NATA Safety 1st Management System Assessing Your Safety Program Webcast 8

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NATA Safety 1st Management System Assessing
Your Safety ProgramWebcast 8
2007
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Previous Assignment

• We will merge accident investigation, JHAs,
  auditing and root cause.
• We will discuss internal and external audits and
  how they can benefit your company.
• Talk about your specific SMS Program.

Webcast 7 Assignment Review
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Safety Program ReviewSafety Program Review 3
TypesPulling It All Together
Safety Program Assessment
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Safety AssessmentsSelf InspectionsExternal
Third-party Audits and Assessments
Safety Program Assessment
Safety Program Validation Process
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Assessing the Effectiveness of Your Safety Program

• The Safety Assessment is designed to encourage an
  open sharing of information at all levels within
  your Company.
• The Safety Assessment has been created to ensure
  that management is directly informed about
  trends, concerns, and issues that affect the
  safety and quality of your operation.
• The Safety Coordinator / Safety Manager has
  implemented a reporting procedure for the timely
  sharing and resolution of concerns before serious
  problems develop (e.g., Safety Committee and
  Hazard Reporting).
• Through Company reporting procedures, all
  managers, supervisors, and employees should be
  aware of the latest company developments,
  changes, and plans, and

Puts a Stop to the Silo Effect
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Sharing Information to Encourage Understanding
Silo Effect

• The silo effect occurs when each department
  works in isolation. Each department focuses only
  on the tasks important to them.

Safety Coordinator - Committee
Flight
Maintenance
Line
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Three Types of Safety Assessments
Safety Program Validation Process

• Type 1 Department Review by Safety Coordinator
  / Safety Manager
• Type 2 Department Self-Inspection
• Type 3 External Third-Party Audit

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager
Type 1 Safety Review Objectives and Policies
Strategies

• The Safety Assessment Program for your operation
  is tasked to fulfill the following strategic
  objectives and policies
• Verify that technical departments are tailored to
  current operations and future plans
• Determine whether technical departments have
  adequate resources for current operations
• Evaluate the effectiveness of ongoing audit
  structures within ground operations
• Ensure that technical issues receive the
  attention and support of executive management

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager (continued)
Type 1 Safety Review Preparation

• Good preparation is essential to effective
  auditing. This must be supported by Senior
  Management and communicated to all departments.
• The Safety Coordinator / Safety Manager is
  responsible for ensuring that previous findings,
  relevant regulations, and policies and procedures
  are thoroughly reviewed before each audit.
• Refer to Previously Collected Data, Reports and
  Corrective Action
• The Safety Coordinator / Safety Manager must have
  access to, and review any manuals, policies,
  regulations or records before and during an audit
  to ensure departments are performing as required
  by the written guidance.

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager (continued)
Type 1 Safety Review Checklists

• Standardized audit checklists should be
  maintained by the Safety Coordinator / Safety
  Manager and available to assist in providing
  standardization and ensuring complete coverage of
  the audit scope.
• However, these checklists are not exhaustive for
  all situations and should be supplemented with
  questions and issues specific to the audit areas.
• As you see trends develop, expand the audit to
  address those trends

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager (continued)
Type 1 Safety Review Audit Process

• When possible, each scheduled audit should begin
  with an opening meeting.
• The purpose and goal of the meeting is to ensure
  the person responsible for the area being audited
  understands the reason for the audit, how the
  audit will be conducted, and what will be
  accomplished at the completion of the audit.
• When auditing, the Safety Coordinator / Safety
  Manager must base their assessment on a
  representative sample of objective evidence of
  conformance or non-conformance to documented
  regulatory or company requirements.
• When appropriate, contact NATA to perform a root
  cause analysis of the issues to identify and
  correct the root cause of those issues.

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager (continued)
Type 1 Safety Review Audit Process

• When possible, a closing meeting should be
  accomplished with the department head to ensure
  the responsible person completely understands any
  and all non-conformance issues discovered during
  the audit process.
• Any findings that represent a critical failure of
  the facilities system or function should be
  corrected on the spot.
• The Safety Coordinator, noting whether or not
  they were corrected immediately, shall document
  on-the-spot corrections
• The Safety Coordinator / Safety Manager is
  responsible for accomplishing the audit follow-up
  and reviewing the audit program database to
  ensure no responses become overdue or are
  forgotten.

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager (continued)
Type 1 Safety Review Audit Process

• The Safety Coordinator / Safety Manager will
  review the audit program to ensure all audits
  have been accomplished and close out actions are
  acceptable.
• Once acceptable corrective actions for all audit
  findings for an audit have been received, the
  Safety Coordinator / Safety Manager will close
  out the audit.

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Type 1 Safety Program Review Conducted by Safety
Coordinator / Safety Manager (continued)
Type 1 Safety Review Audit Process

• When conducting follow-up activities, the Safety
  Coordinator / Safety Manager must verify that an
  effective corrective action has been put in
  place.
• It may not be practical to accomplish on site
  follow-up.
• The Safety Coordinator / Safety Manager will
  determine which audits require an on site
  follow-up based on the severity of the findings
  and recommendation of the auditor.
• The Safety Coordinator / Safety Manager will act
  upon requests for extensions for corrective
  action.
• If the Safety Coordinator feels an extension
  should be granted, an appropriate annotation can
  be made and the audit database can be updated to
  show the authorized deviation.
• If corrective actions are not progressing
  satisfactorily, the Safety Coordinator/ Safety
  Manager will involve senior management as
  appropriate.

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Type 2 Safety Review Self Inspection
Type 2 Departments Auditing Themselves

• The Safety Coordinator / Safety Manager will
  develop and maintain a self-inspection audit
  process based on current guidance and regulations
  (OSHA) and add them to the Safety Assessment.
• The purpose of the self-inspection audit is to
  ensure compliance with regulations governing
  safety programs and to ensure the safety program
  maintains the highest level of standards.
• Each Operating department should work with the
  Safety Coordinator / Safety Manager to develop
  department-specific checklists.

Remember The Department is Responsible for the
Safety of Its Activities
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Type 2 Safety Review Self Inspection

• The Safety Coordinator / Safety Manager will make
  sure the self-inspection audit process and
  checklists are reviewed to ensure the safety
  program policies and procedures are being
  followed and are applicable to the department
  being audited.
• At a minimum, at least annually, the Safety
  Coordinator / Safety Manager will review the
  safety program with senior management.
• Senior management will be provided a copy of the
  results of the self iInspections as they are a
  part of the program validation process.
• Records of all audits shall be retained in
  accordance with your documentation retention plan.

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Type 3 Safety Review External Third Party Audits
Type 3 External Third Party Audits

• Can be performed by various agencies or
  companies, such as
• Fire Department (Fire Marshall)
• Airport Authority (Part of your lease agreement)
• FAA
• OSHA or State OSH
• Insurance Company (Fire/Property, Workers Comp
  Carrier)
• By a significant customer or vendor (Branded
  Fuel, Airlines, Military)
• Insurance broker (As a part of the service they
  provide you)
• External Third-Party

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Type 3 Safety Review External, Third Party
Audits

• Standard to which they audit Varies from
  organization to organization.
• Each has its own agenda or interests.
• A true third-party audit uses a standard that is
  agreed by all parties.
• Look for system or process audits, as compliance
  audits only look at today, not the viability or
  strength of a program to sustain itself.

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How it all comes together
Development of New Policy Procedure
Root Cause Analysis

• Hazard Identification / JHA
• Self-Disclosure
• Accident Prevention
• Safety Committee
• Safety Communications
• Auditing Internal/External

Proactive
Reactive

• Safety Data Management
• Accident/Incident Reporting
• Safety Investigation

Without performing reviews and self checks, you
may be
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Just Rolling the Dice!
Be Certain! All Parts Must Work as One!
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Pulling it All Together
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How Does Your Program Match Up
The Essentials
AC 120-92
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SMS Documentation
Building a Documentation System to Accurately
Reflect YOUR Companys Activities
Philosophy
Comprehensive
Policy
Coherent
Procedure
Concise
Practice
Custom Tailored to Reflect the Culture of Your
Company To Reflect How Your Company Acts
Behaves
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SMS Documentation
CORE PRINCIPLES FOR AN EFFECTIVE SMS

• Document what you do
• Do what you say you do - every time
• Keep it Simple Flexible and Accurate
• Objective Evidence Proving It

• Show how your Company does it everyday
• Live It !

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End of Webcast 8
Questions
This Concludes Module 8