Smsm-Chpter 0 Administration and Control - 7

Safety Management System Manual
Chapter [0] Administration and Control
Table of Contents
CHAPTER 0 — ADMINISTRATION AND CONTROL
Sections Page No
0.1 Introduction 0.01.01
0.1.1 Purpose 0.01.01
0.1.2 Authorization 0.01.02
0.1.3 CAA Approval Letter 0.01.02
0.1.4 Manual Language 0.01.02
0.1.4 Easy Access To (SMSM) 0.01.02
0.1.6 Terms and Words needed for the use of the [SMSM] 0.01.03
0.2 Safety Management System Manual Structure 0.02.01

0.2.1 Pagination 0.02.02
0.2.2 Table of Contents 0.02.02
0.3 Top Management Compliance Declaration 0.03.01
0.4 System Of Amendment & Revision 0.04.01

0.4.1 Procedure 0.04.01
0.4.2 Manual Responsibility 0.04.02
0.4.3 Register 0.04.02
0.4.4 Annotation of Changes 0.04.03
0.4.5 Handwritten Amendments 0.04.03
0.4.6 Authorized Copies 0.04.04
0.4.7 Non-Authorized Copies 0.04.04
0.4.8 Temporary Revisions 0.04.04
0.5 Manual Distribution 0.05.01

0.5.1 General 0.05.01
0.5.2 List of Distribution 0.05.02
0.6 Comments - Questions – Suggestions 0.06.01

0.7 Definitions & Abbreviations 0.07.01
0.7.1 Definitions 0.07.01
0.7.2 Abbreviations 0.07.02
1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.00.02

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0.1 Introduction
0.1.1 Purpose
This Safety Management System (SMS) Manual has been developed to direct all
personnel in the safe operations of the (Airline Name). The manual defines the
policies that govern the operation of (Airline Name) .
A SMS is a pro-active, integrated approach to safety management. The SMS is part of

an overall management process that (Airline Name) has adopted in order to ensure
that the goals of the organization can be accomplished safely. It embraces the
principle that the identification and management of risk increases the likelihood of
accomplishing the mission. Hazards can be identified and dealt with systematically
through the Hazard Reporting Programme that facilitates continuing improvement and
professionalism. Auditing and monitoring processes ensures that aircraft are operated
in such a way as to minimize the risks inherent in-flight operations.
The Safety Management System (SMS) is issued under the authority of the Post
Holder Quality and Safety Assurance [Post Holder SMS]. This SMSM is the ( Name of
Civil Aviation Authority) accepted and approved method of managing safety by (Airline
Name) Company, compliant with ( CAA Doc ) and applicable.
The reporting of unpremeditated or inadvertent errors will not result in disciplinary or

punitive action being taken against the reporter or other individuals unless it can
otherwise be proven that such errors were the result of illegal activity, gross
negligence or willful misconduct.
Nothing contained in the SMS Manual shall prevent personnel from exercising their
own best judgment during any irregularity for which the SMS Manual gives no
provisions or in emergencies.
Contents of this manual (SMSM), including all amendments or revisions, must not
contravene the conditions contained in the (Airline Name) [Air Operator Certificate
(AOC)] or any applicable regulations where (Airline Name) conducts its operations.


0.1.2 Authorization
This issue of the Safety Management System Manual, has been reviewed by the
Safety and Quality Assurance Manager , approved by (Airline Name)' Chief Executive
Officer )CEO) and finally approved by ( Name of Civil Aviation Authority) prior to
distribution.
0.1.3 CAA Approval Letter
The Safety Management System Manual (SMSM) is prepared according to ( CAA

Doc1 ) and approved by the ( Name of Civil Aviation Authority). CAA issues an
Approval Letter for the SMS Manual and its revisions.
The Approval Letter is inserted in the SMSM immediately behind the Cover Page
[DCP-01].
0.1.4 Manual Language
The Safety Management System Manual (SMSM) is written in English. (Airline Name)
personnel should be able to understand English, parts of this manual must translate to
a language understood by them to enable all personnel to meet (Airline Name)
standards and requirements.
0.1.5 Easy Access To (SMSM)
The Safety Management System Manual is accessible through the (Airline Name)
departments and stations.
No person or company may distribute separate parts of the (Airline Name) without
written permission of the (Airline Name) Chief Executive Officer.


0.1.6 Terms and Words needed for the use of the [SMSM].
When used in the (Airline Name) SMS Manual, note the difference between:
 “Shall”, “must” or an action verb in the imperative sense means that the
application of a rule or procedure or provision is mandatory.
 “Should” means that the application of a procedure or provision is
recommended.
 “May” or “can” means that the application of a procedure or provision is
optional.
 For brevity the pronoun “he” is used throughout parts of (Airline Name) SMS
Manual. Where appropriate the pronoun “she” should be inferred or assumed.
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0.2 Safety Management System Manual Structure
0.2.1 Pagination
This manual is divided into chapters, which are broken down into sub-chapters and
sub-sections. On the bottom right corner, each manual page bears an index
reference, consisting of a group of numerical indicating the chapter, the sub-chapter
and the consecutive page number in that sub-chapter with the effective date on the
left corner, as indicated on the header footer, example below:
(1) (2)

Chapter [0] Administration And Control
INTRODUCTION
(4) (3)
(5) (6)
(7)
(1) (Airline Name) Logo

(2) SMSM : Manual Name (Safety Management System Manual)
(3) Name of Chapter
(4) Name of Sub-Chapter
(5) Effective date
(6) Chapter, sub-chapter and page number
(7) Issue No. and Revision number
Every Chapter is preceded by a Table of Content for that Chapter.
This structure of the Safety Management System Manual has been observe Human
Factors principles.

0.2.2 Table of Contents
The Safety Management System Manual Consist of 6 Chapters and 1 Appendix :
Chapter – 0 Administration and Control

Chapter – 1 Introduction to SMS
Chapter – 2 SMS Policies, Requirements & Objectives
Chapter – 3 Organizational Structure and Responsibilities
Chapter – 4 Safety Risk Management
Chapter – 5 Safety Assurance and Internal Evaluation
Chapter – 6 Safety Promotion
Appendix - A Forms


0.3 Top Management Compliance Declaration
The Accountable Manager is responsible ensuring that the operations staff are in full
compliance with the regulations of Safety Management System Manual. SMSM is
prepared to the best knowledge of the management and the SQAD Director of (Airline
Name). The structure of the SMS manual corresponds to the requirements of ( Name
of Civil Aviation Authority) and approved by it.
The Accountable Manager and the Post Holder Safety & Quality Assurance [SQAD],
declare to understand the contents of the Safety Management System Manual and
this preamble should be complied with as required.


0.4 System of Amendment & Revision

0.4.1 Procedure
The Post Holder SMS shall authorize any amendments to the SMS Manual.
All amendments to existing procedures or additional procedures will be assessed by
the Post Holder SMS to ensure consistency with the Company's Safety Policy, overall
safety commitments, and other entries in the SMSM.
The Post Holder SMS is responsible for monitoring the amendment of the SMSM
including the associated procedures and is responsible for the submission of
proposed amendments to CAA.
Note : CAA will provide their approval on the Application for Approval Form [FORM -
APPENDIX- A- 01]

0.4.2 Register
Once the Safety Management System Manual, amendments and revisions approved
by the ( Name of Civil Aviation Authority), the SQAD Department is responsible for:
 Updating the Master Manual
 Production copies of manuals, amendments and revisions
 Delivery of all updates to the intended recipients [Authorized Users].
0.4.3 Annotation of Changes

In order to identify changes, additions or deletions, a vertical line shall be used to
outline revised or newly published paragraphs on the pages. In addition, an
introduction (“Revision Letter”) will be provided, identifying the revised pages and
briefly describing the reason for their revision. Authorized users of SMS manual are
required to carefully take note of the change.
Use the filing instructions as follows:

REMOVE: The page must be removed. It may be replaced by a new page if
associated with an INSERT instruction. If not, the page is cancelled.
INSERT: The page must be inserted. If not associated with a REMOVE instruction,
the page is new and does not replace an existing one.
After placing the revised pages in the manual, the authorized user must complete the
revision record located behind the title page of the manual [ROR – 01].
The revision record must include the revision number, date the revision and the date
of the revision was inserted in the manual. The responsible person must also write
their names in the block adjacent to the date. the revision was inserted.
Example:
Description Inserted by Date filled Revision date Revision no. S.no
Mr.Maged 03 Jun 2022 15 May 2022 1 1
SMS manual must be usable, accessible and clean.
0.4.4 Handwritten Amendments

In the Safety & Quality Assurance Department, the amendments and revisions
manuscripts are strictly prohibited.

0.4.5 Authorized Copies

Authorized copies of this manual through the departments are identified by a number,
stamp and signature.
Complete section deletions will be identified by a blank page with section/page notifier
and the words "INTENTIONALLY LEFT BLANK" printed on the page or with the word
-open- in case of subsection deletion.
Every Chapter has a remark “END OF CHAPTER” printed of the end of the last page
of each chapter. This remark identifies the last page and in case it is missing, the
chapter / manual is not complete.
0.4.6 Non-Authorized Copies
Non-authorized copies shall not be used.
0.4.7 Temporary Revisions

Any changes made to the manual must be approved by the ( Name of Civil Aviation
Authority) before implementation.
A temporary revision or supplementary information, instruction or directive will be

published, when the content:
 is of a temporary nature
 requires immediate publication prior to a standard amendment
 is miscellaneous in character
 is too voluminous to be incorporated into a manual,
TR’s shall overrule the permanent content of the SMSM as long as they remain valid.
Temporary Revisions (TR)

The TR communicates any changes to the content of the SMSM, which require
immediate output of information, between SMSM revision cycles. TR(s) will be yellow
and issued as and when required.
TR indicates the chapter, the title and the word Temporary Revision, the page number,
revision number with the letter TR (Temporary Revision) and the date. The electronic
publications include a vertical bar in line with the text that indicates any changes.

0.5 Manual Distribution
0.5.1 General
A complete Distribution List of Safety Management System Manual is maintained and
kept up to date.
SQAD director must ensure that the latest revision of the SMSM and ECB are
available to (Airline Name)'s Personnel on duty in an appropriate format.
0.5.2 List of Distribution
Copy no. Authorized holder Date Remarks

Original Safety & Quality Assurance Director
01 ( Name of Civil Aviation Authority)
02 Chief Executive Officer )CEO)
03
04
05
06
07
08
09
10
11


0.6 Comments - Questions - Suggestions

All authorized users of the SMS manual are encouraged to submit to the Safety &
Quality Assurance Department their QUESTIONS, COMMENTS and SUGGESTIONS
using the model FORM - APPENDIX- A- Form 02
.


0.7 Definitions & Abbreviations

0.7.1 definitions
Term Definition
The person, acceptable to the CAA, who has corporate
authority for ensuring that all operations and
Accountable Manager maintenance activities can be financed and carried out to
the standard required by the Authority and any additional
requirements defined by the operator.
A person with the qualification and competence to conduct
Auditor
an audit.
Auditee A department upon which the audit is conducted.
A Quality Record that contains records and results of

Audit Record
auditing activities.
Any company or non-(Airline Name) employee engaged
under a contract to supply plant / equipment / materials,
undertake engineering or maintenance or other services
Contractor
at a specified price and where the work is organized /
controlled / supervised by Contractor's own management
system.
An action required to be taken to re-establish conformity
Corrective action
with regulations and/ or eliminate an undesirable situation.
A programme which is a proactive and non-punitive
programme for gathering and analyzing data recorded
FDM during routine flights to improve flight crew performance,
operating procedures, flight training and aircraft
maintenance.
Findings are errors that are contrary to either a regulation,
Findings
ISARP or SOP.
Any condition, event, or circumstance which could induce
and cause an incident or accident. It is any existing or
potential condition that can lead to injury, illness, or death
Hazard
to people; damage to or loss of a system, equipment, or
property; or damage to the environment. A hazard is a
condition that is a prerequisite to an accident or incident.
The nominated and approved representative who is
responsible for the effective management, supervision
Post Holder SMS and performance of Aviation Safety within
(Airline Name).
Term Definition
A culture which recognizes that competent professionals
Just Culture
make mistakes.
A comprehensive, review by the Management of the
Management Evaluation Quality System, the operational policies and identify and
correct trends and to avoid future non-conformities.
Persons acceptable to the CAA who are responsible for
Flight Operations, Maintenance, Crew Training, Ground
Nominated Post holders
Operations, Quality, Aviation Security and the Safety
Management System (SMS).
Non-fulfillment of specified requirements when
Non-conformance:
substantiated by objective evidence.
Non-punitive No inflicting punishment.
Non-reprisal To not retaliate or use force against an individual.
Qualitative or quantitative information, records or
Objective Evidence statements of fact pertaining to the quality of an item or
service which can be verified.
The Operations Manual is to set forth the procedures,
means and methods of (Airline Name) Operations to assure
Operations Manual (OM) compliance with ( Name of Civil Aviation Authority)
requirements.
Policy Guiding principles to thinking, actions and decisions.
The likelihood that an unsafe event or condition might
Probability
occur.
Well-defined and controlled activities (procedures) that turn
an input (in the form of materials and/or information) into
Process
an output to the customer in the form of material and/or
information.
The set of activities written in accordance with the
Procedure company plans and policies to ensure consistency and
efficiency of work in an Organization.
An individual who has responsibility to ensure satisfactory
Process Owner process output and the authority to take preventive and
corrective action.
Degree to which a set of inherent activities fulfill
Quality requirements.

Term Definition
All those planned and systematic actions necessary to
Quality Assurance
provide adequate confidence that operational and
Programme
maintenance practices satisfy given requirements.
A systematic and independent examination to determine
whether quality activities and related results comply with
Quality Audit planned arrangements and whether these arrangements
are implemented effectively and are suitable to achieve
objectives.
Quality Inspection Observation of a particular event, action, document, etc.,
in order to verify whether established procedures and
requirements are followed during the accomplishment of
that event and whether the required standard is achieved.
The coordinated activities—that direct and control an
Quality Management Organization towards the achievement of standards and
quality objectives.
A formal written Quality Policy Statement that is a
commitment by the Accountable Manager as to what the
Quality System is intended to achieve. The Quality policy
Quality Policy
reflects the continued compliance with ( Name of Civil
Aviation Authority) to ether with the company specified
standards.
A Quality Record is a document containing records or
results that are related to the safety operations,
Quality Record
compliance with regulatory requirements or the efficiency
and standard of work.
Objective evidence of the achieved features and
characteristics of a product or service and the processes
applied to its development, design, production,
Record installation, maintenance and disposal. This will include
records of assessments, audits and other examinations of
the Organization to determine its capability to achieve the
given requirements.
Responsibility An area in which one is entitles to act on one's own accord.
Is an evaluation based on technical and operational

judgment and/or analysis methods in order to establish
Risk Assessment
whether the achieved or perceived risk is acceptable or
tolerable.
The identification, analysis and elimination, and/or
Risk Management mitigation to an acceptable level of risks that threaten the
capabilities of an organization.

Term Definition
The implementation of the strategies or measures that are
contributing factors to hazards. For any mechanism to be
effective in reducing risk it is necessary to modify one or
more of contributing factors. Risk mitigation measures
Risk Mitigation
may work by reducing the probability of occurrence, or
the severity of the consequences, or both. To achieve the
desired level of risk reduction the implementation of more
than one mitigation measure may be required.
The assessment, expressed in terms of predicted
Risk probability and severity, of the consequence(s) of hazard
taking as reference the worst foreseeable situation.
A systematic approach to managing safety, including the
Safety Management
necessary organizational structures, accountabilities,
System
policies and procedures.
An instruction usually raised at the end of a Safety
Safety recommendation
Investigation.
Any contracted service provider
Service Provider
The possible consequences of a situation of danger,

Severity
taking as reference he worst foreseeable situation.
Shall A provision that is binding.
Should A provision that is optional.
person of a company that enters into a subcontract and
Subcontractor
assumes some of the obligations of the prime contractor.
Suitable in any respect which it is reasonably foreseeable
Suitable
ill affect the health or safety of any persons.
Persons who are assessed as competent, on the basis of
appropriate qualifications, knowledge, experience and
Suitably Qualified and
training to undertake or supervise identified duties or
Experienced
tasks which may affect the safety of people, or the safety
Persons
of operations.
Managing the appropriate arrangements for work activities
Supervision
to ensure they are implemented and complied with safely.
A person, unit or company who supplies products or
Supplier
services.
The lowest acceptable level of risk associated with a
Tolerability hazard to enable the business unit to achieve the desired
objective safely.

0.7.2 Abbreviations
Abbreviation Definition
ALARP As Low as Reasonably Practicable
AOC Air Operator Certificate
ASR Air Safety Report
AOSP Aircraft Operator Security Program
CSR Cabin Safety Report
CVR Cockpit Voice Recorder
DFDR Digital Flight Data Recorder
ERP Emergency Response Planning
FDM Flight data monitoring
CAA Civil Aviation Authority
HUFACS Human Factors
IOSA IATA Operational Safety Audit
ISARP IOSA Standards and Recommended Practices
KPC Key Performance Criteria
KPI Key Performance Indicator
NPH Nominated Post Holder
ORM Operational Risk Management
PPE Personal Protective Equipment
REDA Ramp Error Decision Aid
ROSI Report of Safety Incident
SAG Safety Action Group
SIB Safety Information Bulletin
SMS Safety Management System
SMSM Safety Management System Manual
SOP Standard Operating procedures
SQAD Safety and Quality Assurance Department Or Director
SQEP Suitably Qualified and Experienced Persons
SQRB Safety. Quality Review Board
SRM Safety risk management
[ End of Chapter ]

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Safety Management System Manual

Chapter [0] Administration and Control

0.2 Safety Management System Manual Structure 0.02.01

0.3 Top Management Compliance Declaration 0.03.01

0.4 System Of Amendment & Revision 0.04.01

0.5 Manual Distribution 0.05.01

0.6 Comments - Questions – Suggestions 0.06.01

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.00.02

Chapter [0] Administration and Control

[ INTENTIONALLY LEFT BLANK ]

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.00.02

Chapter [0] Administration and Control

A SMS is a pro-active, integrated approach to safety management. The SMS is part of

The reporting of unpremeditated or inadvertent errors will not result in disciplinary or

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.01.01

Chapter [0] Administration and Control

0.1.3 CAA Approval Letter

The Safety Management System Manual (SMSM) is prepared according to ( CAA

0.1.4 Manual Language

0.1.5 Easy Access To (SMSM)

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.01.02

Chapter [0] Administration and Control

REMAINDER OF THIS PAGE

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.01.03

Chapter [0] Administration and Control

0.2 Safety Management System Manual Structure

Safety Management System Manual

1 JAN 20 Issue No. [ 0 ] # Revision [ 0 ] 0.01.01

(1) (Airline Name) Logo

Every Chapter is preceded by a Table of Content for that Chapter.

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.02.01

Chapter [0] Administration and Control

0.2.2 Table of Contents

The Safety Management System Manual Consist of 6 Chapters and 1 Appendix :

Chapter – 0 Administration and Control

REMAINDER OF THIS PAGE

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.02.02

Chapter [0] Administration and Control

0.3 Top Management Compliance Declaration

REMAINDER OF THIS PAGE

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.03.01

Chapter [0] Administration and Control

0.4 System of Amendment & Revision

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.04.01

Chapter [0] Administration and Control

0.4.3 Annotation of Changes

Use the filing instructions as follows:

SMS manual must be usable, accessible and clean.

0.4.4 Handwritten Amendments

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.04.02

Chapter [0] Administration and Control

0.4.5 Authorized Copies

Non-authorized copies shall not be used.

0.4.7 Temporary Revisions

A temporary revision or supplementary information, instruction or directive will be

Temporary Revisions (TR)

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.04.03

Chapter [0] Administration and Control

0.5 Manual Distribution

Copy no. Authorized holder Date Remarks

REMAINDER OF THIS PAGE

1 JAN 2022 Issue No. [ 0 ] # Revision [ 0 ] 0.05.01

Chapter [0] Administration and Control