A Conducive Quality Environment Augmenting Practice in Educational Institution

Abstract

A messy workplace has an unstructured environment delay in executing the work. Employees find it difficult to locate the files/document when needed in the messy workplace. The purpose of this proposed study is to apply the practices of 5S in educational institutions. The 5S comprises five phases: Sort, Set in Order, Shine, Standardize, and Sustain. The 5S implementation creates conducive environment in educational sectors that result in effective usage of time and storage space. The 5S implementation generates a significant impact in an educational institution as it relates to the “Swatch Bharat Mission”. Clean India Mission is a country-wide campaign initiated by the Government of India in 2014. The 5S is an active tool that helps the educational sectors to improve the global quality of higher education by satisfying the expectations of the investors. Hindustan Institute of Technology and Science serves as the first institution in receiving the Global Certification for 5S implementation in India from TuV (Technical Inspection Association) Rhineland. The execution of 5S creates a dynamic environment for stakeholders of the Institution.

1. Introduction

5S is the implementation of a system at the workplace of an organization. The origins of this method may be traced back to Japan. Hirano and Osada developed two key frameworks separately for understanding and implementing 5S in a corporate context [1, 2]. Sort, Set in Order, Shine, Standardize, and Sustain are the Japanese terms Seiri, Seiton, Seiko, Seikitshu, and Shitshuke, respectively (Table 1). 5S is a continuous improvement strategy that focuses on reducing waste, maintaining order, and maintaining cleanliness. The 5S practice is a strategy to increase the employee’s performance and morale by establishing and maintaining a quality environment at a workplace [3].

1S	SORT	Separation of required and not required essentials work setup. Retain only the essentials that are necessary
2S	SET IN ORDER	Organizing the items in a certain order
3S	SHINE	Implement cleanliness in the workplace
4S	STANDARDIZE	Cultivate certain procedures so that the first 3S is retained.
5S	SUSTAIN	Teach the 5S practices across various places so that it becomes a daily part of life.

Table 1.

Meaning of 5S.

All engineering sectors, including vehicle makers, practice 5S strategies. This method is a tried-and-true method to enhance Quality, Safety, and Productivity. In many businesses, the goal of establishing a quality management system is to increase the efficacy of the activity by utilizing existing resources at the appropriate time and at the right place, thereby resulting in a smart solution to the difficulties [4, 5]. According to the author, students assigned to a given task must undergo training to acquire a working knowledge of 5S in the environment where they operate and perform in the organization. It improves the student’s ability to understand the approaches early in their career and to provide innovative suggestions for development in their particular workplaces. The paper also defines the execution of 5S activities in a limited enterprise, in which stakeholders are given the chance to put the technique into practice and achieve superior outcomes in terms of layouts and period. The 5S technique is not implemented in all nations in a similar method [6]. The 5S technique is stressed as a strategy for achieving corporate success in the workplace and at home. According to the author, it is only applied as a system for the workplace in nations such as the United Kingdom and the United States, and it is not mandated in other locations [7]. The Chinese’s misunderstandings and limits in implementing the 5S technique in manufacturing firms, as well as the consequences after taking the essential phases in the positioning by people. The various types of laboratories (“mechanical, biological, pharmaceutical, and so on”) have also adopted this practice and improved their performance [8, 9, 10, 11, 12]. The many terminologies of 5S are described in this document, as well as the methodology used for implementation. Initially, displays and training programs were conducted to create 5S awareness among the participants. Second, to assess comprehension, a multiple-choice test was administered with a minimum score of 75% as an eligible criterion; third, based on the assessment results, another cognizance program was arranged, and the response was gathered before the methodology’s deployment. The fourth and fifth phases of this task entail putting the first three stages of 5S into action to accomplish the desired results in the various domains [13].

2. Terminology

The following are the explanations for various terms used.

2.1 Workplace

The areas within the educational institution like a lecture hall, laboratory, staff room, mess hall, stores, student hostels, and open areas both inside and outside the building.

2.2 Stakeholders

Administration, teaching staff, parents, students, and alumni.

3. Methodology

Sort, Set in Order, Shine, Standardize, and Sustain is the methodology used in 5S implementation, as depicted in Figure 1. The whole campus of HITS (Hindustan Institute of Technology and Science) was split into 21 zones. As shown in Figure 2, each region was assigned a 5S Supporter and overall branch 5S Coordinators to implement 5S activities step by step.

Figure 1.

5S methodology [14].

Figure 2.

Flow chart of activities [14].

A training program was held for all personnel in the workplace to raise understanding of 5S ideas. A core team and a steering committee were constituted for 5S implementation. The core team members conducted a workshop on 5S for other stakeholders. Table 2 contains the specifics of the processes depicted in Figure 1.

Stages	Measures	Guidance
1	All stakeholders will receive training and be made aware of the situation.	TUV India Pvt., Ltd. provided 5S training to a few selected staff/lab technicians. 5S core team members conduct an awareness campaign for everyone (staff/students/vendors/sub-contractors). Posters about 5S were displayed across campus (in open areas, canteens, departments, and dormitories). All staff and students were administered a 5S objective-type test. Orientation program for incoming employees and students was conducted.
2	Establishment of a core squad and zonal teams	The core squad was formed. 21 zones were identified in the entire campus. Each zone was allotted champions, department coordinators, and student volunteers. A 5S organization chart was prepared. The responsibilities of the facilitators, coordinators, zonal champions, and department coordinators and authority were framed and informed.
3	Guidelines for 5S implementation have been produced and disseminated	The 5S Coordinator is in charge of supervising the overall implementation and conducting periodic audits to guarantee effective implementation. Deans/HODs were in charge of ensuring that 5S activities were implemented and maintained effectively in their schools/departments. Everyone in the team was ensured to be aware of the 5S technique. A meeting was conducted with team members to start the execution process. Periodical meetings were conducted twice a month to examine the progress and report to the coordinator. All documentation and meeting reports were maintained by the coordinator.
4	Implementation of 1S	The cluttered items in the office were sorted into four categories: needed, seldom needed, not needed, and cannot be used.; Required things should be kept close to where they will be used. Rarely used items were stored farther away, and red-tag items were the things not needed or cannot be utilized. The red tag item list is to be prepared and put in the Red Tag Area. Items with a red sticker must be thrown away with approval from the authority. Record of photos before and after sorting should be maintained. Frequent reviews should be conducted and necessary corrections should be made.
5	Implementation of 2S	Products that are both often and seldom used should be focused on. Objects that are frequently used and items that are infrequently used should be kept in a designated area. All necessary and infrequently used objects must be appropriately labeled and stored in the designated area. Any goods that are stacked on the floor should be avoided. The directions for the numerous workplaces should be properly marked. Color coding should be used to locate the required item. A record of before and after photos should be maintained. An internal audit of the department should be conducted regularly to ensure that things are in their respective places.
6	Implementation of 3S	Cleanliness should be maintained. A cleaning schedule should be strictly followed. A track of the cleaning routine should be checked. The source of the contamination should be determined and eliminated. The areas where safety is a concern should be focused on and flaws should be rectified. A random audit should be conducted to ensure compliance.
7	Implementation of 4S	Sweeping and cleaning everything should be done every day. Everything around us should be kept in good working order, so we can utilize it whenever we need it. A cleaning schedule should be established and should be followed. A record of the cleaning routine should be maintained. The source of contamination should be determined and eliminated. On areas where safety is an issue should be concentrated and should be corrected if there are any flaws. A random audit should be conducted to ensure compliance. If necessary, remedial action should be taken to make changes.
8	Implementation of 5S	A maintenance system for the first 3S should be created. Procedures, timetables, and practices for the first t3S to be created. Evaluation of how goods are used and disposed of should be continued. Checklists should be used regularly to ensure proper housekeeping. A list of suggestions for implementing the 5S adjustments as a standard operating procedure should be created. Changes should be reflected in the documentation. All stakeholders should be aware of the new guidelines.

Table 2.

Stages of 5S with measures and guidance.

The success of the training program was determined by assessing the attendees with the help of multiple-choice questions within a given time. In this assessment, all participants need to complete a 1-hour examination in which they were asked to answer 60 questions created at random using software.

The results of this exam were used to determine whether individuals need an additional round of 5S technique awareness training. Then, based on the comments from the participants, another awareness event was conducted. With this readiness, a methodical approach to the execution of 5S activities was taken.

4. Implementation

Each of the tabularized phases was executed at different stages during the implementation process [15]. The audit assessed the feedback at each level and considered the required remedial actions for further enhancement. As a result, continuous progress was necessary to reach the appropriate level for each phase. Table 3 provides the number of participants for the training program as well as the outcomes of the online exams that were administered. Tables 4–6 projects the assessment checklists.

Classification	Total No. of participants	No. of participants received scores of 75% or higher	No. of participants scores less than 75%	Percentage passed (%)	Overall pass (%)	Observations
First attempt	312	221	104	70	71	Those who received less than the required score is encouraged to retake the test after gaining more awareness.
Second attempt		105	88	93	96	The outcome of the second attempt
Non-teaching team	121	59	42	53	60	First effort
Second effort		45	40	83	95	Those who received less than the required score is encouraged to retake the test after attending another awareness event.
Other teams						On the third try, the rest of the crew received the required pass %.

Table 3.

Training and outcomes.

SORT: Sort through your belongings to see what’s important and what’s not. Items that are thought not needed and are not in use should be eliminated from all areas	Improper	Defective	Good	Outstanding	World class
1. Things on the office/staff workplace have been categorized into required and not required categories.	1	2	3	4	5
	Particulars:
2. Objects in racks have been categorized into useful and non-useful categories.	1	2	3	4	5
	Particulars:
3. Objects in cabinets, tables, and file drawers have been categorized into useful and useless categories.	1	2	3	4	5
	Particulars:
4. Items on the floor have been separated into useful and non-useful categories.	1	2	3	4	5
	Particulars:
5. To reduce mobility, necessary things have been arranged in the closest area to where they are utilized the most.	1	2	3	4	5
	Particulars:
6. Have all unnecessary objects been removed from the workplace?	1	2	3	4	5
	Particulars:
7. Work agreements for the aforementioned are acknowledged. Every employee is aware of where they may locate them.	1	2	3	4	5
	Particulars:

Table 4.

Audit checklist on 1S.

Improper: Proof is not shown.

Defective: Random evidence is provided.

Good: Implemented and mostly proven.

Outstanding: Proven and entirely implemented.

World class: Continually identifying the methods for improvement.

SET IN ORDER: There should be a place for everything, and everything should be easy to find.	Improper	Defective	Good	Outstanding	World class
1. Needed item locations are labeled, and objects are stored in designated areas.	1	2	3	4	5
	Particulars:
2. Required amounts for essential objects, including things in desk drawers and bookshelves, are determined.	1	2	3	4	5
	Particulars:
3. Removable item locations are identified, and things are placed in the proper positions.	1	2	3	4	5
	Particulars:
4. Indicators and visual controls have been recognized	1	2	3	4	5
	Particulars:
5. System to assure crucial item reorder levels.	1	2	3	4	5
	Particulars:
6. The substances of drawers and lockers are clearly labeled (a new person should be able to locate them without assistance).	1	2	3	4	5
	Particulars:

Table 5.

Audit checklist on 2S.

SHINE: Maintain a clean and ready-to-use work environment. Regularly inspect to verify that the sort and order are maintained.	Improper	Defective	Good	Outstanding	World class
1. Workspaces and equipment are continuously supplied and arranged following 5S agreements and timetables.	1	2	3	4	5
	Particulars:
2. Every day, members of the workgroup adhere to the 5S agreements.	1	2	3	4	5
	Particulars:
3. All staff members document the sources and frequency of 5S issues as part of their regular job.	1	2	3	4	5
	Particulars:
4. Dust and dirt are removed from all surfaces.	1	2	3	4	5
	Particulars:
5. Checklists are used to identify ongoing Shine responsibilities and to keep track of their progress.	1	2	3	4	5
	Particulars:

Table 6.

Audit checklist on 3S.

5. Results and discussions

5.1 1S – Sort

The following enumerates the organization of objects at the workspaces:

1. It’s not working and cannot be used.

2. Items that are useful but aren’t required at work.

3. Items that are required for work but aren’t in working order.

4. Items that must be used at work and are in good operating order.

Pictures before and after Sort are taken (Figure 3).

Figure 3.

Sort (1S in the workplace): (a) before implementation, and (b) after implementation.

The sorting technique was implemented in the workplace. Figure 3 shows a clear representation of the implementation of 5S. Initially, the required and not required items were not sorted. Later the things as required and working conditions were identified and sorted to access the materials effectively.

5.2 2S: Set in order

The objects in defined areas were organized (Figure 4) to make them easy to find and named so that anybody can find them. The goal is to offer a handy, tidy, and secure location for everything and to arrange everything so that way recovery is simple. When organizing, the items regularly used should be maintained at the point of use, while items that are infrequently used should be stored away from the work area.

Figure 4.

2S – Set in Order.

Addresses are created and labels are applied to places, as shown in Figure 5. Color-coding and marking are also shown in Figure 5. Setting things in order is crucial since it improves the essential actions in day-to-day operations while also saving time. Before and after implementation, photos are taken. By putting things in the right sequence, retrieval time is reduced, resulting in increased efficiency and effectiveness for both the person and the system as a whole. Before and after implementation, photos are taken. By putting things in the right sequence, retrieval time is reduced, resulting in increased efficiency and effectiveness for both the person and the system as a whole.

Figure 5.

2S – Labeled switches in the campus.

5.3 3S – Shine

The whole workplace is cleaned in this process. Shine’s goal is to transform the workplace into a clean, bright atmosphere where everyone enjoys working. Cleaning should become embedded in everyday work routines, ensuring that tools, equipment, and work locations are always available for use. Cleaning and methodically inspecting the system allows discrepancies, issues, and opportunities for improvement to be easily identified [5]. Figure 6 provides a representation of the laboratory floor with a floor mark to ensure open aisle space.

Figure 6.

Implementation of 3S in institution.

Figure 7 depicts a graphic representation of a potentially dangerous region (backside of door opening).

Figure 7.

Safety sign indicator.

Figure 8 [16] depicts motivational messages on the staircase to motivate everyone in the office. Figure 9 [16] depicts an electrically hazardous location. Figure 9 depicts the correction step to guarantee the safety of the wires that are dangling. A 5S Corner is set up in the work area to raise awareness and serve as a communication board for tracking progress.

Figure 8.

Staircase exhibiting slogans.

Figure 9.

Safety a concern.

5.4 Standardize (4S)

The crew identified approaches to establish better workplace behaviors as a standard and visible management throughout this phase of implementation. Standard operating procedures, checklists, and templates are developed and implemented to maintain a visually instructive, clean, and organized work environment. The objective of 4S is to establish the best methods, and each member of the team followed them in the same way. The first 3S including Sort, Set in Order, and Shine are all included within Standardize.

5.5 Sustain (5S)

Sustainment entails self-discipline and the development of a habit of following the preceding 4S. Internal and external audits were performed regularly to ensure that the system’s efficacy and continual improvement are being monitored. Periodic walks around campus are taken to ensure that the campus is litter-free and to identify any deficiencies or areas for continuous progress. Efforts to maintain 5S implementation are acknowledged and satisfied. The 5S initiative is an element of the new employee orientation program as well as the new student orientation program (Table 7).

S.no	No. of regions	No. of proposals	No. of proposal nominated	Short tenure	Long tenure	Observations
1	21	80	20	16	4	All short-term goals are accomplished. Long-term goals are in progress.

Table 7.

Details of suggestions from stakeholders.

The completed short-term goals are as follows: (a) dustbins, (b) window lock in proper condition, (c) direction boards, (d) proper electrical switches, (e) fire extinguishers, (f) proper water stagnation, (g) proper maintenance of washroom, (h) management of files, (i) proper shelf and cupboards, and (j) emergency exit. The ongoing long-term goals are as follows: (a) proper painting, (b) facilitating lab in same blocks, (c) pedestrian walking space, and (d) prevention of leaking floors.

6. Conclusions

A vital stage in 5S implementation is raising awareness and providing training to all stakeholders. All stakeholders, including administrative officials, staff, parents, students, and service agencies, have participated and contributed for efficient and successful system. The use of 5S has resulted in a clean and organized atmosphere. Staff and student self-discipline have significantly improved. The Hindustan Institute of Technology and Science is the first educational institution in India to gain worldwide accreditation for 5S implementation from TuV Rhineland. All management staff, faculty members, and students have been motivated to achieve a clean, safe, and thought-nurturing workplace as a result. Several non-value operations added to the existing procedure will be recognized in the future and appropriate remedial actions will be taken. In addition, time management for various operations will be monitored, which will help to increase overall efficiency.

Abbreviations

TuV	Technical Inspection Association (Technischer Uberwachungsverein)
5S	Sort, Set in Order, Shine, Standardize, and Sustain