Friday, June 21, 2013

Aviation Safety Management System (SMS) Software by SMS Pro

Best place to get more information about aviation SMS software at http://www.asms-pro.com

Wednesday, June 19, 2013

Aviation Safety Management Software - Vendor Dashboard

Aviation Safety Management Software - Managing Vendors

Vendors/Contractors/Suppliers are a part of most aviation service providers' operations. Vendors represent risk that must be managed as part of formal safety management systems. SMS Pro's Web based aviation safety management software allows airlines and airports to manage vendors. More information about managing vendors can be found here: Managing vendors with aviation safety management software.

A new Vendor Dashboard has been added in June 2013 to SMS Pro's safety management software. Below is a screenshot.

aviation safety management software vendor management dashboard

How to best help your
Aviation Safety Management System

Become an SMS PRO

About NWDS - founded in 2003 by six software engineers, NorthWest Data Solutions (NWDS) provides custom computer programming and systems design services. NWDS creates many types of software, including e-commerce, financial, defense, engineering, logistics, aviation and more. In 2007, NWDS developed SMS Pro™ a web based SMS application that supports an organization's overall SMS through safety reporting, safety documentation, safety risk management and safety assurance. SMS Pro™ is currently used by aviation organizations in the U.S., Canada, Asia, Latin America, Africa and the Middle East to help manage their SMS programs. NWDS continues to support SMS Pro™ and add new functionality. NWDS offers custom contract programming services in the U.S. and Canada and is managed by Chris Howell, one of the founders. Their headquarters is in Anchorage, Alaska. For information on NWDS visit their website at www.nwds-ak.com and www.asms-pro.com to learn more about SMS Pro™.

Thursday, June 13, 2013

Implementing Aviation Safety Management Systems

Aviation Safety Management Systems Implementation

An aviation safety management system (SMS) encourages airlines and airports to continuously improve safety performance. Aviation safety management systems can be viewed as repeating cycles. Airlines or airports first commit to a safety policy, then uses their safety policy as a basis for establishing a plan, which sets objectives and targets for improving safety performance. The next step is implementation. After that, airlines and airports evaluate safety performance to determine whether goals and objectives are being met. When objectives are not met, corrective actions must be implemented. The results of the internal audit evaluation are then reviewed by top management to determine whether the SMS is functioning as designed. Management revisits the safety policy and sets new targets in a revised plan. Airlines and airports then implement their revised plan. The cycle repeats, and continuous improvement occurs.

The five main stages of an aviation SMS, can be described as:

1. Commitment and Policy of Aviation Safety Management Systems

Top management commits to safety improvement and establishes an aviation safety policy. The aviation safety policy is the foundation of the airline and airports' SMS program.

2. Planning Successful Aviation Safety Management Systems

Airlines and airports first identify safety gaps and aspects of its operations using an industry accepted gap

analysis model. Safety aspects are those items, such as bird strikes or lost time injuries, that can have negative impacts on people, assets or the environment. Airlines and airports then determine which aspects are significant by choosing criteria considered most important and identify these aspects as their key performance indicators, also known as safety performance indicators. For example, an airline may choose employee lost time injuries, customer complaints, bird strikes, mission delays, and cost as its criteria. Once significant safety aspects are determined, airlines and airports establish objectives. Objectives are measurable safety goals (e.g., minimize customer injuries by 20%). The final part of the planning stage is devising an action plan for meeting the objectives. This includes designating responsibilities, establishing a schedule, and outlining clearly defined steps to meet the objectives.

3. Implementation of a Successful Aviation Safety Management System

Airlines and airports follow through with the action plan using the necessary resources (human, financial, etc.). An important component is employee training and awareness for all employees. Other steps in the implementation stage include documentation, following operating procedures, and setting up internal and external communication lines.

4. Evaluation of Aviation Safety Management Systems

Airlines and airports continuously monitor operations to evaluate whether objectives are being met. If not, the operator takes corrective action.

5. Review of Aviation Safety Management Systems

Top management reviews the results of the evaluation to ensure whether the aviation SMS is working. Management determines whether the original safety policy is consistent with the airline or airport's values. The plan may be revised to optimize the effectiveness of the SMS. The review stage creates a loop of continuous improvement for airlines and airports.

Additional Information on Aviation Safety Management Systems

Aviation SMS Implementation Plan Manager

Five Reasons Aviation SMS Implementations Fail

How To Implement Aviation Safety Management System Software

Overcoming Aviation SMS Data Management Challenges

3 Common Aviation SMS Implementation Mistakes

Vendor Management in Early Stages of Aviation SMS Implementation

Wednesday, June 12, 2013

Safety Management Systems (SMS)

A Safety Management System (SMS) is a set of processes and practices to enable airlines and airports to reduce safety-related events and increase their operating efficiency. This article provides information and resources related to SMS for airlines, airports, aviation maintenance (AMOs, MROs), flight schools and general aviation.

What is an Aviation SMS?

Safety Management Systems (SMS) provide a framework to help airlines and airports achieve their safety goals through consistent control of their operations and cultural change in the mindset of their employees. Empirical evidence suggests this increased control and cultural change will improve the safety performance of the airline and airport and protect assets and customers. An SMS program by itself does not establish a level of safety performance that must be achieved; each airline or airport's SMS is tailored to the business and goals of each participating airline or airport. The complexity of the SMS is "dependent on the complexity" of the subject airline or airport.

Basic SMS Under ICAO 9859

An SMS helps airlines and airports to address its regulatory demands in a systematic and cost-effective manner. An initial, followed by a more proactive approach can help reduce the risk of non-compliance and improve health and safety practices for employees and the public.

An SMS can also help address non-regulated issues, such as asset protection. Aviation SMS programs often promotes stronger operational control and employees' sense of ownership while ensuring airline and airport operations remain safe as reasonably practical.

Basic Elements of an Aviation SMS:

Reviewing the airline or airport safety goals
Analyzing safety impacts and legal requirements
Setting safety objectives to reduce safety impacts and comply with legal requirements
Establishing programs to meet these safety objectives
Monitoring and measuring progress in achieving the objectives
Ensuring employees' safety awareness and competence
Reviewing progress of the SMS and making continuous improvements

Costs and Benefits of an Aviation SMS

Potential Costs of an Aviation SMS

Internal costs

Staff (manager) time
Other employee time
Aviation SMS software*

(Note: Internal labor costs represent the bulk of the SMS resources expended by most organizations)
*While not required, highly recommended to save management time to easily generate reports, track safety issues, automate notifications

External costs

Potential consulting assistance
Outside training of personnel

Potential Benefits of an Aviation SMS

Improved safety performance
Enhanced compliance
Accident prevention
Employee retention
New customers/markets
Increased efficiency/reduced costs
Enhanced employee morale
Enhanced image with public, regulators, lenders, investors
Employee awareness of safety issues and responsibilities

Resources for Aviation Safety Management Systems

Additional information on the benefits and costs of developing SMSs can be found in the following websites:
Aviation Safety Management Systems (SMS) Software SMS Pro
Aviation SMS Software Best for Airlines & Airports
Aviation Safety Management Software

Monday, June 3, 2013

Avoid 8 Common Mistakes in Aviation SMS Implementations

Eight Common Mistakes in Aviation SMS Implementations

Implementing an aviation SMS program can be a complex undertaking, often taking three to five years to complete. However it does not mean that your SMS implementation will have little chance of succeeding, or even struggle. SMS Pro has a large network of aviation SMS consulting companies with extensive experience in managing complex SMS implementations. Each of these SMS consultants are committed to providing customers, partners, and interested parties with their expertise in every way possible.

aviation safety management system SMS software implementation

NorthWest Data Solutions develops and supports SMS Pro, the popular Web-based aviation safety management software. We've found the best way to manage endless amounts of aviation safety related data is through a centralized database using a Web interface. The Web interface securely allows for iPad, iPhone, desktop, laptop access to your aviation SMS data.

Here are eight of most common mistakes made during SMS implementations.

1) Inadequate SMS Requirements Review

Most safety managers are very conscientious and jump right into the task head first. They start reading ICAO, FAA, Transport Canada, CASA, EASA documentation about "What is an Aviation Safety Management System." Casually, (often mentally) they think about their existing business processes as they review the civil aviation authorities' documentation. These reviews are frequently inadequate and much of this SMS documentation contains only the SMS components and elements' definitions.

While the CAA documentation is a good start, it is recommended that a gap analysis be performed followed by creating the SMS implementation plan. To be effective, the SMS implementation plan must contain adequately defined objectives, realistic implementation schedules, required resources and roles and responsibilities of the SMS implementation team.

Lesson Learned: The gap analysis and SMS implementation plan exercise provides an excellent learning and planning resource for the SMS implementation team. SMS Pro has exceptional gap analysis and SMS implementation plan software tools. Starting at $100 monthly, SMS Pro's suite of aviation SMS software tools is enough for airlines and airports of all sizes.

2) Failure to Set Realistic Expectations

Communicate Exceptions!

Aviation SMS implementations often ignore or fail to set proper expectations at all levels of the organization. Realistic expectations can only be set by having adequate understanding of all of the major technologies and processes involved. This understanding takes us back to the gap analysis and SMS implementation plan previously mentioned.

Lesson Learned: Expectations are best managed by communication. Regular reviews to managers on SMS implementation progress is important. When schedules slip, don't keep this information hidden or take this as a personal indicator that you failed. Almost every SMS implementation has schedule slippage. In fact, I've never seen one that followed the schedule perfectly. Remember, life happens. Environmental influences challenge managers' abilities to implement an aviation SMS program with finite resources.

3) Risk Planning Not Integrated Into SMS Implementation Plan

Incorporating risk plans within airline or airport's overall SMS implementation plan remains vital to the success of SMS implementation projects. Most SMS implementations, especially at small to mid-size airlines and airports, exclude risk planning. This is perhaps because safety managers are pilots, mechanics, etc., and performing safety manager tasks as an additional "duty." Furthermore, they are not commonly trained to manage long-term, multi-year projects. As a result, many safety managers fail to meet SMS implementation plan schedules simply because they neglected to conduct and factor in the "what if" scenarios.

4) Insufficient Resources Available to Airline/Airport Safety Team

aviation safety management system SMS software implementation airlines, airports fbos, mros, flight schools, amos

Many aviation SMS implementations underestimate resources required for successful SMS implementations on this multi-year project. Both human and financial resources are usually insufficient. Most often underestimated is required availability of functional and business users as they are repeatedly called to perform on safety review committees, attend initial and recurring SMS training, or learn new software technologies to manage mountains of available SMS data.

Lesson Learned: SMS programs generate heaps of useful data. Aggregating and analyzing data is a requirement in Safety Assurance activities of safety management systems. Without proper tools, safety managers are unable to perform their required tasks. We've seen safety managers spend weeks preparing reports that should have been available with the click of a mouse. Aviation SMS software tools save time and money. SMS software tools are often the cheapest component in implementing a successful aviation SMS program.

If you are not generating data, you have not successfully implemented your SMS program.

5) Unrealistic SMS Implementation Plan Schedule

One of the most common mistakes found in almost every SMS implementation plan schedule is setting of unrealistic SMS implementation dates. In many cases, end dates are chosen before the entire SMS implementation plan has been developed. Consequently, when SMS implementation plans are being scheduled, they must logically fit into an arbitrarily chosen time line. Optimistic safety managers will often think they can do the entire project in two years. After all, they are over-achievers. What they often neglect to account is that they are moving an entire organization and their airline or airport is naturally resisting change every step of the way.

Working toward end dates based on activity estimates will help provide you with more accurate estimates. Remember, review the entire scope of your SMS implementation and understand the requirements before pulling a fixed number from the air, such as two years, three years, ect. There are many aviation SMS activities that can be tackled simultaneously, such as implementing hazard reporting systems, drafting policies and procedures, composing duties & requirements of key safety personnel, initial training...

6) Inadequate Aviation SMS Specific Training

Adequate aviation SMS training is vital to the success of your airline or airport's SMS implementation. Aviation SMS training is often too short, too broad or improperly conducted. Proper aviation SMS related training leads to higher support and acceptance across the entire airline or airport employee base, ranging from line workers all the way up to top management. Proper training remains one of the most important aspects of successful SMS implementations.

7) Insufficient Internal Auditing and Review

Every aviation SMS implementation activity requires some degree of testing to ensure regulatory requirements are met. However, a common mistake is to perform an internal audit of the airline or airport SMS implementation by members familiar with the safety program. A best practice is to have your SMS implementation reviewed by a third party, whether it is an IS-BAO auditor, client auditor or the civil aviation authority auditor. If you are waiting for the CAA auditor to review your SMS implementation, I think there may be a more proactive approach to determine whether your airline or airport is adequately implementing your SMS program.

8) Inadequate SMS Data Collection and Conversion Plans

Collecting and converting aviation safety data from existing systems is often started too late and lacks any plan to ensure accuracy of the data. The plan must be developed early and there must be a focus on accuracy. The sooner you get this done, the more value your airline or airport will derive from reports. This item only applies if you are upgrading your aviation SMS software to modern software based on best practices. As an example, MS Excel and FileMaker Pro are not recommended platforms for managing years worth of aviation SMS data.

How to best help your
Aviation Safety Management System

Become an SMS PRO

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SMS Hazard Reporting, Auditing Tools, Airport & Airline Risk Management

Serving Airlines & Airports Across the World.

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SMS for aviation safety purposes. All size airlines & airports (10 employees to ten thousand)
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Paper based and MS Excel systems are less effective than ever.
International airlines and airports must have Web presence.
We provide airline safety management software for all stakeholders.

Web-based SMS programs make a difference in user acceptance. Engage airline employees with functional, user friendly aviation safety management software.