BUSINESS EXCELLENCE DEPARTMENT

BHILAI STEEL PLANT

No: BE/2013/5S/158 Dt. 03/03/2014

CIRCULAR

Sub: Implementation of 5-S workplace management system in BSP.

BSP has embarked upon implementation of 5-S workplace management system since year 2009. Five
departments in works area and seventeen BSP schools have received 5-S certification till date.

As per the approved roadmap more areas of works, non- works & mines will be taken up for 5-S
implementation.

In order to streamline the process following has been formulated:

 Implementation Procedure (Annexure-A)

 Roles & Responsibilities of various functionaries (Annexure-B)
 Check list for review (Annexure-C)
 Formats of various documents (Annexure-I to VII)

Any suggestion / feedback to improve the 5-S workplace management system implementation may
be sent to BE Department.

This issues with the approval of competent authority.

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Distribution:

1. GM(TA)/GM I/C (Mills)/ GM (Quality)/ GM (Plate Mill)/ GM(MM & WRM)/GM (SMS2 &
CCS)/GM (Shops)/DGM(ETL)/DGM (Education)
2. All 5-S Champions of concerned shops
3. DGM (Tech), CEO’s Sectt.
4. Sr. TA to ED (Works)
5. TA to ED (P & A )
6. ED(Mines) Sectt.
 Annexure-A

5-S IMPLEMENTATION PROCEDURE FOR WORKS AREA

This procedure shall be applicable to the shops already having 5-S certification and to the
shops/ departments implementing 5-S in future. The 5-S certified shops as on date are: RCL,
SMS2, Plate Mill, Wire Rod Mill and Merchant Mill. Implementation of 5-S in additional
departments will be communicated by BE after obtaining approval of competent authority.
1. Approval:
Head of BE will initiate the approval process and after obtaining so will intimate the
respective HoD. Appropriate budget provision is to be made to meet various expenses like
Faculty fee for training, audit fee, certification charges etc.
2. Creating 5-S infrastructure:
2.1 After getting approval from management HoD concerned shall nominate 5-S Champion,
Form Steering Committee and Nominate IRPs. BE shall provide necessary help to the HoD in
doing so. A written order will be issued by HoD comprising names of different functionaries
and a copy of the same should be sent to BE.
2.2 HoD along with Steering Committee shall divide entire shop into Zone (and further into
subzones, if required) and nominate Heads of Zones / subzones. BE shall provide necessary
help to the HoD in doing so. There should be a written order signed by HoD in this regard
and a copy of the same should be sent to BE.
2.3 BE shall arrange training on 5-S for IRPs and IRPs in turn shall provide training and create
awareness amongst other employees of the shop/department.

3. Implementation:
3.1 Implementation shall start with doing 1S activities followed by 2S. After completing the 1S
and 2S activities remaining 3Ss will be taken up. HoD and Steering Committee shall lead and
oversee the implementation process, 5-S champion shall co-ordinate all activities and BE
shall provide necessary help and guidance. Zone/Sub zone heads shall be responsible for 5-S
implementation in their respective zones/ sub zones.
3.2 Photographs shall be taken before and after implementation of 5-S and during further
improvements in such a fashion so as to facilitate like to like comparisons. (Photographs
shall also be taken during 5-S Audits-Please see clause 4 below). All photographs shall be
taken by a Photographer from our Public Relations Department only. These photographs will
be used as documentary evidence of improvement and for assessment of progress. 5-S
champion or 5-S Zonal Head shall be responsible for communicating the requirement of
photographer to the PRD well in advance and shall follow set procedures of PRD. The
photographs shall be obtained from PRD by 5-S Champion and shall be shared with BE.
3.3 Documentation, Rough Audit, Management Audit and Steering Committee Meetings shall be
done as mentioned in Annexure-B. Detailed Roles and Responsibilities of various
functionaries of 5-S workplace management system are also mentioned in Annexure-B.
4. Audit: All audit activities (excluding Management Audit and Rough Audit) shall be
coordinated by BE. Requirement of PRD photographer during Internal and External Audits
shall also be taken care of by BE.
4.1 Internal Audit: The 5-S internal audit shall be conducted by 5-S certified auditors of
BSP. Audit dates shall be finalized jointly by BE and respective HoD.
4.2 External Audit: The 5-S external audit shall be conducted by an external agency
having a service agreement with BSP. At present we are having an agreement with M/s QCFI.
There shall be 4 types of external audit:
4.2a. First Audit (or Preliminary Audit): After making substantial progress
by department, First audit shall be conducted.
4.2b. Pre Certification Audit : This audit shall be conducted after
compliance of all points of First Audit and Internal Audits conducted so far.
4.2c. Certification Audit: After compliance of all points of First Audit, Pre
Certification audit and Internal Audits a shop/department shall go for certification audit.
4.2d. Surveillance Audit: After receiving certificate there shall be a
surveillance audit conducted in every 6 months.

4.3 Audit Reports: Internal auditors shall submit audit reports to respective HoD within
2 days of conducting Audit and a copy of the report is to be sent to BE. The report of
external audit shall be obtained and forwarded to HoD by BE after completion of audit.

4.4 Compliance Report: 5-S Champion of the respective shop/department shall be

responsible for sending compliance report of audits. This report should be sent to BE within
1 month from receiving the report of Internal Audit and within 2 months from receiving the
report of External Audit.
 ANNEXURE-B

5-S ROLES AND RESPONSIBILITIES

BUSINESS EXCELLENCE DEPARTMENT:

Business Excellence Department will be the Nodal agency for 5-S implementation at Bhilai Steel Plant.

Responsibilities of BE Department are:

 Provide training to 5-S Internal Resource Persons nominated by HoD of the shop/ department
 Provide training for preparing certified auditors of 5-S
 Provide formats/ templates of documents, forms etc.
 Provide reading material, books etc. to the shop/ department
 Provide guidance /clarifications sought by shop
 Decide modalities of 5-S competitions to be organized by shop
 Provide 5-S shields to department/ shop (as one time activity)
 Conduct/arrange Internal/Inter departmental audit
 Arrange external audits
 Coordinate bi-monthly review of 5S by ED(Works)
 Coordinating all communications regarding achievement of 5S
 Update BE website regularly with all information
 Maintain updated list of champions & zonal heads
 Organize interdepartmental competition on 5-S

HEAD OF THE DEPARTMENT: The responsibilities of the HoD are:

• Form steering committee and meet at least once every month

• Divide entire shop/ department into suitable number of Zones. (If required zones can be further divided into
Sub-zones for the ease of implementation.)

• Provide help sought by 5-S champion and Zonal leaders

• Visit best and worst zones (based on Management audit scores) every month

• Oversee and lead the process

• Formation of Jagruti Group

5-S Champion:
A person in Executive cadre (preferably in the grade E5 and above) nominated by HoD of the shop/ department shall
function as 5-S Champion.

Responsibilities of 5-S Champion are:

• Act as a link between BE and shop/department

• Ensure formation of Steering committee and arrange to send a Copy of the order to Head of BE

• Implementation of 5-S in HoD’s & other offices

• Ensure regular meeting of steering committee, prepare and send MoM

 • Ensure & conduct Management Audit monthly

• Ensure proper maintenance of documents & regularity of audits

• Facilitate training and make necessary arrangements

• Organize 5-S competitions

• Arrange & maintain Scoreboard (based on Management Audit score)(Annexure-VI)

• Distribute reading materials ( provided by BE)

• Oversee entire process and keep Steering committee apprised

• Arrange for BEFORE & AFTER photography through PRD

• Send compliance report of Internal/External Audits to BE

INTERNAL RESOURCE PERSONS (IRP):

A group of 5 to 6 ( or more for bigger shops) persons (preferably in the Grades E1 to E6) nominated by HoD who will
receive training on 5-S from Business Excellence and shall spread awareness on 5-S amongst other employees of the
shop/department so as to cover all employees (regular + contractual) before final certification audit.

Responsibilities of IRPs are:

• Receive training on 5-S from BE department

• Read the books, manuals etc. on 5-S

• Make concepts of 5-S clear

• Take training sessions for other employees of the shop/department

STEERING COMMITTEE:
A five to seven members committee headed by HoD, sectional in- charges and representative from BE department
will be the members and 5-S Champion will work as convener of this committee. A written order in this regard,
signed by HoD, should be issued to all concerned and a copy should be sent to Business Excellence Department for
the purpose of records.

Whenever any member of this committee is transferred/promoted/separated the committee should be

reconstituted and a fresh order in this regard should be issued.

Responsibilities of Steering committee are:

• Facilitate 5-S implementation in the shop/ department

• Implement 5-S in their respective offices

• Provide necessary help sought by 5-S Champions/Zonal Heads

• Ensure Management audit, analyze the score and findings of the audit and take necessary corrective actions,
if any.

• Meet at least once in a month

• Ensure MoM of all meetings is prepared & sent to all concerned

 Steering committee meeting:
This meeting shall take place between 21st and 30th of every month. This meeting shall be chaired by HoD
and to be attended by all steering committee members, all members of Management Audit team of the
month, all zonal heads and any other person as decided by HoD. The 5-S Champion shall be the convener of
this meeting. In the steering committee meeting:

• Progress and status of 5-S implementation should be reviewed

• Necessary guidance/ help to zonal heads should be provided

• Each zone shall give 3 minutes presentation

 1st minute: jobs done in last one month

 2nd minute: jobs to be done in next one month

 3rd minute: help required from steering committee

• Findings of management audit should be discussed

• Shields to all zones scoring more than target score (initially to be set at 70% and subsequently to be raised
to 72,74, 76 and so on to reach at subsequent target scores if most of the zones achieve the set target score
consistently) should be given

• The shield will remain with the zone till they continue to achieve target score and will be taken back
whenever they fail to reach target score.

ZONAL HEAD:
A person nominated by HoD in Executive cadre, who will be responsible for all activities of 5-S in his/her zone.

Responsibilities of Zonal Head are:

• Implementation of 5-S in his zone

• Distribution of responsibility to individuals

• Preparation of check list (Annexure-III & IV)

• Maintain Register as per 5-S manual

• Nominate names for Rough Audit (Annexure-I)

• Take feedback, suggestions from auditors after audit

• Taking pictures before and after 5-S implementation (Photographer from PRD is to be arranged by 5-S
Champion)

• Follow up of Action to be taken/ Jobs to be done(Annexure-V):

 To be checked by leader and communicated to person responsible

 Target date as promised by person responsible to be recorded

 If not completed by target date reminder to be given

 Date of reminder to be noted in remarks column

  If the job is not done after 3 reminders, to be reported in steering committee meeting

• Standard Practices:

 To Write down standard practices to be followed by each Zone/Sub-zone members

 List of standard practices to be circulated from time to time

 Leader to check whether the group is following standard practices or not

 Group may change/modify standard practices

SUB ZONAL HEAD:

A person in Executive / Non - executive cadre nominated by Zone Head responsible for all activities of 5-S in
his/her zone.

Responsibilities of Sub Zone Head will be same as Zone Head.

ROUGH AUDIT TEAM:

A team of 2 persons in Non-executive cadre nominated by Zonal Head/ Sub Zonal Head (if zones are further
divided into sub zones).
• The frequency of this audit will be weekly till certification and fortnightly after certification.
• Each time the team will consist of one new member and one member from the immediate last Rough Audit
team.
• Both employees should be of different grades
• Both will have a copy of check list
• Marks in Rough Audit sheet (Annexure-I)will be given jointly
• Marks in the rough audit sheet should be given in decimals
• Wherever scores are given less than 5, relevant remarks must be entered in remarks column
• Any shortcoming/opportunity for improvement should be entered in remarks column
Responsibilities of Rough Audit Team Members are:
• Check each point of check list
• Give marks in a 5 point scale, in decimals, without any bias
• Give remarks wherever score is less than 5
• Give suggestions for improvement
• Point out anything very good/ very bad they observe
• Action to be taken/ Jobs to be done to be noted in the register
After the Rough Audit:
• Both auditors will report to Zone/ Sub-zone leader
• Record marks in register
• Zone/Sub zone leader will compare marks with last audit marks
• In case of abnormality shall ask for clarification from auditors or may visit that place himself
• Zone/Sub zone leader will ask the team for
 Good points observed
 Suggestion for improvement
 Any comment
 Actions to be taken
 Main points to be noted in minutes of the meeting
MANAGEMENT AUDIT TEAM:
A team of 3 to 4 executives with 5-S Champion as a permanent member and remaining members as nominated by
HoD every month. The nominated members should be a heterogeneous mix of grade and function. Frequency of this
audit will be monthly.

The team will visit entire shop/department between 10th and 20th day of the month and shall audit each zone as per
AUDIT SHEET (Annexure-II). Separate Audit sheets will be used for different zones.

Scores in column “B” of AUDIT SHEET should be given in whole numbers (1, 2, 3, 4 or 5) and not in decimals.

Score in the sheet will be entered by the 5-S Champion with the consent of other members of the Management
Audit Team for the month.

All Audit sheets should be signed by all members and submitted to the HoD immediately after audit.

Shields shall be given to all zones scoring > 70% in this audit and shall remain with the zone till they keep scoring
>70%. If the trend shows that almost all zones are consistently scoring >70% then HoD may take a decision to raise
the bar (e.g. 72 or 74 % and so on).

JAGRUTI GROUP:
A team comprising 10% of the total shift strength pooled from all sections of the factory. Leader of the team will
be from supervisory level. A badge will be provided to members of the group. Group will work for 1 month, after
that 90% new members will be induced along with 10% old members. New leader will be chosen every month.
The group will check all points as per check list (Annexure-VII), self-discipline aspects and shall counsel fellow
employees.
 Annexure-C
CHECK LIST OF RESPONSIBILITY FOR 5-S WORKPLACE MANAGEMENT
FUNCTIONARY
ROUGH
STEERING ZONAL AUDIT MANAGEMENT JAGRUTI
Actions FREQUENCY BE HOD CHAMPION COMMITTEE HEAD TEAM AUDIT TEAM IRP GROUP
Initially + as
Training of IRPs/Auditors required √
Providing 5-S shields One time √
Conducting Internal audits As required √
Arranging audits by QCFI As required √
Co-ordinate ED(W) review Bi monthly √
Organize interdepartmental 5-S
competitions Annual √
Steering committee formation One
/monthly meeting time/Monthly * √ √
Making zones/subzones One time * √ *
Oversee & lead 5-S
implementation Continuos √ *
Jagruti group formation Monthly √ *
Visit best/worst zones Monthly √
Link between BE & shop Continuos √
Issuing MoM of Steering
committee meeting Monthly √
Implement & maintain 5-S in
offices Continuos * * √ *
Ensure proper documentation Continuous * √
Facilitate 5-S training Continuous * √
Organise 5-S competitions Quarterly * √
Maintain scoreboard Monthly * √
Oversee 5-S implementation &
apprise steering committee Continuous √
Arrange PRD photographer As required √
Facilitate 5-S implementation Continuous √ √
Ensure Management audit Monthly * √ √
Meet monthly Monthly √ √ √ √
Compliance reports of audits As required √
Implement 5-S in zone Continuous * * √
Distribution of responsibility Continuous √
Prepare & update check list Continuous √
Maintain documentation Continuous * * √
Weekly(Pre
certification)/Bi
weekly(Post
Ensure timely rough audits certification) √
Take pictures before,after
improvements (through PRD) As required * √
Follow up of action to be
taken/jobs to be done As required √
Making standard practices As required √
Weekly(Pre
certification)/Bi
weekly(Post
Check each point of check list certification) √
Give marks & remarks do √
Give sugestions do √
Point out anything very good/bad
observed do √
Note action to be taken/ jobs to
be done do √
Monthly Management Audit of
each zone Monthly * √ * √
Attend 5-S training As required √

Update/upgrade 5-S knowledge Continuous * √

Take 5-S training sessions As required * √
Enforce self discipline amongst
fellow employees Continuous √
PRIME RESPONSIBILITY = √ PROVIDE ASSISTANCE = *
 ANNEXURE-I

FORMAT OF A MODEL ROUGH AUDIT SHEET

SN Marks Remarks
 ANNEXURE-II

MONTHLY MANAGEMENT AUDIT SHEET

ZONE
NO.

Sl.No Audit Point Wtg(A) SC(B) Remarks Total (A*B)

1 System of Audit 4

2 Regularity of Audit 4
Action taken on remarks in
3 5
rough audit sheet
Regularity of council
4 4
meeting
5 Awareness about 5S 3

6 Status of 1S 4

7 Status of 2S 4

8 Status of Cleanliness 4

9 Individual responsibility 3
Action on lowest marks in
10 3
self audit
Status of "Action to be
11 3
taken/job to be done"
Status of Standard
12 3
practices
Follow-up of Standard
13 4
practices
14 Visual Management 4
General Feeling about
15 3
benefit from 5S
Before & After status
16 4
Photograph
Zone/Sub zone Leader
17 4
room
18 HOD’s Room 5

19 Special Activity 2

20 Display of score board 3

Presentation to steering
21 3
committee
Action taken on previsou
22 4
management audit
ZONAL
PERCE
NTAGE

AUDIT CONDUCTED BY (Name,Designation,Signature):

1. ………………………………………………………………………………………………….
2. ………………………………………………………………………………………………….
3. ………………………………………………………………………………………………….
4. ………………………………………………………………………………………………….

5. ………………………………………………………………………………………………….
 ANNEXURE-III

SAMPLE ROUGH AUDIT CHECK LIST (OFFICE)

 ANNEXURE-IV

SAMPLE ROUGH AUDIT CHECK LIST (PLANT)

 ANNEXURE-V

ACTION TO BE TAKEN / JOBS TO BE DONE

Left Hand side page of register Right hand side page of register
S. Date Action to be taken / Job WC/ Responsibility Time of completion Remarks
No to be done OC Target Actual

WC = Within Control OC = Out of Control

 ANNEXURE-VI

5-S SCORE BOARD MODEL

ZONE NAME:

ZONE LEADER:

Month of Audit: Score: Graphical Presentation of Scores

5-S SCORE AT A GLANCE

Month Zone I Zone II Zone III Zone IV Zone -V Zone VI Avg.

This will be displayed near the office of Chairman, Steering Committee or inside his
office. On the Board scores of zones, average for the month should be written. Use
Red pen for scores less than 70%, Green pen for 70% to 80% and Blue pen for 80%
and above.
 ANNEXURE-VII

Jagruti Group Check List

Personal Hygiene : Few examples are given below

a. Nails
b. Hair
c. Shave – a well shaven face (except in the case of religious norms)
e. Uniform condition – neat and clean
f. Cap – neat and clean
g. Shoe/Chappals – In good condition
h. No gutka/Beedi/Cigarettes
i. Habits such as spitting, smoking etc changed through counseling ?

Personal Hygiene to be checked on every starting day of the week in every shift at
the beginning of the shift and record of short comings has to be maintained in the
“Jagruti Group Register”.

Apart from the personal hygiene the following things have to be checked on a daily
basis and the findings have to be recorded through the group leader in the register.

a. Workers Toilet – Condition - cleanliness

b. Lunch Room – Condition - cleanliness
c. Working area cleanliness
d. Drinking water – Its surroundings, periodicity of cleaning of the container
etc.
e. Wash basins – daily cleaning, without dirt, grime sticking to it.
f. Monitoring the disposal of dustbins – not over dumped bins lying there.
g. Any form of wastage like
i. Electricity
ii. Water leakage/ Open taps.
iii. Unnecessary use of lights.
iv. Air curtains running without use.
v. Any kind of spillage

The above list contains some of the salient features for the Jagruti Group to take into
account for its functions.

Unit may add few more check points, specific to their units as they may deem fit.