Resource Management

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Resource Management

• Hi Tim, I hope you can travel to the Philippines
  April 15 to speak in the management training. You
  can prepare a two-three hour presentation on
  resource management.
• You can talk about the application of 5S in
  school setting, recycling and inventing in
  schools may also be included in the presentation.
  There are two events in the Phil that I will be
  hosting Apr 16-18 and Apr 25-26.
• You can take KL- CLark via Air asia. I'm near
  Clark. I can meet you there. Ng Khar Thoe and Dr.
  Chong are now here in the Phil.
• Target participants are school heads and
  teachers.
• Your plan to application of 5s in schools
  synergies recycling and innovation is
  appropriate. I expect around 500 (or more) each
  session. I pay my foreign consultants 1000us. I
  shoulder travel expenses including plane tickets
  and hotel. I hope this will be ok with you..

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Resource Management

• Managing all of a school's resources
  represents a considerable challenge. Demanding
  business acumen,( ability to make good judgments
  and quick decisions) financial awareness,
  planning ability, IT knowledge and excellent
  management skills.
• Scope
• Overview of Lean Principals in a World Class
  Environment.
• 5S as a Lean foundation used in Resource
  management.
• Application of 5S in a school setting- in
  exposing, identifying and elimination of Waste.
• Recycling in school setting using 5S methodology.

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What is Resource Management?
Resource Management is the efficient and
effective deployment of an organization's
resources in the most efficient way possible ,
maximizing the utilization of available resources
to achieve organization goals. Such resources
may include tangible resources such as 
Financial resources
Information Technology(IT)
Equipment
Labor (Human Resource)
Tangible Resources
 Facilities
Non Functional
Functional
It can also include ideas, making sure that
people are assigned to task that will add value
and not have too much under utilization. These
include
Ideas..
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Resource Management within Schools
National Standards put forward by the Teacher
Training Agency emphasizes the importance of good
resource management within schools.
Outline

• Benchmark in a World Class requirement.
• A Lean approach to Resource
• Management development support
• 5S as a Foundation of Lean
• 5S as a means of exposing, identifying and
  elimination of Waste focusing in a school
  setting.
• Application of 5S in School setting

Continoues Improvement
World Class requirements - Creating value for
customers -
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Vision Statement , why?
Successful schools have a clear sense of
direction through Vision Statement. shared
sense of direction derived through a visioning
process involving all members of the school. Once
affirmed, it needs to be able to be articulated
by all. -when achieved everyone can then align
their efforts behind the vision and by a process
of self-reference and professional development
the school will reach. Translation into
reality - by means of a Teaching Framework or
belief system.

• eg
• To be the center of excellence, renown
  internationally for Educational Innovations
  exceeding expectations of National Standards put
  forward by the Teacher Training Agency

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The question now is
What is Lean Principles?
Lean is the revolutionary super-efficient
production system pioneered by Toyota. The core
focus of "Lean" is to vigorously eliminate
Wastes. Lean Principles is a methodology,
modeled from a Toyota manufacturing strategy that
eliminates waste to reduce cost, improve
quality and delivery performance.
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Continuous Improvement without adding Cost
Lean Principles
Cost

• Lean Principles is a methodology, modeled from a
  Lean manufacturing strategy that eliminates
  waste.
• Lean is NOT people working harder to produce
  more.
• Lean Methodology results in greater profit by
  reducing costs.

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Cost Reduction by identifying, then eliminating
WasteLean The Relentless Elimination of Waste
Lean Organization focus on


Waste is anything other than the minimum
resources required to add value. Value-Added
Activities.... transform raw materials and
information into products or service. Is it
something the Customer is willing to pay
for without changing the form, fit or
function.
Non-Value-Added Activities are WASTE!! Activities
that consume resources, but dont directly
contribute to the product.
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Causes of Waste

• Layout (distance)
• Long setup time
• Departmental Structure
• Poor maintenance practices
• Poorly documented
• work methods
• Lack of adherence to
• established work methods

• Historic supervisory roles
• Irrelevant performance measures
• Complex production planning
• and scheduling systems
• Lack of workplace organization
• Poor Supplier quality/reliability
• Lack of cross training
• More.

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Non-valued Added Activities
Storage
Counting
Sorting
Sanding
Moving
Red-Lining
Walking
What value is Added by
Expediting
Invoices
Inspecting
Loading / Unloading
Scrap
Rework/Repair
Measuring/Checking
Paperwork
Repackaging
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Value Added Necessary vs
Unnecessary
Value Added
Non Value Added
Necessary
Necessary
Inspection, checking, follow up, reminding, proof
reading, supervising ,recoaching
Teaching, coaching, disseminating right
information
Value Added
Non Value Added
Not Necessary
Not Necessary
Recounting, searching, long set-ups, additional
inspection steps, additional paperwork
Operations called out but no longer needed or
options. (paint options or tires)
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Traditional Improvement vs Lean
Original Lead Time
TypicalOrganization
VA
NVA
TraditionalImprovement
NVA
VA
Minor Improvement
MajorImprovement
Kaizen WasteReduction
VA
NVA
Time
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YESTERDAY

• When we add value
• we also add costs.

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Todays Approach to Cost Reduction
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The challenge
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Meeting the Challenge

• Requires a new way of thinking.
• Training in new methods.
• Leadership and commitment at all levels.
• Implementation Just do it!
• Need to do more than talk.
• We learn by doing.
• Improvements dont have to be expensive.

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5S, the foundation for Lean System
Characteristics of World Class Customer-Value
Focused
People Based System
Cost Profit Price
Radical Change Kaikaku Kaizen Workshops Daily
Improvements Standard Work
Price Profit Target Cost
5S , foundation for Lean System - Visual
Management Lean System Lean Manufacturing
System is the revolutionary super-efficient
production system pioneered by Toyota Motor
Company.  The core focus of "Lean" is to
vigorously eliminate Wastes. Kaizen
Methodology Relentless removal of Waste
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5S Definition
5S is a method for organizing a workplace,
especially a shared workplace (like a common
floor or an  office space), and keeping it
organized. Its sometimes referred to as a
housekeeping methodology, however this
characterization can be misleading, as workplace
 organization goes beyond housekeeping.
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5SSIMPLE HOUSEKEEPING

• Outlines
• 5S as a Foundation of Lean
• 5S Definition
• Seiri - Sort
• Seiton Simplify
• Seiso Sweep
• Seiketsu Standardise
• Shitsuke Self discipline
• Benefits of 5S as a Visual tool for continuous
  improvement

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5S Definition
5S Represents 5 Japanese terminologiesSeiri,
Seiton, Seiso, Seiketsu Shitsuke 5S is a
philosophy and a way of organizing and managing
the workplace towards an organized, clean,
high-performance environment with the intent to
improve efficiency by eliminating waste.
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Benefits of a 5S Environment?

• It gives Ability to understand the status of a
  area in 5 minutes or less by simple observation
  without use of computers or speaking to
  anyone.5S1st Seiri- Sort (Organize)2nd
  Seiton- Simplify (Visibility)3rd Seiso-
  Sweep (Cleanliness)4th Seiketsu- Standardize
  (Adherence)5th Shitsuke- Self-discipline
  (Sustain)

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3rd Class Workplace
Necessary Unnecessary items are mixed together
in the same workplace
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2nd Class Workplace
Necessary Unnecessary items had been seperated
within identified work area (including inventory)
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1st Class Workplace
Only Necessary supplies, tools and items are
stored in the Work Environment.
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Where are we today

• Lets take a quick look

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Why do 5S
5S are 5 necessary disciplines for maintaining a
visual workplace.
What are the 5S ? (Activity)
1st S 2nd S 3rd S 4th S 5th S
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Benefits of 5S
5S makes workplace more pleasant 5S helps in work
efficiency 5S and safety go hand-in-hand 5
S leads to better quality environment and higher
productivity
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1st Seiri (Sort)

• To take out unnecessary items either sort , red
  tag or dispose them

Unnecessary Unsafe Defective Obselete or
outdated Unused Extra or duplicate
Necessary Used for daily work Used
periodically I am the source
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1st Seiri (Sort)
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5S Red Tag
Red Tag Sample
5S Red Tags are used to keep the process of
change going throughout the 5S program while
remaining organized in the process. These 5S Red
Tags are used for visual management of a
workspace, clearly marking items that need to be
moved creating workplace organization.
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2nd Seiton (Simplify)

• To arrange necessary items in a proper order so
  that they can be easily picked up for use

• Consider
• Visual aids are encouraged in order to help
  understanding and minimize complexity.
• Labeling locations where necessary items are
  kept when not in use, especially moveable items.
• Labeling drawers and notebooks to identify their
  contents.

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2nd Seiton (Simplify)
Label shadow board
5S Map to decide location
"Anyone should be able to easily understand
proper arrangement and abnormalities."
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3rd Seiso (Sweep)

• To clean your workplace completely so that there
  is no dust anywhere

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3rd Seiso (Sweep)

• Tools
• 5s Assignment Map
• 5s schedule

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4th Seiketsu (Standardise)

• To maintain a high standard of housekeeping and
  workplace organization at all times
• Visual checks to maintain the process

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S5th Shitsuke (Self Discipline)

• To train people to follow good housekeeping
  discipline independently

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Why is 5's necessary and practiced in a World
Class Facility?

• Standards so management can evaluate performance
• Necessary to enforce discipline
• Standards for diagnosis, self-evaluation, a
  necessity to enforce discipline Buy in"
• With buy-in, discipline isnt necessary

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10 Ways to Kill 5's

• 1. Make sure you drive transition from the
  bottom up2. Assume 5's will take place itself
  without training and energy3. Try to accomplish
  5'S all at once 4. Try to accomplish 5'S
  implementation all by yourself5. Wait until
  after you begin your 5'S training to establish
  metrics and measurement techniques6. Look for
  magic bullet solution7. Allow existing
  methodologies to be viewed as stand-alone8.
  Assume that all leaders will understand and lead
  the transformation9. Relegate responsibility for
  5'S implementation to staff function10.Study
  every 5'S issues exhaustively until you have the
  right solution.
• Let us do it together
  as a Team.Team- Together Everyone Achieves More!

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Phase 1 Planning and preparation

• STEP 1 Select area
• STEP 2 Identify problems
• Eliminate waste
• Eliminate bottleneck
• Implement 5s
• Implement Cell Design, Line Balancing or Kanban
• STEP 3 Select leader
• STEP 4 Select Team
• Train the team
• STEP 5 Walk and document the process
• STEP 6 Prepare the area
• Advanced production
• Required material, equipment Support people

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Resource Leveling (Haibun)

• Resource Leveling
• One resource management technique is resource
  leveling. It aims at smoothing the available
  resources on hand, reducing both excess and
  shortages to meet the current demand.
• The required data are the demands for various
  resources, forecast by time period into the
  future as far as is reasonable, as well as the
  resources' configurations required in those
  demands, and the supply of the resources, again
  forecast by time period into the future as far as
  is reasonable.
• The goal is to achieve 100 utilization but that
  is very unlikely, when weighted by important
  metrics and subject to constraints, for example
  meeting a minimum service level, but otherwise
  minimizing cost.

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Quality of a GOOD Leader
Must Not
Must
Flex Muscles
Blame the worker
Kaizen your Standard Work
Go to the Shop Floor
Think of at least 7 ways to do better
Give up
Throw fits
Blame the Measure
Show Boat
Empower the Team
Tamper with the Measure
Intimidate
Lead by Example
Cover up
Celebrate Success
Hide in the office
Have a vision
Set goals
Throw People at Problems
Stress out
Communicate direction
Create smoke screens
Observe the process Find the Waste
Provide the right tools
Grovel
Be clueless
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Team leader checklist

• BEFORE KAIZEN
• Select the team members
• Gather information necessary for the event
• Event objectives
• Layout, flow charts, process sheet
• Cycle time vs takt time charts
• Target
• Prepare the area for the event
• Materials, Equipment Support people
• DURING KAIZEN EVENT
• Keep update on what everyone is doing
• Chart takt time and cycles time during time
  studies
• Coordinate for final presentation
• AFTER KAIZEN
• Compile hard copy
• Complete follow up checklist (Kaizen Newspaper)

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Team members

• Team work and support Kaizen
• Train the team on Lean methodologies 5s, quick
  changeover, mistake-proofing, cell design and
  kanban.
• Arguments that need to be addressed

Good on paper BUT.
We can not lower without lowering quality
We understand better than anybody..
That lousy ideas, we already tried!
Kaizen wont do any good!
It sound good but we still do not want to do it
Everything is going just fine. Why change?
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Following Slides will discuss full
Implementation of 5S.
Thank You!
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How to champion a 5S Kaizen
Step1,Training  What is 5S, and why do we want
to do it? Step2, Define target Define the
schedule for performing the 5S project. Step3,
Implementation Hold meeting prior to each days
activities to plan and schedule what will be done
(daily). Take pictures "Before" 5S on a day
before Kaizen Use appropriate Check list to
documents results. Conduct wrap-up meeting to
review what was accomplished (daily). Review
and document results (at conclusion of 5S
project) Celebrate conclusion of 5-s effort and
results!
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5S LEVEL
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5S Sample Clean Up Checklist
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What is Kaizen?

• KAIZEN CONTINOUS IMPROVEMENT

In Japanese
KAI Change
ZEN Good
IMPROVEMENT WITHOUT ENDING
KAI ZEN Change for better
The small, gradual, incremental changes applied
over a long period can be add up for a major
impact on business in the future.
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Question to ponder
Question. Why do a lot of schools use a
system of ringing bells to stop or start. Is it
to ensure order? Or is it to prepare the
children for a profession which requires
clocking in and out? Is it, in
actuality, an acclimatization tool? Was
its original purpose to provide them with a
means of knowing when to be somewhere when
watches were a thing for the middle-classes and
affluent adults? Surely we need change to move
with the times by looking at the building blocks
of the system and addressing each one
analytically. We are not suggesting that
there is a need for a change to complete removal
of systems. We believe that children need
structure in order to learn. We need to change
for the better to adapt to meeting current
demanding needs at the same time not compromising
the future to meet their needs.
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KAIZEN at School
Schools are inundated by initiative after
initiative in education, each seemingly polarized
and disconnected- yet expected to somehow marry a
system designed for industrial revolution in a
digital renaissance. Change, when it occurs,
needs to be managed. Teachers, are products of a
previous education system, mostly
before the Digital Revolution was introduced. We
need to think of how we prepare our children to
become lifelong learners in these fast pave
technological change era.  Change needs to
happen continually in small evolutionary steps.
Surely, too, there is need for it in education.
By implementing the Kaizen philosophy we can
attempt to bridge the educational dichotomy and
link the importance of structure with the need
for creativity.
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Why Kaizen?
To continuously eliminate waste without removing
the value added activities in the process
Inventory
MUDA
Over Production
Defects
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How to Kaizen
Focus on doing
Gradual, unending improvement, doing little
things better every day, setting and achieving
ever higher standards
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The spirit of Kaizen
Improvement has NO limits
Think how it would work NOT wont
Throw all your concrete head
Dont accept excuses
Dont seek for perfection
10 peoples ideas is better than 1
Ask WHY 5 times
Correct the mistake the moment you found
Problem gives your brain a chance to work
Kaizen with LESS COST or NO COST
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Recycling Kaizen using 5S

• Start recycling
• Get the whole school involved
• Keep it going
• Activity lesson plans

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1.Start Recycling

• Recycling at school is an easy step you can
  take to help the environment in three main ways
  
• Reuse and Recycle-
• Less waste in landfill sites
• Turning waste into new products! Less
  rubbish- fewer landfill sites, free up more land.
• Save energy and raw materials
• Recycling uses less energy than making
  items from scratch, eg- aluminum can saves 95
  energy needed to make new.
• Help tackle climate change
• Reducing Carbon dioxide is released into
  the atmosphere
• -cuts amounts of methane, a greenhouse gas
  given off by biodegradable materials as they rot
  under pressure

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How much does your school waste?
1st Seiri- Sort (Organize) to find out how much
waste is produced

• Waste Audit to determine
• - where certain types of waste are
  produced
• -enable you to position your recycling
  points effectively.- its not just classrooms,
  all indoor/outdoor areas e.g.,-,-
• to ensure the scheme is most effective.
• How much waste does your school produce?
• - hard to visualize how much and the
  sources of it.
• The average secondary- 22kg/pupil each
  academic year. Primary schools higher - at
  45kg/pupil.
• What types of waste are produced?
• - by weight just two categories
• Paper and card
• Food waste
• Knowing how much of each material your
  school produces will help you to prioritize
• -which materials to recycle
• -what size bins your school will need.
• Information gain from the waste audit will help
  you work out which recycling collection most
  effective for your school.

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Get your recycling collected
2nd Seiton- Simplify (Visibility)

• Local council - about recycling services for
  schools in your area. Many local authorities
  offer their own recycling services to
  schools. Find out what your local authority
  offers. Those that dont recycling services
  should be able to put you in touch with
  organizations who will collect recycling from
  schools in your area.
• Further recycling services
• Some local organizations offer recycling
  services collection, such as printer cartridge,
  old mobile phone or aluminum can recycling. These
  may offer money saving opportunities or even
  generate a small income.
• Things to consider
• Access restrictions in terms of timings
  and access to your school site?
• Frequency ? recycling collection
• Storage ? where to store materials for
  recycling 
• Health and safety issues with your
  schools health and safety representative.
• Budget considerations Recycling service
  cost? offset against savings in Waste
  Collection?

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How to set your Recycling bins

2nd Seiton- Simplify (Visibility)

• Set up recycling points once you have sufficient
  information on when, where and how Waste can be
  collected.
• Bin locations
• - as close to the source of waste as
  possible e.g. a paper recycling bin next to photo
  copier/printer.
• -Recycling points and rubbish bins side by
  side.
• Types of recycling points
• -use the data from your waste audit to
  help you decide what type, size and quantity of
  recycling bins to suit best. Consider who will
  empty materials internally into external
  facilities, how they will do it, what equipment
  they will need and how often it will be done.
• Labeling recycling points
• -label recycling points clearly, so that
  everyone knows where they are and what should go
  in them.
• You can use the easily recognisable
  Recycle materials to support your schools
  recycling scheme, including awareness posters and
  recycling point signage.
• Visit other schools to see examples of how
  they manage their recycling systems. To make
  recycling as easy as possible

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2Get the Whole school involved
3rd Seiso- Sweep (Cleanliness)

• Involve everyone to contribute to make
  recycling a success. -For success
  implementation, Involve pupils and staff across
  your school in setting up and running your
  recycling scheme.
• - If the school community has ownership of
  various tasks and responsibilities, participation
  is likely to be higher and contamination
  (throwing unsuitable materials into recycling
  bins) is likely to be lower. Whole school
  involvement also ensures recycling continues even
  if enthusiastic staff and pupils move on.
• All pupils, Recycling monitors
• School Council, Eco Committee or Environment Team
• Designated Teacher or Recycling Co-ordinator
• Teachers and Teaching Assistants
• Senior Management team, Head Teacher,
• Cleaning Staff, Kitchen and Catering Staff
• Site Manager / Caretaker
• Office/Administration Staff
• Bursar, School Governors
• Parents / Parents associations

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3Keep it going
4th Seiketsu- Standardize (Adherence)

• Designate Staff responsible for your recycling
  scheme to keep the momentum going.
• Role
• - monitor and improve the scheme, with
  the help of an eco group
• - oversee people and activities across
  the rest of the school.
• Have a dedicated team and try to add
  something new each year
• - like printer cartridge or mobile phone
  recycling.
• Show other schools around what can be
  done, makes everyone in your school more keen to
  recycle more!
• -Liaise with the recycling monitors,
  cleaners and site manager/caretaker to monitor
  frequency of collection. Understand how much your
  school recycles and whether it is increasing or
  dropping.

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4Activity Lesson Plans
4th Seiketsu- Standardize (Adherence)

• This activity can be used to help set up a new
  recycling scheme, or to identify ways to improve
  an existing one.A follow up activity to the
  waste audit, pupils get to analyse real data from
  the waste audit, identify waste 'hot spots' in
  the school and brain/trystorm solutions to reduce
  the most common types of waste at school. They
  will produce an action plan, identifying tasks,
  responsibilities and time scales.

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Waste Audit
5th Shitsuke- Self-discipline (Sustain)

• Carry out a follow-up audit to help monitor the
  progress of your schools recycling efforts.
• Involves pupils working together to sort, measure
  and document the different types of waste
  produced in different areas. Use Data to create
  an action plan.
• If recycling participation is dropping, try to
  focus on raising awareness
• Hold meetings and training sessions for staff.
• Organize recycling events, or make recycling a
  key part of other school events.
• Incorporate recycling into lessons why not try
  the activity lesson plans for inspiration.
• Reward and praise recycling champions.
• Join national awards and competitions.  This
  promotes recycling nationally and keeps up
  motivation within your school.
• Liaise with the local press to share your
  success.
• Incorporating recycling into the school policy is
  also an important way to maintain progress

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Benefits of Kaizen

• to the Organization
• Eliminates hidden cost 11 wastes
• Improve value added Quality, Cost Delivery
• to YOU
• Improved work place eliminate unnecessary
  movement delay with Visual Management
• Improve the best methods
• YOU HELP the ORGANISATION to meet QCD

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Key roles for a Successful Kaizen event

• Upper Management
• The initiation MUST come from Upper Management
• Build the culture of continuous improvement
• Kaizen is not about eliminating people but
  eliminate waste for better work place

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• Principal Consultant for Lean Management.
• Certified Kaizen Specialist hands on TPM
  Facilitator with 30 over years working
  experience.
• Provides Technical Consulting Services on Lean
  Equipment Fabrication, TPM, Kaizen Moonshine
  set up.
• Mechanical background DIY handyman who loves
  Green Living Outdoor activities. Builds most
  of his stuff by Recycling idle resources to
  eliminate waste and promote Green.
• Develops Tims Waterfuel, an alternative fuel
  supplement using HHO Generator that adds power
  reducing Co2 emission.
• An NGO Community worker for Prison, Drug Rehab
  and leader of CREST North Malaysia, an
  organization that respond to Crisis Flood.

Timothy Wooi
Add 20C, Taman Bahagia, 06000,

Jitra, Kedah Email
timothywooi2_at_gmail.comOffice 04 9171476 H/p
019 4514007 (Malaysia)