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Elements and Performance Criteria

Prepare for implementation of 5S

Required Skills

Required skills

Required skills include

communicating with others to clarify scope of S implementation communicate results and contribute suggestions for improvement

visualising normal office procedures in terms of flow and contribution to customer outcomes

planning own tasks in implementation of S

implementing S to own work area according to instructions

identifying office waste muda

preparing own work area by reviewing equipment and own responsibilities against a process map

prioritising activities and items

reading and interpreting documents describing office procedures

recording activities and results against templates and other prescribed formats

working with others

solving problems

Required knowledge

Required knowledge includes

standard office procedures for own activities and of others in team

S concepts and procedures as applied to an office environment including

meaning and application of S to own job and to office

procedures relevant to job

methods of makingrecommending improvements

Evidence Required

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria required skills and knowledge range statement and the Assessment Guidelines for the Training Package

Critical aspects for assessment and evidence required to demonstrate competency in this unit

A person who demonstrates competency in this unit must be able to provide evidence of the ability to

identify the scope of the services andor functions supplied by the office and the deliverables expected by customers

identify own tasks and responsibilities and relate them to organisation and customer requirements

identify and explain the stages of S

implement S in own work area

identify waste muda in the work area

Context of and specific resources for assessment

Assessment of performance must be undertaken in a workplace using or implementing one or more competitive systems and practices

Access may be required to

workplace procedures and plans relevant to work area

specifications and documentation relating to planned currently being implemented or implemented changes to work processes and procedures relevant to the assessee

documentation and information in relation to production waste overheads and hazard controlmanagement

reports from supervisorsmanagers

case studies and scenarios to assess response to contingencies

Method of assessment

A holistic approach should be taken to the assessment

Competence in this unit may be assessed by using a combination of the following to generate evidence

demonstration in the workplace

workplace projects

suitable simulation

case studiesscenarios particularly for assessment of contingencies improvement scenarios and so on

targeted questioning

reports from supervisors peers and colleagues thirdparty reports

portfolio of evidence

In all cases it is expected that practical assessment will be combined with targeted questioning to assess underpinning knowledge

Where applicable reasonable adjustment must be made to work environments and training situations to accommodate ethnicity age gender demographics and disability

Guidance information for assessment

Assessment processes and techniques must be culturally appropriate and appropriate to the oracy language and literacy capacity of the candidate and the work being performed

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Competitive systems and practices

Competitive systems and practices may include, but are not limited to:

lean operations

agile operations

preventative and predictive maintenance approaches

monitoring and data gathering systems, such as customer relationship management (CRM) database, accounting packages, business intelligence or other office process-related database programs

statistical process control systems, including six sigma and three sigma

Just in Time (JIT), kanban and other pull-related operations control systems

supply, value, and demand chain monitoring and analysis

continuous improvement (kaizen)

breakthrough improvement (kaizen blitz)

cause/effect diagrams

process mapping

problem solving

standard procedures

current reality tree

Competitive systems and practices should be interpreted so as to take into account:

the stage of implementation of competitive systems and practices

the size of the enterprise

the work organisation, culture, regulatory environment and the industry sector

5S

5S primarily covers organising how work is done. In the office environment it usually focuses on the physical and/or virtual workspace to ensure that information, equipment, materials needed for the job are available where and when they are needed. Originally developed in Japan it is based around five housekeeping principles, usually translated as:

Items in work area

Items in an office work area include all equipment and accessories, including:

office supplies

storage systems and cabinets

lighting, wiring, plumbing and other services designed to support a working environment in the office

personal items (e.g. bags, phones, lunch boxes, clothing, photos and ornaments)

safety and personal protective equipment

any other item which happens to be in the work area

Appropriate place

Appropriate places may include areas designated for:

rubbish removal

staff room/lunch room/kitchen

office supplies, filing and other storage

functions, such as printing/copying

holding until status is confirmed

Target work area

The target work area may be identified as a physical and/or virtual work space:

used by a person, a team or a cross-functional group

common to part/s of a process or value stream (already defined)

shared by people who undertake a defined procedure or set of procedures

needed to support a particular function

The work area includes all areas where aspects of the job are performed and that are under the direct control of the employee. In a team environment 5S should be applied to all work areas under the control of the team.

Best location

The best location may include:

making changes to the layout of furniture, equipment, services and personnel in order to facilitate the smooth and continuous flow of work through process steps

Sort

Sort involves keeping only what is absolutely necessary for the work processes that comprise the job and may include:

equipment and supplies that are used frequently

Set in order

Set in order includes:

assigning required equipment and materials appropriate locations in the work area

Shine

Shine includes:

keeping the work area clean at all times. This should be carried out to a regular daily schedule against allowed time, usually at the end of the day or of a particular process

keeping work area, including virtual work area, organised

Cleaning includes:

noting any signs of wear, damage, leakage, safety risks or other issues that require immediate attention

Standardise

Standardising includes:

activities that help maintain the order and the 5S standards

using procedures and checklists developed from a procedure

Sustain

Sustain includes:

making sure that daily activities are completed every day regardless of circumstance

undertaking inspections, including:

informal inspections that should be carried often, at least weekly

formal inspections that should be carried out at least monthly

Procedures

Procedures may include:

work instructions

standard operating procedures

guides and similar instructions that define the performance and standards for 5S or activities in which 5S is embedded

Procedures may be:

written, verbal, computer-based, visual depictions or in some other format

Conformance

Conformance refers to correct application of 5S procedures, including:

any daily tasks, scheduled inspections and continuous improvement procedures