5S RULES & RESPONSIBILITY, GUIDELINES & CHECKLIST A. WAREHOUSE AREA 1. Rules & Responsibility Responsibility
a. The door must always close & lock. b. Only the authority can log in & out from warehouse. c.
Stock must be put in the right in rack with label.
d. Stock in & out from warehouse wa rehouse must have a proof of document (e.g.: SPIF, D/O, Invoice, PCF & etc). e. Location map need to display in the warehouse. f.
No food & drinks in warehouse.
g.
No smoking in warehouse.
h. All Rack must have a display of balancing checklist. i.
The stock must be checking for QC before check in to the warehouse (applicable for Rental)
j.
No stock at the doorways.
k.
Must be a standard box.
2. Guideline
a. Only stock in system can have in warehouse. b. Always out of stock should be placed in front of the rack. c.
Label the stock when stock in.
d. Box in warehouse must standard. e. In front of the box must have a checklist & that checklist must update once a month. f.
Stock in & out must be deduct d educt in the checklist by the taken.
g.
The rack must have a signage follow by g roup same like in system.
h. Stock take must be take end of the month once. i.
Have a special area for a consumable con sumable that that not in the th e system.
j.
Have a signage that only authorized can come in.
k.
Non smoking area.
l.
Allocates a “yellow tagged” location near the workplace to review back the stock.
m. Allocate a central “red tag area” ar ea” where items go that can’t be a simply thrown in the trash. Included disposal instruction if necessary. 3. Checklist NO 1 2 3 4
DESCRIPTION
Is unused equipment & machinery eliminated from the warehouse? Are obsolete inventory & other material eliminated from the warehouse are? Area aisle & doorways free from material & blockages? Are all tripping hazards & obstruc tion eliminated?
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SCORE
REMARK
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Is all worked area boundaries clearly marked? Are storage places for all equipment & machinery designated & clearly marked? Are aisle, shelves & inventory storage areas clearly marked & easy to read? Is the warehouse area free from trash? Is the floor clean & free from debris, dirt & other trash? Do you have a consistent, visible & easy to read shelf & product labeling system? Is the warehouse layout logical? Is the basic flow of work visible or understandable? Are all machinery, storage equipment & column identified & numbered? Do you have appropriate aisle cut through in place to minimize footstep & worker motion? Are sign & other “visual” cues used throughout the operation? Is there a diagram or product location “map” available & on display in the warehouse? Are the boxes is standard that have required at guideline? Are the outdated boxes is already eliminated? TOTAL SCORE
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B. SERVICE AREA 1. Rules & Responsibility
a. The door must always close & lock. b. Only the authority can log in & out from warehouse. c.
Stock for testing must be put in t he rack right in rac k with label.
d. Stock in & out for testing must have a checklist for return & taken. e. Workspace must be clear 30 minutes before office hour. f.
Service area must have a rack of PENDING, IN PROGRESS, NEW & COMPLETE. Need signage for that particular.
g.
Service area also has some area for testing that only for outsider.
h. Each technician must have 1 set tools & 1 s et workspace (include for Monitor, Keyboard, Mouse & IT applicable for all technician for repairing) that have a label & every quarter must have an auditor for checking tools. If To ols have missing need to replace a new one.
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i.
All the item repairing must have a labeling or sticker for each checklist.
j.
Item that in & out for repairing must have a proof of documentation.
k.
Only item repairing it’s in the service are.
l.
Location map need to display in the service area.
m. No food & drinks in service area. n. No smoking in service area. 2. Guidelines
a. Sort through each workspace and remove anything that is no t needed. Keep only what is needed in a workspace. Dispose or put in place what is not needed into appropriate place. i.
Service and Repairing workspace only allows the tools and supplies needed to do the work repairing. Other than tha t is considers non value added items.
b. All tools, parts and equipment have their own designated areas. They should be placed and return back to those designated areas after use. i.
Tools and equipment should be labeled in different method (an example color coding) in order the service personnel able to identify the tools and equipment’s designated area.
ii.
Workspace should be labeled by number station.
iii. Rack should be labeled by status (In, Pending, Confirm, Ready to Out). iv. Tools and Equipment condition should be ch ecked and testing in monthly basis. v.
Each technician should take care and have their own tools by (an example color coding, name tag) to avoid any misplace circumstance to be happen.
vi. All tools will be place on the customize board and labeled by ca tegory for allow all the technician to aware if any tools was misplace. c.
Workspace must be clear from the tools, parts and equipment at the last 30 minutes before the time to leave from office.
d. Unnecessary item should be place into trash bin. 3. Checklist NO 1
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3
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5
DESCRIPTION
Have obsolete, damaged or non-useable equipment, fixtures and tools been removed from the work area? Have non-usable parts, components and packaging material, obsolete versions and on-hold items been removed from the work area? Is the work area clear o ff parts and tools that are obsolete, incorrect and no-useable? Is the work area clear o ff safety hazards and barriers to movement e.g. Trailing wires and cables. Have all items that require repair or attention, crate inefficiency and/or interfere
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SCORE
REMARK
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with daily work been removed to the red tag zone or been red tagged?
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Are all equipment, tooling and fixtures used arranged for easy use and return to assigned location? Are parts / material used assigned locations according to frequency of use, sequence of use and/or importance? Is the work place well identified with signs, labels and color codes such that it is selfexplanatory? Is there a place for everything and everything in its place e.g. Assigned storage location and stored accordingly? Are all equipment, tooling and fixtures in a clean and ready-to-use condition? Are the floors clean and free of spillage, leakage, clutter, rubbish and processing byproducts Are there clear cleaning requirements, schedule and responsibilities? Is cleaning inspection carried out? Is cleaning equipment provided and available at the work place? Are there designated locations for cleaning equipment? TOTAL SCORE
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C. WORK PLACE & PERSONAL STORAGE 1. Rules & Responsibility
a.
Work station have to be kept clean, tidy and functional at all time
b. Personal property placed within the work station must be reasonably acceptable c.
Use safety devices, safeguards, and use work practices, methods and processes
d. Dispose or put in place what is not app ropriate e. Place trash and paper in proper containers f.
Report any unsafe conditions immediately to you r supervisor
g.
HR department have to ensure the work place and prepare all of the stationary for the new staff
2. Guidelines
a.
Only certain decoration can be on top of th e table
i.
Photo only stand frame (Max 2 and Size is F4)
ii.
Toys – Max 2
iii. Statue – 1 item only Page | 4
b. Calendar – Only allow company table calendar c.
Clock – 1 unit of small table clock
d. Stationary – Must be kept in the container and calculator should be k ept in the drawer e. Name Tag On Table – should have a table tag f.
File – Allow only 1 file and 1 bo x file on each table for general storage
g.
Tray – Max 1 tray (3 layer tray with the label of IN, OUT & KIV)
h. Dustbin – Allow 1 dustbin with plastic bag i.
In the room – any where
ii.
No room - under table on the right side
i.
Drawer – Left side of the table
i.
First drawer – Related to works
ii.
Second Drawer – Personal Usage
j.
PC – CPU under table, monitor must be at the corner and cable for pc must be tied-up properly
k.
Chair – Must be push into the table and some accessories are a llowed (Jacket, Scarf and Pillow)
l.
Telephone – not fix
m. Memo – not fix n. Stick on note / Memo – only can be stick on the partition(not on glass) o. Cup and Bottle – Only 1 p. Food – Only dry food and beverage re allowed (closed condition) q. Paper – No Lose paper are allow on the table after work, must put in tray except tender document r.
Tissue Box – Only 1
s.
Vacant Table – Nothing should be on the table (PC & Phone)
t.
Name Card – No Printed name card on top of the table
u. Extension Cord – Make sure it always under the table and tied up it properly v.
nd
Handbag – Only on top of the drawer shelf , inside the 2 drawer or on the chair
w. Under Table – Shoe must be always in the shoes box and files are not a llow under the table 3. Checklist NO
GUIDELINE
SCORE
REMARK
1. 2.
All items have a specific location All items are placed in the proper location
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3.
Personal drawers, cabinets, desktops and storage areas are clearly and well organized
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Tripping dangers such as extension codes, electrical cables etc are removed from the walking area
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Trash is often clean up and removed from
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4. 5.
Computers, work place , storage and personal drawers are clean Work place and personal storage free from trash, dirt, empty box, files etc
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8. 9.
the work place Walls, partitions, etc. are kept clean. Floors are free from dirt, files, etc. TOTAL SCORE
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D. DOCUMENTATION & FILING 1. Rules & Responsibility - Documentation
a.
Company information, records, reports and company’s clients are Private & Confidential and cannot be disclosed to the third party or anyone
b. Can’t take away or make a copy of company information, records, reports and company client’s c.
All document shall be physically or electronically filed by a method
d. Keep documents that are waiting to be filed in trays, do n ot leave them lying about on desks or shelves e. Data/info stored in diskettes or hard disc shall be clearly identified with the file name f.
Records kept in electronic media shall be password protected
g.
Record of all of the files that been borrowed
h. Authorized person are allowed to access or delete info/data stored in electronic media i.
The records and reports that are P rivate & Confidential are mainly disposed by shredding
j.
Approval shall be obtained for any record to be scraped o r important data/info stored in diskettes or hard disk
2. Rules & Responsibility – Filing
a.
File records off all our organizational activities such as letter, report, financ ial records, invoices, policy document etc
b. File documents away at least every day and usually first thing in the mo rning c.
Ensure every filed be maintained legible with p roper data recording
d. Never allow filing drawers or shelves become to full e. Used a back- up system or other suitable measures for any info/data saved in the electronic files f.
Put new covers on old file which get worn or torn
g.
Lock up all the Private and Confidential files
h. Every files to have the retention period – 5 years i.
All filed that already exceed the retention period to be kept in the store room
3. Guideline
a.
Develop a summary list to control numbering i.
Filing by numbers / Numerical Order
ii.
Alphabetical Filing – Ensure every filing according to the alphabet
iii. Date Filing – Most recent files on top iv. Group files into the categories Page | 6
b. Summary list to be placed at each file rac k i. c.
Draw up a filing index so that everyone can understand the system been used
Artwork file labeling shall be standardized i.
Type Fonts
ii.
Size Fonts
d. Every labeling have to print on the color paper i.
Department has a different color of file (Using Lever Arch F ile)
e. Every department shall used the designed color paper (different color o f file) f.
Unused file or documents shall be clear in every 6 months
g.
Unused documents shall be tighten together – Max 7cm
h. Shall be pack in A4 paper box and lab eling it at every dimension of bottom part of the box i.
Unused document shall store in designed store room
4. Checklist NO 1. 2. 3.
4.
5. 6. 7. 8.
DESCRIPTIONS
Only the required document is present at the workstation. Out dated or unnecessary are been filed Document are file daily All files are labeled clearly as to contents and color codes for control and rev ision Documents are labeled clearly as to contents and responsibility for control and revision. The date and revision number are clearly visible. All documents and files is not torn, kept clean and protected from dirt Are the records accessible Are all documents been filed systematically Are all files have a retention period TOTAL SCORE
SCORE
REMARK
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E. FURNITURE & EQUIPMENT AREA. 1. Rules & Responsibility
a. All requests must be three (3) working days before the borrowing/take/loan/service of the said equipment of before the planned activity. b. Request must be made using the OCRF only. Form can be found in the e-desktop. The form must be signed and approved if the said activity is held inside or outside or done or if there is a directive stating to do so. c.
Request that are not complete or done without using OC RF form, will not be entertained. All request through telephone will not b e entertained either. The representative from the company must take responsibility to arrange the
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equipment at the location that has been approved. Floor manager will be not responsible to any arrangement of equipment not to decorate or look after the equipment that has been borrowed. d. The representative must be ensuring that the equipment are taken care of and returned in good condition. All damage will be borne by the last person that uses the equipment. e. The equipment must be returned by the requester of its representative to Co mpany store. If fail to do so, Company will be classify the equipment as being lost and the PIC will bear the cost. (Based on company jurification) f.
The organizing committee (assigned by company ) shall be responsible in insuring the cleanliness of the equipment during and a fter the event. The condition of the equipment must be at its satisfactory level prior to your hand ling over the stated equipment of Company. (officer-in –charge)
g.
Whatever damage due to mistake/mishandle of the equipment, therefore action will be taken against the responsible person-in-charge.
h. All banners, memo, bunting and wording must be dismantle after the p ermit issued expired. i.
Office IT and Office Admin shall be held responsible in ensuring the a ir- conditioning and lighting are well functioning.
j.
Office Admin will confiscate any equipment that had been used wrongfully at any time.
k.
Office Admin has the right to take back any equipment that is being used if the equipment is illegal taken (take without permission) or not put at the right place.
2. Guideline
n. Chairs should be push inside the table when not in use. o. To dispose furniture, must get approval & advice from higher authority and to be process per quarter basis. p. The spoil/damage furniture must be red tag and put aside at the red tag area. q. Furniture & Office Equipment must be arranged accordingly. r.
Furniture & Office Equipment (ref: the classification – B) MUST have to arrange by needed.
s.
Only the required furniture is present at the work station or at the designated location. All broken or unnecessary chairs, shelves, lockers, workbenches, etc not required to make the current product us removed from the workplace.
t.
Furniture should be clean all the time & in good condition with no damag es & dust.
u. Office equipment must be kept clean and in good working order. Where possible, the office equipment is stored in a manner to keep them clean and free from risk of damage. v.
All furniture and office equipment is stored neatly in designated areas and are returned immediately after each use.
w. All furniture must be c learly identified (numbered, named, labeled (coding) based on location/department) and placed in a properly identified location. Critical maintenance point is clearly marked.
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x.
Furniture & office equipment maintenance records are visible and clearly state when maintenance last occurred and when next maintenance is scheduled in the log book.
y.
All staff are assigned 5S activities to be completed at least once/week.
z.
Officer-in-charge took the initiative to make improvement to the furniture & office equipment that were not identified during the last 5S audit.
aa. Time and resources need to be allocated and schedule to 5S activities (eg: designated daily/weekly clean-up time, PIC and etc) 3. Checklist NO
DESCRIPTION
1
Storage at red tag area Cleanliness of Office Furniture – Ground Floor Cleanliness of Office Furniture – Level 1 Cleanliness of Office Furniture – Level 2 Cleanliness of Office Furniture – Level 3 Cleanliness of Office Furniture – Level 4 Cleanliness of Office Furniture – Level 5 Cleanliness of Office Furniture – Level 6 Cleanliness of Office Furniture – Level 7 Cleanliness of Office Furniture – Level 8 Cleanliness of Office Equipment – Ground Floor Cleanliness of Office Equipment – Level 1 Cleanliness of Office Equipment – Level 2 Cleanliness of Office Equipment – Level 3 Cleanliness of Office Equipment – Level 4 Cleanliness of Office Equipment – Level 5 Cleanliness of Office Equipment – Level 6 Cleanliness of Office Equipment – Level 7 Have obsolete, damage or non-useable equipment, jigs, fixtures and tools been removed from area? Is the work area clear o ff documents and records that are absolute, incorrect and nonuseable? Is the work area clear o ff from safety hazards and barriers? Have all items that require repair or attention, create inefficiency and/or interfere with daily work been removing to the red tag zone or been red tagged? Are all equipment, tooling, fixtures and jigs used arranged for easy use and return to assigned location? Are parts/material used assigned locations according to frequency of use, sequence of use and/or important?
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SCORE
REMARK
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Is the area well identified with signs, labels and color codes such that it is selfexplanatory? Is there a place for everything in its place i.e.: Assigned storage locations and stored accordingly Are all equipment, tooling, fixtures and jigs in a clean and ready-to-use condition? Are the floors clean and free from spillage, leakage, clutter, rubbish and processing byproducts? Are there clear cleaning requirements, schedule and responsibilities? Is cleaning inspection carried out? Is cleaning equipment provided and available at the work place? Are there designated locations of cleaning equipment? Are the sources of contamination identified and steps taken to eliminate them? Containers, boxes, bins, etc are clean and not cracked, torn or otherwise damaged. They are neatly stacked. Tools are kept clean and in good work ing order. Where possible, tools are stored in a manner to keep clean and free from risk of damage. Paperwork is not torn, kept clean and protected from dirt. Work surfaces (machines, workbenches, dies, and other equipment including electrical boxes) are clean and painted. Floors are free from dirt, debris, oil, pa rts, hardware, empty boxes, packaging material, etc. Drains (if required) are properly located and unclogged. Walls, partitions, railing, etc are painted and kept clean. There is a schedule showing times, frequency and responsibilities to clean areas of the workplace such as windows, corners, walls, doors, top of cabinets, etc. All cleaning equipment is neatly sto red and is readily available when needed. Equipment safety concerns are clearly identified. Safety guards are painted, in good working condition and provide adequate protection. Tools, equipment, paperwork, furniture, etc are stored neatly in designated areas and are returned immediately after each use.
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Equipment maintenance records are visible and clearly state when maintenance last occurred and when next maintenance is scheduled. Waste product (e.g.: shavings, con tainers, liquids, wrapper, etc.) is consistently and often cleaned up and removed from the workplace. The result of the previous audit are posted and clearly visible to the entire team. Areas for improvement identified during the previous audit have been completed. The work environment satisfies the requirements of the work being performed. Lighting (brightness and color), air quality, temperature, etc. Only the required equipment is present at the workstation. All obsolete, broken or unnecessary equipment, shelves, lockers, workbenches, etc. not required to make the current product is removed from the workplace. Only the requirement furniture is present at the workstation. All broken or unnecessary chairs, shelves, locker, workbenches, etc. not required to make the current product is removed from the workplace.tr Tripping dangers such as electrical cables, etc. are removed from standing/walking areas. TOTAL SCORE
F.
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GENERAL AREA. 1. Rules & Responsibility a. Ground Floor – Reception Area
i.
To receive letters and documents and distribute into the letter boxes at Ground Floor according to the address.
ii.
To screen calls.
iii.
To receive visitors and intercom to the relevant person, not to ask the visitors to loitering in the building.
iv.
To maintain the cleanliness at Reception area, inclusive the sofa set, newspapers rack, work station of Receptionist.
b. Security Guard
i.
Security Guard has to be always available at Ground Floor, the on duty Security Guard is required to inform the on duty Receptionist each time when he needs to be away from Ground Floor.
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c.
Letter Collectors
i.
To collect letters from letter box at G round Floor each day at 4:00pm.
ii.
All letters have to be immediately distributed to the right person.
d. Parking Area
i.
Always place the parking stand at the vacant V IP parking lots.
ii.
Make sure only authorized vehicles are allowed at VIP parking lots.
iii.
Always place the parking stand at the vacant parking lots.
iv.
Make sure only vehicles from NTP Ground are allowed at this parking lots.
e. Staircase – Staircase A & Staircase B
f.
g.
i.
Always close the door.
ii.
This has to be freed from equipment.
iii.
Make sure it is always clean.
iv.
Always close the door.
v.
Only water bottles are allowed at this area.
vi.
Make sure it is always clean.
Lift – Lift A & Lift B i.
Make sure it is always clean.
ii.
Make sure no vandalism.
Pantry
i. Make sure it is always clean. ii. Make sure no vandalism. iii. To inform Office Admin of the stock level of g rocery. h. Potted Plants
i. Make sure the plant always alive. i.
Common Rooms - Discussion Rooms, Meeting Rooms, Training Room & Store Rooms
i. Make sure it is always clean. ii. Make sure lights and air-con are off after each session. iii. Make sure chairs and table are nicely arranged after each session. j.
Company Vehicles
i. In the vehicle must be ensure no unused item (eg: in & on top of the dashboard, below the sit and etc) ii. Any damage/complaint should be made immediately to the Officer-in-charge and register to the log book for repair. iii. All the item in the vehicle must be arrange properly for easy to reach. iv. Key must be kept and arranged in the designated key box when not used. v. Key must be arranged according to the vehicle registration number labeled. vi. Drivers are required to check the vehicle daily before & after use to ensure the safety and cleanliness of the vehicle. vii. Keys should be maintained in good condition and clean without dust and able to use when needed. viii. The company vehicle are required to be wash three time a week (body), once a month (interior & engine)
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ix. All Company Vehicles are to be parked at the designated space at office premise. x. The vehicle keys are to be collected from the designated key box (place at Security Guard/Level 3 - PIC Assistant Office) before the journey. xi. The Petrol Card & Touch & Go to be collected from the Admin Operation (at Level 3) before the journey begins & returned to the office after the journey. xii. Drivers are required to check the vehicle daily before & after use to ensure the safety and cleanliness of the vehicle. xiii. PM shall be carry out by appointed vendors or workshop according to schedule recommended by company. PM involves general and detail inspection, servicing and test and commissioning. Inspections before servicing work will be noted in log book. Log book will be view later by Officer-in -charge for future service plan. xiv. The first-aid kits must be store in the dashboard and must be good condition for emergency use. xv. The map plan/signage provided and display in every each vehicle, so that know the location & how to use. The plan/signage must be always updated if any changes. k. Security Guard
i.
To make sure company vehicles are parked at a secured location within Excella Business Park.
ii.
To safe keep car park tags.
iii.
To safe keep the car keys.
2. Guidelines
a. Visitors are not allowed to loiter in the building. b. Only authorized vehicles are allowed at VIP parking lots and parking lots behind Wisma NTP. c.
Items allowed at washing area are dish wash d etergent/sponge, table towel.
d. Items allowed at drying area are wet plate tray. st
e. 1 kitchen drawer – cutlery. nd
f.
2 kitchen drawer – stock of plastic bags.
g.
3 kitchen drawer – miscellaneous.
rd
h. Bottom cabinet – stock of toilet rolls, floor detergent, dish wash liquid/sponge, hand wash and etc. i.
All chairs must push back to the table after each session.
j.
White board must be cleaned after each session.
k.
Maximum 4 marker pens.
l.
Any damages must report immediately to Office Admin and register to log book for repair.
m. Drivers are required to check the vehicle every day before and after use. n. Vehicle keys are to be collected from the on duty Security Gua rd. o. Petrol cards and Touch N Go cards to be collected from Admin Operation before the journey and return it back to Admin Operation with Official Receipts. 3. Checklist
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NO
DESCRIPTION
SCORE
1
Reception Area
1
2
3
4
5
2
Parking Area - VIP
1
2
3
4
5
3
Parking Area - Behind
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2
3
4
5
4
Staircase A
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4
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5
Staircase B
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6
Lift A
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2
3
4
5
7
Lift B
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2
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5
8
Pantry - Ground Floor
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2
3
4
5
9
Pantry - Level 1
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2
3
4
5
10
Pantry - Level 2
1
2
3
4
5
11
Pantry - Level 3
1
2
3
4
5
12
Pantry - Level 4
1
2
3
4
5
13
Pantry - Level 5
1
2
3
4
5
14
Pantry - Level 6
1
2
3
4
5
15
Pantry - Level 7
1
2
3
4
5
16
Potted Plant at Main Entrance
1
2
3
4
5
17
Potted Plant at Level 1
1 2
3 4
5
18
Potted Plant at Level 2
1 2
3 4
5
19
Potted Plant at Level 3
1 2
3 4
5
20
Potted Plant at Level 4
1 2
3 4
5
21
Potted Plant at Level 5
1 2
3 4
5
22
Potted Plant at Level 6
1 2
3 4
5
23
Potted Plant at Level 7
1 2
3 4
5
24
Discussion Room at Level 2
1
2
3
4
5
25
Meeting Room at Level 2
1
2
3
4
5
26
Discussion Room at Level 3
1
2
3
4
5
27
Meeting Room at Level 5
1
2
3
4
5
28
Discussion Room at Level 6
1
2
3
4
5
29
Meeting Room at Level 6
1
2
3
4
5
30
Store Room at Level 3
1 2 3
4 5
31
Store Room at Level 8
1 2 3
4 5
32
Training Room at Level 7
1
4
TOTAL
Page | 14
2
3
REMARKS
5
