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5S IMPLEMENTATION PROCESS OF

BANK OF CEYLON

GROUP MEMBER LIST


NAME

REGESTRATION NO

Galappaththi G.M.P.C

BM12046508

Dulanjaya N.G.P

BM12075454

Perera P.K.H.V

BM12108596

Jayakody J.A.L.D

BM11225348

Nayanananda W.P.D.T

BM12094578

Perera U. D .P. S

BM11781356

INTRODUCTION
The Bank of Ceylon (BOC) is main government commercial bank in Sri Lanka, which
was established on 1st of August 1939 under Bank of Ceylon Ordinance No. 53 of 1938
and under the Banking Act No. 30 of 1988.
At present they are having over 600 branches network with 490 ATM machines,
It has 13 Subsidiaries and 5 associate companies in its group.
It has ranked in the top 1000 world bank by the banker magazine UK
BOC became the No:1 brand in the country for the fifth consecutive year with a Brand
value of Rs: 24.15 billion in the year 2013.

Vision
Their vision is Bankers to the nation.

Mission
We offer our staff, recognition and rewards to be the best team of
achievers in service excellence
As per expectations of our owners, be a catalyst in national
development, with profitability
Extending banking service to larger society as a beneficial beacon
in the country.

What
is
5S
5S concept is a workplace organization method that uses, Japanese
methods of creating,
1. High quality
2.

High productivity

3.

Safe

4.

Clean environment

In this process there are 5S stages as,


5. Seri removal of unwanted items.
6. Seiton arrange work place / unit in an orderly manner.
7. Seiso keep work area clean.
8. Seiketsu continues improvement.
9. Shitsuki self-discipline/ train people to follow and observe rules.
So, as a leading banker of Sri Lanka, BOC was started 5S implementation
program to increase their productivity as well as their quality of service to the
customers.

PROJECT CHARTER
How

they got background knowledge,

BOC is the first bank implementing a 5s process in Srilanka as a result they cannot
benchmark any bank in Srilanka. So productivity sectarian in Srilanka, customer feedbacks and
mainly first 10 5S implemented branches given to them background knowledge to prepare the
project charter.

Project charter,
Business need: To become an efficient and quality banking service
provider of international standard is a main business need of the
bank of Ceylon to establishing 5S concept.

Product scope description:


Seiri removal of unwanted items.
Seiton arrange work place / unit in an orderly manner.
Seiso keep work area clean.
Seiketsu continues improvement.
Shitsuki self-discipline/ train people to follow and observe rules.

Strategic plan:
methods using for implementation of 5 S at BOC there have mainly three
stages,
Preliminary stage : in that stage establish working committee.
Activation stage : in that stage conduct a basic awareness programmed on 5S for
selected branches.
Improvement stage: in that stage conduct 4th and 5th steps continually

Objectives of project.

Improve motivation and positive attitudes.


Minimize wastage of the resources.
Provide speed and quality service.
Promote team work.
Reduce wastage and unnecessary processes.
Improve relationship with customers.
Provide services in easy manner

Time frame of the project.


Project started date 05 / 02 /2012.
On 23 /08/2013 they want to cover 50 % of branches.
Estimated budget.
BOC did not maintain estimated cost budget, as a results of that we
prepared estimated budget by using their details. According to our
estimate budget we identified the gap between the actual budget and
estimated budget is amounted to Rs.4, 439,400.00.This under budget
was backed by the estimate budget of Rs.49, 932,275.00.

SCOPE MANAGEMENT
BOC is following a top-down approach.
They dividing their WBS activities, by
starting with the largest steps of the
project and breaking them down in to sub activities.

What type of WBS they follows.


They dividing their WBS activities, by phase based.

Proper WBS..

TIME MANAGEMENT
BOC only maintain a Gantt chart.
They used simple techniques to create that Gantt chart
MS Excel
We remake that Gantt chart using MS

Project.
Using new Gantt Chart we can identify
dependencies of each activity and time allocation.

Summery of Gantt chart.


Steps

No of Sub
activities

Time allocation

Dates

1. SEIRI

13

60 days

05/02/2012
26/04/2012

2. SEITON

13

80 days

13/04/2012
02/08/2012

3. SEISO

11

35 days

27/07/2012
13/09/2012

4. SEIKETSU

24

35 days

14/09/2012
01/11/2012

5. SHITSUKI

22

70 days

02/11/2012
07/02/2013

COST MANAGEMENT
BOC didnt maintain proposed budget they prepared actual budget only as a result

we prepared estimated budget according to their actual budget details and other
details about procurement.
According to our proposed budget we identified the gap between the actual budget

and estimated budget is amounted to Rs.4, 439,400.00.This under budget was


backed by the estimate budget of Rs.49, 932,275.00
They got background knowledge to prepared the actual budget by cost of programs,

Cost of procurements, and cost implemented 5S for first 10 branches.


we got background knowledge to prepared proposed budget by based on their

actual budget, details of their programs cost, details of their procurement cost and
details of WBS activities and details of time allocation of each activities.

QUALITY MANAGEMENT
The quality management of 5S implementation process has been carried

along with the scope control of this project.


The authority to control this project mainly lies with the 5S steering

committee, consist with the General manager, DGMs, AGMs and selected
employees of the company.
Further more a 5S Audit has been conducted throughout the island wide

branches, to evaluate the progress of this project.


And also though their performance appraisal system they evaluate the

performance of people who are in high position of the organization, in order


to ensure whether those set objectives are accomplished.

Under the three processes in quality management we were able to identify following
factors which has been worked on implementing the 5S process in to BOC.
Quality planning
Project deliverables and objectives has been concerned as inputs.
In order to provide quality products Training programs has conducted.
ISO 9001:2008 Quality management systems
As a output a checklist has been provided to verify the preformed requirements.
Quality assurance
Quality Audit The 5S steering committee members
Performance Appraisal system of the committee.
Quality Control
Quality Evaluation Chart
Checklist as a input to the controlling process.
rather than the techniques which have been used here they can
use more tools & techniques to control the quality. And it will lead to
improve the quality of the project.

RISK MANAGEMENT
After implementing the 5S for first ten branches BOC

identified the main risks which are relating to their


project
Main risks relating to their project are
Changes in time periods in scope.
BOC was faced a risk called managed their budget
without an overrunning.
Employees have to do more duties to win that
challenge.
Sometimes branches cant purchase the color and the
equipments which are mentioned by the head office.
Some old employees try to use traditional methods
they unwilling to change.
Sometimes old employees unwilling to delegate their

Risk Responsive Process


After implementing 5S in to first ten branches they can

identified exact time period.


Allocate some budgets to AGMs and give the authority for
them to use that budget.
Employees are voluntarily worked in weekend to cover their
excess works.
Head office is purchase particular color and equipments and
send its to particular branch by using their currier service.
By doing smooth discussions with old employees mangers try
to change their mind sets.
Power delegation in 5S implementing process BOC is give
priority for the old employees.

RECOMANDATION
BOC must do a stakeholder analysis before create a project charter to helps

to understand and meet stakeholder needs and expectations.


They should create WBS dictionary because it is easy to understand detail

information about each WBS item.


To do time management project team has complete understanding of all the

work they must do as part of the project scope, so they can start scheduling
the work.
In activity resource estimating process BOC should determine what

resources will be required and what quantity for each resource will be
required when are resources available to perform project activities.

RECOMANDATION

They were not make risk management plan, if they make risk management plan it

will helps to overcome their risk and uncertainties.


They havent prepare a proper risk identifying documents, if they proper documents

it will help for them to overcome their future problems


BOC did not used proper risk prioritizing process and relevant tools and techniques

if they used that proper tools and techniques they can enhance the standers of the
project
They havent prepared a numerical risk estimates, if they prepare those things it will

helps to decision making process


BOC didnt maintain a risk response planning, if they maintain it properly they can

determine how to enhance opportunities while avoiding threats


They havent maintain a proper risk monitoring and controlling process, if they did

it they can increase the effectiveness of risk planning strategies

REFERENCE

Bank of Ceylon. 2011.about Us. [ONLINE] Available at:


http://web.boc.lk/index.php?route=information/information&infor
mation_id=4
. [Accessed 22 March 14].
Bank of Ceylon . 2011.Human Resource Management. [ONLINE]
Available at:
http://web.boc.lk/index.php?route=information/information&infor
mation_id=26
. [Accessed 22 March 14].
Bank of Ceylon. 2011.Subsidiaries. [ONLINE] Available at:
http://web.boc.lk/index.php?route=information/information&infor
mation_id=93
. [Accessed 22 March 14].
tutorialspoint. 2014.Work Breakdown Structure. [ONLINE]
Available at:http://www.tutorialspoint.com/management_concepts/
work_breakdown_structure.htm. [Accessed 28 February 14].
Bank of Ceylon (2013)5S Steering Committee Report, Colombo:
Bank of Ceylon.
Bank Of Ceylon (2013)Implementation of 5S Program, Colombo:
Bank Of Ceylon

Thank
You.