What this checklist covers
The 5S Parts Department Checklist is a 15-point scorecard for binning, labelling, stock arrangement, fast-moving parts access, obsolete stock segregation, and storage discipline. Each criterion is scored from 1 to 5 on what the auditor sees on the day, and every gap goes into an action plan with an owner and a close date.
AutoSmart tip: Parts 5S audits should include a live pick test — ask the parts team to pick three random parts without using the DMS location, relying only on the physical layout and labelling. If staff cannot locate parts quickly from visual cues alone, the 5S layout exists on screen but not in practice.
The checks
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Binning and labelling
- Is every part storage location (bin, shelf, rack, drawer) clearly labelled with a location code, and does the physical label match the location code in the DMS?
- Are parts stored in their designated bin location consistently, with no parts placed in incorrect locations or left without a bin assignment?
- Are bin labels legible and undamaged, with faded, torn, or missing labels replaced promptly?
- Are new parts booked in assigned to a bin location at the point of receiving, with no parts left in the receiving area without a bin assignment?
Stock arrangement and fast-moving access
- Are fast-moving parts stored in the most accessible locations — closest to the counter or workshop hatch — rather than in positions determined by historical placement?
- Are parts arranged within each bin in a way that allows quick identification — with part numbers visible, FIFO order maintained, and packaging intact?
- Is similar or related parts grouped together in storage, minimising pick travel time for common job types?
- Are heavy parts stored at waist height or below, and long or bulky parts stored vertically where appropriate, consistent with manual handling best practice?
Obsolete stock segregation
- Is obsolete, superseded, or slow-moving stock physically separated from active stock, clearly labelled, and stored in a designated area?
- Is a review process in place for obsolete stock, resulting in return to supplier, write-off, or repurposing — rather than indefinite retention occupying active storage space?
- Are damaged or suspect parts quarantined in a clearly labelled area, with no damaged parts mixed with saleable stock?
Cleanliness, traceability and storage discipline
- Is the parts storage area clean and free from dust, debris, and spilled fluids, with a cleaning schedule assigned and followed?
- Are all parts traceable to their supplier and batch through the DMS, without needing a manual paper trail search?
- Is access to the parts store restricted to authorised personnel only, with a clear entry/exit discipline enforced?
- Is a daily end-of-shift tidy-up routine in place for the parts department, with all picking area surfaces cleared and mislaid parts returned to their bins?
How to run it
How the scoring works
Before the visit, fill in the dealer or centre, the auditor, the date and the audit cycle. Then score each of the 15 checks from 1 to 5 on what you see on the day, not on what the site aims for, and add them up out of 75.
- 1Not in place
- 2Attempted
- 3Defined
- 4Managed
- 5Fully sustained
- Green60–75 · 80–100%Compliant. Keep the standard.
- Amber38–59 · 50–79%Improvement needed: a structured action plan within 30 days.
- Red0–37 · Below 50%Priority intervention, escalated to regional management.
Then close every gap
Each gap goes into the action plan tracker and moves through four stages until the auditor closes it.
- 1PendingOwner and close date set
- 2In progressWork under way, evidence gathered
- 3CompletedEvidence submitted for review
- 4ApprovedVerified and closed by the auditor
