Presented by: Robert G. Jenkins,

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ICAP Aviation Workshop FedFleet 2007

• Presented by Robert G. Jenkins,
• Director, Office of Aviation Management
• U.S. Department of Energy

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Department of Energy Aviation Program

• Objectives
• DOE Lessons Learned
• DOE Organizational Structure
• DOE Integrated Safety Management
• Federal Management Regulation 102-33
• DOE Aviation Policy and Guidance
• DOE Aviation Policy and Guidance Implementation

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Department of Energy Aviation Program History

• Lessons Learned the Hard Way

So what does our accident history look like over
the last 24 years?
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Department of Energy Aviation Program History
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Department of Energy Aviation Program History
DOE Accident Statistics
DOE Fatal Accident Statistics
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Department of Energy Aviation Program History
DOE Safety Record Compared to Civil Industry
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Department of Energy Aviation Program History

• So what has DOE learned from its past?
• A diverse aviation program needs
• Clear roles and responsibilities established
• Centralized aviation policy development
• Headquarters' aviation management required
• Standards for management qualifications
• Standards for training, operations, and
  maintenance
• Strong safety programs that ensure hazard
  analysis is conducted, risk is managed, audit and
  self-assessment processes are in place
• Robust feedback and improvement processes

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Department of Energy Aviation Program

• CURRENT DOE ORGANIZATION

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Aviation Management
CURRENT DOE ORGANIZATION
Mission--To provide the DOE, National Nuclear
Security Administration (NNSA) and Departmental
elements with aviation policies and program
management that ensure the delivery of effective,
efficient, secure and safe aviation services to
support accomplishment of all the DOE enterprise
programmatic goals and objectives.
NNSA Field Elements
DOE Field Elements
Indicates advisory or policy direction regarding
Departmental aviation program.
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DOE AVIATION PROGRAM GOAL

• OUR GOAL IS TO PROVIDE EFFECTIVE, EFFICIENT,
  SECURE AND SAFE AVIATION SERVICES TO MEET THE
  DEPARTMENTS MISSION AND PROGRAM NEEDS.
• WITHOUT MANAGEMENT CONTROLS, PLAN ON THIS--

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SO HOW DOES THE DOE MANAGE ITS AVIATION ACTIVITY?
DOE INTEGRATED SAFETY MANAGEMENT

• Integrated Safety Management!

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DOE INTEGRATED SAFETY MANAGEMENTSEVEN GUIDING
PRINCIPLES

• Line Management Responsibility for Safety 
• Clear Roles and Responsibilities 
• Competence Commensurate with Responsibilities 
• Balanced Priorities Resources
• Identification of Safety Standards and
  Requirements 
• Hazard Controls Tailored to Work Being Performed
• Operations Authorization

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DOE INTEGRATED SAFETY MANAGEMENT
FIVE CORE FUNCTIONS

• Define the Scope of Work--
• Analyze the Hazards--
• Develop and Implement Hazard Controls--
• Perform Work Within Controls--
• Provide Feedback and Continuous Improvement--

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Department of Energys Aviation Philosophy on
Policy Development

• These are some of the actions DOE took to
  implement ISM?
• Standardized Approach to Policy Development
• Policy Development and Implementation
• Incorporates All Relevant Federal Regulations and
  Policies
• Implementation Flexibility
• Centralized Management, Assistance, and
  Oversight Processes
• Performance Measures and Continuous Improvement
• Integrated Safety Management (ISM) Principles
  and Practice

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DOE AVIATION PROGRAM FOUNDATION
Policies and guidance documents provide the
foundation for our aviation program!

• Like any foundation, it can only provide
  support to the overall structure when it properly
  fits together and shares the load!

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DOE AVIATION PROGRAM MANAGEMENT
Field AIP
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APPLICABLE REGULATIONS

• Primary Regulations
• 14 CFR Chapter 1
• 49 CFR (HAZ MAT TSA)
• 41 CFR Chapter 102.33
• 41 CFR Chapters 300-304
• OMB Circular A-11, Exhibit 300
• OMB Circular A-126

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41 CFR Part 102-33 Federal Management Regulation

• Directive for Management of Government Aircraft
• An outline for success!

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• The Regulation . . . Part 102-33
• Management of Government Aircraft
• From Acquiring to Contracting to
  Establishing Flight Programs to Accounting for
  Use . . .
• Subpart C-Managing Government Aircraft and
  Aircraft Parts
• Agency
• Senior Aviation Management Official (SAMO)
• Aviation Program Manager
• Aviation Safety Officers (ASO)

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• The Regulation . . . Part 102-33
• Applies to all Federally funded aviation
  activities of executive agencies . . .
• Deviations to the regulation? Yes, but not to
  A-126.
• Agency / Agency Head Responsibilities
• Acquire, manage, and dispose of aircraft as
  safely, efficiently, and effectively as possible.
• Document and report numbers, cost, times,
  accidents (FAIRS and AAIRS)
• Ensure aircraft are used only to accomplish
  agency mission
• Ensure all passengers are authorized to travel on
  agency aircraft
• Appoint a Senior Aviation Management Official
  (ICAP representative)
• Designate an official to certify accuracy of
  FAIRS reports
• Appoint representatives to the ICAP Subcommittees
• Ensure agency internal policies comply with A-126
  and A-11 and this regulation.

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Senior Aviation Management Official (SAMO)
  Responsibilities
• Represents the agencys views to the ICAP
• Votes on behalf of the agency
• Contributes technical / operational policy
  expertise to the ICAP
• Serves as the designated approving official for
  FAIRS (if only one person is assigned to both
  SAMO and FAIRS)
• Appoints members to the ICAP Subcommittees and
  Work Groups

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.70 (acquiring aircraft)
• Acquisition, A-11, Exhibit 300 process, Cost
  Comparison Studies
• Budgeting for aircraft
• Contracting for aircraft
• Acquiring aircraft parts
• Establish Flight Program Standards in accordance
  with 102-33.140 through 102-33.185
• Account for all associated cost
• Reporting inventory, cost, utilization
• Aircraft disposal
• Hiring CAS
• Establish Management Controls per OMB Circulars
  A-123 and 126
• Safety, Operations, Training, Maintenance . . .
  To name a few

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• Flight Program Standards
• Implement standards specific to your agencys
  aviation operation
• Must meet or exceed civil or military rule
• Use risk management (Such as DOE ISM process)
• Meet the requirements in 102-33.155 through .185
• Must be written and implemented to include
• Management/Administration
• Operations
• Maintenance
• Training
• Safety

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.155 Management/Administration
• A management structure responsible for the
  administration, operation, safety, training,
  maintenance, and financial needs of your aviation
  operation.
• Policy and Guidance describing the roles,
  responsibilities, and authorities of your flight
  program personnel.
• Procedures to record and track flight time, duty
  time, and training of crewmembers.
• Procedures to record and track duty time and
  training of maintenance personnel

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.165 Operations
• Basic qualifications/currency requirements for
  pilots/crewmembers, maintenance personnel,
  mission related personnel
• Limitations on duty/flight time
• Compliance with owning agency, military safety of
  flight notices, operational bulletins
• Flight following procedures
• Dissemination of a disclosure statement to all
  crewmembers, qualified non-crewmembers who fly
  aboard your agency aircraft

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.165 Operations, Continued.
• Maintain manifest for each flight
• Full name, POC, phone number
• Documentation of any changes in the manifest
• Retention of manifest for two years
• Procedures for reconciling manifest with who is
  actually on board and a method to test that
  system
• Prepare weight and balance for each flight and
  maintain the record for 30 days
• Appropriate emergency procedures and equipment
  for specific missions
• Procedures to ensure required ALSE is inspected
  and serviceable

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.170 Maintenance
• Establish a maintenance program
• Military (Applicable to former military aircraft)
• Manufactures program
• FAA Approved
• FAA Accepted
• Your agencys self-prescribed program (Should be
  based on one of the above or combination of the
  above)
• Compliance with owning agency, military safety of
  flights messages or technical directives, FAA
  Airworthiness Directives, Manufacturers Bulletins

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.170 Maintenance
• Procedures for operating aircraft with inoperable
  equipment, such as a MEL 14 CFR Part 91.213,
  Inoperable Instruments and Equipment
• Technical support, appropriate engineering
  documentation, for aircraft or power plant
  alterations, repairs, and/or equipment
  installation that modifies aircraft from its
  original design configuration.
• A QA system for acquiring parts
• Procedures for recording and tracking maintenance
  actions, inspections, flight hours, cycles,
  calendar times of Flight Safety Critical Aircraft
  Parts (FSCAP)

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.175 Training
• Establish an instructional program to train
  initially and on a re-current basis
• Flight program personnel
• Responsibilities
• Operational skills

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.180 Safety
• Appoint a qualified aviation safety manager
• Experienced as a pilot, crewmember, or
  operations/flight program management
• Graduated from an ASO course (or within one year
  after appointment)
• Use risk analysis/management to identify and
  mitigate hazards and provide procedures for
  managing risk
• Use independent oversight and assessments

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.180 (c) Independent Oversight and
  Assessments
• FMR does not require an inspection program
• Recommendations for an Agency Assessment Program
• Can be managed by the ASO or Aviation Manager
• Should include a self assessment (internal
  Line management), independent assessment
  (outside your program but still within your
  agency), and an outside courtesy assessment
  (another agency, contactors, or an ARMS)
• Could be conducted annually or semi-annually
• Should be based on an agency specific checklist
  or use the ARMS checklist modified to fit your
  operation. Include all internal standards,
  Agency policies, FAA regulations, OMB
  requirements, the FMR 102-33, and as needed local
  policies, regulations or laws.

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.180 Safety
• Procedure(s) for reporting unsafe operations to
  senior aviation safety managers
• System(s) to collect and report information on
  aircraft accidents and incidents
• Program(s) for preventing accidents that
  includes
• Measurable accident prevention procedures (such
  as pilot evaluation rides, fire drills, hazard
  analysis, aircraft evacuation drills, etc.)
• A system for disseminating accident-prevention
  information
• Safety training
• An aviation safety awards program and
• A safety council.

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.180 Safety
• Refers you to sections 102-33.445 and 102-33.450.
  It is also followed by 102-33.185 Responding to
  accidents and incidents
• 102-33.445 and .450 states,
• You must report accidents and incidents to the
  NTSB in compliance with NTSB 830.5 (immediately,
  if you are the operator and if not, per your
  agencys policy for aircraft vendors)
• If reported to the NTSB, you have 14 days to
  report it to GSA
• Any accident that meets the criteria in NTSB
  830 and that you are required to report must be
  reported, no matter where it occurred.

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Chapter 102 - Federal Management RegulationPart
102-33 - Management of Government Aircraft

• Aviation Program Manager Responsibilities
• 102-33.185 Safety
• An aircraft accident reporting capability
• An accident/incident response plan modeled after
  the NTSB plan
• Procedures for participating as party to the
  investigation as per NTSB 831.11
• Training in the investigation of aviation
  accidents
• Disclosure Statement? You must have a method
  to disseminate information to the injured,
  injured or deceased persons POCs (listed on the
  manifest or other process established by your
  agency) and to their families

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DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• How did DOE implement FMR 102-33, Management of
  Government Aircraft?

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DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• The Basics of Aviation Safety
• (Safety is an element of everything DOE does!)
• Management Structure
• Qualification of personnel at all levels
• Sound Policies and Procedures
• Cleary defined roles and responsibilities
• Clear management chain for all aspects
• Established parameters for, or to meet,
  performance
• Appropriate aircraft to meet mission needs
• Aircraft meet FAA certification and maintenance
  requirements
• Fleet modernization process fully established
• Sound risk management processes
• Training (Initial, recurrent, differences,
  re-qualification)
• Proficiency (Iterations, cycles, landings, etc.)
• Performance Measurement
• Oversight (internal Independent)

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DOE AVIATION PROGRAM FOUNDATION
DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• DOE Order 440.2B chg 1, Aviation Management and
  Safety, dated November 19, 2006.
• Established 14 CFR Chapter 1, Federal Aviation
  Regulations as a baseline for DOEs aviation
  program.
• Builds on the requirements of 14 CFR Chapter 1
  Parts 21, 43, 61, and 91
• Sets forth policy, procedures,
  responsibilities, and references
• Incorporates the requirements of 41 CFR Part
  102-33 Subpart C.

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DOE AVIATION PROGRAM FOUNDATION
DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• DOE Order 440.2B chg 1, Aviation Management and
  Safety, Attachment 1 Contractor Requirements
  Document (CRD).
• When established in a contract, requires the
  contractor to comply with the CRD.
• Establishes the same requirements for contractor
  operated Federal aircraft as those established
  for Federal operated aircraft.
• Sets forth policy, procedures, responsibilities,
  and references applicable to contractors.

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DOE AVIATION POLICY FOUNDATION
DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• DOE Guide 440.2B-1, Aviation Performance
  Indicators, dated September 19, 2005.
• Explains in detail the expectations for
  implementing Aviation Performance Indicators as
  required by DOE O 440.2B chg 1 , section 4,
  paragraph h. (2) (a) 9 and paragraph h. (3) (c).
• Provides examples on calculating Aviation
  Performance Indicators
• Establishes Aviation Performance Indicators to
  assist managers in monitoring and managing their
  programs.

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DOE AVIATION PROGRAM FOUNDATION
DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• DOE Guide 440.2B-2, Aviation Management,
  Operations, Maintenance, Security and Safety,
  dated July 18, 2003.
• Explains in detail the expectations for
  implementing the requirements of DOE O 440.2B chg
  1, Aviation Management and Safety.
• Provides one method, but not the only method, for
  complying with the requirements of Order 440.2B
  for each type of operation or program.
• Provides managers with the information and
  procedures to establish an aviation program.

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DOE AVIATION-CONTROLS TAILORED TO OPERATIONS
CONDUCTED
DOE Aviation Program Implementation ofPart
102-33 - Management of Government Aircraft

• Field Elements Aviation Implementation Plan.
• Explains in detail the policies and procedures
  specific to the Fields mission, scope and area
  of operations, and number of aircraft operated.
• Implements the requirements of DOE O 440.2B, chg
  1.
• Incorporates the recommendations of DOE G
  440.2B-1 and DOE G 440.2B-2, or
• Establishes alternative methods, processes, or
  procedures that provide an equivalent level of
  compliance as recommended in the guides.

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DOE AVIATION PROGRAM IMPROVEMENT

• Feedback and Improvement (audits, reviews,
  reports, etc.)
• The OAM conducts annual audits of each site that
  has DOE Federal Aircraft.
• A report is submitted to the senior managers to
  provide feedback on the effectiveness,
  efficiency, security, and safety of the program.
• Formal corrective action plan required for
  findings (CAMPS)
• The OAM conducts reviews of at least three sites
  biennially that use CAS Aircraft.
• A report is submitted to the senior managers to
  provide feedback on the effectiveness,
  efficiency, security, and safety of the program.
• Formal corrective action plan required for
  findings (CAMPS)

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Keys to Success Senior Managements
Support Leadership Communication Clear roles and
Responsibilities Cooperation Performance
measurement Feedback and Improvement
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PROVIDE FFEDBACK AND CONTINUOUS IMPROVEMENT
DEFINE THE WORK
ANALYZE THE HAZARDS
DEVELOP CONTROLS
PERFORM WORK WITHIN CONTROLS
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• Any Questions?