Five "S" Routine Checklist Date:

Started Completed
Work Area:

Performed by: YES NO YES NO Comments

Sorting
1 Needed and not needed items are identified.
Needed and not needed items are identified and those not needed
2 are removed from work area.
Initial cleaning has been performed and sources of spills and
3 messes are identified and corrected.
Work area has agreements on housekeeping responsibilities and
4 schedules, and alignments are consistently followed.
Cleanliness problems areas are identified and mess prevention
5 actions are in place.
Set-in-order
Simplifying has begun but items are placed randomly
1 throughout the workplace.
Needed items are safely stored and organized according to
2 frequency of use.
Needed items are outlined, dedicated locations are properly
3 labeled, and required quantities are determined.
Needed items in work area have been minimized in number and
4 are properly arranged for retrieval and use.
Needed items can be retrieved within 30 seconds and require
5 minimal number of steps.
Shine
1 Work areas to be checked have been identified.
Work areas to be checked are identified and acceptable
2 performance levels documented and posted.
Visual controls and indicators are established and marked for the
3 work area equipment, files, and supplies.
Inspection occurs during daily cleaning of work areas and
4 equipment and supplies are restocked.
Potential problems are identified and countermeasures are
5 documented.
Standardize
1 Work area methods are developed and documented.
Work group documented agreements for needed items,
2 organization, and work area controls.
Work group has documented agreements and visual controls,
3 labeling of items, and required quantities of needed items.
Reliable methods and standards for housekeeping, daily
4 inspections, and workplace arrangements are documented and
followed by work group.
Reliable methods and standards for housekeeping, daily
5 inspections, and workplace arrangements are shared and are used
throughout similar work areas.
Sustain
Work area checks are randomly performed and there is
1 visual measurement of 5S performance.
Initial 5S level has been determined, and performance is
2 documented and posted in work area.
3 Work group is routinely checking area to maintain 5S agreements.
Sources and frequency of problems are documented as part of
4 routine work, root causes are identified and corrective action plans
developed.
Root causes are eliminated and improvement actions focus on
5 developing preventative methods.
 Comment Section

Sorting
1
2
3
4
5
Set-in-order
1
2
3
4
5
Shine
1
2
3
4
5
Standardize
1
2
3
4
5
Sustain
1
2
3
4
5
 Five S Office Visual Checklist - # 1
Goal: to establish the following three items:
1. To have a place for everything (supplies, office equipment, furniture, and most importantly, information)
2. To have everything in its place
3. To have a way to locate anything we might need to do our jobs (provide a service)
Date: Area: Team:

Can each item below be answered visually?

Fill in any additional items you might see, Yes No
1. Area and/or Room
a. Does the area and/or room have a manifest?
b. Does the manifest include the location and description of furniture?
c. Does the manifest include the location and general description of information?
d. Does the manifest include the location of supplies and equipment and their general descriptions?
e. Does the manifest include the locations and descriptions of the people who work in the area?
f. Is there an emergency exit manifest and procedure posted?
g. Are fire exits clearly visible?
h.
I.
j.

2. Hard Copy Information (notebooks, folders, lists, reports, memoranda, etc.)

a. Can the information be located in 30 seconds or less by everyone?
b. Are the locations labeled?
c. Have locations for moveable equipment been outlined with tape (book case, filing cabinet)?
d. Does the storage location or device include a log or table of contents?
e. Does the log or table of contents also indicate how to use the information?
f. Does the log or table of contents also include primary and secondary contact names and phone numbers?
g. Has the information been properly labeled?
What is it?
When was it created?
Where is it stored?
How many pages does it have?
How many copies exist?
Is it a controlled document?
h. Is the information easily located within the storage device (color coding and labels)?
I. Do we know how long we must store the information or how long until it has expired?
j.
k.

14826304.xls Office Visual Checklist__1 02/18/2009 08:47:14

 Five S Office Visual Checklist - # 2
Goal: to establish the following three items:
1. To have a place for everything (supplies, office equipment, furniture, and most importantly, information)
2. To have everything in its place
3. To have a way to locate anything we might need to do our jobs (provide a service)
Date: Area: Team:

Can each item below be answered visually?

Fill in any additional items you might see, Yes No
3. Electronically Retrievable Information
a. Can the information be located in 30 seconds or less by anyone (okay, one minute for a slow computer)?
b. Is there a hard copy location log for the electronically retrievable information in the area?
c. Have the hard copy log locations been labeled?
d. Does the log contain storage method (e.g., email, hard drive location, disk, tape, mainframe, etc.)?
e. Have locations for moveable equipment been outlined with tape (book case, filing cabinet)?
f. Does the storage location or device include a log or table of contents?
g. Does the log or table of contents indicate how to use the information?
h. Does the log or table of contents include primary and secondary contact names and phone numbers?
I. Has the log information been properly labeled?
What is it?
How was it created (operating system, software application, and version)?
Who created it?
Where is it stored?
How many pages does it have?
How many copies exist?
Is it a controllable document?
j. Is the information easily located within the storage device?
k Do we know how long we must store the information or how long until it has expired?
l
m

4. Office Equipment and Supplies

a. Have locations for mobile items been outlined with tape?
b. Is the home address on each border?
c. Is each item labeled?
d. Do the address and label show the count or quantity (e.g., 1 of 4)?
e. Have minimum and maximum levels been added to the home address?
f. Are these items included on the area/room manifest?
g. Are the specifications and/or restock numbers on the labels?
h. Are the name and phone number of the supplier or service organization included on the address or label?
I. Is the disposal method included on the address or label?
j Are hazardous areas on equipment properly identified?
k. Are service records posted?

14826304.xls Office Visual Checklist__2 02/18/2009 08:47:14

l.

14826304.xls Office Visual Checklist__2 02/18/2009 08:47:14

 Five S Office Visual Checklist - # 3
Goal: to establish the following three items:
1. To have a place for everything (supplies, office equipment, furniture, and most importantly, information)
2. To have everything in its place
3. To have a way to locate anything we might need to do our jobs (provide a service)
Date: Area: Team:

Can each item below be answered visually?

Fill in any additional items you might see, Yes No
5. People
a. Does each workstation include the following information:
Individual?
Phone Number?
Picture?
Alternate's name?
In or out status?
Job responsibility or service provided?
Is a skill matrix posted at the work station?
b. Is the individual's part of the room or area manifested?
c.
d.

14826304.xls Office Visual Checklist__3 02/18/2009 08:47:14

 TAG
Work Area: Tag No:

Category:
1. Raw material 6. Equipment
2. Work in Progress 7. Furniture
3. Finished Material 8. Office material
4. Tools 9. Books/magazines
5. Supplies 10. Other
Item Description:

Five S Tag Form

Quantity: Date:

Reason Tagged:

Suggested Action:
1. Discard 4. Reduce inventory
2. Storage 5. Sell/transfer
3. Long-term storage 6. Other (specify)

14826304.xls Red Tag 02/18/2009 08:47:14

 Five S Surplus Items Form
Item Name Action to Take Date Owner

14826304.xls Surplus Items 02/18/2009 08:47:14

14826304.xls Surplus Items 02/18/2009 08:47:14
 Five S Routine Checklist
Date Work Area: Performed by:

5 S Level
5S No. Description 1 2 3 4 5 Comments
1 Do all employees know why the 5S program is in place?

2 Have criteria been established to distinguish necessary from unnecessary?

3 Has a reliable method been developed to prevent unnecessary items from accumulating?
Sort

4 Is there any broken, unused or unnecessary equipment or items located in the area?

5 Are there any unresolved Red Tagged items still located in area?

6 Is shelving, racking and cabinets used for storing / hiding junk?

7 Is the area generally overcrowded?

Rating
1 Are there maximum and minimum indicators for equipment and supplies?

2 Are aisles clearly marked and free from obstruction?

3 Are equipment and supplies returned to their designated location?

4 Is there a visually marked, specified place for everything?

Set In Order

5 Is storage well organized, clearly labeled and items easily retrievable?

6 Are items like tools and supplies conveniently located?

7 Are visual aids in use (color coding, signboards, outlining)?

8 Does all mobile equipment have a clearly identified storage location (outlining)?

9 Are there specific areas marked for WIP, Finished Products, Nonconforming product?

10 Are there specific areas for order, inspection or in-process paperwork?

Rating
1 Is the work area floor well swept and clean from debris?

2 Are cleaning checklists established for the area?

3 Are the machines / tools in the work area kept clean and in proper working condition?

4 Is there oil, grease or dust on the floors and machines?

Shine

5 Is trash removed in a timely manner (are trash cans currently filled or overflowing) ?

6 Are cleaning materials (brooms, dust pans, cleaning fluids) easily accessible?

7 Are manuals, labels and tags in good condition?

8 Would you feel comfortable giving our top customer a tour through this area?

Rating

14826304.xls Audit Check List 02/18/2009 08:47:14

 1 Are current processes documented (flow charts, process guidelines, procedures)?

2 Do employees have access to information they require?

3 Is there a method in place to remove outdated material?

Standardization

4 Do all employees understand the processes that pertain to them and are they consistent?

Does a system exist that provides employees the opportunity to improve existing
5 processes?

Are there multiple tools being used that could be replaced by one all-encompassing tool
6 or tool cart?

7 Have rules and procedures been established to maintain the 1st three 5 S's?

Rating
Are safety and housekeeping policies established and followed?
1
Are there any safety risks evident that are not being addressed?
2
Is safety data, productivity, quality, financial & 5S results posted in the appropriate areas?
3
Are cleaning schedules established, posted and followed?
4
Sustain

Are equipment PM schedules established, posted and followed?

5
Do employees take ownership of machine / work station cleanliness?
6
Are personal items stored neatly?
7
Are tools and other supplies returned to their proper storage location immediately
8 following their use?
Are display boards current?
9
Are 5 S routine checks performed regularly?
10
Rating
Rating Level

Report Procedure:
1. During each routine check, assess the compliance to the 5 S Level of Achievement for each of the 5 S descriptions.
2. Determine the overall 5 S level for each of the 5 S's.
3. Mark the Level of Achievement on the Progress Form.

14826304.xls Audit Check List 02/18/2009 08:47:15

Five S Progress Form
Sort
Tool Goal Actual
5
Sort 5 4

Set In Order 5 5

Shine 5 4

Standardize 5 4

Sustain 5 4
Set In Order Sustain

Shine Standardize
 Five S Levels of Achievement
Cleanliness problem Needed items can be Potential problems are Reliable methods and Root Causes are
Level V: areas are identified and retrieved in 30 identified and standards for housekeep- eliminated and
mess prevention seconds and require a counter measures are ing, daily inspections, and improvements actions
Continuously actions are in place. minimum number of documented workspace arrangement focus on developing
Improve steps. are shared and are used preventive methods.
throughout similar
work areas.
Work area has docu- Needed items in work Inspection occurs Reliable methods and Sources and frequency of
Level IV: mented housekeeping area are minimized in during daily cleaning standards for housekeep- problems are documented
responsibilities and number and are of work areas and ing, daily inspections, and as part of routine work,
Focus on schedules, and the properly arranged for equipment and supplies workplace arrangement root causes are identified,
Reliability assignments are retrieval and use. are restocked. are documented and and corrective action plans
consistently followed. followed by all members are developed.
of the work group.
Initial cleaning has been Needed items are Visual controls and Work group has Work group is
Level III: performed and sources outlined, dedicated indicators are documented agreements routinely checking
of spills and messes are locations are properly established and marked on visual controls, labeling ara to maintain 5S
Make It identified and labeled, and required for the work area, of items, and required agreements
Visual corrected. quantities are equipment, files, and quantities of needed items
determined. supplies.

Needed and not-needed Needed items are safely Key work area items to Work group has Initial 5S level has been
Level II: items are identified and stored and organized be checked are documented agreements determined, and
those not needed are according to frequency identified and for needed items, performance is
Focus on removed from work of use. acceptable performance organization, and work documented and
Basics area. levels documented. area controls. posted in work area.

Needed and not-needed Items are placed Key work area items Work area methods are Work area checks are
Level I: items are mixed randomly throughout checked are not not consistently randomly performed
throughout the work the workplace. identified and are followed and are and there is no visual
Just area. unmarked. undocumented. measurement of 5S
Beginning performance.

Check Box for Sorting Set In Order Shine Standardizing Sustaining

Appropriate Level

14826304.xls Levels of Achievement 02/18/2009 08:47:15

 Five S Routine Check Report
(1) Date: (2) Area:

(3) Check Performed by:

(4) Improvement Opportunity by:

(5) Countermeasures: (6) Responsibility:

(7) Target Completion Date:

(8) Actual completion date:

Report Procedure:
1. For each improvement opportunity identified during routine check, fill in this report through section (4).
2. Review all reports with th work group, Identify the necessary countermeasure, assign responsibility, and target a
completion date.
3. Review progress against target date; record actual completion date after completion of countermeasure.
14826304.xls Routine Check Report 02/18/2009 08:47:15