Department: INFORMATION AND TELECOMMUNICATION

TVET –Program Title: ITSM AND DATABASE ADMINISTRATION Level: IV Year: I

Course /Module Title: Standardizing and Sustaining 3S

Ac. Year: 2012 E.C

Nominal Duration: 30 Hours: Semester: I

Course / Module Code: EIS ITS2 12 0615 Program: (Reg/Ext) :

Name of the Trainer.

Course / Module Description

This module aims to provide the trainees with the knowledge, skills and right attitude required to participate in
the planning process and to contribute to the development of a strategic plan..

Leaning Objectives:

At eh end of the course / Module, the trainee will able to:

Learning outcomes:

I. Prepare for work

II. Standardize 3S
III. Sustain 3S
Course / Module Assessment Methods: oral, written and interview
LO1: Prepare for work
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
Using work instructions to determine job requirements.
Reading and interpreting Job specifications.
OHS requirements.
Identifying and checking safety equipment and tools.
Preparing and using tools and equipment to implement 3S.
Using Kaizen board properly in accordance the procedure
Preparing labels and slogans
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
 Use work instructions to determine job requirements, including method, material and
equipment.
 Read and interpret job specifications following working manual.

 Observe OHS requirements, including dust and fume collection, breathing apparatus
and eye and ear personal protection needs throughout the work.
 Identify and check Safety equipment and tools for safe and effective operation.

 Prepare and use Tools and equipment to implement 3S.

 Using work instructions to determine job requirements

Introduction
5S is amongst the first and fundamental steps implemented by an enterprise to wards the path of
implementing Total Quality Management and continuous improvement at the operation level. 5S is
a process designed to organize the workplace, keep it clean, and maintain effective and standard
conditions. It instills the discipline required to enableeach individual to achieve and maintain a
world-class environment. The use of this tool was started in 1972 by Henry Ford in the United
States as the CANDO program: Cleaning up, Arranging, Neatness, Discipline and Ongoing
improvement.

The technique was popularized as ‘Japanese 5S’ in 1980 by HiroyukiHirano.

Many enterprises have practiced the 5S and derived significant benefits from it. In particular, this
technique has been widely practiced in Japan. Most Japanese 5Spractitioners consider 5S useful not
 just for improving their physical environment, but also for improving their thinking processes too.
In Japan it is also called ‘ workplacemanagement’.5S will be needed if the workplace is messy and
unorganized. It will also be needed if employees spend extra time in searching tools, papers,
information, etc.
What Is 5S?

5S is a method of creating a self-sustaining culture which perpetuates a neat, clean, efficient

workplace; a method for removing all excess materials and tools from the workplace and
organizing the required items such that they are easy to find, use, and maintain.
The five steps of Japanese 5S are:
1. Sort (Seiri)
 No unnecessary items at the workplace: “When in doubt, throw it out!”
2. Set in Order (Seiton)
 Anyone can instantly find, take, and return any needed item:“A place for everything,
and everything in its place”
3. Shine (Seiso)
 Deviations become visual by cleaning: “Cleaning = inspection; Cleaning with meaning”
4. Standardize (Seiketsu)
 Visualize the 5S standards in the workplace: “Make the best way the easiest way”
5. Sustain (Shitsuke)
 Everybody follows the standard until we have a better one “Stick to it!”
Why do we practice the 5S?
The general concept of the 5S is that they are intended to eliminate waste. Working in disorder is
neither productive, nor safe. 5S is a simple and practical method to instill a quality culture at the work
place. It is relatively easy to undertake, and requires minimal additional resources. The first and small
investment made in time and effort pays off in a much bigger manner when the results are realized and
maintained.
Among the main benefits of implementing 5S are:
 The workplace becomes cleaner, safer, well-organized and more pleasant
 Floor space utilization is improved
 Workflow becomes smoother and more systematic and non-value added activities
are reduced;
 Time for searching tools, materials and document is minimized;
 Machine breakdowns are reduced since clean and well-maintained equipment breaks down
less frequently and it also becomes easier to diagnose and repair before breakdowns occur,
therefore extending equipment life;
 Errors are minimized leading to making defect-free products;
  Consumables and material wastage are minimized;
 The morale and satisfaction of employees improves; and
 The productivity of the organization improves together with the quality of products
and services.

Description of preparation of work

Job can be defined as
 A task done as part of the routine of one’s occupation or for agreed price
 It’s also a post of employment full-time or part time position
 Anything a person is expected and obliged to do duty and responsibility.

The requirements for a job vary according to the nature of the job itself. However, a certain work
ethic must be cultivated to succeed in any job and this is fundamental to an individual’s sense of
himself as a worker, as part of production relations and a fundamental economic being. The basic
requirements for a job remain the same no matter what the job is, where it is located or what
professional and educational qualifications are required for it. These are as follows:
Discipline: Nothing is possible without discipline. Any job requires a fundamental core of
discipline from the worker or the employee and this is a quality which is independent of age,
post, stature, job and so on. Discipline is absolutely indispensable and provides the impetus for
work that can be strenuous, repetitive, boring and even unsatisfactory at times.
Qualifications: This is a more material, tactile need for a job which can be conveyed through
degrees and certificates. However education is not limited to what is taught in colleges or vocational
training courses. It is the burning desire to learn more, to reach the depths of knowledge about a
particular field of interest, to complete the job and learn from it that marks the true enthusiast
and the truly learned.
Work Instruction
Work instruction is a description of the specific tasks and activities within an organization. A
work instruction in a business will generally outline all of the different jobs needed for the
operation of the firm in great detail and is a key element to running a business smoothly.
In other words it is a document containing detailed instructions that specify exactly what
steps to follow to carry out an activity. It contains much more detail than a Procedure and is
only created if very detailed instructions are needed. For example, describing precisely how a
Request for Change record is created in the Change Management software support tool.
Information about the work
 Describe what workers need to be able to do on the job
 Work functions
 Key activities of each work function
 Performance indicators

 Describe what task to be done or work roles in a certain occupation

 Describe what task to be done or work roles in a certain
occupation
 Work instruction is a description of the specific tasks and activities within an organization. A
work instruction in a business will generally outline all of the different jobs needed for
the operation of the firm in great detail and is a key element to running a business smoothly.
In other words it is a document containing detailed instructions that specify exactly what
steps to follow to carry out an activity. It contains much more detail than a Procedure and is
only created if very detailed instructions are needed. For example, describing

 precisely how a Request for Change record is created in the Change Management
software support tool.
 Procedures vs. Work Instructions

 Many people confuse “procedures” with “work instructions”. In fact, most people write
work instructions and call them procedures. Knowing the differences of
procedures vs. work instructions can help you understand the documentation
process much better and, therefore, procedure documentation.

 Procedures describe a process, while a work instruction describes how to perform the
conversion itself. Process descriptions include details about the inputs, what conversion
takes place (of inputs into outputs), the outputs, and the feedback necessary to ensure
consistent results. The PDCA process approach (Plan, Do, Check, Act) is used to capture the
relevant information. 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)?

 What feedback should be captured (metrics)?

 How do we communicate results (charts, graphs and reports)?

 What laws (regulations) or standards apply (e.g., ISO 9001, 8th EU Directive, IFRS,
Sarbanes-Oxley)?
A successful operation in the hospitality industry requires efficient management of personnel and
cooperation between many different skilled professionals. Working in this type of international setting
can seem like a puzzle. To make it work, you must not only be familiar with the job specifications for
your colleagues, but you must also be very familiar with your suppliers and customers. A job
specification describes the knowledge, skills, education, abilities and experience that are essential to a
particular job. In short, a job specification describes the exact person that a company requires for a
particular role. Job specifications not identical to a job description. A job description defines the duties
and requirements of an employee’s job in detail, however most job specifications will include an
overview of the duties included in the position.

Components of a Job Specification

Experience: The number of years of experience you have had in the role in which you desire to fill. A
job specification will detail the number of years of work experience a candidate needs in order to
successfully fill a position. Positions that require more complex and responsible duties, and supervisory
and managerial roles, will always require more work experience.

Education: The training, degrees or certifications required for the position.

Required Skills, Knowledge and Characteristics: This is where the employer states the skills,
knowledge and characteristics of other employees who were previously in this position, or what
the employer requires to fill the role. Characteristics refer to personality traits that the ideal
candidate must possess. These might be patience or leadership, or good time management,
flexibility or attention to detail.

Overview of Job Duties: This is where the employer repeats the requirements and activities
that the prospective employee must undertake in the position.
Introduction
Occupational safety and health (OHS) is generally defined as the science of the anticipation,
recognition, evaluation and control of hazards arising in or from the workplace that could impair the
health and well-being of workers, taking into account the possible impact on the surrounding
communities and the general environment. This domain is necessarily vast, encompassing a large
number of disciplines and numerous workplace and environmental hazards. A wide range of structures,
skills, knowledge and analytical capacities are needed to coordinate and implement all of the “building
blocks” that make up national OHS systems so that protection is extended to both workers and the
environment.
The scope of occupational safety and health has evolved gradually and coati noisily in response to social,
political, technological and economic changes. In recent years, globalization of the world’s economies
and its repercussions have been perceived as the greatest force for change in the world of work, and
consequently in the scope of occupational safety and health, in both positive and negative ways.
Liberalization of world trade, rapid technological progress, significant developments in transport and
communication, shifting patterns of employment, changes in work organization practices, the different
employment patterns of men and women, and the size, structure and life cycles of enterprises and of new
technologies can all generate new types and patterns of hazards, exposures and risks. Demographic
changes and population movements, and the consequent pressures on the global environment, can also
affect safety and health in the world of work.
Core OHS principles
Occupational safety and health is an extensive multidisciplinary field, invariably touching on issues
related to scientific areas such as medicine – including physiology and toxicology – ergonomics, physics
and chemistry, as well as technology, economics, law and other areas specific to various industries and
activities. Despite this variety of concerns and interests, certain basic principles can be identified,
including the following:
• All workers have rights. Workers, as well as employers and governments, must ensure that
these rights are protected and must strive to establish and maintain decent working
conditions and a decent working environment.
More specifically:
 Work should take place in a safe and healthy working environment;
 Conditions of work should be consistent with workers’ well-being and human
dignity;
  Work should offer real possibilities for personal achievement, self fulfillment
and service to society.
• Occupational safety and health policies must be established. Such policies must be implemented at
both the national (governmental) and enterprise levels. They must be effectively communicated to
all parties concerned. National system for occupational safety and health must be established. Such
a system must include all the mechanisms and elements necessary to build and maintain a
preventive safety and health culture. The national system must be maintained, progressively
developed and periodically reviewed.
• A national program on occupational safety and health must be formulated. Once formulated, it
must be implemented, monitored, evaluated and periodically reviewed.
• Social partners (that is, employers and workers) and other stakeholders must be consulted. This
should be done during formulation, implementation and review of all policies, systems and
programs.
• Occupational safety and health programs and policies must aim at both prevention and protection.
Efforts must be focused above all on primary prevention at the workplace level. Workplaces and
working environments should be planned and designed to be safe and healthy. Continuous
improvement of occupational safety and health must be promoted. This is necessary to ensure that
national laws, regulations and technical standards to prevent occupational injuries, diseases and
deaths are adapted periodically to social, technical and scientific progress and other changes in the
world of work. It is best done by the development and implementation of a national policy, national
system and national program.
• Information is vital for the development and implementation of effective programs and
policies. The collection and dissemination of accurate information on hazards and
hazardous materials, surveillance of workplaces, monitoring of compliance with policies
and good practice, and other related activities are central to the establishment and
enforcement of effective policies.
 Health promotion is a central element of occupational health practice. Efforts must be
made to enhance workers’ physical, mental and social well-being. Occupational health
services
 Cover all workers should be established. Ideally, all workers in all categories of economic
  Activity should have access to such services, which aim to protect and promote workers
‘health and improve working conditions.
 Compensation, rehabilitation and curative services must be made available to
Workers who suffer occupational injuries, accidents and workerlateddiseases. Action must be taken to
minimize the consequences of occupational hazards. Education and training are vital components of
safe, healthy working environments .Workers and employers
Must be made aware of the importance of establishing safe working procedures and of how to do so. Trainers
must be trained in areas of special relevance to particular industries, so that they can address the specific
occupational safety and health concerns.

Workers, employers and competent authorities have certain responsibilities, duties and Obligations. For
example, workers must follow established safety procedures; employers must provide Safe workplaces
and ensure access to first aid; and the competent authorities must devise, communicate and periodically
review and update occupational safety and health policies.
Policies must be enforced. A system of inspection must be in place to secure compliance with
occupational safety and health measures and other labor legislation.
Management commitment and resources
While top management has the ultimate responsibility for the safety and health program in an enterprise,
authority for ensuring safe operation should be delegated to all management levels. Supervisors are
obviously the key individuals in such a program because they are in constant contact with the
employees. As safety officers, they act in a staff capacity to help administer safety policy, to provide
technical information, to help with training and to supply program material.
Total commitment on the part of management to making safety and health a priority is essential to a
successful OHS program in the workplace. It is only when management plays a positive role that
workers view such program as a worthwhile and sustainable exercise. The boardroom has the influence,
power and resources to take initiatives and to set the pattern for a safe and healthy working
environment.
Management commitment to occupational safety and health may be demonstrated in various us
ways, such as:
• Allocate sufficient resources (financial and human) for the proper functioning of
the occupational safety and health program;
• Establishing organizational structures to support managers and employees in their
OSH duties;
 • Designating a senior management representative to be responsible for overseeing
the proper functioning of OHS management.
The process of organizing and running an OSH system requires substantial capital investment.
To manage safety and health efficiently, adequate financial resources must be allocated within
business units as part of overall running costs. The local management team must understand the
Value that corporate leaders place on providing a safe place of work for employees.
There should be incentives for managers to ensure that resources are deployed for all aspects of safety and
health. The challenge is to institutionalize safety and health within the planning process. Once the program is
under way, concerted efforts must be made to guarantee its sustainability.

Workers’ participation
Cooperation between management and workers or their representatives within an enterprise is an
essential element of prevention of accidents and diseases at the workplace. Participation is a
fundamental workers’ right, and it is also a duty. Employers have various obligations with regard to
providing a safe and healthy workplace, and workers should, in the course of performing their work,
cooperate in order to enable their employer to fulfill those obligations. Their representatives in the
undertaking must also cooperate with the employer in the field of occupational safety and health.
Employee participation has been identified as a key precondition of successful OHS management and a
major contributing factor in the reduction of occupational diseases and injuries. The full participation of
workers in any OHS programs designed frothier benefit will not only ensure the efficacy of such
measures, but will also make it possible to sustain n an acceptable level of safety and health at
reasonable cost. At the shop-floor level, workers and their representatives should be enabled to
participate in the definition of issues, goals and resulting actions related to occupational safety and
health.
Workplace hazards

Although work provides many economic and other benefits, a wide array of workplace hazards also
present risks to the health and safety of people at work. These include "chemicals, biological agents,
physical factors, adverse ergonomic conditions, allergens, a complex network of safety risks," and a
broad range of psychosocial risk factors

Physical hazards are a common source of injuries in many industries. They are perhaps
unavoidable in certain industries, such as construction and mining, but over time people have
developed safety methods and procedures to manage the risks of physical danger in the
workplace. Employment of children may pose special problems. Falls are a common cause of
occupational injuries and fatalities, especially in construction, extraction, transportation,
healthcare, and building cleaning and maintenance

The transportation sector bears many risks for the health of commercial drivers, too, for example from
vibration, long periods of sitting, work stress and exhaustion. These problems Occur in
Europe but in other parts of the world the situation is even worse. More drivers die in accidents due
to security defects in vehicles. Long waiting times at borders cause that drivers are away from
home and family much longer and even increase the risk of HIV infections.

Confined spaces also present a work hazard. The National Institute of Occupational Safety and
Health defines "confined space" as having limited openings for entry and exit and unfavorable
natural ventilation, and which is not intended for continuous employee occupancy. Spaces of this
kind can include storage tanks, ship compartments, sewers, and pipelines. Confined spaces can
pose a hazard not just to workers, but also to people who try to rescue them.
Noise also presents a fairly common workplace hazard: occupational hearing loss is the
most common work-related injury in the United States, with 22 million workers exposed to
hazardous noise levels at work and an estimated $242 million spent annually on worker's
compensation for hearing loss disability. Noise is not the only source of occupational hearing
loss; exposure to chemicals such as aromatic solvents and metals including lead, arsenic, and
mercury can also cause hearing loss.

The Act
The Occupational Health and Safety Act 2004 (the Act) is the cornerstone of legislative and
administrative measures to improve occupational health and safety in Victoria. The Act sets out the
key principles, duties and rights in relation to occupational health and safety. The general
nature of the duties imposed by the Act means that they cover a very wide variety of
circumstances, do not readily date and provide considerable flexibility for a duty holder to
determine what needs to be done to comply.

The Regulations

The Occupational Health and Safety Regulations 2007 are made under the Act. They specify the
ways duties imposed by the Act must be performed, or prescribe procedural or administrative
matters to support the Act, such as requiring licenses for specific activities, keeping records, or
notifying certain matters.
 Guidance

Effective OHS regulation requires that Work Safe provides clear, accessible advice and guidance
about what constitutes compliance with the Act and Regulations. This can be achieved through
Compliance Codes, Work Safe Positions and non-statutory guidance ("the OHS compliance
framework"). For a detailed explanation of the OHS compliance framework, see the Victorian
Occupational Health and Safety Compliance Framework Handbook.

Policy
Not every term in the legislation is defined or explained in detail. Also, sometimes new
circumstances arise (like increases in non-standard forms of employment, such as casual, labor hire
and contract work, or completely new industries with new technologies which produce new hazards
and risks) which could potentially impact on the reach of the law, or its effective
administration by Work Safe. Therefore, from time to time Work Safe must make decisions
about how it will interpret something that is referred to in legislation, or act on a particular issue, to
ensure clarity. In these circumstances, Work Safe will develop a policy. A policy is a statement of
what Work Safe understands something to mean, or what Work Safe will do in certain
circumstances