Aviation Safety Management Systems (SMS): aviation sms implementation

Showing posts with label aviation sms implementation. Show all posts

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

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™.

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

Thursday, May 2, 2013

Five Reasons Aviation SMS Implementations Fail

Implementing SMS Programs in Airlines & Airports is Risky Business

Statistically speaking, your airline or airport runs significant risk to successfully implement an aviation safety management system (SMS). Empirical evidence shows that a high percentage of aviation SMS programs have failed to meet company expectations. We see between 20 to 30% of SMS implementations don't live up to top management expectations. This is not to say that these SMS implementations were complete failures. Usually, every SMS program delivered benefits, but still left many users or regulatory auditors unsatisfied with the implementation.

What Goes Wrong With Aviation SMS Implementations?

What went wrong with their SMS implementations? These five elements keep appearing repeatedly as we observe many SMS implementations in airlines and airports around the world.

aviation safety management software implementation

Lack of proper planning;
Lack of buy-in from users (or upper management);
Misdirected focus on SMS concepts as technology rather than business cultural shifts;
Inadequate training; and
Selecting the wrong aviation SMS software system.

Evaluating Aviation Safety Management Software Now?

If you are currently evaluating aviation SMS software solutions, you should be paying attention. If you are in the middle of implementing your aviation SMS program, you can still benefit from this discussion.

Five Reasons Aviation SMS Implementations Fail

Let's discuss these five common reasons that airline and airport safety management systems don't live up to everyone's expectations.

1) Aviation SMS Planning

a. Failure to develop a strategy that includes clear, concrete, managable and measurable goals.
Understand where you are going and start with a road map. A gap analysis followed by an industry accepted SMS implementation plan is imperative. Choose the gap analysis model that fits your operation. Once you understand your shortcomings, come up with a plan to completely implement the SMS program.

b. Failure to adapt business processes to comply with SMS regulatory requirements.
To make your SMS program work, you will need to ensure that your business processes change to effect compliance. This is accompanied by a cultural mind-shift and these processes must be driven downward from upper management.

c. Failure to capitalize on other opportunities.
Implementing an SMS into your airline or airport can present opportunities to save money and improve business processes. An often overlooked strategy is using your SMS program to include security, quality, compliance and environmental components. Furthermore, these other opportunities expand your chances of producing a win in other areas of operations.

2) Lack of buy-in from all stakeholders.

a. Starting with upper management, your system will fail when employees perceive upper management does not support the aviation SMS implementation. Visible support includes:
1) Appearance and participation in safety events;
2) Ensuring adequate budget exists for safety tools (including software);
3) Ensuring staff has adequate training; and
4) Allowing safety manager direct access to upper management.

3) Focus SMS implementation as a change management exercise.

You are changing the attitudes and behaviors of aviation professionals who have been doing it "the old way" for many years. Change requires committed, high-energy change managers that have excellent people skills.

4) Inadequate training and support - pre and post-implementation

a. Identify employees who will ineract in varying capacities with the SMS "system." Ensure they get the proper level of training based on their roles, such as end users, department heads, internal auditors, administrators.

b. When necessary, implement continuous training programs to accommodate changes in the aviation SMS program. Also implement more advanced training as the SMS program matures.

5) Choosing the wrong aviation SMS software system

a. Each aviation safety management software program is unique. Most are designed for simple hazard reporting and risk management. Realize that implementing a complete aviation SMS program will likely require two to five years and never stops evolving.

b.Ensure the aviation SMS software you choose has all the elements necessary to facilitate regulatory compliance, including:
1) Hazard/incident Reporting
2) Policy Management
3) Documentation Management
4) Risk Management
5) Hazard Analysis and Risk Register
6) Continuous Monitoring
7) Safety Promotion Tools (Safety Surveys, Newsletters, Meeting Management, etc)

The above list is not exhaustive. To learn more about what constitutes a very complete aviation safety management system, see http://asms-pro.com/SMS.aspx

How to best help your
Aviation Safety Management System

Become an SMS PRO

Monday, April 1, 2013

How To Implement Aviation Safety Management System Software

Implemention of Aviation Safety Management System Software

Deciding on Aviation Safety Management Software

aviation safety management system implementation

Effecting a Safety Management System(SMS) in your firm necessitates the commitment of the management and staff, a thorough gap analysis and culture rating, and a succinct documentation of processes. Good aviation safety management system (SMS) tools are available to make your chore more manageable.

From the onset, management commitment and a clear and precise company policy are important. Once supervisors have a detailed understanding of the needed components for an effective aviation SMS, it is a piece of cake to draft an outline plan for its practice.

Notwithstanding it is indispensable that executives dedicate themselves to aviation safety, it is proportionately imperative that employees feel they possess the blessing of the management that respects their feedback and is responsive to their contributions and ideas. All staff should possess the opportunity to contribute to the development and usage of the aviation SMS and have confidence in the risk assessment and mitigation solution processes that are applied. Appreciate the weight of exploring their safety concerns at the beginning. Encourage minority reports and theories.

Obtaining Top Management Support For Aviation Safety Management Software

After your establishment enjoys head office commitment and is available to implement the aviation SMS, identify what important components and elements are already existing, and discover the pieces that are missing. This process is called a gap analysis and is a popular approach to explore the areas that will require to be attended to. In an existing establishment, a great deal of the aviation SMS functions may already be implemented.

Of equal importance to the gap analysis, is the culture rating, which is the level of the safety culture of the firm. This can be performed through surveys and interviews and is probably better performed through a third party that can objectively analyze and present the determination.

Having completed a gap analysis and a culture determination, it is needed to ensure the effective functioning of authorized arrangements. Specifically, the company's safety event reporting process has to run competently and all employees need to be encouraged to incorporate the process as much as possible.

While the actions involved during the process to actualizing an effective aviation SMS are very logical and simple to follow, they can be fairly time consuming and manpower intensive at the beginning. Your association may require some outside help. While this could be helpful, the determination of the source of external help must be made very carefully.

The objective of any organization in putting into action an effective aviation SMS manual. Put these actions into the manuals and policies only the basics of what your organization must do to function. Nothing more! Only those tasks or actions and associated documentation that are required to make the aviation SMS effective should be added. And get a good aviation SMS tool with hazard reporting and managing tool to make your job easier. There is a very good Anchorage, Alaska website design and development that makes a quality aviation SMS tool that every aviation service provider should adopt.

Saturday, February 23, 2013

3 Easy Ways to Include Vendors in Safety Management Systems

Vendor Management in Early Stages of Aviation SMS Implementation

integrated aviation safety management software

You have been working hard to implement your aviation safety management system. In most cases, the focus concentrates on changing the culture of your organization. Increasing hazard reporting, risk management, internal auditing, etc. All too often, safety managers focus only on internal stakeholders during the early phases of their aviation SMS implementation. Vendors, suppliers, contractors and airport tenants are typically left out while the airline or airport grapples with the aviation SMS regulatory requirements.

During the latter stages of aviation SMS implementation, these operators include their vendors as an afterthought. These late additions help to minimize the risk associated with interacting with personnel outside the direct control of the airline or airport. When you think about it, the risk has always been there and you should not neglect vendor management in the early stages of your SMS implementation.

How to Include Vendors in Your Aviation SMS Program

airline airport risk management software system

So how do you include vendors in your aviation SMS implementation during the early stages? Here are some ideas and recommendations. Users of SMS Pro's Web based aviation safety management software will realize these ideas are very easy to implement and manage.

1) List all vendors, suppliers, contractors and tenants (if applicable) in the Vendor Management module.

Placing all your vendors in the Vendor Management module allows safety managers the ability to classify reported issues correctly when vendors, contractors or tenants are involved. It is much easier to collect this data early on than wait two years when the dust settles and you begin to focus on your vendors.

2) Send vendors, suppliers and tenants the email address used to report issues

Most SMS Pro users have configured email addresses in SMS Pro that allow external stakeholders to submit issues to their risk management reporting framework. Most companies only use one email address per division to capture safety issues; however, SMS Pro allows up to five separate email addresses to be configured:

integrated aviation sms software program

Safety;
Security;
Quality;
Compliance; and
Environmental.

These email addresses correspond to the types of issues managed within the SMS Pro risk management framework. When email reports come in, they can be directed to specific managers within the company that deal with the corresponding subjects.

3) Provide vendors, suppliers and tenants the Public Issue Reporting URL to your Web based safety reporting system

All your vendors, suppliers and tenants should be encouraged to report safety issues to you in a timely manner. Email issue reporting remains the most convenient way for vendors to submit issues. This method is described in #2 above. There may be times when an email report doesn't capture enough required information. In these cases, companies will encourage vendors to submit issues using the Web based hazard reporting tools.

SMS Pro's Public Issue Reporting module is very similar to the regular issue reporting module used by employees when they log into the integrated aviation safety management software system. Vendors can then use your customized and pre-defined hazard reporting forms.

Conclusion

Vendors are easily overlooked when implementing your aviation safety management system. The three steps outlined above do not require much time to implement and will provide you immediate benefits.

If you are not using the Vendor Management Module, and would like more information, see these resources:
Vendor Management Module in SMS Pro
Vendor Message Acknowledgement in SMS Pro