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Republic of MalawiMinistry of Health5S BASIC MANUAL1st EditionJanuary 2014
5S BASIC MANUALTable of contentsAcronyms . iIntroduction . 11. Background . 12. Definitions. 1Part I . 3Phases and steps for 5S implementation . 31. Four phases of 5S implementation process . 32. Ten Steps for 5S installation . 6Part II . 7Implementation steps of 5S activities . 7Preparatory Phase (Step 1, 2 and 3) . 7Step 1: Decision making to install 5S . 7Introductory Phase (Step 4 and 5) . 15Step 4-1: Training for S1-S3 activities. 15Step 4-2: Practice Sort, Set and Shine activities . 16Step 5: Feedback of achievement of 5S activities . 19Implementation Phase (Step 6 – 9). 21Step 6: Formulate QIST and WIT . 21Step 7: Internal training . 24Step 8-1: Formulate action plan of WIT activities . 25Step 8-2: Practice Standardize activity . 26Step 9: Internal supportive supervision . 27Maintenance Phase (Step 10) . 28Step 10: Brush up practice Sustain activity . 28Practical tools and methods for 5S activities . 302.5S tools . 30Red tag . 30
Alignment . 31Numbering / Alphabetical Cording . 31Safety signs . 32Color coding. 32Signboards / Mapping . 33Labeling. 33Symbols . 34X-Y Axis . 34Zoning . 353.Effective way for sharing information on 5S activities: “5S Corner” . 354.5S tools for enhancement of visual control . 36Part IV . 39Supportive supervision of 5S activities . 391.Monitoring and Evaluation under Supportive Supervision . 39(1) Monitoring and Evaluation . 39(2) Supportive Supervision . 392.Internal Supportive Supervision . 40(1) Supportive Supervision by QIST. 40(2) Methodology . 40(3) Implementing steps for the supervision. 41(4) Monitoring by WIT . 423.External Supportive Supervision . 43(1) Structure . 43(2) Procedure. 44Annex 1 Situation Analysis Check sheet . 45Annex 2 Form of Action Plan . 47Annex 3 Monitoring and Evaluation Check Sheet. 50Annex 4 Monitoring and Evaluation Check Sheet (Criteria) . 57
ACRONYMSCQI ···················Continuous Quality Improvement (KAIZEN)DHMT ·· District Health Management TeamDHO ··················· District Health OfficerHMT ············ Hospital Management TeamIPC ·············· Infection Prevention ControlISO ················· International Organization for StandardizationJICA ··· Japan Overseas Cooperation AgencyM&E ·············· Monitoring and EvaluationMOH ························ Ministry of HealthMT ························· Management TeamOPD ···················· Outpatient DepartmentPDCA Cycle · Plan Do Check and Act CycleQA ·· Quality AssuranceQAP ·············· Quality Assurance ProgramQATWG ············ Quality Assurance Technical Working GroupQC ····· Quality ControlQIST ·· Quality Improvement Support TeamSOP ········Standard Operational ProceduresSWAPs ··· Sector Wide Approach ProgramsTQM ·············· Total Quality ManagementTOT ······················ Training for TrainersWIT ················ Work Improvement Teami
Introduction1. BackgroundSince the establishment of a healthcare services quality improvement workshop in 2004,the Ministry of Health (MOH) has been striving for the improvement under the initiative ofchiefs of relevant agencies. Several Quality Assurance Programs (QAPs) are introduced tothe health sector in Malawi. To overcome the situation, MOH has established “QualityAssurance Technical Working Group (QATWG)” recommended by Sector WideApproach Programs (SWAPs) and integration of the Quality Assurance (QA) has beengoing on.However, quality improvement in the healt
‘5S-KAIZEN-TQM approach’, and within this approach, each step is defined as follows. Step1: ‘5S’: improvement of work environment, rethinking of the staff, understanding their business processes Step2: ‘KAIZEN’: constructive understanding of the systematic problem resolution and
