized. This is best-achieved by including the
students in the process. Standards are key to low cost repairs, establishing storage areas and re-
ducing cost for buying new school equipment, machines and building new facilities.

Proper implementation means old habits must be eliminated and replaced with new behavior pat-
terns. This often requires some form of enforcement until they become habitual. Visual reminders
and other forms of communicating can be effective tools for enforcing new procedures. Posters,
posted procedures and other daily reminders can be utilized to help students adapt.

Sustain (shitsuke)

Maintaining the new system is vital; otherwise the cost and effort to develop the system will have
been wasted. A formal system should be pout in place to consistently monitor the results to make
sure the system is intact. Students training and communicating the new standards should be done
on a regular basis. A special program should be created for new students to ensure they maintain
the existing system.

Once implemented the 5s system should raise the bar to a new standard. However, it should not
be expected that once implemented it would be maintained without continuous effort. A follow-up
procedure is a key component to maintaining this level of excellence.

The Cost Of Implementing A 5s System

The complete system can be implemented without adding any on-going production cost. The
amount required depends heavily on the current status of the facilites. An initial investment in man-
hours, training, storage units, labelling systems and cleaning the areas and equipements can be
quickly recouped by increases in productivity, as wasted time arranging and cleaning the facilities
will be eliminated. The effect of a clean and organized work environment can provide the school
with a competitive advantage and communicate a positive message to both the school and the
students.

The 5s system is simple and obvious; however, many schools or businesses have overlooked the
benefits which can be gained through its implementation. But by embracing the 5S system pro-
vides school with an effective tool that cost very little to implement but has the power to reap large
financial rewards and benefits.
 Evaluation Plan

We will provide evaluation sheets per month to housekeeping, maintenance and security de-
partments regarding the performance or degree of rules being abide.

Qualifications of Personnel

1. Student Affairs Office Mr. Gerry Marcelo, SAO Officer

2. Student Council Shy Figueroa, President of Student Council and other members

3. Guidance Counselor Mr. Emelson D. Reyes, RGC

 Time Schedule

We have planned this coming school year by 2016 to introduce our 5s workplace organization
method to the new and old students during their orientation.

We will start to implement our 5s from the beginning up to end of the semester.

List of Activities

June 13, 2016

- We will introduce the 5S method to the administration, faculty members, housekeeping

and security departments and student council.

June 20, 2016

- We will post information in bulletin boards and in every school facilities used by the
students showing the 5S rules.

- We will provide evaluation sheet per month to the housekeeping and security depart-
ments regarding the performance of the students on how they are following the 5S rules.

July 4, 2016

- In the day of general assembly of each courses/organization 5S will be discussed.

October 20, 2016

- We will summarize the evaluation sheets for the whole semester to assess how much
students gain discipline and benefits are achieved.

Cost

- Repairs of tables and chairs, white boards and cubicle doors.

- Tissues and hand soaps for Comfort rooms

- Papers for posters (5S rules)

Glossary

1. Visual management to promote as an organization where all students understand and

manage their own work in a safe, clean, organized environment that fosters open commu-
nication, responsibility, and continuous improvement throughout

2. Self-sustaining can maintain itself by independent effort; the degree at which the system
can sustain itself without external support; is a quality of ones independence.

Reference List

http://lwandassociates.com/_old%20files/5S%20System.pd