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8/16/2019 SMS Manual Template
http://slidepdf.com/reader/full/sms-manual-template 1/34
Safety Management
System
Manual Template
Version 3
For (Organisation Name)
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
Intentionally Blank
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1 INTRO!"TION
This Safety Management System (SMS) Manual has been developed to direct all personnel in
the safe operations of the organisation, in terms of all aspects of the business including flight
safety and environmental safety. The manual defines the policy that governs the operation of
the organisation. SMS is a pro‐active, integrated approach to safety management and is part
of an overall management process that the organisation has adopted to achieve its goals and
objectives. It embraces the principle that the proactive identification and management of risk
increases the likelihood of achieving safe outcomes. a!ards can be identified and dealt "ith
systematically through the a!ard #eporting $rogram that facilitates continuing
improvement and professionalism. %uditing and monitoring processes ensure that operations
are carried out in such a "ay as to not only minimi!e the risks inherent in the operation, butmeet best practice in terms of other legislative responsibilities including environmental
responsibility under the #esource Management %ct &''& and the a!ardous Substances and
e" rganisms %ct &''*.
+ompliance "ith this manual is intended to be the cornerstone of allo"ing the business to
gro" in a managed fashion, and coupled as it is "ith the %I#+%#- Management System
and the sector specific codes of practice, should enable the organisation to meet the
epectations of all our regulators. To achieve a truly sustainable future this organisation must/
perate in compliance "ith the +ivil %viation %ct and the +ivil %viation #ules and
other applicable la"s Maintain accreditation under the %I#+%#- $rogram
0eep all personnel, visitors and customers free from harm
Manage a realistic profit strategy
I invite all company personnel to adopt the rules, procedures and philosophies detailed in this
manual.
Chief Executive Officer XXXXX Company Dated
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1.1 Compliance Flowchart
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1#$ In%e&
1 INTRO!"TION##########################################################################################################3
1.1 Compliance Flowchart....................................................................................4
1.2 Index................................................................................................................
1.! "ecord of #mendment$....................................................................................%
1.4 &i$t of Effective 'a(e$.....................................................................................)
1. #**reviation$..................................................................................................+
1., Definition$.....................................................................................................1-
1.% Document Control.........................................................................................12
1.) cope.............................................................................................................1!
1.+ /0 &e(i$lation...............................................................................................1!
1.1- Compliance...................................................................................................14
1.11 "eferenced Document$..................................................................................14
$ SMS Manual 'RT 1####################################################################################################1
2.1 afety ana(ement 'lan...............................................................................1,
2.2 afety 'olicy..................................................................................................1,
2.! afety 'rinciple$............................................................................................1%
2.4 Compliance with tandard$..........................................................................1%
2. Intentional /on‐compliance with tandard$.................................................1)
2., "eward$.........................................................................................................1)
2.% afety 'romotion...........................................................................................1)
3 Organisation Stru*ture#################################################################################################1+
, Safety **ounta-ilities##################################################################################################1+
4.1 CEO "e$pon$i*ilitie$...................................................................................1+
4.2 afety Officer "e$pon$i*ilitie$......................................................................2-
4.! Operation$ ana(er3Chief 'ilot "e$pon$i*ilitie$.......................................2-
4.4 aintenance Controller "e$pon$i*ilitie$....................................................21
Reser.e%########################################################################################################################$1
/ 0aar% I%entifi*ation an% Risk Management#############################################################$1
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2 O**urren*es###################################################################################################################$,
%.1 u$t Culture 'roce$$......................................................................................2
%.2 Occurrence Inve$ti(ation and #naly$i$.........................................................2,
Safety ssuran*e O.ersig4t 'rograms########################################################################$/
).1 ana(ement "eview$....................................................................................2,
+ Safety Management Training Re5uirements##############################################################$/
16 Management of "4ange (MO")###############################################################################$2
11 7mergen*y 'repare%ness an% Response#################################################################$+
1$ "ontinual Impro.ement###########################################################################################$+
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1#3 Re*or% of men%ments
men%#
No '87S "0N87
7FF7"TI
V7 T7
T7
7NT7R7
7NT7R7 B9
(SI8NT!R7)
e"
Manual
&
1
2
3
4
*
5
6
'
&7
&&
&1
&2
&3
&4
&*
&5
&6
&'
17
1&
11
12
13
14
1*
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1#,
1# :ist of 7ffe*ti.e 'ages
This table specifies the effective pages for this manual'age No ate 'age No ate 'age No ate 'age No ate
& 7&.&7.&1 1* 7&.&7.&1
1 7&.&7.&1 15 7&.&7.&1
2 7&.&7.&1 16 7&.&7.&1
3 7&.&7.&1 1' 7&.&7.&1
4 7&.&7.&1 27 7&.&7.&1
* 7&.&7.&1 7&.&7.&1
5 7&.&7.&1
6 7&.&7.&1 1
' 7&.&7.&1
&7 7&.&7.&1
&& 7&.&7.&1
&1 7&.&7.&1
&2 7&.&7.&1
&3 7&.&7.&1
&4 7&.&7.&1
&* 7&.&7.&1
&5 7&.&7.&1
&6 7&.&7.&1
&' 7&.&7.&1
17 7&.&7.&1
1& 7&.&7.&1
11 7&.&7.&1
12 7&.&7.&1
13 7&.&7.&1
14 7&.&7.&1
1#/ --re.iations
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%%8 %ircraft ngineers %ssociation of 8 a division of %I%
%I% %viation Industry %ssociation of e" 8ealand Incorporated
%M+ %I#+%#- Management +ommittee
+%% +ivil %viation %uthority of e" 8ealand+%# +ivil %viation #ules
+ +hief ecutive fficer9"ner9Manager
+$: +ontinuing $rofessional :evelopment
:;$S :ifferential ;lobal $ositioning System
MS mergency Medical Services :ivision of %I%, <ormerly
kno"n as %%9%#
ecutive fficer
<=T T#; <light Training :ivision of %I%
;IS ;eographical Information System
S ealth and Safety in mployment
I%> In %ccordance >ith
8%%% e" 8ealand %gricultural %viation %ssociation (% division of
%I%)
8% e" 8ealand elicopter %ssociation (% division of %I%)
$+ $ersonal +omputer
?% ?uality %ssurance
# @ : #esearch and :evelopment
#M% #esource Management %ct &''& and amendments
SMS Safety Management System
S$ Standard perating $rocedure
T%= Take ff and =anding %rea (elicopters)
T< Tourist <light perators A a division of %I%
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1#2 efinitions
IR"R7; % brand o"ned by %I%
**re%itation +onfirmation that an rganisation has demonstrated
compliance "ith selected rules and standards. <or the
purposes of %I#+%#- %ccreditation the rules and
standards are those that appear or are referred to in this
manual, the associated codes of practice and their
appendices.
ir*raft <ied "ing aeroplanes and helicopters.
menity Values Those natural or physical Bualities and characteristics of an
area that contribute to peopleCs appreciation of its pleasantness, aesthetic coherence, and cultural and
recreational attributes.
ppro.e% 'attern
Tester
% person approved by the <ertiliser ?uality +ouncil to carry
out spread pattern testing of agricultural aircraft according to
Spreadmark- standards.
IR"R7;
Management
"ommittee
%I#+%#- Management +ommittee being a subD
committee of %I% %dvisory +ouncil.
"ontrolle% % document that is dated and can be tracked.
8eneral .iation %ll aviation activity other than military and scheduled
airline and regular cargo flights, both private and
commercial.
0aar% Something that has the potential to cause harm to a person,
loss of or damage to eBuipment, property, the environment or
cause a reduction in the ability to perform a prescribed
function.
O**urren*e %ny unplanned safety related event, including accidents and
incidents that could impact the safety of guests, passengers,
organisation personnel, eBuipment, property or the
environment. In this manual "hilst occurrences involving
flight safety are referred to as occurrences or incidents, those
relating to environmental safety are called events.
Organisation % ;eneral %viation company that is participating in the
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%I#+%#- $rogram.
<uality ssuran*e
(<uality
Management)
The process of verifying or determining "hether products or
services meet or eceed customer epectations
Risk The effect of uncertainty on objectives.
Safety The state in "hich the possibility of harm to persons,
property or the environment is reduced to and maintained at
or belo" a level through a continuing process of ha!ard
identification and safety risk management.
Safety Management
System
The comprehensive system designed to manage the safety,
health, environmental and general risk aspects of industry.
%n SMS is the specific application of Buality management to
safety.
Safety Offi*er The person "ho manages the SMS $rogram on behalf of the
+.
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1# o*ument "ontrol
56hi$ manual template $hall *e made availa*le to mem*er$ in electronic format a$ a 7ord document. anual holder$ $hall 8eep at lea$t one copy in either electronic
or printed format . 9
(6hi$ manual i$ intended to *e a framewor8 that or(ani$ation$ may u$e to develop
their own anual. #ccordin(ly manual holder$ are encoura(ed to ma8e their
own chan(e$ to it *y further definin( proce$$e$ that are relevant to it in each $ection.9
56hi$ template wa$ ori(inally 8nown a$ the #I"C#"E: ;uidance anual 'art
1 and a$ $uch wa$ amended twice *y #I# *efore *ein( renamed anual
6emplate <er$ion !. 6ho$e or(ani$ation$ who have already developed their own
anual *a$ed upon earlier ver$ion$ are not re=uired to incorporate the chan(e$made in thi$ and $u*$e=uent ver$ion$ unle$$ they $o choo$e9.
56ext that i$ *rac8eted in italic$ $hould *e removed a$ the or(ani$ation per$onali$e$
thi$ manual for it$elf9
ach amendment the organisation makes shall be recorded on the page titled
#+#: < %M:MTS and the =IST < %<<+T: $%;S changed to
reflect the issue dates of the ne" pages.
Followin( i$ an example of a manual hierarchy typical for a 1! Operator. anual holder$ may con$ider chan(in( thi$ chart to reflect their own circum$tance$.
Page 14 of 34
AIRCARE
Safety Maage!et
Sy"te! Ma#a$
1 October 2012
O%erat&o"
Ma#a$
A&rcraft '$&g(t
Ma#a$
Ma&teace
Ma#a$
A&rcraft
Ma#fact#rer")
'or!"
Re &"ter
R&"*
A""e""!et
R&"*
Maage!et
AIRCARE Co-e"
of Pract&ce
.A Ma#a$
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
1#+ S*ope
This SMS Manual details "hat "e "ill do to meet SMS reBuirements. It is the
management system for managing safety in the air and on the ground. Thismanagement system embraces the follo"ing performance standards/
#isk Management Standard 8S IS 2&777 (current issue)
%I#+%#- %ccreditation #ules
8S637' Management of %grichemicals (;#>S%<E current
issue)
S$#%:M%#0- +ode of $ractice A %erial
%I#+%#- +ode of $ractice for %erial %pplication of Fertebrate
Toic %gents %I#+%#- +ode of $ractice for oise %batement
%I#+%#- +ode of $ractice for <light Training
%ir %mbulance 9 %ir S%# Standards
%I#+%#- +ode of $ractice for <ire <ighting
5Delete the one$ that don>t apply to you9
In terms of the #M% the first four codes are about managing discharges. oise
abatement is about preserving amenity values "hilst <light Training, <ire <ighting
and %ir %mbulance codes are performance standards that represent best pracrice inthose disciplines.
1#16 N= :egislation
This SMS Manual is intended to facilitate compliance "ith the +%% %ct &''7 and
+ivil %viation #ules, and other applicable legislation ("hich is referred to in the
respective codes of practice).
The principles laid out in this manual or any of the codes of practice do not replace,
repeal or override any la"s (including statutes, regulations and rules), contractual
common or other"ise that may be in force from time to time, nor do they prejudice
any other remedies available to any party at common la".
rganisations need to have robust methods to ensure that they become a"are of
changes in la"s and the effects that those changes may have on their operations.
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1#11 "omplian*e
<or the purposes of this manual the "ord GshallH refers to practices that are mandatory
for compliance "ith the SMS Manual and the "ord GshouldG refers to practices that
are advised, recommended or are industry best practice.
1#1$ Referen*e% o*uments
• #esource Management %ct &''& including the #M %mendment %ct 177'
• %S98S IS 2&777 177' #isk Management ($reviously 8S 32*7)
• %erosafe #isk Management for %viation 17&&
• avigatus +onsulting =td ;% #isk Matri
• International +ivil %viation rgani!ation Safety Management Manual (1nd
edition (1776)
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$ SMS Manual
In the past under S #egulations "e have identified ha!ards and treated those so as to
eliminate, minimi!e, or isolate their risks. nder a previous ?% $rogram "e have done thesame but have also recorded incidents that have created risk, for eample to our finances, our
reputation, ourselves, our customers or the environment. ur SMS not only includes both of
these but builds on them. The "hole point of SMS is that "e identify things that could go
"rong before they go "rong. The follo"ing diagram sho"s ho" "e do this.
This is the frame"ork for our SMS
Page 17 of 34
Ma-ate /
Co!!&t!et
e"&g of
fra!eor*
for !aag&g
Cot&#a$
&!%roe!
et of t(efra!eor*
I!%$e!et&
g r&"*!aage!e
t
Mo&tor&g
a- re&e of
t(e
fra!eor*
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
$#1 Safety Management 'lan
Safety holds the key to this organisationCs future and affects everything "e do. This
SMS Manual defines the organisationCs Safety Management $lan. The Safety
Management $lan is the tool used to define ho" SMS supports the organisationCs
business objectives. Management is committed to the SMS, and is reBuired to give
leadership to the program and demonstrate through everyday actions, the commitment
the organisation has to safety and that it places eBual priority on safety and achieving
its operational goals. The processes in place in the Safety Management $lan include
the active involvement of all managers and9or supervisors and staff "ho, through
planning and revie", must continue to drive efforts for continuing improvement in
safety and safety performance. The key focus is the safe operations of air"orthy
aircraft. Safety audits are essential components of the Safety Management $lan. They
revie" systems, identify safety issues, prioritise safety issues, involve all personnel,and enhance the safety of operations.
$#$ Safety 'oli*y
Management is committed to providing safe, healthy, secure "ork conditions and
attitudes "ith the objective of having an accident‐free "orkplace. The organisationCs
+ is committed to/
ngoing dedication to an accident free "orkplace, including no harm to
people, no damage to eBuipment, the environment or property % culture of open reporting of all safety ha!ards in "hich management shall
not initiate disciplinary action against any personnel "ho, in good faith,
disclose a ha!ard or safety occurrence due to unintentional conduct.
% culture of open reporting of all ha!ards
Support for safety training and a"areness programs and ha!ard identification
Support for continuous professional development of employees
+onducting regular audits of safety policies, procedures and practices
Monitoring industry activity to ensure best safety practices are incorporated
into the organisation
%chieving and maintaining the organisationCs %I#+%#- %ccreditation
$roviding the necessary resources to support this policy
#eBuiring all employees to have the duty to maintain a safe "ork environment
through adherence to approved policies, procedures, and training, and shall
familiarise themselves, and comply "ith safety policies and procedures
%ll levels of management are accountable for safety performance, starting
"ith the +
The organisation is strengthened by making safety ecellence an integral part
of all activities
The above shall all be included in the +Cs employment agreement. The
organisation has developed a Safety $olicy Statement and displays it at
appropriate places throughout the business. (See eample %I#+%#-%ccreditation #ules %nne )
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$#3 Safety 'rin*iples
Management embraces the follo"ing safety principles/ %l"ays operate in the safest manner practicable
% culture of open reporting of all safety ha!ards in "hich management shall
not initiate disciplinary action against any person, "ho in good faith, due to
unintentional conduct, discloses a ha!ard or safety occurrence
ever take unnecessary risks
Safe does not mean risk free
veryone is responsible for the identification and management of risk
<amiliarity and prolonged eposure "ithout a mishap leads to a loss of
appreciation of risk
2.4 "omplian*e >it4 Stan%ar%s
%ll personnel have the duty to comply "ith standards adopted by the organisation.
These include/
rganisation policy as detailed in the manual suite %ircraft manufacturerCs operating and maintenance procedures, and limitations
%I#+%#- +odes of $ractice
The organisationCs Standard perating $rocedures (So$s)
%pplicable legislation (including all statutes, rules and regulations), and the
common la"
#esearch sho"s that once you start deviating from the rules, you are almost t"ice as
likely to commit an error "ith serious conseBuences. Jreaking the rules usually does
not result in an accidentK ho"ever, it al"ays results in greater risk for the operation,
and this organisation supports the principle of, GF# take unnecessary risks.H
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2.5 Intentional Non‐*omplian*e >it4 Stan%ar%s
?ehaviour i$ a function of con$e=uence$. Management is committed to identifying
deviations from standards and taking immediate corrective action. +orrective action
can include counselling, training, discipline, grounding or removal. +orrective actionmust be consistent and fair. The management makes a clear distinction bet"een
honest mistakes and intentional non‐compliance "ith standards. onest mistakes
occur, and they should be addressed through counselling and training. #esearch has
sho"n that most accidents involve some form of fla"ed decision making. This most
often involves some form of non‐compliance "ith kno"n standards.
rganisation policy agrees "ith the follo"ing conclusions/
+ompliance "ith kno"n procedures produces kno"n outcomes
+ompliance "ith standards helps guarantee repeatable results
+omplacency affects the safe operation of the aircraft and cannot be tolerated
Standards are mechanisms for change
The hardest thing to do, and the right thing to do are often the same thing
$#/ Re>ar%s
#e"ard systems sometimes send the "rong message. #einforced bad behaviour
breeds continued bad behaviour and that is unacceptable. This organisation is
committed to the principle that people should be re"arded for normal, positive
performance of their duties that comply "ith organisation standards. $ersonnel shall
not be re"arded for getting the job done by breaking the rules.
The organisationCs re"ard for demonstrating compliance "ith operations in
accordance "ith relevant %I#+%#- +odes of $ractice is %ccreditation under the
%I#+%#- program.
$#2 Safety 'romotion
Safety is promoted as a core value. $rocedures, practices and allocation of resources
and training must clearly demonstrate the organisationCs commitment to safety.
There is a perception in 8 that a canDdo attitude is "hat is most important D no
matter the risk. This attitude does not promote safety.
The follo"ing methods are used to promote safety/
$osting the Safety $olicy in prominent locations around the base of operations
Starting meetings "ith a revie" of safety issues
aving a safety notice board
aving an employee safety feedback process
aving an open reporting culture
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3 Organisation Stru*ture
The organisationCs structure detail follo"s. 56he example i$ repre$entative of an
or(ani$ation that operate$ four or more aircraft9 anual holder$ $hall amend thi$
flow chart to repre$ent their own circum$tance$
, Safety **ounta-ilities
The follo"ing responsibilities listed are those individualCs safety responsibilities and
these are additional to those detailed in the other manuals that make up the manual
suite.
,#1 "7O Responsi-ilities?
+Cs shall demonstrate a commitment to safety by/
#ecruiting a management team appropriate to the si!e and compleity of theorganisation
:eveloping and disseminating a safety policy and safety objectives
+reating and adeBuately resourcing the SMS program
Specifying roles, responsibilities and accountabilities of the management team
in relation to safety
Implementing management systems that "ill establish and maintain safe "ork
practices
#ecognising that safety and profitability are directly linked together
:eploying sufficient resources to fund the reBuirements of the management
systems
Page 21 of 34
CEO
Safety Ocer
O%erat&o"
Maager
Ma&teace
Cotro$$er
Co!%etecy
Ma&teace
Orga&"at&o
Co!%ay P&$ot"
ro#- Cre
Part 141 ra&&g
Orga&"at&o
1 October 2012
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
%l"ays letting pilots make their o"n decision as to "hether to fly or not. To
this end the management should avoid putting pressure on pilots. This may
take the form of direct pressure e.g. in doubtful "eather, or it may be indirect,
for eample by sharing the businessCs financial stress "ith the pilot
,#$ Safety Offi*er Responsi-ilities
The Safety fficers duties shall include but are not limited to/
Implementation, maintenance, revie" and revision of the SMS
$rovide safety information and advice to management and staff
$romotion of safety a"areness and a positive safety culture
versee the reduction of ha!ards to ensure they are as lo" as reasonably
possible nsure SMS induction and recurrent training are conducted I%> the SMS
Manual
Identifying onDgoing safety training reBuirements to support the SMS program
objectives
versee the internal and eternal audit programmes
Maintains all safety related information including reports, data, meeting
minutes, information on ha!ard and risk analysis (risk assessments) risk
management, remedial action, occurrence and accident investigations, and
audit reports
$rovides risk assessment and data analysis
Investigates safety occurrences
+ompletes monthly operational checklists
nsures that staff are trained in emergency preparedness relative to their roles
in the organisation and that they have recurrent training every year. This may
take the form of drills or simulated emergencies.
,#3 Operations Manager@"4ief 'ilot Responsi-ilities?
The perations Manager9+hief $ilot #esponsibilities shall include but are notlimited to/
nsuring all flight operations personnel understand applicable regulatory
reBuirements, standards, and organisation safety policies and procedures
Identification and development of resources to achieve safe flight operations
bserve and control safety systems by monitoring and supervision of aircre"s
Measure aircre" performance compliance "ith organisation goals, objectives
and regulatory reBuirements
#evie" standards and the practices of organisation personnel as they impact
safety
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$rogram. a!ards are identified through employee reporting, safety meetings, audits
and inspections.
#isk management is the identification and control of risk. It is the responsibility of
every member of the organisation. The first goal of risk management is to avoid the
ha!ard. The organisation should establish sufficient independent and effective barriers, controls and recovery measures to manage the risk posed by ha!ards to a
level as lo" as practicable. These barriers, controls and recovery measures can be
eBuipment, "ork processes, standard operating procedures, training or other means to
prevent the release of ha!ards and limit their conseBuences should they be released.
The organisation should ensure that all individuals responsible for safety critical
barriers, controls, and recovery measures are a"are of their responsibilities and
competent to carry them out. The organisation shall establish "ho is doing "hat to
manage key risks and ensure that these people are up to the task.
The organisation + is responsible for accepting or denying operations, and
manages risk through the #isk %ssessment Matri (#%M). >hen a major change in
operations, eBuipment or services is anticipated, the management of change process
shall include ha!ard identification and risk management processes. The #%M is a
graphic portrayal of risk as the product of probability on one ais (eposure,
freBuency or likelihood) and potential conseBuence on the other ais (loss generated
from the outcome).The #isk %ssessment Matri sho"s an assigned value, and has a
broad application for Bualitative risk determination as "ell as graphically presenting
risk criteria. The data from the risk assessment(s) is entered into the risk assessment
form and is maintained by the Safety fficer. These risk assessment forms make up
the list of ha!ards for the organisation and typically replace those forms used for
a!ard I: as reBuired by the S %ct &''1.
Sample #isk %ssessment <orms and ccurrence and a!ard Identification #eportsappear as %nne : of the %I#+%#- %ccreditation #ules and the %I#+%#-
#isk Matri appears at %ppendi .
In this organisation "e do not use the #isk Matri for every situation because that is
not appropriate. %ll of the day to day risks that "e have identified are managed
through training, personal protective eBuipment and adherence to the standard
operating procedures "e have developed.
(e fo$$o&g tab$e &" t(e g#&-e e (ae a-o%te- to -eter!&e (e
t(e r&"* !atr& &$$ be #"e-
Matrix Not Suitable Matrix Most Matrix Partially
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
Suitable Suitable
I "&t#at&o" (ere for
ea!%$e
•:ot(&g &" e or##"#a$
• (e ;ob &" e$$#-er"too- a"are t(e r&"*"
• (ere are
e"tab$&"(e-%roce-#re" a-"ta-ar-" &%$ace
• (ere &" a
ty%&ca$$y (&g($ee$ of cotro$
• I e!ergecy or
#rgecy"&t#at&o"
I "&t#at&o" (ere for
ea!%$e
• (ere &" c(age+(&" ca bec(age &tera$to t(eorga&"at&o oretera$, eg <eco"&-erete-&g o#r=eet &t( a ety%e or t(ere &" ae reg#$at&o
• So!et(&g &"
e or ##"#a$
• So!et(&g &" ot
e$$ #-er"too-
• Proce-#re" are&co!%$ete
• (ere &"
#certa&ty
• R&"* tra-eo>" are
be&g !a-e
• (ere &" $&!&te-
cotro$
I "&t#at&o" (ere for
ea!%$e
• (ere &"tec(&ca$co!%$e&ty
• (ere &" a ery(&g( $ee$ ofr&"*
• A %roce-#re &"
be&g -e"&ge-
• (ere &" a ery
(&g( $ee$ of#certa&ty
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• I-et&fy (a?ar-" @e$&!&ate ao&- %rotect
• Sta-ar-
%roce-#re"
• Profe""&oa$
;#-ge!et
• oo- a&r!a"(&%• M&-f#$e""
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• oo- %ract&ce
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+-&"c#"" c(a$$ege -ebate,
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The key components of #isk Management are/
+ommunicate and consult
stablish the contet
Identify risks
%nalyse risks
valuate risks
Treat9Mitigate risks
Monitor and revie" mitigation effectiveness
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
It is recommended good practice for someone eternal to the organisation (e.g.
Internal %uditor retained on a contract basis) to revie" the #isk %ssessment(s) to
ensure objectivity in the processes and outcomes.
2 O**urren*es
>hen the Safety fficer is reBuired to complete an occurrence investigation, all staff
shall be invited to make comment but senior personnel are reBuired to make
comments. The Safety fficer is responsible to ensure all these relevant comments
from other personnel and the safety actions they have agreed are recorded in the
report. The report therefore, shall include all the relevant comments and also the
agreed remedial actions. #eports are closed "hen all remedial actions have been
taken. ccurrences shall be revie"ed at the regular meetings. $ersonnel may
anonymously report ha!ards using the same report. $ersonnel "ho report shall be
treated fairly and justly, "ithout punitive action from management ecept in the caseof kno"n reckless disregard for regulations and standards, or repeated substandard
performance.
The GLust +ultureH $rocess sho"n is used "hen deciding if disciplinary action is
appropriate.
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
2#1 Aust "ulture 'ro*ess
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2#$ O**urren*e In.estigation an% nalysis
%ll occurrences including environmental events are investigated by the Safety fficer or his designee, and shall be revie"ed by the + in the first instance then by all staff
at the net Safety Meeting. The Safety fficer shall revie" the database for previous
occurrences in order to identify trends.
Safety ssuran*e O.ersig4t 'rograms
The organisation conducts monthly base inspections. #ecords of base inspections and
the resolution of actions are maintained by the Safety fficer. Issues identified during
inspections are included in the agenda of the safety meeting. The form to be used is
the Monthly perational +hecklist located in the <orms #egister. 57rite your own or $ee #ppendix 1 to @Aow to *uild a =uality and $afety $y$temB at
www.aircare.co.n3re$ource$9 The Safety fficer is responsible for filing these
documents in the compliance file. %t periods not eceeding si months an internal
audit shall be carried out to measure compliance and assess all ccurrence #eports.
This audit should be carried out by an auditor eternal to the organisation. The Safety
fficer shall manage and file audit reports, "hich include findings and recommended
corrective actions in the same folder as the ccurrence #eports are filed. $ositive
findings shall also be recorded. e.g. +ompliments from customers, findings and
recommended actions should be communicated to all personnel.
#1 Management Re.ie>s
%t periods not eceeding three months management revie"s shall take place. Their
purpose is to ensure that all relevant reBuirements, standards, procedures, and
instructions are adeBuately defined, documented, continue to be appropriate, and are
being complied "ith. The + shall carry out the revie"s in the company of the
Safety fficer. In most small to medium enterprises this meeting may be arranged to
coincide "ith the regular staff meetings that shall take place at periods not eceeding
three months. % management revie" shall take place "ithin three "eeks of an internal
or eternal audit.
%t the first revie" follo"ing an audit the Management #evie" shall also consider any
audit recommendation "here compliance is voluntary and either assign it for
implementation, and record a proposed timing for implementation, or shall record a
brief note as to "hy the recommendation has not been adopted.
+ Safety Management Training Re5uirements
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
mployees shall receive SMS training at the time of induction and thereafter every
t"o years. % record of training shall be kept in the employeeCs personal file. The
training to satisfy SMS shall include/
rganisation commitment to safety
rganisationCs safety policy
mployeeCs role in the SMS
$rocess for reporting occurrences
%pplicable emergency procedures
Training #ecord <orms are found in the <orms #egister 57rite your own9
16 Management of "4ange (MO")
$rocedures are established and maintained to manage changes associated "ith safety.
The systematic approach to managing and monitoring organisational change is part of
the risk management process. Safety issues associated "ith change are identified and
standards associated "ith change are maintained during the change process.
$rocedures for managing change include/
#isk assessment
Identification of the goals and objectives and nature of the proposed change
perational procedures are identified
+hanges in location, eBuipment or operating conditions are analy!ed
Maintenance and organisation manuals are posted "ith current changes
%ll personnel are made a"are of and understand changes nly the + has authority to approve changes identified although this can be
delegated to the Safety fficer
The responsibility for revie"ing, evaluating and recording the potential safety
ha!ards from the change or its implementation
%pproval of the agreed change and the implementation procedure(s)
The M+ process has 3 basic phases/ screening, revie", approval and
implementation. Joth the effect of change and the effect of implementing change
are considered. There are methods for managing the introduction of ne" technology.
%ll personnel shall be consulted "hen changes to the "ork environment, process or practices could have health or safety implications. +hanges to resource levels and
competencies and associated risks are assessed as part of the change control
procedure.
The flo" chart on the follo"ing page sho"s the M+ process used by this
organisation.
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
Mangement of "4ange 'ro*ess
o
es
es
es
es
o
es
o
o
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Scree I!%$e!eRe&e A%%roe
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e"&g C(age
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or*
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SAFETY MANAGEMENT SYSTEM MANUAL TEMPLATE
11 7mergen*y 'repare%ness an% Response
The detail of the mergency #esponse $lan is contained in this manual. The Safetyfficer is responsible for assuring that all employees are trained to handle
organisation emergencies based on their role in the organisation. mergency drills or
simulated emergencies shall be conducted at least annually to ensure employees are
competent.
mergency contact numbers shall be posted and kept current at every operations base,
every aircraft and every support vehicle. ote that some of the codes of practice
included in this program have specific emergency response reBuirements of their o"n
and those organisations that include those standards in their accreditation shall meet
the emergency response reBuirements of those standards. 5Emer(ency "e$pon$e 'lan$
follow. It i$ O8 to u$t reference the one$ in the code$ of practice here9
1$ "ontinual Impro.ement
+ontinual improvement to safety and eemplary service to customers is a core value.
:elivering Buality services "ith minimal environmental impact is another.
Safety performance is measured by the follo"ing performance measures/
#educe the number occurrences that cause damage and the amount of damage
#educe the number of occurrence per &,777 hours flo"n
#educe the number of Injuries to employees, visitors and passengers
Increase the number of actions raised from safety meetings
#educe the number of near ‐miss events
Increase compliance "ith the safety occurrence management process
(reporting, classification, root cause investigation, and implementation of
corrective actions)
#educe the number of non‐compliances "ith standard flight operations
procedures as measured by observation or flight data monitoring
#educe the number of complaints received in respect to diminished amenity
values and discharges to land, air and "ater
The + is responsible for ensuring that the organisation performance is revie"ed
annually and employees are adeBuately informed of the results of the revie".
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