Lean process improvement is CDOT s approach for engaging everyone, every day, to improve every process and product, to benefit every customer.

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1 February 2013 Lean process improvement is CDOT s approach for engaging everyone, every day, to improve every process and product, to benefit every customer. A crucial part of the Lean approach is 6S, a method and set of tools to help us organize work spaces to be effective, efficient and safe. The 6S method is a 6-step process: 1. Sort - Distinguish between necessary and unnecessary material, documents, equipment, data, and information. For items that are not necessary, put together an orderly plan to take them out of the workplace. 2. Set in order - A place for everything and everything in its place. 3. Shine (systematic cleaning) - Maintain a clean and functional workplace on a daily basis. 4. Standardize - Create clear and simple visual cues that indicate whether or not sort and set-in-order are being maintained. 5. Sustain - Effective, ongoing application of knowledge regarding keeping an effective workplace. 6. Safety A vital foundation for all of the other steps! We develop and maintain workplaces that are safe for ourselves, our customers and anyone else who may be affected by our workplace The other tabs in this Excel Workbook provides you with tools to evaluate a workspace (first 2 tabs) and then implement a plan to make that space more effective, efficient and safe. Much of the content in this document comes from the CDOT Office of Transportation Safety and the Continuous Improvement Program within the state government of Minnesota. Thank you to both organizations! Gary Vansuch Director of Process Improvement Colorado Department of Transportation Lean: Everyone, Every Day, Improving Every Process and Every Product, To Benefit Every Customer

2 Week of Evaluator: Location: For each "S", circle the block that best describes the location being evaluated. Category 3 Points 2 Points Sort 5 Points Best-in-Class Every item in the area is needed. No needed items missing. 4 Points Good Minimal clutter, small amount of unneeded items. 6S Evaluation and Sustainment Fair Marginal Some clutter. Clutter and unnecessary Some items stored on top of cabinets. items on desks, shelves, and/ Some needed items are not present. or cabinets. 1 Point Poor Generally cluttered. Many unnecessary items on desks, shelves, cabinets, and/or floor. 0 Points Unacceptable Station is cluttered/unsafe. Abundance of unnecessary items, including furniture and equipment. Set in Order Shine Standardize Sustain Safety Area very well organized. Area well organized. Most Area well organized with the exception of a Area moderately organized. Inadequate organization. Poor organization. Little Excellent visual controls are items in designated few problems. Most items have designated Many key items have no Many key items have no indication of designated in place. location. Visual location, and most are stored properly. designated location, some designated location. Shelves locations. Items improperly Designated locations for items. controls in place. Aisles neat All aisles are marked, but some equipment items properly stored. Equip & drawers poorly labeled. Aisle stored on floor. Safety Aisles straight, clear and well and clear. is not. Many visual controls are in place. and aisles are not clearly or equip markings are not clear hazards. No visual controls, marked. marked. Some visual controls or straight. Few visual controls signs, or labels. in place, many more could be or instruction are present. added. Safety equipment not designated. Everything in the area is in great Everything in area is clean & Most items in area are clean & functional. There is some clutter. Some Area needs to be picked up. Area is dirty. Possible health condition and operates perfectly. functional. Floors clean. Some shared equipment doesn't work. items are not clean (floors, Many items need to be and safety hazards exist. No dust or dirt, clean floor. Recycle bins used and Floors are moderately clean. waste containers). cleaned (floors, waste emptied daily. containers). 6S checklists for all personal / 6S checklists for most 6S checklists for most personal/shared areas No 6S checklists for personal/ Very few 6S checklists exist No6S checklists exist. 6S shared areas are available and personal/shared areas are are available and followed. Opportunities shared areas, or not followed. for the area. 6S assessment assessment not done within followed. Opportunities for available and followed. Opport- unities for improvement noted- some Assessment done weekly, but not done week prior. Unclear if previous week. No evidence improvement noted- all resolved. unities for improvement resolved. Metrics & charts in the area no opportunities for actions taken to resolve prob- of follow-up actions to Metrics & charts in area are are noted- most resolved. are current. improvement noted. lems. Metrics/charts not problems. Metrics/charts are current. Metrics & charts are current. Metrics/charts not current. current. not current. Clearly documented and System in place and System in area and moderate interest in System in area, little interest No system in area, little No system or commitment followed system to maintain strong interest in maintaining maintaining 6S. Minimum performance maintaining 6S. Minimum interest maintaining 6S. within organization to 6S. World class performance 6S. Good performance sustained for at least 1 month. performance sustained for Very little stability in new 6S sustain 6S. sustained for at least 6 months. sustained for at least 3 mo. less than 1 month. performance. See attachment ("6S Evaluation-Safety"in next tab) (this spreadsheet was developed by CDOT's Office of Process Improvement; and includes material used by permission from the Minnesota Continuous Improvement Program ) # of 5s circled: X 5= Opportunities for Improvement Who When # of 4s circled: X4= # of 3s circled: X3= 6S RATING: 1 # of 2s circled: X2= 2 # of 1s circled: 3 TOTAL:

3 6S Evaluation and Sustainment: Safety Week of Evaluator: Location: For each "S", circle the block that best describes the location being evaluated. Category 5 Points 4 Points 3 Points 2 Points 1 Point 0 Points Best-in-Class Good Fair Marginal Poor Unacceptable Safety All safety equipment (fire extinguishers, emergency exit signs, AED s, first-aid kits, smoke detection/fire suppression, etc.) has been inspected and is up to date and in good working order. All employees have received evacuation training within the last 12 months. All exit doors/corridors are clear and unobstructed. Electrical outlets are not overloaded and extension cords do not pose any tripping hazards. The facility exterior is wellmaintained (snow removal, lighting, sidewalks, parking lots are well marked, etc.). No improvements or corrections are needed. Most (>85%) of the safety equipment (fire extinguishers, emergency exit lights, AED s, first-aid kits, smoke detection/fire suppression, etc.) has been inspected and is up to date and in good working order. Most employees (>85) have received evacuation training within the last 12 months. Most exit doors/corridors are clear and unobstructed. Most but not all electrical outlets are in good working order and extension cords do not pose tripping hazards. The facility exterior is fairly well-maintained (snow removal, lighting, sidewalks, parking lots are well marked, etc.) but there may be a need for (1-2) minor improvements Some (>60%) of the safety equipment (fire extinguishers, emergency exit lights, AED s, firstaid kits, smoke detection/fire suppression, etc.) has been inspected and is up to date and in good working order. Some (75%) employees have received evacuation training within the last 12 months. Some but not all corridors are clear and unobstructed. Some but not all electrical outlets are in good working order and/or some extension cords were found to pose tripping hazards. The facility exterior is in fair condition (snow removal, lighting, sidewalks, parking lots are well marked, etc.) although there are some corrections that need to be made (3-5) findings. Less than half (50%) of the safety equipment (fire extinguishers, emergency exit lights, AED s, first-aid kits, smoke detection/fire suppression, etc.) has been inspected and is up to date and in good working order. Less than 50% of the employees have received evacuation training within the last 12 months. Several electrical outlets (5-7) are overloaded and extension cords were found to pose tripping hazards. Facility exterior is in less than fair condition (snow removal, lighting, sidewalks, parking lots not well marked, etc.). There are several corrections that need to be made (6-10) findings. Less than 30% of the safety equipment (fire extinguishers, emergency exit lights, AED s, first-aid kits, smoke detection/fire suppression, etc.) has been inspected and is up to date and in good working order. Less than 30% of the employees have received evacuation training within the last 12 months. Several electrical outlets (8+) are overloaded and/or extension cords were found to pose significant tripping hazards. Facility exterior is in less than fair condition (snow removal, lighting, sidewalks, parking lots are not well marked, etc.) Several corrections need to be made (10+) findings. Most of the Safety equipment (>80%) is missing or has not been inspected in accordance with required inspection dates and is not in good working order (fire extinguishers, emergency exit lights, AED s, first-aid kits, smoke detection/fire suppression, etc.) Most, if not all employees have not received emergency evacuation training within the last 12 months. Several corridors and exits are blocked and/or exits lights are not functioning. Facility exterior is in poor condition (snow removal, damages or blocked sidewalks, smoking areas, lighting, etc.) (this spreadsheet developed by CDOT's Office of Transportation Safety) More opportunities for Improvement Who When 1 2 3

4 STEP 1 Red Tag Inspection Sheet (refer to next tab in this spreadsheet, "Step 1 Sort - Red Tag Template", for an example of a red tag) Purpose To ensure that all potential items for red tagging are examined. Directions Examine all items under each category below for the entire target area. When an item is found out of place, attach a red tag. Check off items after they have been inspected. Examine these spaces Examine these storage places Floors Shelves Aisles Racks Operation areas Closets Work stations Other storage places Corners, behind/under equipment Stairs Examine the walls, boards, etc. Small rooms Items hung on walls Offices Bulletin boards Inside cabinets and drawers Signboards Other Look for unneeded equipment Machines Look for unneeded materials/supplies Small tools Supplies Conveyance equipment Parts Plumbing, pipes, etc. Work in process Electrical equipment Finished products Wire, fixtures, junction boxes Shipping materials Look for unneeded furniture Cabinets Benches and tables Chairs Carts Other Look for other unneeded items Work clothes Trash cans Other (this spreadsheet was developed by CDOT's Office of Process Improvement; and includes material used by permission from the Minnesota Continuous Improvement Program )

5 6 S TAG LOCATION ORGANIZATION FIXED ASSET #: ITEM DESCRIPTION: DISCARD TRANSFER TO STORE SURPLUS IDENTIFIED BY: DATE: 6 S TAG LOCATION ORGANIZATION FIXED ASSET #: ITEM DESCRIPTION: DISCARD TRANSFER TO STORE SURPLUS IDENTIFIED BY: DATE: 6 S TAG LOCATION ORGANIZATION FIXED ASSET #: ITEM DESCRIPTION: DISCARD TRANSFER TO STORE SURPLUS IDENTIFIED BY: DATE: 6 S TAG LOCATION ORGANIZATION FIXED ASSET #: ITEM DESCRIPTION: DISCARD TRANSFER TO STORE SURPLUS IDENTIFIED BY: DATE:

6 STEP 2 Step 2: Set in Order Checklist Note: Be sure to Complete Step 1 (Sort) first Purpose To ensure all potential items for "setting in order" are examined. Directions Examine all items under each category below for the entire target area. When an item is found out of place, move it to its proper place. Check off items after they have been inspected. Equipment Machines Small tools Conveyance equipment Cleaning equipment Electrical equipment Wire, fixtures, junction boxes Computer equipment Furniture Cabinets Benches and tables Chairs Carts Shelves Racks Materials/Supplies/Inventory Supplies Parts Work in process Finished products Shipping materials Cleaning supplies Other items Charts, graphs, etc. Books, checklists, etc. Bulletin boards Signboards Pen, pencils, rulers, etc. Work clothes Trash cans Personal items (this spreadsheet was developed by CDOT's Office of Process Improvement; and includes material used by permission from the Minnesota Continuous Improvement Program )

7 STEP 3 Step 3: Shine Checklist Note: First, Complete Steps 1 (Sort) and 2 (Set-in-order), then use this "Shine" Checklist Purpose To ensure that you examine all potential surfaces and areas for cleaning. Directions Examine all items under each category below for the entire target area. When you have finished with an item under a category, enter a check. Large surfaces Ceilings Aisles Work stations Corners, behind/under equipment equipment Stairs Walls Doors Pillars & posts Floors Desktops Surfaces of equipment & furniture Machines Fixtures, junction boxes Cabinets Tables Chairs Carts Shelves Racks Electronic equipment Inside equipment/furniture Machines Closets Drawers Cabinets Storage bins Other Materials and supplies Trash cans Bulletin boards Labels and signs Small tools Cords, wires, etc. Other (this spreadsheet was developed by CDOT's Office of Process Improvement; and includes material used by permission from the Minnesota Continuous Improvement Program )

8 STEP 4 Step 4: Standardize 6S Standard Development Tips Purpose To assist you in the development of 6S standards. Directions Determine the standard guidelines and/or the procedure that everyone should follow for each of the items below. Tips to consider: Standards for Sort (Step 1) Determine what belongs in an area, and how many. Determine the disposition criteria for red tagged items, including who should make the final decisions, who should carry out the disposition, when it should occur, and how it should be done. Standards for Set in Order (Step 2) Determine standards for location indicators, including the type, the design of each type, standard colors for various uses, etc. Standards for Shine (Step 3) Determine what needs cleaning and maintenance on a regular basis, who performs that cleaning, when it should occur, and the cleaning/maintenance procedure. Standards for Safety (Step that underpins all the rest) Determine best methods for identifying and eliminating potential hazards and other safety issues (this spreadsheet was developed by CDOT's Office of Process Improvement; and includes material used by permission from the Minnesota Continuous Improvement Program )