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Archives of Business Research – Vol. 10, No. 5

Publication Date: May 25, 2022

DOI:10.14738/abr.105.12297. Stephen, L., Kojo, D. B., & Joseph, B. A. (2022). Lean Operations in Tertiary Institutions: A Tool for Elimination of Waste in Technical

Universities, Ghana. Archives of Business Research, 10(05). 92-107.

Services for Science and Education – United Kingdom

Lean Operations in Tertiary Institutions: A Tool for Elimination of

Waste in Technical Universities, Ghana

Laar Stephen

Directorate of Procurement Services

Tamale Technical University, Tamale

Dukper Bawa Kojo

Department of Library and Information Science

Tamale Technical University, Tamale

Boadu Asiama Joseph

Directorate of Works and Physical Development

Tamale Technical University, Tamale

ABSTRACT

The application of lean operation systems in tertiary institutions has a potential

benefits to many universities in Ghana. The focus of this study was to systematical

evaluate the basic principles of lean management and its application to tertiary

institutions by streamlining structures and models that will provide satisfactory

services for customers by eliminating administrative wastes. The survey design was

used with questionnaire as the instrument for data gathering. A random sampling

strategy was applied in obtaining the sample size for the study. The findings of the

study revealed seven different types of administrative waste where each of these

wastes were ranked in terms of their magnitude within the university. Also, the

indication of the result is that, over staffing the number of academic or

administrative units and underutilization of talent of employees’ were the most

essential component of waste identified. Therefore, the techniques and tools to

guide the implementation of lean model in the university as proposed by the study

is to establish norms and standards; focus on the value of the customer; use punitive

measures as deterrents; adhere strictly to budget lines; establish workflow

sequence; ensure effective communication and information; zero inventory as well

as follow laid down administrative procedures. The novelty of this study is that, it

provides concrete direction in implementing lean frameworks in all universities

and helps streamline activities that will create value by mapping the streams to

satisfy the needs of the university community.

Key words: Lean Operations, Quality Standards, Waste management, Tertiary Education.

INTRODUCTION

The responsibility of any organization is to provide quality management service to the

satisfaction of customers with minimal resources as much as possible. The ability of

management to recognize and act decisively in respect of quality connected to organization's

variables that contribute so much to the attainment of the desired targets is a necessary

prerequisite for the management system to function effectively. In terms of desired outcomes,

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Stephen, L., Kojo, D. B., & Joseph, B. A. (2022). Lean Operations in Tertiary Institutions: A Tool for Elimination of Waste in Technical Universities, Ghana.

Archives of Business Research, 10(05). 92-107.

URL: http://dx.doi.org/10.14738/abr.105.12297

the quality of products and services as a strategic goal is dependent on the organizational

processes and the given environments (16). Prakash (33) reiterated that in tertiary institutions,

apart from comprehensive quality management and assurance, the most needed attention or

priority is given to teaching and learning activities, quality provision of facilities and the overall

satisfaction of the academic community. Salam and Al-Salim (38) found that complete quality

management has a significant impact on the overall performance of higher education

institutions since it helps cut down waste. Globally, reduction of waste is a strategic direction

and drive of every contemporary organization. Waste has become a bane in every sector of the

economy including the public tertiary institutions in Ghana. The excessive waste in the public

sector has reached a level where there seems to be no regard for the customer needs and

satisfaction as well as the value for goods and services provided (42).

The mandate of all tertiary institutions is to effectively manage its resources by downsizing

excess cost and unnecessary waste in the management service delivery. Thus, there is the need

for tertiary institutions in Ghana to engage in lean operation system in order to eliminate waste

and other excess expenditure. Lean operation system is a tool of managing an organization with

the aim of given the customer the needed satisfaction yet utilizing a minimal resources as much

as possible (10). The focus of lean management is to provide satisfactory services for customers

and removing waste as much as possible. For public tertiary institutions, lean operation system

offers a fresh perspective and instills both discipline and optimism (30). Lean operation system

is an approach for reducing non-value-added tasks that is both effective and comprehensive

(43, 32). One of the primary ideas of Lean is to define value, map, and redesign processes in

order to deliver continuous improvement, remove waste, and focus on customer expectations

(46, 15). Lean necessitates the use of specific tools and approaches in tertiary institutions such

as value chain analysis, relationship between variables and quality management training

programmes (4).

STATEMENT OF THE PROBLEM

In the contemporary educational environment, there is a keen competition among tertiary

institutions globally. Tertiary institutions in Ghana compete with both global and local

universities in terms of students’ enrolment, the value of services they bring to learners and for

the tuition fees that students are expected to pay. The facilities and services in relation to

quality of education, learning experience, infrastructure (lecture halls, labs, library, etc.) and

the services offered to help sustain students life and experience are represented by the total

quality of services provided. In recent years, students have become conscious for other quality

indicators, such as basic educational infrastructure, comfortable and quality living hostels;

state-of-the-art facilities and of late, digital innovations. In an attempt to offer students the best

of these facilities and services, high tuition fees are charged and students also expects high

returns in terms of quality service delivery, thereby putting pressure on tertiary institutions.

Therefore, in order to improve facilities and services leading to customer satisfaction, tertiary

institutions need to apply the lean operation system by cutting down cost and removing waste

with a few resources available. Thus, to be successful in these competitive environments

resources must be judiciously used and waste eliminated from various operations in order to

reduce operational costs and improve service quality (47, 37, 35).

In tertiary institutions however, there is significantly less research or not much literature on

lean operation system implementation in creating value for customers. This is mostly due to

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Archives of Business Research (ABR) Vol. 10, Issue 5, May-2022

Services for Science and Education – United Kingdom

the challenge of interpreting lean systems in higher education institutions (7, 3) as well as a

lack of knowledge on the elimination of waste (21). One of the most important setbacks is lack

of awareness of the possible benefits of lean in higher education institutions since the concept

of lean management is not well understood by university management (25). Other concerns are

as a result of lack of organizational innovation and transformation leadership on the part of

university management (10) and with an erroneous impression that lean operation system is

based on only elimination of waste (32). Some tertiary institutions and other public sector

organizations attempt to eliminate waste without efforts to lean the system due to lack of

resources for lean operation, particularly budget and time (7, 11).

The goal of this research is to develop and asses a lean management framework for waste

management in tertiary institutions based on these observations. It is envisaged that by such

proposal, it will contribute to closing the research gap, reducing a number of wastes, and

increasing the adoption of lean in tertiary institutions. Effective lean operations (5) are vital for

a waste management system (13). Since there has been limited evidence of structured

frameworks on lean in tertiary institutions (45), in terms of waste, the study expands and

focuses on the corpus of research on lean and wastes (27). Literature suggests that lean

initiatives have had great impact on tertiary institutions that have successfully implemented it

(24, 10). However, what is most important in lean operation implementation is to create the

awareness of the need to transform and change practices that have not been utilized and the

need for employees to accept the principles of its implementation (47, 37). Therefore, the aim

of this study is to outline and identify the various opportunities of lean management practices

in ascertaining the sources of misplacements and misappropriations emanating in the tertiary

institutions operations from the viewpoint of stakeholder consultations. Subsequently, this

would facilitate the creation and implementation of lean operation initiatives by encouraging

stakeholders’ involvement and consultations in tertiary institutions in Ghana.

OBJECTIVES OF THE STUDY

The focus of the study is to illustrate the conceptual view of waste in tertiary institutions using

lean operation system. Specifically the study seeks to;

a. Evaluate the basic principles of lean implementation in the Tamale Technical University.

b. Assess element of wastes in the Tamale Technical University

c. Identify benefits of lean operation implementation in the Tamale Technical University

d. Ascertain the possible ways of eliminating waste through the lean operation system in

the Tamale Technical University.

LITERATURE REVIEW

Lean operation is an organizational philosophy rather than a collection of techniques. Along

each organizational level, lean is seen as the desire to challenge one's behavior, learn from

failures, and create innovative solutions to resourceful processes on a constant basis. Lean is a

way of thinking and operation that is always focused on the customer and delivering value (46).

Manufacturing has been the primary focus of lean development and application. Various

activities, however, have demonstrated that the lean concept may also be utilized in the public

service sector (20). Lean operation system is a concept that aims to increase an organization's

efficiency by decreasing waste in its various operations. Waste is defined as any action that does

not contribute value to the creation of goods or services, and its reduction can be used to

enhance a variety of business resources. Stocks of raw materials, supplies, and unfinished