Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

MSS402041A Mapping and Delivery Guide
Apply 5S in an office

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency MSS402041A - Apply 5S in an office
Description This unit of competency covers the skills and knowledge required by an office employee to apply 5S procedures to their own job or to assist in a cooperative 5S implementation for a larger office area. The unit includes the skills required to adapt a traditional 5S approach to the particular issues and needs in an office implementation.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to an individual in an office environment who is required to apply the structured approach known as 5S. While covering the traditional 5S skills, the unit also requires the application of skills associated with planning and organising, problem solving and self-management in order to identify and implement 5S practices in an office environment.The office environment for 5S may include administrative, transactional or service-based processes in, or attached to, a manufacturing organisation, within their value stream or similar environments, such as health care, education, financial, construction or Defence services.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites Not applicable.
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Prepare for implementation of 5S
  • Identify own functions in the target work area in terms of internal and/or external customer requirements
  • Identify how own and office team tasks contribute to the office functions
  • If required, assist with process mapping to identify any gaps or clarification of customer expectations of office functions
  • Confirm arrangements for assistance and reporting for 5S implementation
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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 and/or 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 5S

implement 5S 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 control/management

reports from supervisors/managers

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 studies/scenarios (particularly for assessment of contingencies, improvement scenarios, and so on)

targeted questioning

reports from supervisors, peers and colleagues (third-party 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.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Required skills

Required skills include:

communicating with others to clarify scope of 5S 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 5S

implementing 5S 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

5S concepts and procedures as applied to an office environment, including:

meaning and application of 5S to own job and to office

purposes of 5S

procedures relevant to job

methods of making/recommending improvements

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

5S

continuous improvement (kaizen)

breakthrough improvement (kaizen blitz)

cause/effect diagrams

takt time

process mapping

problem solving

run charts

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:

sort

set in order

shine

standardise

sustain

Items in work area

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

office supplies

materials

paperwork

furniture

storage systems and cabinets

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

manuals

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:

recycling

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

checklists

regulations

standards

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

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify own functions in the target work area in terms of internal and/or external customer requirements 
Identify how own and office team tasks contribute to the office functions 
If required, assist with process mapping to identify any gaps or clarification of customer expectations of office functions 
Confirm arrangements for assistance and reporting for 5S implementation 

Forms

Assessment Cover Sheet

MSS402041A - Apply 5S in an office
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

MSS402041A - Apply 5S in an office

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: