THE UNIVERSITY OF THE WEST INDIES FACULTY OF SCIENCE AND TECHNOLOGY ESST 3101 Environmental Ergonomics Semester Project Report Project Title: Redesign of Workplaces Students Names and ID No.: Anusha Bissoon 813117673 Kimiko Victor 813003251 Trakeisha Davis 813001123 Nicholas Mohammed 813000768 (Group 4) Date : 2016 Advisors: Dr. Alexander Nikov Ms. Elizabeth Simpson ESST 3101 EE Project 04-ee-pro.docx page 1 of 30
CONTENT CONTENT... 2 1 Selection and description of workplace... 3 1.1 Description of workplace... 3 1.2 User Description... 8 1.3 Tasks Analysis... 8 2 Checklist for ergonomic evaluation... 10 2.1 Development of checklist and workplace study... 10 2.2 Workplace study... 10 3 Ergonomic analysis of workplace... 10 3.1 Calculation of workplace hazard risks... 10 3.2 Summary of problems and corrective measures... 11 3.3 Analysis of data by ErgoEaser... 13 4 Ergonomic design of 2-5 variants of workplace... 15 5 Usability testing... 22 5.1 2 variants of workplace for testing in usability lab.... 22 5.2 List of users tasks for workplaces testing in usability lab... 23 5.3 Post-test questionnaire for usability testing... 24 5.4 Usability testing results...error! Bookmark not defined. 5.5 Implementation... 26 ESST 3101 EE Project 04-ee-pro.docx page 2 of 30
1 Selection and description of workplace 1.1 Description of workplace Describe the existing workplace though both diagrams, text, pictures (see below) and video. Use the following guidelines for photo making. Picture position 1. Company plate with WS# and Camille Timothy (HR Assistant) WS#4 employee names 2. Common overview of WP with user Generally clutter free example 3. Left view work on desk (KB use, chair back support, arms chair support, eye level regarding monitor top) Little support for hands when using keyboard, little arm support from office chair, monitor is too low (should be raised to eyelevel), document holder can be implemented to reduce strain when turning neck ESST 3101 EE Project 04-ee-pro.docx page 3 of 30
4. Right view work on desk (KB use, chair back support, arms chair support, eye level regarding monitor top) Little support when typing, monitor should be raised to eye-level, mousepad appears to offer support upon use, little clutter evident 5. Leg space under desk without user There is sufficient space for user. It is relatively clutter free, and there are no hazards such as running wires ESST 3101 EE Project 04-ee-pro.docx page 4 of 30
6. User sitting on chair Chair is too big for user, feet cannot properly reach the floor, back support and forearms are not properly supported 7. Simultaneous phone and mouse use Devices should be on opposite sides ESST 3101 EE Project 04-ee-pro.docx page 5 of 30
Give relevant dimensions. Actual workstation dimensions Recommended workstation dimensions http://www.thehumansolution.com/ergonomic-office-deskchair-keyboard-height-calculator.html User height [cm] 152 Popliteal height [cm] 31 Sitting eye height range [cm] 81 Eye height (sitting) [cm] 133 Sitting elbow height [cm] 79 Seat height to floot [cm] 46 Desk height [cm] 76 Desk depth [cm] 61 Desk length [cm] 152 Elbow Rest Height 30 Elbow to Elbow 50 ESST 3101 EE Project 04-ee-pro.docx page 6 of 30
Elbow to Fingertip (middle figer) 43 Buttock to Popliteal 41 Desk Dimensions Chair Back Support Height 32 Back Support Angle 5 o Seat Pan Height 47 Seat Pan Depth 52 Seat Pan Angle 0 o Arm Support Height 18 Arm Support Width 46 Arm Support Depth 31 Monitor Height 116 Angle 4 o Distance (between monitor and user) 58 ESST 3101 EE Project 04-ee-pro.docx page 7 of 30
Keyboard Height of keyboard 77 Angle of keyboard Distance (between keyboard and user) Wrist Height (height of wrist support) 2 o 41 2 Mouse Height of mouse 78 Angle of mouse Distance (between mouse and user) Wrist Height (height of mouse support) 0 o 41 1 If you have specification sheets and other technical materials, they belong in the appendix. 1.2 User Description List the types of users who might be using the workplace. Provide a short description of the characteristics for types of the users on your list (e.g., a child is someone with small hands; an engineer is someone with technical knowledge) The user is an office staff worker. She is female and approximately 152 cm in height. She is proficient in the use of Microsoft Word, Excel and Oracle Peoplesoft Enterprise. The user spends the majority of her time on work, behind a computer. 1.3 Tasks Analysis Identify the primary tasks through which users interact with the workplace/product/system. Observe/interview the users and define the relevant % of working time allocated to them during 1 week/1 month. 1.3.1. Tasks with or without use of computer Tasks Working time [%] 1. Tasks with the use of computer 80 2. Tasks without use of computer 20 1.3.2. Tasks without use of computer Tasks Working time [%] 1. Filing 30 2. Processing of forms 15 3. Meetings with other members of staff 10 4. Interviews 40 5. Procurement 5 Total 100 ESST 3101 EE Project 04-ee-pro.docx page 8 of 30
1.3.3. Tasks with use of computer Tasks Software name, version Working time [%] 1. Shared workspace of all the HR staff. Staff claims for salaries and applications for vacation occurs there. It is directly linked to the bursary. Competency Core 7 2. Advertise vacancies (in-house) Google Chrome v48.0.2564 3. Prepare Word documents via Microsoft word. The worker types memos, meeting minutes and job letters. 4. Shared workspace of the HR division. Persons that respond to vacancy ads and apply for jobs are short listed in the program as well as staff personal information are stored here. (Caribbean Jobs Online) Microsoft Office 2013 8 Oracle Peoplesoft Enterprise Total 100 Identify the primary tasks through which users interact with the workstation. Choose two computer tasks for an in-depth description. For each task, describe how a user would complete the task using the existing workstation. Descriptions with sufficient detail are those in which the reader can clearly identify the following types of activities: physical (e.g., press the button), perceptual (e.g., read the signs/labels, hear the warning signs), and Cognitive (e.g., decide which button to push, determine what is causing the problem). Manipulation of HR documents Utilizing Oracle Peoplesoft Enterprise 9.2, the user must physically press keyboard keys frequently, interpret different fields within the software, and then determine what the field should be filled with. This is done with respect to human resource data, for the University of the West Indies. Advertising of in-house vacancies Utilizing Google Chrome to access Caribbean Jobs Online, the user must physically press keyboard keys in order to enter data onto the website. Profiles of the required candidates must be read from requested documents, and the layout as well as overall format would be determined and posted by the user. v9.2 10 75 1.4 Workplace Lighting Measurements (use lux meter) Workplace lighting measurement items Point 1 Point 2 Point 3 Point 4 Average (lux) a) Light emitted from computer screen 31 39 35 b) Light incident 45 cm from display 42 58 50 c) Illumination in background above display 14 17 16 d) Illumination to the left of display 25 28 27 e) Illumination to the right of display 12 13 13 f) Value of light at the keyboard 74 66 70 g) Value of light at the mouse 85 77 81 h) Value of illumination on the desk reading surface 65 77 109 106 89 i) Value of light from nearest light source 207 209 208 j) Value of light from nearest window 29 36 33 k) Value of light outdoors in a covered area > 8000 > 8000 > 8000 l) Value of light in direct sunlight > 30000 > 30000 > 30000 m) Value of light at landline phone 67 76 72 n) Value of light at stack of files (right of user) 47 46 47 o) Value of light at paper tray (left of user) 113 110 112 **Note, a screen protector was present on the computer monitor** ESST 3101 EE Project 04-ee-pro.docx page 9 of 30
2 Checklist for ergonomic evaluation 2.1 Development of checklist and workplace study Prepare a checklist for ergonomic evaluation of workplace with the following dimensions: 1. Dimension: Work Organization (tasks specification, workload, work monitoring, training) 2. Dimension: Display screens/vdu (monitor, glare) 3. Dimension: Input devices (keyboard, mouse, trackball, telephone headset) 4. Dimension: Furniture (desk, chair, footrest, document holder, wristrest/armrest) 5. Dimension: Work space/ work surface/ layout/ work posture/ seating 6. Dimension: Environment (illumination, temperature, air flow, noise) 7. Dimension: Software 8. Dimension: Health/hazards 9. Dimension: Common Use the example checklist given on project website (http://www2.sta.uwi.edu/~anikov/optm3041/projects/word-form-2-checklist.docx) 2.2 Workplace study 2.2.1. Collect data using the checklist from the workplace 2.2.2. Collect data using a lightmeter 3 Ergonomic analysis of workplace 3.1 Calculation of workplace hazard risks Calculate using ECEL sheet the workplace hazard risks for different dimensions using data gathered from assignment 2. Determine the average values for each dimension in % [0,100] transforming the scale x [1,5] to y [0,100] by formulae y=(x-1)*25. The total health risk is the average risk of all dimensions (1-8). Calculate the dissatisfaction dimension by the formulae dissatisfaction = 100-satisfaction. Present the results in a bar chart (see below example bar chart). Use integer digits and colors as follows: dark green: 0-25%; light green: 26-50%; yellow: 51-75%; red: 76-100% 3.1 Graph Showing the Workplace Hazard Risk at Workstation 4 ESST 3101 EE Project 04-ee-pro.docx page 10 of 30
Workplace Hazard Risk at Workstation 4 [%] 100 90 88 80 76 70 60 63 50 40 39 42 42 30 30 22 31 25 20 10 0 3.2 Summary of problems and corrective measures Present in a table a summary of problems allocated and the relevant corrective measures (see example table below). Include pictures where appropriate. Q# Summary of problems allocated Corrective measures to solve problems allocated 12 The user has not received any training with regards to setting up Ergonomic information based on how to optimize her workstation for sitting and visual comfort workstation for sitting and visual comfort (including appropriate dimensions of workstation and information on musculoskeletal risk) should be provided to the user to make the user more comfortable at work 14 The user s monitor is not situated at comfortable distance (too close to user) The monitor should be shifted backwards, increasing distance between user and hardware. An optimal distance would be greater than 45 cm, and the current distance between the user is 58 cm. This distance should be ESST 3101 EE Project 04-ee-pro.docx page 11 of 30
21. ix 21. vi The user s fingers are curved a lot when typing, providing discomfort The armrests of the user s chair is not at the same level as the desk surface to support user s elbows (too low) increased at a personalized, comfortable distance away from the user. Explain to the user that she can type lightly with the wrist at an appropriate angle / Provide an ergonomic keyboard for user, to increase comfort in typing/ provide training to the user on how to type using keyboard correctly. Padding should be added to armrest base in order to increase the height of the support it can provide 22 The user uses her keyboard for more than 30 mins/day The user should take ample breaks in between work to prevent repetitive strain injury upon typing. Since the user states she has control over the order of her tasks, tasks which require the use of different physical actions should be alternated 28 The user s feet do not touch the floor when sitting in the chair as it is too high A small foot stool should be provided to the user, to support proper posture. Her knees should ideally be able to rest at an approximate 90 degree angle. 29 The user has no back support from chair as it is too big A back support cushion for chair should be added, in order to provide proper lumbar support (especially to the lower back) 33 The user does not have a document holder, so she must move her neck joint at different downward angles when conducting data entry A document holder should be provided to the user, allowing for subtle neck movements to be made during data entry 41 The user feels as if there is insufficient overall office space Consider the reorganization of entire office for spatial optimization, ensuring all floor wires are neatly organized, and all workstations are re-designed such that there is comfortable space between workplaces to navigate the office 42 The user has to twist her torso to use mouse and answer phone simultaneously as they are both on her right side The mouse should be placed on the left of the user, and the phone should be situated on her right, preventing the crossing of her hands, and any resultant awkward body positions. ESST 3101 EE Project 04-ee-pro.docx page 12 of 30
3.3 Analysis of data by ErgoEaser Use ErgoEaser for analysis of data collected. Present the results including screenshots like in Lab1. Issues Solutions Removed waist potential strain by Increased forearm support width to 50 cm Removed upper back potential strain by raising forearm support to 28 cm Removed low back potential strain by lowering the back support height to 28 cm Decreased back of knee potential strain by adding footrest and raising to 16 cm Removed back of knee potential strain by decreasing seat pan depth to 38 cm Decreased wrist potential strain by increasing the mouse wrist height to 3 cm Removed the wrist potential strain by increasing the keyboard wrist height to 6 cm ESST 3101 EE Project 04-ee-pro.docx page 13 of 30
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4 Ergonomic design of 2-5 variants of workplace Design 2-5 variants of the workplace (e.g. old workplace, low-cost solution, optimal solution) trying to reduce health risk. Use ErgoEaser. Present also screenshots of ErgoEaser. Original Workplace Low Cost Solutions Optimal Solutions Oversized chair for user with little to no lower back and arm-rest support Provide a small pillow that can be attached to the chair Adjust the height of the armrest as to improve her comfort. A box should also be provided to act as a footrest. Purchase a new chair better suited for user s bodily proportions; office chairs designed for petite bodies. Alera Etros Mid-Back Mesh Task Chair, Adjustable Arms, Black Price: US$198.19 from Staples.com Purchase a stability ball for more dynamic sitting. The user may alternate between both during a given day (30-20 minutes per chair). Gaiam Balance Ball Chairs Price:US$79.98 from Amazon Provide a back support cushion ESST 3101 EE Project 04-ee-pro.docx page 15 of 30
Cool Vent Cushion Mesh Back Lumbar Support Price: US $5.72 from ebay Provide arm rest support pillow Ergo360 replacement chair arm pads Price US$29.95 from Amazon Provide an adjustable footrest Eldon Rubbermaid Height-Adjustable Tilting Footrest ESST 3101 EE Project 04-ee-pro.docx page 16 of 30
Price: US$57.79 from Stables.com Desk was too high for the user which resulted in the chair being elevated to a height where the user s feet were not able to rest comfortably on the floor Provide a box to support the user s feet comfortably and prevent strain. Provide a cushion for the user to sit on to elevate her to comfortably use the desk Provide user with a heightadjustable standing desk to accommodate user s stature and chair comfortably as well as dynamic and active sitting. Uplift 950 electric Sit-Stand L-shaped Desk Price: Starting at US$499.00 from Uplift Desk Provide user with seat rest to elevate user to comfortable height to use desk which ensuring user s comfort. Kensington Memory Foam Seat Rest Price: US$39.99 Desk was awkwardly shaped that resulted in user having restricted movements at her work station Encourage user to limit awkward body movements by rearranging the work station to position commonly used items closer Provide user with a new desk which has less restricting dimensions (E.g. an L-shaped office desk) Uplift 950 electric Sit- ESST 3101 EE Project 04-ee-pro.docx page 17 of 30
Stand L-shaped Desk Price: Starting at US$499.00 from Uplift Desk The user s fingers are curved a lot when typing, providing discomfort Educate the user about keeping her fingers at a comfortable angle when typing, and provide hand support at the base of the keyboard Provide an ergonomic keyboard for the user (split keyboard with support for hands) Kinesis Freestyle2 Adjustable Split Keyboard for PC Price: US$89 from the Human Solution The user does not have a document holder Provide a document holder for the user Belkin WaveRest Gel Wrist Pad for Keyboards Price: US$6.75 from Amazon Provide a document holder for the user 3M Monitor-Mount Dual Document Clip, Black ESST 3101 EE Project 04-ee-pro.docx page 18 of 30
Price: US$12.99 from Office Depot The user must twist her torso in an awkward position in order to use her phone and mouse simultaneously Keep mouse on the right of the user and place phone to the left of the user Provide new wireless landline with a headset and mic for the user Panasonic Link2Cell Bluetooth Enabled Phone K-TG7875S Price:US$131.67 from Amazon Plantronics CS510 - Over-the-Head monaural Wireless Headset System - DECT 6.0 Price: US$172.29 from Amazon The user s monitor is not Shift the monitor further away Purchase a larger monitor for ESST 3101 EE Project 04-ee-pro.docx page 19 of 30
situated at a comfortable distance (too close to user) from the user the user, HP ProDisplay with up to 21inch display Price: US$109.00 from HP Or a second smaller display screen to make computer work more comfortable Dell DU2414H Price: US$689.99 from Dell Users stores personal items in a box below desk which limits foot movement Provide workstation with a shelf/ small cupboard or a bag holder for the storage of personal belongings. Provide lockers for workers to store personal items. Safco Storage Lockers, Double-Tier, Bank Of 3, Tan Price: US$563.99 each from Office Depot ESST 3101 EE Project 04-ee-pro.docx page 20 of 30
Original Workplace Low Cost Solution ESST 3101 EE Project 04-ee-pro.docx page 21 of 30
Optimal Solution 5 Usability testing 5.1 2 variants of workplace for testing in usability lab. Prepare 2 variants of workplace for testing them in usability lab. Select from the table below workplace components close to GENIVAR workplace and enter your choice the table Table 1: WP components available in usability lab WP components Original Configuration Optimal Configuration keyboard type keyboard wrist-rest mouse type mouse pad software chair Dell Yes Dell Yes Competency Core, Oracle, Internet Explorer, Microsoft Word & Excel Oversized chair, 5 feet for stable base Ergonomic Yes Ergonomic Yes **Competency Core and Oracle may be unavailable, Microsoft Word & Excel as well as Internet Explorer should be available Small chair that is right size for the user lighting Local ceiling light above user (2) Local ceiling light above user (1) noise Little noise Little noise ESST 3101 EE Project 04-ee-pro.docx page 22 of 30
AC document holder screen filter footrest phone monitor stand desk printer 21 degrees Celsius No Yes No Yes, on right of user next to mouse Yes Little clutter under desk Yes, moderate distance 24 degrees Celsius Yes, directly next to monitor on left side Yes No Yes, on left side of user Yes No clutter under desk Yes, close proximity 5.2 List of users tasks for workplaces testing in usability lab ** USE A DOCUMENT HOLDER WHEN PROVIDED ** Task 1; On the desktop, open Internet Explorer. Log into your email address and create a new email, to be sent to Nicholas.mohammed3@my.uwi.edu and nik.mohammed@gmail.com. Enter the subject as User Job Application and in the body of the message, enter the following; For your interview on February, 19 th, 2008, please prepare the following documents; - A copy of your resume - A certificate of good character - Photocopies of your relevant certificates - Copies of two recommendations - A letter stating why we should hire you Thank you in advance. Camille Timothy Human Resource Assistant University of the West Indies Send this e-mail, log out of your email-account and close internet explorer. Task 2; On the desktop, create a new Microsoft Word Document. Name the document List of Successful Applicants In this document, enter the following; This is a list of the successful applicants, please take note; J. Clarke A. Mohammed Z. Ramcharan S. Jaimungal M. John Y. Phillips I. Seepersad C. Garcia H. Orlando ESST 3101 EE Project 04-ee-pro.docx page 23 of 30
If any further details are required, please contact me at 668 7712, or C.Timothy@ymail.com Change the font of the very first line, to Wingdings 3 Change the font of all applicant names to Times New Roman, and their font size to 14 Change the font color of the last two names to Red Format the very last line in the document such that it is Underlined and in Italics Save and close the document, returning to the desktop. Task 3; Open the url playtictactoe.org Using the mouse, engage in 5 games of tic-tac-toe against the AI. After the fifth game concludes, go to a new url caribbeanjobs.com and create a new job posting for the position of a Life Sciences Professor Enter the requirements as needing; 20 years of experience in a teaching profession A PhD in Toxicology Multiple relevant publications in the field of life sciences Enter the starting salary as $8000 Do not post the job. Instead, discard it, log out and close the internet browser. Task 4; Create a new excel spreadsheet on the desktop, named UWI Payroll In the first column, type Staff #, in the second column, type Salary $$$ In the third column, enter % of $ paid to *** as donation Pick up the phone, placing it to your ear, and hold it there while continuing with your task Now enter the following Staff numbers, and their salaries; Staff # Salary 2 4000 3 5080 15 6002 19 8107 212 9200 841 9270 7321 9265 Hang up the phone Highlight all typed fields, and make them bold Highlight staff 15 and his salary, make their text color red Highlight staff 212 and his salary, make their text color green Make only the text color salary of staff 7321, blue Press CTRL and P simultaneously, but do not press print Sit properly in your chair and wait approximately 20 seconds. Retrieve your printed document from the printer and then go back to sitting. Sign your name on the dotted lines, leave the document on the deck, and continue sitting properly for 10 seconds. THE END. 5.3 Post-test questionnaire for usability testing Prepare a post-test questionnaire for usability testing (10-15 questions). Use tools like Interactive Heuristic Evaluation Toolkit (http://www.idbook.com/firstedition/catherb/index.htm). Select/modify/add relevant heuristics and select/modify/add relevant questions measuring these heuristics in scale [1, 5] as shown below. # Questions Strongly Agree Agree Neutral Disagree Strongly Disagree 1 2 3 4 5 ESST 3101 EE Project 04-ee-pro.docx page 24 of 30
Match between system & real world 1 The software used is familiar to you User control, freedom & ease of use 2 You are able to easily undo your actions/errors 3 The software is easy to learn 4 The software is easy to remember how to use 5 You can complete you tasks in a timely manner using these software 6 You want to keep working with this software Workplace Suitability for Tasks 7 The configuration of the workplace was appropriate for the required tasks 8 You can reach the keyboard and mouse comfortably, with no wrist strain, from a seated position 9 It was not difficult to type and use the paper documents simultaneously 10 The phone was positioned in an appropriate and comfortable location to use for multitasking 11 The layout of all equipment was comfortable to use User Comfort 12 You were seated comfortably on the chair and there was no strain on your back (upper and lower). 13 The monitor height was comfortable 14 The keyboard positioning was comfortable 15 The desk height was comfortable 16 There was adequate room for your legs under the desk Ease of use & efficiency ESST 3101 EE Project 04-ee-pro.docx page 25 of 30
17 The wrist rest improves your comfort to allow for efficient completion of tasks 18 The document holder improves your ability to efficiently complete tasks 19 Moving the printer nearer allow you to retrieve documents easier 20 Is it easy to use the phone while signing the document 21 It is easy to use the phone and mouse/keyboard simultaneously Working Environment 22 The lighting in the room was sufficient to allow you to read and perform your tasks 23 The temperature in the room was comfortable enough to allow you to work efficiently and effectively 24 The noise levels in your surroundings allows you to concentrate and complete your tasks efficiently 25 I am pleased with my working environment, and enjoy being in it 26 My work environment made me feel comfortable 5.4 Implementation Implement project results in the workplace. Enter relevant info and photos in the table below. Picture position Photo initial workplace Photo redesigned workplace 1. Company plate with WS# and employee names Camille Timothy (HR Assistant) WS#4 ESST 3101 EE Project 04-ee-pro.docx page 26 of 30
2. Common overview of WP with user 3. Left view work on desk (KB use, chair back support, arms chair support, eye level regarding monitor top) 4. Right view work on desk (KB use, chair back support, arms chair support, eye level regarding monitor top) ESST 3101 EE Project 04-ee-pro.docx page 27 of 30
5. Leg space under desk without user 6. User sitting on chair (provided footstool) ESST 3101 EE Project 04-ee-pro.docx page 28 of 30
7. User sitting on chair (provided lower back support) 8. Simultaneou s phone and mouse use ESST 3101 EE Project 04-ee-pro.docx page 29 of 30
Graphs Showing the Workplace Hazard Risk at Workstation 4 before and after implementation 100 90 Workplace Hazard Risk at Workstation 4 Before and After Implementation[%] 88 80 70 60 76 63 50 40 30 20 30 30 22 22 39 27 23 21 31 31 42 42 42 17 41 25 15 10 0 ***Before*** ***After*** ESST 3101 EE Project 04-ee-pro.docx page 30 of 30