Dr. Naglaa El-sherbiny

12-2-2015

Preparatory phase (3 months)

Aim : focused on top manager to :

1. Understand 5S- KAIZEN-TQM

concepts

2. Establish structure of 5 S

implementation

Steps Preparatory phase

1. Dissemination of 5 concepts

2. Training of management staff

3. Formulation of quality improvement team

4. Situation analysis of 5 activity

5. Selection of 3-5 areas

1-Dissemination of 5 concepts

Education true meaning of the 5 S

Wrong concept??????

True concept?????

Practiced daily to be a culture of health facility

2-Training of management staff

Basic concepts of 5 S-kaizen-TQM

Action plan development

Self monitoring and evaluation

3-Formulation of Quality Improvement Team (QIT)

Responsibilities of the QIT:

1. Conduct situation analysis

2. Train staff

3. Implement 5 S activities

4. Solving problem by KAIZEN approach

5. Provide technical advice to WIT

6. Review action plan according to situation analysis

7. Write progress report every 3 months

4-Situation analysis before 5 S activity

1. Taking pictures to all departments as a base line

for useful comparison and measure the progress

2. Observation and interview the staff are another

tool s in situation analysis

5-Selection of 3-5 areas

Criteria of selection:

1. Presence of Personal commitment

2. Situation need to be improved for better care

3. Section facing few problems to be easily managed

Introductory phase (6 months)

Training of staff

Work improvement team

Implementation of 5 S

Continuous improvement and standardize

Getting Started

Planning launches your 5S activity

Evaluating tells you what you need to do

Preparing gets you ready for

implementation

Planning Assemble a 5S Lead team (WIT)

Define the work area 5S boundaries

Assign work group members to their 5S areas

Install a 5S communication board

Determine 5S targets, activities, and schedule

Review/finalize plans with work group and site

leadership

6-Training all staff Everyone participation (successful key)

1. 5S KAIZEN-TQM concepts and tools

2. Situation analysis for each department

3. Work Improvement Team (WIT)

4. Development of an action plan with self monitoring

7-Work Improvement Team (WIT) Cooperation & Commitment (successful key)

1. Regular meeting (weekly)

2. Prepared agenda

3. Focused discussion

4. Encourage and support all the team

Evaluating Your Initial Situation

Prepare to take work area photos

Take work area photos

Evaluate current 5S Level of Achievement

Implementation phase (2 years)

Standardize

Sustain

Expansion of 5 S activities

KAIZAN activities

8-Practice the first 3 S Challenges (successful key)

1. Sorting by proper use of Red tag tool

2. Set in order by use can see, can takeout and can

return philosophy

3. Shine by preparing a cleaning schedule with

responsible person and exact time for continuous

practice

9-Practice the fourth S

Regular and Continuous practice (prevent relapses)

1. Schedule for doing

2. Development of SOPs

3. Use of checklist for each activity

10-Making 5 S culture

Good habits (successful key)

1. Good practices for patients care

2. Refreshment training to the staff

3. Awarding of good practice

4. Periodical meeting QIT-WIT

Preparing for Implementation

Obtain existing standards for color-coding

Decide on 5S color-coding

Prepare for Sorting

Prepare for Set

Prepare for Shine

Prepare for Standardizing

Prepare for Sustaining

Implementation of 5S activities

Conduct situation analysis of your hospital

visit all sections and units, and take photos before 5S

Select 2-3 pilot areas to implement S1-S3

create show that other sections can copy from the pilot

areas)

Develop checklist and monitoring tools

Important to measure changes

Share progress and changes of pilot areas with other

sections and units

Contents of progress report from

hospital

1. Composition of QIT members

2. Actual Implementation structure for QIPs with

organogram

3. Training records (type of training, number of trainees)

4. Self-evaluation results

5. Records and Good practice sheet

6. KAIZEN cases (if any)

Implementation of 5S activities

Seeing is believing! This will help to reduce

resistance

Expand areas to implement 5S step by step

Conduct regular monitoring and coaching

Keep all records of QIT and WITs activities

Utilize 5S tools effectively to enhance 5S activities

Maintenance phase (sustainability)

Continuous 5 S cycle

More KAIZAN activities

Refresher training

Awarding and motivation

Preparatory

phase

3 month

Introductory

Phase

6 month

Implementation phase

2 years

Maintenance

phase

On going

Situation analysis

Training of managers

Training of staff

Sorting Setting Shining

Standardizing Sustaining Expansion areas to practice 5S activities

Continue 5S

cycle

5S Phases

24

Expansion and sustainability mechanism

in a health facility

Training of

Trainers

Establishment

of QIT

In-hose

training

Practice 5S-KAIZEN

Monitoring

Internal evaluation

Coaching

Consultation visit

by MoHSW

Progress Report

Meeting

Establish Mechanism of generating ideas Learning each other Self evaluation Technical improvement Team work and ownership

development

25

External activities

10 steps for 5S implementation

Step 1: Dissemination (Sensitization) of 5S-KAIZEN-TQM concepts

Step 2: Provide 5S training to Hospital Management Team (HMT)

Step 3: Quality Improvement Team (QIT) should be established in a health facility for leadership and commitment for Quality improvement

Step 4: Conduct Situation Analysis (Problem finding + Solutions). Take photos of current situation as baseline data

Step 5: Identify the priority area(s) =Target area(s) to be improved based on the analysis

Step 6: Provide 5S training to staffs in the targeted area(s)

Step 7: Establish Work Improvement Team (WIT) is better be established at targeted area(s) for ownership of quality improvement Program and commitment

Step 8: Conduct Sort/Set/Shine activities at targeted area(s) to be the 5S showcase

Step 9:Proper practice of S1- S3 and develop standards and regulations for both administrative and technical aspects for Standardization of practice

Step 10: Work to improve the condition more & more. Repeat 5S cycles for Sustainability

On

go

ing

M&

E b

y Q

IT an

d W

IT

After TOT, trained personnel need to take this 10 steps

Action plan

Activity Objective Strategy Who will do

When will be started

When will be completed

Impact on customer

Key words of success There should be continued commitment and

support by top management

5 S implementation start with education and

training of all health workers

There are no observers everyone must participate

Practice 5S daily in order to achieve standard and

be as routine work

Thank you