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CONTENT MANAGEMENT

The content of this Safety Management System (SMS) Manual is

written in the font Arial, in double spacing, justified, and in the font size twelve

(12). The logo of this manual is consist of a soaring eagle to symbolize the

organization’s desire to reach great heights. The logo is in red colour to show

DIA’s dauntlessness and fierceness to achieve their goals. The initials of the

Airlines (DIA) is in scripted on the upper right corner of the eagle in bold

letters. Under it is the name of the organization, Done International Airlines.

The main goal of Done International Airlines (DIA) is safety. It affects

everything the organization does and it is the organization’s future. This

Safety Management System (SMS) Manual defines the organization’s Safety

Management Plan.

The organization’s members and personnel are required to observe

Safety Management System (SMS) carefully. Management, on the other

hand, is committed to the Safety Management System (SMS), and is required

to show leadership to the program and demonstrate through everyday

actions, the commitment the organization has to safety and that it places

equal priority on safety and risk reduction and accomplishing its operational

and technical goals. (Based on PCAR Part 9.3.1.9.a)

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The processes in place in the Safety Management Plan incorporate the

active participation of all managers, supervisors, members, personnel, and

staff who, through planning and review, must persevere to exert efforts for

continuing improvement in safety performance and risk assessment.

The key focus is the safe operations of airworthy aircraft. (Based on

PCAR Part 8.2.1.2.a-c.: Civil Aircraft Worthiness-- (a) No person may operate

a civil aircraft unless it is in an airworthy condition. (b) Each PIC shall

determine whether an aircraft is in a condition for safe flight. (c) The PIC shall

discontinue a flight as soon as practicable when an unairworthy mechanical,

electrical or structural condition occurs.)Safety audits are essential

components of the Safety Management Plan. They review systems, identify

safety issues, prioritize safety issues, involve all personnel, and enhance the

safety of operations.
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DOCUMENT CONTROL

This Safety Management System (SMS) manual is being developed

under the authority of the Aviation Director by the Quality, Safety, &

Compliance Chairperson. The Chairperson shall improve this manual

as required to keep it timely and relevant with the latest Civil Aviation

Regulations (CARs). (Based on PCAR Part 9.7.)

A. The following person and organization shall hold a hard copy of

this document:

Copy Holder Copy Number

Quality, Safety, & Compliance 1 (Master)

Chairperson

Chief Executive Officer, CPA

Accountable Executive 1

Head Aviation Safety 1

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B. An updated electronic copy of this Manual must be provided to

local/foreign international agency/body that we have a

certification/accreditation with. To date, they are the following:

i. Zimbabwe Aviation Corporation

ii. Institute of Aeronautics in Cambodia

iii. Afghanistan International Aviation Airport

iv. International Airline of Kazakhstan

C. Copies of this Manual shall be provided to authorities or agencies that

we will have accreditation or certification with in the future.

D. Other than those above, a digital file of this manual shall also be

readily accessible to authorized personnel in a central repository in a

local or remote server; preferably in non-editable Adobe Acrobat

Portable Document Format (PDF) file. Any printed copy of this

Manual shall be considered as “Uncontrolled Copy” hereof.

E. This setup allows easy access by any authorized person needing to

have access to this manual.

Each amendment the organization makes shall be recorded on the

page titled Record of Amendment sand the List of Affected Pages changed

to reflect the issue dates of the new pages.

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SMS REGULATORY REQUIREMENT

A. The organization shall:

i. describe the type, character, extent and area of its operations;

ii. identify the serious risks for safety posed by its flight operations

whether they will be carried out by the organization itself, or by

mechanics, partners and suppliers under its control; (Based on

PCAR Part 8.2.1.4.: Aircraft Instruments and Equipment-- No

person may operate an aircraft unless it is equipped with the

required instruments and navigation equipment appropriate to type

of flight operation conducted and the route being flown.)

iii. identify interested parties (e.g. regulatory bodies, authorities,

airline undertakings, infrastructure managers, contractors,

suppliers, partners), including those parties external to the aircraft

system, that are relevant to the safety management system;

iv. identify and maintain legal and other requirements related to safety

from the interested parties referred to in point (iii); (The said

requirements can be retrieved from PCAR Part 8.2.1.: Aircraft

Requirements)

v. ensure that the requirements referred to in point (iv) are taken into

account in developing, implementing and maintaining the safety

management system;
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vi. describe the scope of the safety management system, indicating

which part of the business is included or not in its scope and taking

into account the requirements referred to in point (iv).

B. For the purpose of this Annex the following definitions are applied:

i. ‘character’ in relation to flight operations carried out by airline

managers means the characterization of operation by its scope,

including aircraft design and construction, aircraft maintenance,

traffic planning, traffic management and control, and by the use of

the airports, including conventional and/or high speed lines,

transport of passengers and/or goods;

ii. ‘extent’ in relation to flight operations carried out by airline

managers means the extent characterized by the length of aircraft

track and the estimated size of the airline manager in terms of

number of employees working in the airport sector.

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1.1. Safety Policy Statement

The Done International Airport (DIA) has issued this chapter to

describe the basic principles governing the protection of safety information

and safety data apprehended by or derived from safety reporting systems, in

addition to the origins of such data and information. It also gives guidance and

advice on the carrying through of these principles by aviation regulatory

authorities, lawyers, prosecutors, judicial officers, service providers,

legislators, and other competent authorities with responsibility for making

decisions about the use and protection of safety data, safety information and

their related sources. This chapter may be of use to any other personnel

seeking access to or the disclosure of safety data or safety information.

A Safety Policy Statement was issued by the Aviation Director which

outlines the airport’s commitment to safety. This letter is available for all

employees, staff, personnel, and members of the organization from within this

manual or upon request from the Safety Manager. Also the safety objectives

and goals will be posted annually for employees to view for the Operations

Department, Maintenance Department, and Other Divisions. The airport

safety objectives and goals will be reviewed on a quarterly basis or when

objectives have been achieved. The safety policy will be reviewed on an

annual basis.
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The main objective of Done International Airlines (DIA) is to administer

safety in to every corner of the workplace-- may it be in the airport, office,

aircraft, or any part of the said Airline. The organization also aims to issue a

structured management approach to control safety risks in operations.

Effective safety management must take into account the organization’s

specific structures and processes related to safety of operations.

At Done International Airlines (DIA), safety is a core value of the airline.

The safety and health of each employees and passengers always come first.

Personnel and equipment in the aviation industry are often exposed to many

hazards. The organization acknowledges this fact and is committed to doing

everything possible to eliminate injury and damage in the working

environment. However, each and every employee shall cooperate with

management to ensure implementation of this program.

The Safety Committee at Done International Airlines (DIA) will continue

to be proactive to determine risks that may pose injury to personnel, or

damage to equipment. The committee will consistently check the operations

on the airport and within all facilities. The management team will respond to

incidents, conduct audits, communicate and document our findings, and

constantly train all of our employees on safety policies.

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The Safety Committee at Done International Airlines (DIA) is embodied

of eleven (11) people appointed by the Aviation Director. They are: City Safety

Manager or Designee, Aviation Supervisor Maintenance, Aviation Supervisor

Operations, Customer Service Specialist, Senior Aviation Service Worker,

Aviation Service Worker, Fire Department Representative, ATC Tower

Representative, Non-Airport City Department Safety Representative, Airport

Fuel Vendor, and an Airport Tennant Representative.

1.2. Safety Accountability

Based on ICAO Doc 9859 – Safety Management Manual, a formal

statement of safety accountabilities is prescribed and that this statement must

transparently show the formal and informal reporting lines of the

organizational structure and a specify accountabilities for particular activities

and duties. This contains the job to demonstrate the task achievement and

take responsibility for the safety performance in line with the agreed

expectations.

The responsibility to answer for the call of necessary action is called

accountability. And in accordance to this section, the service provider shall:

1.2.1. Identify the accountable executive who has ultimate

responsibility and accountability for the implementation and

maintenance of the SMS program;

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1.2.2. Visibly state lines of safety accountability throughout the

company, as well as on the part of senior management, a direct

accountability for safety must be provided;

1.2.3. Determine the accountabilities of each members of the

company, regardless of other functions, as well as of

employees, in line with the safety performance of the SMS;

1.2.4. Safety responsibilities, accountabilities and authorities must be

authenticated throughout the organization by using documents

and communications; and

1.2.5. Define a risk acceptance authority. Elaborate the hierarchical

positions which have the authority to make important decisions

concerning safety risk acceptability and tolerability.

1.3. Appointment of Key Personnel

Done International Airport manages safety in its premises under a

system of supervision, oversight and responsibility with all departments being

required by regulations to have an appointed Chief Instructor (CI) in order for

the departments to conduct student training.

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The Chief Instructor:

1.3.1. has complete responsibility for all aspects of operations,

particularly safety. Attendance during operations must be in

accordance with the regulations.

1.3.2. must be the holder of an Instructor A (IA) rating. In order to have

qualified for the IA rating the CI will be highly experienced,

having spent many years exercising the duties of an DIA

Instructor, and having participated in a number of safety and

training programs

1.3.3. is responsible for ensuring appropriately trained and qualified

personnel are appointed to various safety and oversight roles,

before operations commence, particularly the appointment of a

DZSO;

1.3.4. is responsible for ensuring DIA’s SMS has been adopted by the

club including implementation of SMS practices, principles and

procedures; and

1.3.5. for existing department and sister organizations, is to ensure the

development and implementation of an operational SMS specific

to that club/drop zone. Application to become a CI must be

accompanied by an operational SMS for his/her department, in

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the same way that an applicant must produce their own Training

Operations Manual.

1.3.4. SMS Implementation Plan

Done International Airport will ensure that the safety of its

customers is the utmost concern of the organization. This goal of safety will

meet the organization’s safety objectives while supporting effective and

efficient delivery of services. Done International Airport will achieve its

corporate safety objectives and how it will meet any new or revised safety

requirements, regulatory or otherwise. Significant items in this plan will be

included in the organization business plan.

An SMS execution plan shall be developed and maintained by the

operator/approved maintenance organization that defines the security

management strategy of the organization in a way that meets the security

requirements of the organization. The operator/approved maintenance

organization's SMS implementation plan shall explicitly address the

coordination between the operator/approved maintenance organization's SMS

and other organizations ' SMS, and the operator / approved maintenance

organization shall interface during service delivery. The SMS implementation

plan shall be endorsed by senior management of the organization. The

execution plan of the service provider can be recorded in various forms,

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ranging from a straightforward table to specific software for project

management.

The execution plan should tackle gaps by completing particular timeline

activities and milestones. Each task assignment ensures accountability

throughout the process of execution. The plan should be frequently reviewed

and updated as needed.

1.3.4. Safety Culture (ICAO Doc 9859 Chapter 5)

1.3.4.1. Training and education - the AOC, ATO or AMO shall develop

and maintain a safety training program that:

1.3.4.1.1. Ensures that all personnel are well-trained and capable to

perform the SMS duties.

1.3.4.1.2. It is appropriate to everyone to have a participation in the

SMS.

1.3.4.2. Safety communication - the AOC, ATO or AMO shall develop

and maintain formal means for safety communication that:

1.3.4.2.1. Ensures all employees are fully aware of the SMS;

1.3.4.2.2. Delivers safety-critical information;

1.3.4.2.3. Explains why specific safety actions are taken; and

1.3.4.2.4. Explains why safety procedures are introduced or

changed.
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2.1. SCOPE OF THE SAFETY MANAGEMENT SYSTEM (SMS)

Done International Airport (DIA) Safety Management System(SMS) has

been established consistent with economic needs and regulatory impetus.

The SMS is designed to reduce safety risks to an acceptable level through a

continuous process of hazard identification and safety risk management

practices to achieve the following goals:

2.1.1. Reducing transit safety, employee, and environmental

risks by better managing DIA safety risks and setting goals to eliminate

or reduce risks.

2.1.2. Communication of safety risks to employees and their

roles and responsibilities related to risks.

2.1.3. Increase awareness of safety issues at all levels of the

company, thereby providing a better framework/structure for

management to play a leadership role in addressing safety concerns.

2.1.4. Continuous improvement of contract organization SMS

and risk controls and compliance with all applicable state and federal

regulations.
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2.1.5. Foster a culture of change management so that safety

issues are identified and risks are eliminated or reduced in the planning

process and delays or other impediments to business goals are avoided.

The SMS applies specifically to all contract organizations subject to

CAR regulation on SMS and all DIA entities that have a corporate established

SMS.

2.2. HAZARD IDENTIFICATION PROCESS

According to ICAO Doc. 9859, SMS Component 2. Safety Risk

Management, SMS Element 2.1 Hazard Identification, 2.1.1. – 2.1.2, the

service provider shall develop and maintain a formal process that ensures that

hazards associated with its aviation products or services are identified.

Hazard identification shall be based on a combination of reactive, proactive

and predictive methods of safety data collection. Below is the hazard

identification process of Done International Airport.

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According to ICAO Doc. 9859, SMS Component 2, Safety Risk

Management, General Guidance 5.3.43, Hazard identification is the first step

in the safety risk management process.

The corresponding safety risks are then assessed within the context of

the potentially damaging consequences related to the hazard. Where the

safety risks are assessed to be unacceptable, additional safety risk controls

must be built into the system.

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2.3. RISK MANAGEMENT CHART

Feedback and record the A safety concern is perceived

hazard identification and
assessment of risk
mitigation Identify hazards and assess risks

Define level of severity Define level of probability

Risk level (severity x probability)

Yes Is this risk acceptable? No

Yes Can the risk be eliminated? No

Take action and
continue the
operation Can the risk be mitigated? No
Yes

Can the residual risk, if any, Cancel the

Yes No
be accepted? operation

The responsibility supervisor will be provided with the risk assessment

form. The supervisor will review the risk rating for the hazard and any

potential preventive measure and determine the best approach for the airport

to follow to either eliminate or mitigate the hazard.

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2.4. RISK ASSESSMENT AND MITIGATION PROCESS

According to ICAO Doc. 9859, 5.3 SMS framework, SMS Component

2. Safety Risk Management, SMS Element 2.2 Safety Risk Assessment and

Mitigation, The service provider shall develop and maintain a process that

ensures analysis, assessment and control of the safety risks associated with

identified hazards.

All identified hazards will be reviewed and be assigned to either the

corrective action program or be subjected to risk analysis. The corrective

action program will be used when a hazard has a straightforward and

affordable solution, which must be complied with due to either regulatory or

operational requirements. All other hazards shall be subjected to a risk

assessment. This assessment will be assigned to an SMS committee member

and may involve the responsible supervisor. Each assessment will be

reviewed at committee meetings. The risk statement tab of the Incident

Report Database form is used to document the process.

The risk assessment process is broken down into five steps:

Step 1: Determine a Severity rating. The assessor will determine the

severity of the consequences a hazard presents in a reasonable worst-case

scenario. The assessor shall rate the severity against the various criteria of
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the assessment form and assign a High, Medium or Low rating to each

criterion. The assessor then shall assign an overall rating to the hazard based

upon the different criteria and his knowledge and experience.

The Severity Ratings are:

i. Catastrophic

ii. Critical

iii. Major

iv. Minor

v. Negligible

Step 2: Determine a Likelihood rating. The likelihood that a hazard

will cause an incident is calculated by assessing the effectiveness of any

existing preventive measures already in place. The assessor shall list the

preventive measures on the form and rate these against the following criteria:

1. Justified

Considering the resources required to implement the preventive

measure: are the benefits justifiable?

2. Address the Issue

Is the preventive measure addressing the hazard it is designed to

prevent?
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3. Sufficient

Does the preventive measure have sufficient capacity to deal with the

issue it is designed to prevent?

4. Reliable

Is the preventive measure adhered to? Can it be trusted to be effective?

Are there any conditions where it may not be effective?

5. Assigned

Is there someone responsible to ensure the preventive measure is used?

Can they follow-up and modify the system to strengthen the preventive

measure if required?

6. Specific Instructions

Are there specific instructions for the preventive measure? Do these

effectively describe proper procedures for the functions and operations of

the preventive measures?

7. Communicated, Trained, Documented

Are the preventive measures described in company publications and

documentation? Are these continuously verified to ensure they remain

current, clear and effective? Are personnel trained on how to use the

preventive measures?

8. Tested, Practical

Have the preventive measures been tried in practice? Are they practical?
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The assessor must assess all eight criteria. If any criteria is weak or

missing the effectiveness of the preventive measure will be reduced. The

effectiveness ratings for preventive measures are:

1. Extremely Unlikely: highly unlikely to occur due to very effective and

robust prevention systems

2. Unlikely reduced chances of occurrence due to good

prevention systems

3. Likely could occur due to deficiencies in the prevention

systems

4. Extremely likely: likely to occur due to inadequate prevention

systems

5. Certain: very likely to occur due to absent prevention

systems

When there are more than one preventive measure, an overall rating of

the various preventive measures is assigned.

Step 3: Determine the Exposure Level. The exposure level is

determined using the knowledge of current airport practices, policies and

procedures. Past experience and knowledge of future operations is used to

assign an exposure level. The exposure levels are:

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1. Never: Occurs once every two or three years

2. Hardly Ever: Occurs once per year

3. Often: Occurs once or more per month

4. Very Often: Occurs once or more per week

5. Continuously: Occurs once or more per day

Step 4: Assign a risk priority rating to the hazard. The Incident Report

Database calculates the risk priority rating of a hazard. The Severity Rating,

the Likelihood Rating and the Exposure Level are entered into the database

on the Risk Statement Tab. The database then automatically calculates a risk

priority rating. The calculations made are as follows: Variables

1. Severity

a. Catastrophic (110);

b. Critical (100);

c. Major (65);

d. Minor (15);

e. Negligible (10).

2. Likelihood

a. Extremely Unlikely (0);

b. Unlikely (20);
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c. Likely (70);

d. Extremely Likely (90);

e. Certain (110).

3. Exposure

a. Never (0);

b. Hardly Ever (.5);

c. Often (1);

d. Very Often (1.1);

e. Continuously (1.4).

Equations

1. Risk = Likelihood + Severity

2. Risk Analysis = (Risk * Exposure)

3. Risk Relative = Risk Analysis / 3.08 (Note: result is rounded to nearest

whole number)

4. Risk Zone = (Risk Analysis) = 145 (High)

5. Relative Calculated Risk = Risk Zone

Example:

Exposure = Very Often = 1, Likelihood = Likely = 70, Severity = Major = 65

o Risk = Likelihood (70) + Severity (65) = 135

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o Risk Analysis = Risk (135) * Exposure (1.1) = 148.5

o Risk Relative = Risk Analysis (148.5) / 3.08 = 48

o Risk Zone = (Risk Analysis) = “High”

o Relative Calculated Risk = Risk Zone (High)

(The source of this formula is The Medallion Foundation of Alaska.)

The risk priority rating is used as guidance to assign priorities to ensure

mitigating or rectifying action is taken. The following levels will be used when

setting the priorities.

Rating Level Priority

75-100 Improvement is a high priority: Act immediately.

50-75 Improvement is priority: Act this year.

40-50 Issue is important. Continue to monitor, improve as

needed.

25-40 Improvement is not a priority. Review opportunity next

year budget.

Less than 25 Improvement is not a priority.

Step 5: Assess Potential Preventive Measures. Identify other

potential preventive measures the airport could use to help reduce the
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severity of the consequences or the likelihood of occurrence. The assessor

shall assess the effectiveness of these potential measures and assign an

effectiveness rating to the measure. He then plots the likelihood rating with

the consequences rating and exposure level to determine the risk priority

rating of the hazard with new preventive measures.

3.1. SCOPE OF SAFETY ASSURANCE

According to 7.9.b. of ICAO document 9859, Safety assurance is what

the State performs with regard to the safety performance of its SSP and

operators/service providers perform with regard to the safety performance of

their SMS, including monitoring and measurement. Safety assurance is a

daily activity that is conducted non-stop to ensure that the operations that

support the delivery of services are properly protected against hazards.

This chapter of the Safety Management System Manual covers the

safety assurance of Done International Airport (DIA). Safety assurance

components include the following elements:

3.1.1. the safety performance monitoring and measurement;

3.1.2. the management of change; and

3.1.3. the continuous improvement of the SMS

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3.2. SAFETY PERFORMANCE MONITORING AND MEASUREMENT

In line with the Appendix to Chapter 8: Framework for Safety

Management System (SMS) 3.1.: Safety performance monitoring and

measurement of ICAO Document 9859, the Done International Airport shall

develop and maintain the means to verify the safety performance of the

organization and to validate the effectiveness of safety risk controls. The

safety performance of the organization shall be verified in reference to the

safety performance indicators and safety performance targets of the SMS.

3.2.1. Safety Performance Indicators

The overall SMS objectives incorporated in the safety policy should be

supported by a set of underlying tangible safety objectives, typically set by the

company leadership team. These cover relevant aspects of the company’s

safety vision, senior management’s commitment, realistic, measurable safety

milestones and desired outcomes.

Safety performance targets are created in relation to each safety

objective such that the organization remains aware of whether the relevant

objectives are being met. These safety performance targets are measured

and monitored in conjunction with the use of safety performance indicators.

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Safety performance indicators are generally data-based expressions of

the frequency of occurrence of events, incidents or reports. The indicators

chosen should correspond to and support the relevant safety objectives.

Sample Objective, Target and Indicator:

Objective: Reduce product damage costs

Target: 50% reduction in scrapes, scratches and dings

(compared to previous calendar year)

Indicator: <2 incidents per aircraft per week

3.2.2. Safety Performance Monitoring

Safety assurance is the means to demonstrate that organizational

arrangements and processes for safety achievement are properly applied and

continue to achieve their intended objectives. This is achieved through safety

performance monitoring and measurement processes by which the

performance is verified against the safety policy, stated safety objectives and

targets. The safety assurance process within Done International Airport is

achieved by monitoring and measuring the outcomes of activities that

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operational personnel must engage in for the delivery of services by the

organization.

3.2.3. Acceptable Level of Safety (ALS)

According to PCAR Part 9 IS 9.7.1.2.(b).1.1. : Acceptable Level of

Safety, the concept of acceptable level of safety responds to the need to

complement the prevailing approach to the management of safety based upon

regulatory compliance, with a performance based approach that aims for

continuous improvement to the overall level of safety.

The acceptable level of safety expresses the safety goals (or

expectations) of an oversight authority, an operator or a service provider. It

provides an objective in terms of the safety performance operators/service

providers should achieve while conducting their core business functions, as a

minimum acceptable to DIA. It is a reference against which DIA can measure

safety performance. In determining an acceptable level of safety, it is

necessary to consider such factors as the level of risk that applies, the

cost/benefits of improvements to the system, and public expectations on the

safety of the aviation industry.

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3.2.4. Scope of Safety Performance Monitoring and Measurement

Safety performance monitoring is the process by which safety

indicators are reviewed in relation to safety policies and objectives. The

performance of each indicator is reviewed with respect to its pre-established

Safety Performance Target (SPT).

The Safety Action Groups (SAG) shall monitor the low consequence

safety performance indicators on a monthly basis during their monthly

meeting. The high consequence safety performance indicators will be

monitored by the Safety Manager and will be reported during the Safety

Review Board (SRB).

The monitoring period is set to one (1) year. Safety performance target

setting for improvement is set to five percent (5%) over the previous year’s

data. The safety performance indicators and their associated performance

settings must acceptable to the Authority.

Alert levels are to use the standard deviation principle. Alert level

setting for a new monitoring period (current period) is based on preceding

period’s performance (preceding year), namely its data point average and

standard deviation.
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An alert (abnormal/unacceptable trend) is indicated if any of the

conditions are met for the current monitoring period:

1. Any single point is above the three (3) SD line; or

2. Two (2) consecutive points are above the two (2) SD line; or

3. Three (3) consecutive points are above the one (1) SD line.

When an alert is triggered by a potential high risk or an out of control

situation is signified, the Safety Action Group (SAG) or Safety Review Board

(SRB) shall initiate appropriate follow-up action. This will involve further

analysis to determine the cause of the abnormal incident rate and require

necessary actions to address the unacceptable trend.

3.2.5. Implementation

This subpart of Chapter 3: Safety Assurance will undergo processes

before implementation. It will go through the following phases: screening,

review, approval, and implementation. Both the effect of change and the effect

of implementing change are considered. All personnel shall be consulted

when changes to the work environment, process or practices could have

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health or safety implications. Changes to resource levels and competencies

and associated risks are assessed as part of the change control procedure.

3.3. MANAGEMENT OF CHANGE

This subpart of Safety Assurance is a documented process to identify

external and internal changes that may have an adverse (or positive) effect on

safety. This process uses the existing hazard identification, risk assessment

and mitigation processes.

Changes include organizational changes with regard to safety

responsibilities. The following is a non-exhaustive list of examples of changes

that should be considered:

• New regulations,

• Managerial reorganization,

• Relocation,

• Outsourcing,

• Mergers,

• Change of market structure, development of new markets, etc.,

• Change in economic and financial pressure,

• New operations and/or missions,

• New aircraft type or variant,

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• New maintenance procedures, equipment or tools,

• Hiring new personnel,

• New training provider,

• Etc.

Changes may have various positive or negative safety impacts. Any

change that may have an adverse effect on safety shall be identified and

managed through Done International Airport’s existing processes for hazard

identification, risk assessment and mitigation. Different changes can be

grouped in a common Safety Impact Assessment, especially if they are

introduced together or if they are inter-related.

The Company’s change impact assessment procedure is described as

follows:

Change Impact Assessment Procedure

1. Identify the nature and scope of the change(s).

2. Perform an initial Impact Assessment study covering:

o The DIA’s operational procedures (Operations Manual,

Standardization Manual, Maintenance Training Organization

Exposition (MTOE), etc.),

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o Work organization (staffing, composition of the teams, scheduling,

additional training, etc.),

o Infrastructure (relocation, parking base, etc.),

o Maintenance of equipment or the aircraft.

3. Perform a Safety Risk Analysis (See the Risk Management

section):

o Identify hazards related to implementing the proposed change and

their possible consequences,

o Identify existing risk controls and define, as appropriate, additional

mitigation measures.

4. Identify key personnel who will assist in implementing the change

and the mitigation measures required and involve them in the

change management process.

5. Define an implementation plan.

6. Assess related financial costs.

7. Communicate the proposed change to the staff and involve them

in the project in an effort to garner their support.

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8. Implement the actions as defined in the plan.

9. Check the overall effects through the established Safety

Performance Monitoring and Measurement process.

According to the Appendix to Chapter 8: Framework for Safety

Management System (SMS) 9.8.4.: The management of change of ICAO

Document 9859,A formal management of change process should then identify

changes within the organization which may affect established processes,

procedures, products and services. Prior to implementing changes, a formal

management of change process should describe the arrangements to ensure

safety performance. The result of this process is the reduction in the safety

risks resulting from changes in the provision of services by the organization to

ALARP.

3.3. CONTINUOUS IMPROVEMENT OF SMS

Continual improvement to safety and exemplary service to customers

is a core value. Delivering quality services with minimal environmental impact

is another.
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Safety performance is measured by the following performance

measures:

 Reduce the number occurrences that cause damage and the amount

of damage

 Reduce the number of occurrence per 1,000 hours flown

 Reduce the number of Injuries to employees, visitors and passengers

 Increase the number of actions raised from safety meetings

 Reduce the number of near‐miss events

 Increase compliance with the safety occurrence management process

(reporting, classification, root cause investigation, and implementation

of corrective actions)

 Reduce the number of non‐compliances with standard flight operations

procedures as measured by observation or flight data monitoring

 Reduce the number of complaints received in respect to diminished

amenity values and discharges to land, air and water

The CEO is responsible for ensuring that the performance of Done

International Airport is reviewed annually and employees are adequately

informed of the results of the review.

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3.3.1. Internal SMS Audit

The Done International Airport’s safety objectives are Specific,

Measurable, Achievable, Realistic and are subject to a Timeframe. This

enables DIA to measure and review current practices, including looking at all

parts of the SMS to make sure they are still relevant and applicable, and

improving on areas where the SMS is not as effective.

Each element of the DIA’s SMS will undergo a full review every year,

including:

• Safety Policy and Objectives

• Safety Risk Management

• Safety Assurance

• Safety Promotion

• Human Factors – Fatigue Risk Management.

The annual review will be conducted by the Technical and Safety

Committee (acting on advice from the STM), to ensure that:

• The SMS continues to meet its core safety objectives

• Safety performance is monitored against objectives

• Identified hazards are addressed in a timely and appropriate manner.

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3.3.2. Auditing

The Done International Airport conducts monthly base inspections.

Records of base inspections and the resolution of actions are maintained by

the Safety Officer. Issues identified during inspections are included in the

agenda of the safety meeting. The form to be used is the Monthly Operational

Checklist located in the Forms Register. The Safety Officer is responsible for

filing these documents in the compliance file.

At periods not exceeding six months an internal audit shall be carried

out to measure compliance and assess all Occurrence Reports. This audit

should be carried out by an auditor external to the Done International Airprort.

The Safety Officer shall manage and file audit reports, which include findings

and recommended corrective actions in the same folder as the Occurrence

Reports are filed. Positive findings shall also be recorded. e.g. Compliments

from customers, findings and recommended actions should be communicated

to all personnel.

3.3.3. Safety Review

Safety surveillance audit is deployed to determine any safety concerns

or below standard performance on processes, conditions or on a specific

operation. The Safety Department shall conduct periodic safety surveillance

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audits to all the company’s flight lines or stations and facilities to enhance the

safety of operations. The surveillance is intended to inspect safety procedures

and general-accepted safety practices.

The Safety Department shall prepare a report to be submitted to the

Accountable Manager. Positive and negative findings with appropriate risk

rating are included in the report together with the recommended actions to

control or mitigate negative findings.

Findings and recommendations shall be communicated to all

concerned personnel or department. The concerned department shall give a

corrective/preventive action plan on the findings on a timely manner. The

Safety Department monitors and evaluates the actions taken to ensure

effectiveness.
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4.1. Scope (PCAR Part 9: Air Operator Certification and Administration) and (ICAO

9859)

Safety Promotion is a process aimed at promoting a culture of safety

by ensuring that all personnel in an organization are aware that, at their level

and in their day-to-day activity, they are key players in safety and that

everyone, therefore, contributes to an effective SMS.

Managers are important actors of the Done International Airport’s

Safety Management System. In all the activities they manage, they

demonstrate commitment to safety and take care of safety aspects. They lead

by example and have an essential role to play for safety promotion. Training

and effective communication on safety are two important processes

supporting safety promotion.

Safety is promoted as a core value. Procedures, practices and

allocation of resources and training must clearly demonstrate the

organization’s commitment to safety.

There is a perception in Done International Airport that a can-do

attitude is what is most important - no matter the risk. This attitude does not

promote safety.
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The following methods are used to promote safety:

1. Posting the Safety Policy in prominent locations around the base of

operations

2. Starting meetings with a review of safety issues

3. Having a safety notice board

4. Having an employee safety feedback process

5. Having an open reporting culture

4.2. Safety Training and Education

Safety training and education is a stepping stone to build and maintain

a safety culture. It creates an environment that is conducive to the

achievement of the safety objectives. The provision of relevant safety training

programs to all individuals shows the commitment to the organization’s safety

efforts. Every one shall undergo initial training. Recurrent training shall be

every two (2) years.

Operational staff will undergo training to have an understanding of the

organization’s safety policy and principles, and an overview of the

fundamentals of SMS. Supervisors will undergo training to understand safety

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process, hazard identification, risk management and the management of

change.

Managers will undergo training to understand the organizational safety

standards, safety assurance, safety process, hazard identification, risk

management, management of change and the regulatory requirements for the

organization.

The Accountable Manager will be trained to have an awareness of

SMS roles and responsibilities, safety policy, safety culture, SMS standards

and safety assurance.

Sub-contractors should also be made aware of Done International

Airport Safety Policy and reporting procedures.

All personnel receive safety training as appropriate for their safety

responsibilities and adequate records of all safety training provided are to be

kept. All personnel receive training to maintain their competences. This

includes notification of any changes to applicable regulations and rules,

Company procedures, and safety-relevant technical matters.

There is a link between training and safety risk management as

training and competence development is one of the means through which

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identified risks can be reduced. Other types of risk controls concern

equipment or organizational factors (e.g. procedures), which in turn can also

be addressed in training. Done International Airport safety training programme

consist of self-study via a media (newsletters, flight safety magazines, power

point, etc.), class-room training, e-learning or similar training.

A table identifies all Company safety training to be provided to each

staff member detailing the training provider, the resources used, the duration,

and the expiry/renewal date.

The following table show how SMS training is conducted for new staff

members (induction training) and provided as recurrent training:

Contents Training Objectives

Safety Policy Understand the main elements of the Safety

Policy.

Organisation, roles and Understand the organisation, roles and

responsibilities responsibilities concerning the SMS. Everyone to

know his or her own role in the SMS.

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Contents Training Objectives

Safety Objectives Understand the DIA’s safety objectives.

Emergency Response Understand the various roles and responsibilities

Planning (ERP) in the Company’s ERP. Everyone to know his or

(reinforced through her own role in the ERP.

practical simulations)

Occurrence and hazards Know the means and procedures for reporting

reporting occurrences and hazards.

Safety Risk Management Understand the Safety Risk Management

(SRM) process including process. Everyone to know his or her own role in

roles and responsibilities the SRM.

Continuous improvement Understand the principles of continuous

of safety performance improvement of safety performance.

Compliance Monitoring Understand the basic principles of Compliance

Monitoring.

Responsibility when Understand the Company’s responsibilities when

contracting activities contracting activities. Everyone should know his

or her own roles and responsibilities regarding

this subject.
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4.2.1. Training Requirements

The work descriptions of all employees in combination with the staff

department and line management will be checked by the Head of Aviation

Safety and define those roles with security duties. The security duties

information would then be introduced to the work descriptions.

Upon analyzing the work descriptions, the Head – Aviation Safety

should perform training requirements assessment in combination with the

training supervisor to define the training needed for each role.

Depending on the complexity of the job, the amount of instruction

needed for safety management will differ from overall safety familiarization to

specialist level, for instance:

1. Corporate security training for all employees to assess their training

requirements;

2. safety management duties training;

3. internal staff training; and

4. aerospace security professionals coaching (such as the Safety Audit

Team).
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During the initial implementation of an SMS, specific training will be

provided for existing staff. Once the SMS is fully implemented, the safety

training needs of those other than the safety specialists should be met by

incorporating the appropriate safety content into the general training

programme for their positions.

4.2.2. SMS Training Records

Records of such trainings in the Done International Airport are very

important documents. For future uses, the Done International Airport will keep

an inventory for all its record. The company makes sure the documents are

kept accessible and available for every employee and trainee. These files and

documents should be held in their respective training records for three (3)

years. A training record must be kept for every employee trained for the

company.

4.3. SMS Communications (ICAO Doc 9859 Safety Management Manual

Version 3)

The Done International Airport shall establish an effective

communication system regarding safety related matters that:

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1. ensures that all personnel are aware of safety management

activities as appropriate to their safety responsibilities;

2. conveys safety critical information, especially related to

assessed risks and analysed hazards;

3. explains why particular actions are taken; and

4. explains why safety procedures are introduced or changed.

Communication also reinforces the commitment of everyone to report

hazards and occurrences and provides feedback to the reporters (an essential

condition for sustained reporting). Regular meetings are organized with the

personnel to communicate safety matters and discuss information, actions

and procedures.

Communication is kept simple and appropriate to maximize effect,

involve all personnel, and reinforce personal and team commitment to safety.

Communication is open. It encourages discussion, develops the Done

International Airport’s Safety Culture and makes the most of the lessons

learned from running the SMS.

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Different communication means are used:

1. Safety meetings,

2. Safety briefings,

3. E-mail, postal mail

4. Safety information from the OEMs, the authorities, Helicopter

Associations and from national and international Safety Initiatives,

5. Safety campaigns, safety posters,

6. Newsletters

7. Flight safety digests, digest of accidents and incidents (appropriately

de-identified), from within and outside the Company,

8. Digest of safety studies, audit reports, survey reports, and safety

reviews,

9. Company forum(s) or professional networks (Facebook),

10. Subscription to publications and journals,

Communication is a two way process, meetings, e-mails and other

interactive methods allow for the provision of feedback from the personnel

and can generate discussion.

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4.3.1. Safety Reporting

The Safety Manager collects and centralizes the Done International

Airport’s safety reports and monitors the type and number of reported events

over time. Additionally, the safety manager addresses the status of

compliance with the applicable requirements.

Key fundamental part of this SMS Manual is reporting of hazard and

pilot incident reports, as its associated investigation process allow us to

indentify hazards and manage risks. All reports may be submitted by email or

hardcopy to the general manager or safety manager.

The company has an open reporting system of encouraging free and

dispatch reporting that do not apportion blame unless otherwise malicious

intent is proven. Safety risk analysis and management are implemented to

address safety issues in the organization.

The overall objective of the Safety Reporting System is to use reported

information to assist us in the furtherance of safety education and awareness

and most importantly, to improve the level of safety primarily to improve the

level of safety and secondary to use reported information for safety

awareness. The system is a continuous process where all staffs, cadets and

other clients can report safety-related events, hazards or concerns.

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Mandatory Occurrence Reporting (MOR) by the Authority is listed at

PCAR Part 13 - IS 13.175-1 to IS 13.175-3.

International Civil Aviation Organization requires each airport to

establish an incident reporting system to organize the information collection

on actual or even potential safety deficiencies. With these being stated, all

employees and personnel are encouraged to submit written or e-mailed

incident reports which:

1. Facilitate collection of information that may not be captured by a

mandatory incident reporting system;

2. Is non-punitive; and

3. Affords protection to the sources of the information;

For confidential reporting, the identity of the person reporting is only

required for verification and clarification purposes. The identity will not be

revealed to any person in any part of the company or outside. All reports shall

be submitted to the Safety Department for the coordination of safety risk

management.

At Done International Airport, it is mandatory to submit a report any

incident that involves a dangerous, or potentially unsafe, occurrence or

condition, irrespective of whether it involves injury or property damage or not.

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The report filed is to be submitted to the Head Aviation Safety or his/

her assigned representative (Aerodrome Safety Officer or Duty Safety

Auditor) as soon as possible after the occurrence or incident but in any case

not later than 24 hours after the incident. The accident or incident reports may

be filed via e-mail or directly to the office of the Head Aviation Safety. The

person reporting, at own discretion, may or may not disclose his or her

identity.

It is mandatory to report the following occurrences:

• Bird strike of an aircraft;

• Abnormal bird concentrations;

• Failure of Navigational/ Landing aids;

• Failure of aerodrome lighting systems;

• Failure of any facility and procedure used in airside operations;

• Incorrect transmission, receipt or interception of radio telephone

message (ground to air, ground to ground);

• Runway obstructed by foreign object;

• Presence of any wild animal in the operational area and likely to

affect safe operations;

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• Going round of an aircraft on final approach due runway not being

available;

• Major deterioration of services in aerodrome maneuvering area;

• Collision between moving aircraft and vehicles or any other

ground equipment;

• Collision between vehicles or vehicles and GSE

• Apron jet blast incident

• Breaches of airside driving rules resulting in hazards to aircraft;

• Failure to detect an unserviceable condition of airside facilities;

• Any incident of fire which either necessitates use of fire

extinguishers or causes failure of any equipment or facility or

disturbs smooth flow of air traffic or passengers or visitors;

• Any incident that has jeopardized safety of passengers or public

and was avoided being an accident only by exceptional handling

or by good fortune;

• Any incident that causes trauma to passengers or visitors or third

party;

• Any safety incident that could be of interest to the press and news

media.
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4.3.2. Flight Data Analysis Program

Program Flight Data Analysis (FDA) assists an operator in identifying,

quantifying, evaluating and addressing operational risks. FDA can be used

effectively to support a range of tasks relating to airworthiness and operational

safety. Through this cooperative development work, many farsighted

operators have demonstrated FDA's safety benefits such that the International

Civil Aviation Organization (ICAO), recognizing the potential for accident

prevention, has introduced provisions for a flight data analysis program as

part of an operator's program for accident prevention and flight safety.

Larger aircraft operators permitted to perform global commercial air

transport activities will be responsible for operating a non-punitive FDA

program containing appropriate safeguards to safeguard the information

source(s). Operators can get a professional contractor's services to run the

program.

An FDA program that is kept away from all other Operation security

schemes will yield reduced advantages compared to one that is connected to

other Operation Safety Analysis systems. This other information gives context

to the data from the FDR which, in return, will provide quantitative information

to support research that would otherwise be based on less reliable subjective

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reports. Air safety reporting, avionic and systems maintenance, engine

analysis, ATC and scheduling are just a few of the areas that could benefit.

4.4.1. Definition

Flight Data Analysis is founded on Operational Flight Data Monitoring

(OFDM) which in North America has become known as Flight Operations

Quality Assurance (FOQA). It is a process which routinely captures and

analyses recorder data in order to improve the safety of flight operations.

Flight Data Analysis.

A process of analyzing recorded flight data in order to improve the

safety of flight operations. (ICAO Annex 6 - Operation of aircraft) Operational

Flight Data Monitoring (OFDM) is the pro-active use of recorded flight data

from routine operations to improve aviation safety.

4.4.2 Purpose

The Flight Data Analysis Program may be described as a non-punitive

programme for routine collection and analysis of flight data to develop

objective and predictive information for advancing safety, e.g. through

improvements in flight crew performance, training effectiveness, operational

procedures, maintenance and engineering or air traffic control (ATC)

procedures. FDA involves:

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• Guidance on the policy, preparation and introduction of FDA

Programme within an operator.

• Outline CAA’s view on how FDA Programme may be embodied within

an operator’s Safety Management System.

• Describe the principles that should underpin an FDA system

acceptable to the CAA.

• capturing and analyzing flight data to determine if the flight deviated

from a safe operating envelope;

• identifying trends; and

• promoting action to correct potential problems.