QUALITY PROCEDURES

QP 218-03

MANDATORY REPORTING

Originator: Quality System Auditing

 Add te
12-Sep-2023
 QUALITY PROCEDURES
MANDATORY REPORTING QP 218-03

RECORD OF REVISIONS

QP NO. & ISSUE REVISION DESCRIPTION OF ISSUE / DATE SUPERSEDED

REVISION
QP-218-03
0 New 01-Apr-2019 None
Issue A
• In flow process section
3.1:
1. Added QP 303-01
2. Added Safety
inspection and QSA in
PIC
• adding statement in
section 3.2.2
1. The quality inspector
will review all
customer for
QP-218-03 possibility of similar QP-218-03
1 11-Sep-23
Issue 1 occurance in order to Issue A Rev 0
prevent repetitive
incidents.
2. The inspector in
charge may request
further investigation
as necessary to
safety inspection or
QSA in accordance
with QP 303-01.

Issue: 1 Revision No.: 1 Date: 11 Sep 2023 Page 2 of 7

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 QUALITY PROCEDURES
MANDATORY REPORTING QP 218-03

1. GENERAL INFORMATION

1.1. Originator : General Manager Quality System & Auditing for Base Maintenance
1.2. Applicability : All Workstations
1.3. References : AMOM 2.18, MOE 2.18, RSQM 2.18, MOE CASA 2.17, SMM 1.8, CMM GA XIV.

1.4. Purpose:
To provide report of important operating defects and malfunctions found by GMF to TC
Holder, Operator, and Authority, provide reporting deficiencies caused by GMF to Operator
or Authority in the category of mandatory reporting based on authority regulation or
customer manual.

1.5. Associated procedures:

QP 218-01 Internal Occurrence Report
QP 202-01 Receiving Material inspection
QP 303-01 Investigation of Deficiency Incident or Accident
QP 601-07 Reliability Control Program

1.6. Quality Records and Forms:

Note: All current form required for the implementation of the procedures will be retrieved
from the local area network – TQ folder or intranet.

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 QUALITY PROCEDURES
MANDATORY REPORTING QP 218-03

2. DEFINITIONS

AD: Airworthiness Directive

Article: Aircraft, airframe, aircraft engine, propeller, appliance, or component part.

Authority: Means the DGCA or any other National Aviation Authority related with the A/C
registration GMF AeroAsia maintains as mentioned in this manual

Corrective Action: Actions required detecting and correcting conditions adverse to quality,
including the eliminations of the discrepancy plus establishment of controls necessary to preclude
recurrence of the condition.

Mandatory Reporting: Means any condition identified on aircraft or aircraft components that could
seriously hazard the aircraft will be mandated by reporting to the appropriate authority, the TC
Holder and the aircraft operator.

QSA: Quality System and Auditing

Issue: 1 Revision No.: 1 Date: 11 Sep 2023 Page 4 of 7

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 QUALITY PROCEDURES
MANDATORY REPORTING QP 218-03

3. RESPONSIBILITY AND PROCEDURES

3.1 Flow Process

Mandatory Reporting
Quality Procedures Forms Responsibility

Start

Operating defects, malfunctions, and

deficiencies caused by GMF are
identified in the category of mandatory
reporting. (Section 3.2.1)

Issue Finding Inspection Report GMF/Q-161 Inspector

QSA will review and fill appropriate

form or database mandatory Quality System & Auditing
reporting ref table 1 (Section 3.2.3)

VP Quality Assurance & Safety will Correspondence VP Quality Assurance &

contact the authority as necessary Letter Safety

Internal number registration & submit Quality System

the report to the appropriate TC Documentation
Holder, Operator, and Authority (TQD-2)

Need further Yes

investigation
?

No

QP-303-01
Safety Inspection (TQY),
Quality System & Auditing

Stop

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 QUALITY PROCEDURES
MANDATORY REPORTING QP 218-03

3.2 REQUIREMENT
3.2.1 GENERAL

This procedure is related with:

a) Reporting important operating defects and malfunctions found by GMF AeroAsia to TC Holder,
Operator, and Authority.
b) Reporting deficiencies caused by GMF AeroAsia to Operator or Authority.

3.2.2 Finding Inspection Report

Any condition identified on aircraft or aircraft components that could seriously hazard the aircraft will
be reported to the appropriate TC Holder, Operator, and Authority. The quality inspector will create
Finding Inspection Report include chronology and pre-analysis as preliminary information. The quality
inspector will review all customer for the possibility of similar occurrences in order to prevent
repetitive incidents. The report will be send to QSA and/or related customer as necessary.

There are 2 condition since the malfunction or deficiencies detected :

1. During maintenance
2. After maintenance release performed as mentioned in part 3.2.4 of this QP.

Finding Inspection Report contains the information category of “Mandatory Report”, the inspector in
charge will determine the operating defect are suspect mandatory reporting or not based on
authority regulation or customer manual. The inspector in charge may request further investigation as
necessary to safety inspection or QSA in accordance with QP 303-01.

3.2.3 Reporting procedure during maintenance

Prior to submitting the report, the VP for Quality Assurance & Safety will contact aircraft operator or
the Authority of the A/C registration to ensure that such defect can be reported or not. The defect
may not be reported if such defect is known or it has been reported by any other organization.

Reports will be made by the VP for Quality Assurance & Safety or his delegate as soon as possible since
the defect was found, in specific manner as described in Table 1.

Table 1. Authority database for mandatory reporting & required time

Authority Reporting Required time
EASA The Report will be done through 2 ways: on-line reporting via a web-
interface www.aviationreporting.eu or off-line reporting using a pdf 72 Hours
form downloadable from the EASA portal.
CASA On a form using the following web site http://drs.casa.gov.au Two business
days
FAA On a form using the following web site http://av-info.faa.gov/sdrx
72 Hours
DGCA For DGCA Indonesia: Service Difficult Report Form No. DGCA 43-01
72 Hours
pdf downloadble through http://dkppu.id

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MANDATORY REPORTING QP 218-03

Other For any other Authority: As instructed by the NAA.

As instruction
authority
Customer As instructed by customer manual As instruction

3.2.4 Reporting procedure after the Release to Service is issued

The VP for Quality Assurance & Safety will determine the need to report and recall (if necessary) any
article which may subject to faults due to inappropriate process, incorrect use of material, etc. He will
inform the customer and the Authority as appropriate describing in detail the deficiency. Such
deficiencies may be identified from the following situations:

a) Records may reveal that an important maintenance task such as AD Note or defect rectification
has not been performed, or a component with improper configuration or certification has been
installed;
b) Similar maintenance tasks have resulted in deficiencies on A/C and components under
maintenance. The defects have been found by the customer during operation;
c) Any other reason that jeopardize the safety of the aircraft.

Prior to submitting the report, VP for Quality Assurance & Safety should discuss with the operator
about the possibility that an unsafe condition may exist on the aircraft. Depending on the suspected
defect, the operator may verify its existence or have GMF AeroAsia to verify and rectify the defect.
Should the suspected unsafe condition be related with an AD Note and the operator is unwilling to
cooperate for the prompt correction of the defect, the VP for Quality Assurance & Safety will inform
the Authority concerned and he will act accordingly.

3.2.5 Reporting procedure for Suspected Unapproved Part (SUP)

When Material Receiving Inspector identify suspected unapproved parts, the inspector will notify
Quality Assurance and Safety Department to verify. Confirmed suspected unapproved parts will be
reported to authority by completing a form in accordance with QP 202-01 Receiving Material
inspection.

Issue: 1 Revision No.: 1 Date: 11 Sep 2023 Page 7 of 7

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