KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
FOREWORD This KL International Flying Academys Safety Management System (SMS) manual describes the various procedures, policies and activities applicable to KL International Flying Academy (KLIFA) and are related to the management of safety aspects. This compilation of safety-related processes provides documentation of a systematic approach to safety management. To ensure that the contents in this manual reflect the ever changing environment of the Aviation Industry, the manual shall be reviewed at least once a year. The Safety Management System manual has been issued with the authority of the Principal.
AUTHORITY Principal
NAME & SIGNATURE Capt. Ismail A Bakar
DATE 3 March 2010
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
AMENDMENT RECORD PAGE
AMENDMENT NO. AMENDMENT DATE DATE ENTERED NAME
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
CONTESTS PAGE FOREWORD AMENDMENT LIST RECORD CONTESTS
1- Introduction 2- Glossary 3- Safety Policy 4- Objective of SMS 5- Safety Organizational Structure and Responsibilities 6- Hazards and Risk Management
i ii iii 01 02 03 04 05 06
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
INTRODUCTION Our Safety Management System (SMS) is an integrated set of work practices, beliefs and procedures for monitoring and improving the safety and health of all aspects of operation in KLIFA. It recognizes the potential for errors and establishes robust defenses to ensure that errors do not result in incidents or accidents. To achieve the above, the SMS in KLIFA will provide a systematic, explicit and comprehensive process for managing risks. As with all management systems, it involves goal setting, planning, documentation, and the measuring of performance against goals. KLIFA SMS shall include four key elements: Top-level management commitment. System in place to ensure hazards are timely reported. Action taken to manage Risk. Effects of safety actions being evaluated.
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
GLOSSARY The following terms have been defined to remove any doubt about the meaning in the text of this manual. Accident Accountability An unplanned and undesired event or series of events resulting in harm, e.g. injury, fatality, damage / loss to equipment / property / environment. A relationship that exists between two persons or two groups of people, the person held accountable and the person to whom the former is accountable. Accountability exists where terms of reference are defined, responsibility is clear and necessary authority is granted. An appraisal of procedures or operations based largely on experience and professional judgment.
Assessment
Audit A systematic and objective review of the adequacy and effectiveness of safety and quality management. This includes any safety related activities to verify compliance with prescribed rules and regulations, conformance with or adherence to applicable Standard Operating Procedures. Audit Follow-up An audit to determine progress in implementing recommendations or corrective action plan which resulted from an audit, and to include supplementary findings and recommendations if made incidental to the audit follow-up. A standardized means of reporting the audit findings to designated authorities.
Audit Report
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
Compliance Corrective Action The state of fulfilling the provisions of the KLIFA Operations Manual or Standard Operating Procedures based on DCA / ICAO requirements. A measure taken to address the root cause of an occurrence so that recurrence of the deficiency that is identified will not eventuate.
Corrective Action An action plan submitted to the Authority by the audited party, the action Plan the audited party proposes to take, on the basis of recommendations made by the audit team. Damage It is the severity of harm or loss caused by the lack of or inadequacy of hazard control.
Hazard A potentially unsafe condition, event or circumstance that is a prerequisite to an accident. Hazard Identification Human Factors The process or act of recognizing that a hazard exists and defining the characteristic of such hazard. The field of study in that human abilities, limitations and other characteristics systematically identified for application to the design of equipment, systems and tasks aiming at safety, efficiency and well-being enhancements. It adopts a multi-disciplined approach in fitting the task to the person and draws on expertise from areas of psychology, physiology, anthropometry, bio-mechanics, medicine and engineering. An unplanned and undesired event with minor consequences, which could have resulted in greater harm or loss. It is an indication of the existence of a hazard or a hazardous condition. The basic activity of an audit, which involves an examination of the specific characteristics of the safety oversight program conducted by the management.
Incident
Inspection
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
Non-Compliance A shortcoming or deficiency in characteristics, documentation or procedure with respect to provisions of the KLIFA Operations Manual.
Procedure or A series of steps followed in a methodical manner to complete an activity Process(what shall be done and whom; when, where and how it shall be completed; what materials, equipment and documentation shall be used and how it shall be controlled). Remedial Action Responsibility Risk A measure taken to rectify the immediate effects of the deficiency that is identified. The state of ownership consequent upon an action or the performance of an activity or a behaviour.
The combination of the probability of occurrence of, and the severity of the consequence of an undesired event. The process of using available information in a systematic manner to identify hazard and to estimate associated risks. The process of using the outcomes of a risk analysis to determine risk management priorities; OR A document outlining the risk assessment process of identifying hazard qualifying the event of risks. The process of grading of the consequence of hazard and the probability of its occurrence. A measure or measures of risk management to eliminate, avoid or minimize the probable rate of occurrence of a hazard. The process of judging the risk tolerability resulting from a risk analysis.
Risk Analysis Risk Assessment
Risk Classification Risk Control Risk Evaluation
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
Risk Management All actions taken, on the basis of prescribed policy and procedures, to identify, analyze, assess, monitor and eliminate or avoid or minimize risk to an acceptable level (as low as reasonably practicable). A process of applying appropriate management principles and techniques to lower the probability rate of an occurrence and / or its consequence. Freedom from all forms of harm, danger or unacceptable risks. All actions taken to evaluate KLIFA operational procedures, equipment or facilities to assess if risks have been properly reduced to as low as reasonably practicable. That assembly of characteristics and attitudes in organizations and individuals which establishes that, as an overriding priority, safety issues receive the attention warranted by their significance. The act of managing safety in a systematic, proactive and consistent manner within a sound framework.
Risk Mitigation Safety Safety Assessment
Safety Culture
Safety Management
Safety Management A system for the management of safety including the organizational System structure, responsibilities, procedures, processes and provisions for the implementation of safety policies in order to provide for the control of safety. Safety Policy Statements Traceability Statements made by the Principal defining the companys fundamental approach to be adopted for managing safety. Ability to trace, through documented identifications, the history, location or application of an entity.
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
SAFETY POLICY The KL International Flying Academy aims to prevent aviation accidents and incidents, and will maintain an active safety management system. I support the open sharing of information on all safety issues and encourage all employees to report significant errors, safety hazards or concerns. I pledge that no staff member will be asked to compromise safety standards to get the job done. Safety is a core value of this company, and we believe in providing our employees and customers with a safe environment. All employees must comply with this policy. Our overall safety is the proactive management of identifiable hazards and their associated risks with the intent to eliminate their potential for affecting aviation safety, and for injury to people and damage to equipment, property or the environment. To that end, we will continuously examine our operation for these hazards and find ways to eliminate them or minimize them. We will encourage hazard and incident reporting, train our staff on safety management, document our findings and mitigation actions and strive for continuous improvement. Ultimate responsibility for aviation safety in KL International Flying Academy rests with me as the Accountable Manager. Responsibility for making our operations safer for everyone lies with each and every one of us from managers to front-line employees. Each manager is responsible for implementing the safety management system in his or her area or responsibility, and will be held accountable to ensure that all reasonable steps are taken.
__________________ Capt. Ismail A Bakar Principal, KLIFA
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
OBJECTIVE OF SMS 1. The aims of SMS in KLIFA is to eliminate costly accidents, which directly affect the operational capability, personnel and material losses from accidents which are unacceptable and also drain the vital resources of KLIFA.
2. It is recognized that there are certain inherent hazards in flying, sometimes to be
accepted in the interest of the objectives. However, recognition of hazards does not dictate blind acceptance but the conscious attempt to prevent aircraft accidents. 3. Because operational effectiveness and objective accomplishments is the Organizations Prime responsibility, the onus for SMS must therefore rest personally with the organization. SMS is thus a function of the Organization. The Principal, in turn because of the complexities of flight training, must rely on his various technical, administrative and executive staff for expert advice. Thus, these supporting staffs also become directly and intimately involved in all aspects of the SMS.
4. Therefore, SMS is everybodys responsibility. All must contribute their effort
to ensure that accidents do not occur and our objectives achieved.
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
SAFETY ORGANIZATIONAL STRUCTURE AND RESPONSIBILIES The Accountable Manager (Principal) 1. The Accountable Manager (Principal) shall be responsible and accountable on behalf of KLIFA for meeting the requirements of this regulation. 2. The Principal shall have the ultimate responsibility for the implementation and maintenance of the SMS. 3. The Principal shall have : a) b) c) d) e) Full control of the human resources required for the activities authorized to be conducted under the approval certificate; Full control of the financial resources required for the activities authorized to be conducted under the approval certificate; Final authority over activities authorized to be conducted under the approval certificate; Direct responsibility for the conduct of KLIFAs affairs; and Final responsibility for all safety issues in KLIFA.
The Safety Manager 4. The Safety Manager shall :
a)
Ensure that processes needed for the SMS are established, implemented and maintained; Report directly to the Principal on the performance of the SMS and on any need for improvement;
b)
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
c) d) e) f) g) h) i) Ensure safety promotion throughout the organization. Maintaining an appropriate reporting system to identify hazard. Monitoring the progress of safety reports and ensuring that hazards are addressed in a timely manner. Providing feedback about ongoing issues. Reporting incidents and accidents as required by legislation. Distributing relevant and up-to-date safety information to staff and management. Identifying safety training requirements.
Organizational Structure
5. The appointment of a Safety Manager does not relieve the organizations key
personnel from discharging their legal obligations under the Civil Aviation Act (1988).
6. The Safety Manager is appointed to administer the safety programme. The
responsibilities include the identification and reporting of safety hazards, but may not include operational authority. 7. The Safety Manager has an open line of communication with the Principal. 8. Staff and management should understand the roles of the Safety Manager.
KL International Flying Academy
3 March 2010
KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
9. Reporting Structure :
Principal
Chief Instructor / Chief Engineer
Safety Manager
The Safety Committee 10. A virile safety committee from the operations, technical and administration staff with proper status and executive authority can give effective impetus to safety management. The composition will be specified by the Principal who is the chairman. Meetings should be held regularly, (at intervals of not more than six months). The committee should aim at establishing and developing a firm course of action, rather than serving as a routine administrative reviewing agency. Executive decisions can be made immediately when accident-provoking situations are apparent by the Principal. The committee will oversee the implementation of the overall success of the safety program. 11. The safety committee can : a) b) c) d) Act as a source of expertise and advice. Review the progress of incidents / accidents and the actions taken. Review the status of hazard / risk report and review the actions taken. Make safety recommendations to address hazards.
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
e) f)
g)
Review internal audit reports. Review and improve audit response and actions taken. Encourage lateral thinking and creative solutions. Help identify hazards and defences. Prepare and submit reports to the Principal for review.
h) i)
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
HAZARDS AND RISK MANAGEMENT Hazard 1. A hazard is an event or situation that could result in damage or injury. 2. The purpose of hazard identification is to allow the organization to assess risk and determine effective approach to reduce or eliminate them.
3. When identifying hazards, management and staff should consider all facets of the
operation and identify any areas or situations that may compromise safety. Risk 1. 2. Risk is the change that a hazard will result in damage or harm. It is measured in term of consequences and likelihood. There will always be risk involved in aviation operations. Some risk can be accepted, some can be eliminated and others can be reduced to the point where they are acceptable.
Risk Management 1. 2. Risk management is a decision making tool that allows us to continually improve safety performance. The risk management process follows as a logical sequence : a) b) c) d) Establish the context. Identify the hazards. Analyse the risk. Evaluate the risk.
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
e) f) 3. Apply the defences. Monitor and reviews defences.
Establish the context : a) b) Establishing the risk management context is about defining the extent and depth of the project or activity we are going to examine. It requires us to be familiar with all elements of the project or activity and to decide what criteria you are evaluating the risk against. Example : operations needs, customer requirements or technical, financial and legal issues. Establishing the context allows us to limit our process to something that is manageable, such as an activity or task.
c)
4.
Identify the hazards : There are many ways to identify hazards. You could use : a) b) c) d) e) f) g) Checklist. Judgement based on previous experience Records and trend analysis. Brainstorming meetings with staff or customers. Flow charts. System analysis, which looks at gaps in how our systems are working together. Scenario analysis, which imagines possibilities for hazard and error.
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
5. Analyse the risk : Risk analyse is the process of estimating the probability and consequences of each hazard to ensure the risk is understood and prioritized. Critically analyse the hazards and rank them, as far as possible, in order of their risk potential. See Appendix A. A priority list will ensure that our resources are focused on the most threatening risks. In analyzing risk we must determine: a) b) The probability of the hazard occurring. The consequences of the hazard occurring.
It may help rank probability and consequences on a graduating scale to help us prioritise overall risk. Any risks with severe consequences and medium-to-high likelihood will obviously assume the highest priority. 6. Evaluate risk : Once a hazard is identified and approximately ranked, evaluate the risk level. Our safety policy determins the responses to the levels of risk. Evaluating risk : a) b) c) Group discussion that includes representatives with relevant expertise. Research by the safety manager. Information from other sources or agency.
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
7. Apply the defences : Each hazard and its defences need to be critically examined to determine whether the risk is appropriately managed or controlled. Having identified the risks that may need to be resolved, there needs to be a strategy to : a) b) c) Eliminate the risk. Reduce the level of risk, or the consequences or likelihood of the risk occurring. Avoid the risk.
Defenses applicable are : a) b) c) d) e) f) g) 8. Changing standard operating procedures. Ongoing review of the activity or task. Recurrent Training. Improved supervision. Targeted safety information or advice. Contingency planning. Limit exposure to the risk.
Monitoring and review defenses: When any change is made, further risk management must be carried out to ensure the hazard is effectively controlled and the defence has not in itself, created any new hazards.
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
9. Hazards and Risk Management Flow-chart :
Establish the context Identify the hazards Analyse the risk Apply the defences Evaluate the risk
Monitor and review defences
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Safety Management System
10. Qualitative Measure of Consequence and Likelihood : Consequence : LEVEL 1 2 3 4 5 DESCRIPTOR INSIGNIFICANT MINOR MODERATE MAJOR CATASTROPHIC DESCRIPTION
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THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Hazards & Risk Management
Table 2 : Matrix of consequence and likelihood Consequences Moderate 3 E H G M M
Likelihood A (certain) B (likely) C (moderate) D (unlikely) E (rare) Key
Insignificant 1 H M L L L
Minor 2 H H M L L
Major 4 E E E H H
Catastrophic 5 E E E E H
E Extreme risk; immediate action required H High risk; senior management responsibility must be specified M Moderate risk; management responsibility must be specified L Low risk; manage by routine procedures
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Hazards & Risk Management
Table 1 : Qualitative measures of consequence and likelihood Consequence : Level 1 2 3 4 5 Descriptor Insignificant Minor Moderate Major Catastrophic Description No injuries, low financial loss. First aid treatment required, on site release immediately contained, medium financial loss. Medical treatment required, on site release contained with outside assistance, high financial loss. Extensive injuries, loss of production capability, off site release with no detrimental effects, major financial loss. Death, toxic release off-site with detrimental effect, huge financial loss.
Note: Measures used should reflect the needs and nature of the organization and activity.
Likelihood Level A B C D E Descriptor Certain Likely Possible Unlikely Rare Description Is expected to occur in most circumstances. Will probably occur at some time Might occur at some time Could occur at some time May occur only in exceptional circumstances
Note : These tables need to be tailored to meet the needs of an individual organization.
KL International Flying Academy
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KL INTERNATIONAL FLYING ACADEMY
THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
azards & Risk Management
Appendix B
Part B To be completed by the safety officer
The report has been de-identified and entered into the company database. Signature : Name : Date :
Part C
To be completed by the safety committee
Very likely 1 2 3 4 Unlikely 5
Rate the likelihood of the hazard recurring?
Rate the worst-case consequence? Fatality 1 2 3 4 Minor damage to equipment 5
What action is required to ELIMINATE or CONTROL the hazard and PREVENT injury? _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ Resources required : _____________________________________________________________________________________________ _____________________________________________________________________________________________ Responsibility for action : _____________________________________________________________________________________________ _____________________________________________________________________________________________ Referred to Signed ____________________ ____________________ for further action Date _______________
Appropriate feedback given to staff Signed ____________________ Date _______________
KL International Flying Academy
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THE PROFESSIONAL PILOTS TRAINING SCHOOL (COMPANY NO. 708455-A)
Appendix B
Confidential hazard report form__________________________________________________
The information supplied in this form will only be used to enhance safety. On receipt of this form your name and position will be removed and discarded. Under no circumstances will your identity be disclosed to any person in this company or to any other organization, agency or person without your express permission. Name : ______________________________ Position : ____________________________ [Name and position to be discarded by the safety officer]
Part A
To be completed by the person identifying the hazard
Local time : _______________
Date of occurrence : ____________________ Location : ____________________________ Please fully describe the occurrences :
Include your suggestion on how to prevent similar occurrences. _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ In your opinion, what is the likelihood of a similar occurrence happening again? Likely 1 2 3 4 Unlikely 5
What do you consider could be the worst possible consequence if this occurrence did happen again? Fatality 1 2 3 4 Minor damage to equipment 5
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