PART-ORA APPROVED TRAINING ORGANISATION MANAGEMENT...

August 2015 Version EASA 2 Replacing OMM EASA 1 of 34

PART-ORA APPROVED TRAINING ORGANISATION MANAGEMENT MANUAL

This document supports the European Union PART-ORA Approved Training Organisation Approval of:

Cambridge Helicopters Ltd T/A Aeromega Helicopters Cambridge Airport, Newmarket Road

Cambridge CB5 8RX

Tel: 01223 294488 Fax: 01223 294499

e-mail: [email protected]

PART-ORA APPROVAL

REFERENCE GBR.ATO-0311

Document Reference No: OMM EASA 2

Cambridge Helicopters Ltd t/a Aeromega Helicopters Part 1 - Organisation Management


FOREWORD

This manual has been prepared in order to support the Cambridge Helicopters Ltd trading as Aeromega Helicopters herein after referred to as “the Company” PART-ORA Approved Training Organisation Approval. This document is Part 1 of the Company’s set of ATO manuals which consist of FOUR parts. PART 1 ORGANISATION MANAGEMENT MANUAL*

* The Company maintains a separate Safety Management System Manual

PART 2 OPERATIONS MANUAL PART 3 TRAINING MANUALS Private Pilot’s Licence (H) Commercial Pilot’s Licence (H) Modular (Flying only) Flying Instructor (Restricted) Course Type Rating Training Courses

PART 4 APPENDICES



CONTENTS COVER PAGE FOREWORD INDEX LIST OF EFFECTIVE PAGES LETTERS OF TRANSMITTAL FOR EXPOSITION/AMENDMENT APPROVAL EXPOSITION AMENDMENT RECORD MANUAL DISTRIBUTION LIST PART 1 MANAGEMENT ORGANISATION & PROCEDURES PART 2 OPERATIONS MANUAL – MANAGEMENT & PROCEDURES PART 3 TRAINING MANUALS - PLAN & COURSE SYLLABUS PART 4 APPENDICES



LIST OF EFFECTIVE PAGES

Page Revision No. Page Revision No Page Revision No.

1 EASA 2 30 EASA 2

2 EASA 2 31 EASA 2

3 EASA 2 32 EASA 2

4 EASA 2 33 EASA 2

5 EASA 2 34 EASA 2

6 EASA 2 35 EASA 2

7 EASA 2

8 EASA 2

9 EASA 2

10 EASA 2

11 EASA 2

12 EASA 2

13 EASA 2

14 EASA 2

15 EASA 2

16 EASA 2

17 EASA 2

18 EASA 2

19 EASA 2

20 EASA 2

21 EASA 2

22 EASA 2

23 EASA 2

24 EASA 2

25 EASA 2

26 EASA 2

27 EASA 2

28 EASA 2

29 EASA 2



LETTER OF TRANSMITTAL

Date: …………………… For Manual /Amendment* Approval

Document Ref. No: …… Original Issue* Amendment Revision No.:* ……….

Ref.

[page no]

Remove Insert Brief Details of Amendment

Approved By: Compliance Monitoring Manager Part-ORA Cambridge Helicopters Ltd trading as Aeromega Helicopters Date: * delete as required --------------------------------------------------------------------------------------------------------------------------- FOR UK CAA USE ONLY Approved By: For the UK Civil Aviation Authority: Date: Following investigation and approval by the UK CAA, a signed & stamped copy of this page shall be returned to the Part-ORA Cambridge Helicopters Ltd trading as Aeromega Helicopters for inclusion in all copies held by the company.



DOCUMENT AMENDMENT RECORD

Amendment No Date Date Embodied Signature

Original Issue 1 December 2013 December 2013

EASA 2 August 2015 August 2015

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26



Circulation and Distribution

Copies to be distributed to the following parties:

1 Head of Training/Safety Manager/Accountable Manager/Office Copy 2 Compliance Monitoring Manager 3 Civil Aviation Authority 4 Company Website (electronic copy)

This document is available to all personnel involved in the Company as a paper copy held in the Company’s main office. An electronic copy is available on the Company website. Updates and amendments are advised:

1. through personal e-mail to management personnel and any person required to follow its procedures;

2. through an electronic copy to the UK CAA

3. through a general e-mail to other stakeholders and information posted on the Company website.

The following post holders will receive specific notice of amendments by e-mail:

Accountable Manager

Safety Manager

Head of Training

Compliance Monitoring Manager

UK CAA



CORPORATE COMMITMENT BY THE ACCOUNTABLE MANAGER PART-ORA Approved Training Organisation Manual This document defines the organisation and procedures upon which the UK CAA PART- ORA Training approval is based. It is accepted that these procedures do not override the necessity of complying with any new or amended regulation published by EASA from time to time where these new or amended regulations are in conflict with these procedures. It is understood that the UK CAA will approve this organisation whilst satisfied that the procedures are being followed. It is understood that the UK CAA reserves the right, provisionally or substantively, to suspend, vary or revoke the PART-ORA approval, as applicable, if the UK CAA has reasonable cause to believe that the procedures are not being followed and / or the standards not being upheld. These procedures are approved by the undersigned and must be complied with, as applicable, whenever training is being delivered under the terms of the PART-ORA approval. The undersigned fully accepts the duties and responsibilities of Accountable Manager as defined in ORA.GEN.210. Signed: ………………………………………………………………… Accountable Manager: ……………………………………………… For and on behalf of: Cambridge Helicopters Ltd t/a Aeromega Helicopters



PART 1 – Organisation Management

Management Procedures

Compliance Monitoring

Safety Management



TABLE OF CONTENTS

Frontispiece 1

Foreword 2

Contents 3

List of Effective pages 4

Letter of Transmittal 5

Document Amendment Record 6

Circulation & Distribution 7

Corporate Commitment Statement 8

Part 1 Organisation Management 9

Table of Contents 10 - 11

1 Management Procedures 12

1.1 Authority & Applicability 12

1.2 Structure 12

1.2.1 Scope of Training 12

1.2.2 Personnel 12

1.2.3 Organisation Chart 12

1.2.4 Facilities 13

1.2.5 Notification of Changes 13

1.2.6 Changes Not requiring Prior Approval 13

1.2.7 Terms of Approval 14

1.2.8 Continued Validity 14

1.2.9 Access by Competent Authority 14

1.2.10 Staff Training 14



1.2.11 Contracted Activities 14

1.2.12 Dissemination of Information 14

1.2.13 Licencing Records 15

1.2.14 Training Aircraft 15

1.2.15 Aerodromes 15

1.2.16 Personnel Requirements 15

2 Compliance Monitoring

2.1 Terminology 16

2.2 Specified Activity Standards 16

2.2.1 Compliance Audits 17

2.2.2 Non Conformance Reports 17

2.3 Responsibilities 17

2.4 Regulatory Compliance 17

2.5 Compliance Monitoring Programme 17

2.5.1 Audit Procedures 17

2.5.2 Recording System 18 - 19

2.6 Compliance Training 20

2.7 Document Control 20

2.8 Licensing Records 20 – 21

3 Safety Management 22

Appendices

App 1 Annual Audit Forms 23 - 29

App2 Safety Management (SMS) Audit Forms 30-34



1 Management Procedures

1.1 Authority and Applicability

The Cambridge Helicopters Ltd t/a Aeromega Helicopters, ATO Organisation Management Manual (OMM) is issued in accordance with Commission Regulation (EU) 1178/2011. It complies with AMC1 ORA.GEN.200

This manual shall be made available to all ATO staff.

1.2 Structure

The Organisation Management Manual is structured as follows:

PART TITLE CONTENTS

1 Management Procedures

Describes the management procedures to comply with those applicable requirements of Part-ORA that are not included in the Operations Manual or Training Manuals

2 Compliance Monitoring

Describes the compliance monitoring function of the management system and demonstrates compliance with ORA.GEN.200(6)

3 Safety

Management Describes the safety management procedures of the ATO and demonstrates compliance with ORA.GEN.200(1), (2) and (3)

1.2.1 Scope of Training

1.2.1.1 The following training courses are provided:

Private Pilot Licence (Helicopters) hereinafter referred to as the [PPL (H)].

Commercial Pilot’s Licence (Helicopters) Modular Flight Training Course [CPL (H)].

Flying Instructor Course (Restricted) [FIC].

Type Rating Instructor Courses [TRT].

1.2.2 Personnel

The titles and names of persons referred to in ORA.GEN.210(a) and (b) are as follows:

ORA.GEN.210 Post Name

* Accountable Manager Captain Duncan Bickley

Compliance Monitoring Manager Mr William Tobin

* Safety Manager Captain Duncan Bickley

*Indicates roles are combined.

1.2.3 Organisation Chart

See the Company ATO Operations Manual, Section 1.1.2.1 ATO Structure



1.2.4 Facilities

Description of facilities:

The Company facilities include:

A flight planning area with access to :

current Aviation Charts and maps

Computer and Telephonic Access to :

current AIS Information;

current meteorological information.

Notice Boards displaying:

ATC Communications;

Other Relevant Flight Safety Material.

Two briefing rooms/offices of adequate size to brief one student;

One briefing rooms/office of adequate size to brief two students.

Briefing rooms also serve as Instructor Offices for completion of paperwork.

Pilots’ Lounge providing a rest area for instructors and students,

and which may also be utilised for Theoretical Instruction for up to 16 students

simultaneously.

NB Adequate demonstration equipment, e.g. models, Large Scale Pilot Computer, whiteboards and wall displays are available.

1.2.5 Notification of changes to Organisation’s activities

1.2.5.1 Any change to the Organisations activities, the scope of approval (locations where training takes place or courses), or any element of the management system, as detailed in GM1 ORA.GEN.130(a), requires the prior approval of the competent authority before the changes are implemented.

1.2.5.2 Applications for the amendment of the approval certificate are to be made prior to the commencement of any change, and accompanied by all necessary supporting documentation. In the case of a planned change of a nominated person, this should be notified to the competent authority as soon as practicable.

1.2.5.3 Unforeseen changes must be notified to the competent authority at the earliest opportunity.

1.2.6 Changes not Requiring Prior Approval

1.2.6.1 Changes to the organisation that do not require prior approval by the competent authority are to be made only when agreed with the Accountable Manager. Changes are to be fully documented prior to implementation and in accordance with the Organisation’s document control procedures.

1.2.6.2 The competent authority is to be notified of changes not requiring prior approval as soon as practicable. Notification is to be accompanied by all relevant documentation.



1.2.7 Terms of Approval

Not Applicable

1.2.8 Continued Validity

The ATO approval certificate remains valid subject to the Organisation remaining in compliance with the relevant requirements and the certificate not being revoked or surrendered.

1.2.9 Access by the Competent Authority

Representatives of the CAA are to be given access to all of the Organisation’s facilities, aircraft, documentation, records, data, procedures or any other material relevant to its approved activities.

1.2.10 Staff Training

1.2.10.1 All personnel will be trained and their competence assessed to perform their tasks. Staff training is the responsibility of the Head of Training and they are responsible for maintaining records of all training accomplished. Such training records are to be retained for a minimum of 5 years.

1.2.10.2 Procedures for initial and refresher training and standardization of instructional staff are detailed in Part 4 of the Company ATO Operations Manual.

1.2.11 Contracted Activities

1.2.11.1 Elements of the ATO’s activities may be contracted out to other organisations, whether or not they are independently certified to perform the activities. In all cases, responsibility for the activity remains with the ATO.

1.2.11.2 It is the responsibility of the Accountable Manager, through the ATO’s compliance monitoring system, to ensure that the contracted service or product remains in compliance with the applicable requirements.

1.2.11.3 All sub-contracting is to be subject to written terms and conditions and the lines of responsibility within and between organisations are to be clear and unequivocal.

1.2.11.4 In the case of contracting organisations that are not independently approved under Part-ORA to carry out the contracted activity, the CAA must be given access to the contracted organisation.

1.2.12 Dissemination of Information

1.2.12.1 All personnel are to be aware of the rules and procedures relevant to the exercise of their duties.

1.2.12.2 The Head of Training is responsible for ensuring that all staff are aware of the contents of the relevant publications.

1.2.12.3 Signature sheets are to be maintained for each document and personnel are to certify their knowledge and understanding as follows:

Document Signature(s) Required

Operations Manual All flight instructors and students before first acting as PIC of an ATO aeroplane and thereafter at every amendment.

Training Manuals All instructors before first giving instruction on the relevant course and thereafter at each amendment.

Organisation Management Manual All staff on first taking up employment and thereafter at each amendment.



1.2.13 Licensing Records

The Head of Training is responsible for maintaining accurate and up to date information on student licences and associated ratings and certificates, including the expiry dates of medical certificates and language proficiency. The procedures detailing how these records are managed and retained are described in Part 4 Appendices - Procedures.

1.2.14 Training Aircraft

The Accountable Manager is responsible for maintaining an adequate fleet of aircraft suitably equipped for the approved courses. Details of current fleet and course suitability are listed in Operations Manual Appendices, see Training Aircraft Fleet.

1.2.15 Aerodromes

The Head of Training is to ensure that all aerodromes nominated for training meet the requirements of AMC1 ORA.ATO.140. A list of suitable aerodromes is advised to all instructors.

1.2.16 Personnel Requirements

Personnel appointed to instructional positions within the ATO must meet the following minimum requirements:

Position Requirements

Head of Training Have extensive experience in training as an instructor in the areas relevant to the training provided.

Flight Instructors

Hold at least the licence and, where relevant, the rating for which instruction is to be given.

Be entitled to act as PIC on the aircraft during flight instruction.

Hold a FI(H) certificate issued in accordance with Part-FCL



2. Compliance Monitoring

2.1 Terminology

Term Meaning

Audit A systematic, independent and documented process for obtaining evidence and evaluating it objectively to determine the extent to which requirements are complied with.

Corrective action Corrective actions are steps that are taken to remove the causes of an existing nonconformity or undesirable situation. The corrective action process is designed to prevent the recurrence of nonconformities or undesirable situations. It tries to make sure that existing nonconformities and situations don’t happen again. It tries to prevent recurrence by eliminating causes. Corrective actions address actual problems. Because of this, the corrective action process can be thought of as a problem solving process.

Inspection An independent documented conformity evaluation by observation and judgement accompanied as appropriate by measurement, testing or gauging, in order to verify compliance with applicable requirements.

Non compliance Failure to meet regulatory or other. A compliance audit makes findings of non-compliance

Non conformance Nonfulfillment of a requirement. Non-conformity or non-comformances are any deviations from established procedures, programs and other arrangements related to the ATO. They may include non-compliances to regulations, but not all non-compliances are necessarily non-conformances.

Observation An observation indicates that a situation has been discovered during an audit warranting clarification or further investigation in order to improve the overall status and effectiveness of the ATO. Observations do not involve situations where there is direct evidence indicating nonconformance. Observations may signal the potential for a future nonconformity.

Preventive action Preventive actions are steps that are taken to remove the causes of potential nonconformities or potential situations that are undesirable. The preventive action process is designed to prevent the occurrence of nonconformities or situations that do not yet exist. It tries to prevent occurrence by eliminating causes.While corrective actions prevent recurrence, preventive actions prevent occurrence. Both types of actions are intended to prevent nonconformities. Preventive actions address potential problems, ones that haven't yet occurred. Preventive action process can be thought of as risk analysis.

2.2 Specified Activity Standards

The compliance monitoring function provides a method of ensuring the ATO’s compliance with:

(a) All relevant requirements of Regulation EU 216/2008 and its implementing rules

(b) Relevant national legislation as detailed in the Air Navigation Order

(c) ATO procedures as defined in:

i. The Organisation Management manual

ii. The ATO Operations Manual

iii. The Training Manual(s) for the course(s) provided

(d) Any other regulatory requirements to which the ATO is subject (e.g. FARs, etc.)



2.2.1 Compliance Audits

Compliance Audits are programmed by the Compliance Monitoring Manager and conducted by auditors who are not normally involved in the day-to-day business of the area to be audited. Findings are recorded on the Audit Completion Certificate (See Appendices) and a timescale for corrective action is agreed with the responsible person. The Compliance Monitoring Manager maintains a record of any non-conformance and ensures that a follow-up audit is completed at the end of the agreed period to ensure that corrective action has been successful. Should the corrective action be ineffective, it is reported to the Accountable Manager.

2.2.2 Non-Conformance Reports

All staff have access to Non-Conformance Report Forms (See Appendices) which are completed and passed to the Compliance Monitoring Manager. Corrective action is decided upon in conjunction with the Head of Training and the originator of the report is informed of progress. A record of all Non-Conformance Reports and corrective or preventative actions is kept by the Compliance Monitoring Manager.

2.3 Responsibilities

The compliance monitoring programme is controlled by the Compliance Monitoring Manager who is responsible to the Accountable Manager for:

(a) Monitoring the ATO’s compliance with all applicable regulatory requirements

(b) Monitoring compliance with the provision of the Operations, Training and Safety Management Manuals

(c) Ensuring that the compliance monitoring programme is properly implemented, maintained and continually reviewed and improved

(d) Ensuring that audits are conducted by suitably qualified, competent and independent personnel

2.4 Regulatory Compliance

Procedures to ensure regulatory compliance are detailed in:

The Organisation Management manual

The ATO Operations Manual

The Training Manual for the relevant course(s)

The Compliance Monitoring Manager will ensure that audits are scheduled to confirm that all procedures are being complied with in accordance with the relevant instructions. All ATO procedures are to be audited within a 12 month period.

2.5 Compliance Monitoring Programme

The Compliance Monitoring Manager will maintain a schedule of audits that ensures that all parts of the ATO are subject to audit with a 12 month period.

2.5.1 Audit Procedures

2.5.1.1 Techniques for effective auditing

Auditors should feel free to develop their own techniques for conducting audits that promote the free passage of information between the unit that is being audited and the auditor himself. The following techniques should be used as guidelines when attempting to conduct an effective audit:

i. Interviews or discussion with personnel

ii. A review of published documents



iii. The examination of an adequate sample of records

iv. The witnessing of the activities which make up the operation

v. The preservation of documents and the recording of observations.

2.5.1.2 The Process of Auditing

An audit should be planned with care and methodically carried out. The auditor should consider the following points as steps in the process of the audit that will assist in the planning of specific audits:

i. Determine process(s) to be audited.

ii. The Compliance Monitoring Manager should be consulted prior to every audit to agree the scope and depth required for that particular unit.

iii. Planning and Preparation

iv. Review documentation relevant to the areas/processes being audited.

v. Carry out audit

vi. Raise audit report

vii. When the audit is completed the auditor should provide a verbal summary of his findings to the local responsible person.

viii. Report findings to the Compliance Monitoring Manager

ix. Once the audit is complete and the auditor has discussed the findings with the local responsible person the auditor should prepare a detailed auditor report for the Compliance Monitoring Manager and classify the severity of the non-conformities. A time frame for compliance should be included.

x. Closure action

xi. Verify the effectiveness of the closure action.

2.5.2 Recording System

2.5.2.1 Description Of Compliance Audits

A compliance audit will be carried out annually to ensure compliance with all aspects with the Company Training Manuals, SMS Manual and Operations Manual. The auditors will have free access to all training records, training manuals, order books, training notes, operations and aircraft documentation, and training equipment and facilities. In addition, they will monitor any activity - training or otherwise, that they deem appropriate. This may include briefings, debriefings, flights, ATC and classroom lessons, as well as interviews with any manager or staff member.

In addition to the Company Audit, the Compliance Manager will also carry out a Supplier Audit on one of the Company’s maintenance providers. These should be performed in rotation such that a different supplier is audited each year.

2.5.2.2 Procedure For Annual Compliance Audit

The audit will examine, but is not necessarily confined to, the items included in the appropriate Audit Checklist. Before commencing an audit, the auditor will refer to the previous audit report for the area and note any reported non-conformance. Particular attention will be paid to items that have been subject to previous non-conformance.

On completion of the audit the auditors will debrief the responsible manager on the results of the audit and agree a date by which any remedial actions will have been taken. The audit completion certificate will then be signed by the auditor(s) and the responsible manager.



Once any agreed corrective action has been completed, the responsible manager will complete a non-conformance corrective action report form for each non-conformance. The Compliance Manager will confirm that all required corrective action has been completed within the agreed time period, the corrective Action will be closed. Failure to complete corrective action by the agreed date will be reported to the Accountable Manager.

All non-conformance items will be re-audited after a suitable period to assess the effectiveness of the corrective action.

Audit Forms will be held by the Head of Training for inspection by the Authority. All Compliance System correspondence will be retained for at least 5 years.

2.5.2.3 Audit Schedule

In view of the small number of courses provided, it is the current policy of the Company to conduct a single annual audit only. If the number of courses increases significantly, then this policy will be reviewed.

Management & administration February

Aircraft documentation February

Ground & flight training February

Flight documentation February

SMS Audit October

Supplier Audits October

2.5.2.4 Management Evaluation Review

A Management Evaluation Review shall be carried out by the Accountable Manager in conjunction with the Compliance Monitoring Manager and the Head of Training one month after following the completion of the Annual Audit. Findings will be discussed and a statement issued that risks are being managed to a reasonable level.

If risks are not being managed to a reasonable level, the statement will include detailed measures to be implemented. The Accountable manager will be responsible for diarising and completing the required actions such that an unqualified statement may be issued.



2.6 Compliance Training

2.6.1 Compliance Monitoring Manager Training

The function of Company Compliance Monitoring Manager is outsourced to our fellow subsidiary Directflight Limited. The responsibility for training and obtaining authorisation for any individual to act in this post is specified in their operations manual. It shall be sufficient for the Company to obtain written confirmation from Directflight Ltd as to the qualifications & suitability of such person to hold the post of Compliance Monitoring Manager .

2.6.2 Not Applicable

2.6.3 Compliance awareness training for all staff

All instructional and operations staff shall read and be aware of the contents of this manual. They will indicate their understanding by signing the Confirmation Page held with this manual.

2.7 Document Control

The Company Manuals are controlled documents and are held in electronic form on the Company website. A printed copy of each manual is maintained in Operations. Once printed, Manuals become uncontrolled documents

2.7.1 Signature sheets are to be maintained for each document and personnel are to certify their knowledge and understanding as follows:

Document Signature(s) Required

Operations Manual All flight instructors and students before first acting as PIC of an ATO aeroplane and thereafter at every amendment.

Training Manuals All instructors before first giving instruction on the relevant course and thereafter at each amendment.

Organisation Management Manual All staff on first taking up employment and thereafter at each amendment.

2.8. Licensing Records

The Head of Training is responsible for maintaining accurate and up to date information on student licences and associated ratings and certificates, including the expiry dates of medical certificates and language proficiency. The procedures detailing how these records are managed and retained are described in Part 4 Appendices - Procedures.

2.8.6 Implementation of Document Control

2.8.6.1 Changes to any of the Company Manuals (including this Operations Manual will be implemented as follows:-

The affected pages will be reproduced with vertical lines delineating the clause(s) changed by the Accountable Manager. The footer of such pages shall contain the new page number and the date of revision.

The List of Effective Pages shall also be reissued to reflect the changes.



Such pages will then be delivered together with a Letter of Transmittal detailing the pages of the relevant manuals to be removed and the replacement and requesting acknowledgement of incorporation. Distribution to be to the parties and in the manner specified as follows:-

2.8.6.2 Updates and amendments will be advised:

1. The following post holders will receive specific notice of amendments by personal e-mail:

Accountable Manager

Safety Manager

Head of Training

Compliance Monitoring Manager

Administration

UK CAA

2. through a general e-mail to any other person required to follow its procedures;

3. through an electronic copy to the UK CAA;

4. through a general e-mail to other stakeholders and information posted on the Company website.

Such Amendments sent by e-mail will have a “Read Receipt” marker place on the outgoing message. The acknowledgement message of the “Read Receipt” request will be taken as confirmation that the Amendment has been received and will be incorporated into the specified copy of the relevant manual.

2.8.6.3 The Accountable Manager shall be responsible for:

Ensuring acknowledgements of incorporation are received from each party;

Incorporating Changes into the paper copies of the relevant manual held in the Company Offices;

Uploading an amended version onto the Company website;

Advising all affected stakeholders / parties of the change by email.

2.8.7 Review, Suggestions, Issue of Changes to Company Manuals

2.8.7.1 Review of Company Manuals will be formally undertaken at the Annual Management Committee and as necessary arising from incidents, accidents, investigations, occurrences reported and assessed under the Company Safety Management System.

2.8.7.2 Suggestions for changes or updates are to be encouraged from all staff and should be submitted by e-mail to the Accountable Manager. Upon receipt of such suggestions, the Accountable manager will consult with the Compliance Monitoring Manager, the Head of



Training and any instructors or Operational Staff. Any proposed changes will be drafted and authorised by the Head of Training/Accountable Manager before being implemented in the manner specified in 2.7.6 Document Control above.

3. Safety Management

3.1 The Company Safety Management System encompasses all training activities and is therefore detailed in a separate SMS Manual submitted separately.

3.2 Any findings, observations or matters arising from processes contained in this Organisation Management Manual, shall be carefully analysed to determine whether it is appropriate to raise a Safety Report & Hazard log form as required by the Company Safety Management System.



Appendices

Appendix 1

Annual Audit Forms

1) Annual Audit Check List & Audit Completion Report Form

2) Management & Administration Audit Form

3) Flight Training Audit Form

4) Ground Training Audit Form

5) Aircraft Documentation Audit Form

6) Flight Documentation Audit Form

7) Non Compliance & Corrective Action Report Form

8) Safety (SMS) Audit Form



ANNUAL AUDIT CHECKLIST & AUDIT COMPLETION REPORT

Date:……………………..

Initials & Date Completed

Management & Admin Audit

Aircraft Documentation Audit

Ground Training Audit

Flight Training Audit

Flight Documentation Audit

SMS Audit

List of Non Conformances & Corrective Action Reports Raised

CAR No Date Raised Action Completed Signed Off

Audit Completed Signed Compliance Monitoring Manager……………………………………………………. Date………….. Accountable Manager…………………………………………………………………..Date…………..



FLIGHT TRAINING AUDIT Applicable Course PPL / TRT / CPL/ FIC

No Subject

x Remarks

1

Do trainees have free access to flight planning information (AIP, AICs, NOTAMS, Weather, etc.) if/when required?

2 Do trainees have free access to Operations and Training Manuals?

3

Are all operations, training and planning documents up-to-date and pertinent to the course provided?

4 Are the aircraft used for flight training the same variant as taught in the ground school?

5

Was the approved flight training programme followed as to order, total hours and exercise sequence?

6

Was the student instructor ratio maintained at a reasonable level?

7 Were training records correctly and fully completed?

8 Was a course completion certificate completed for each trainee?

9 Were courses completed in a reasonable time without excessive gaps?

10

Was the Licensing Skill Test invariably conducted by a TRE not connected with the candidate’s training?

11 Were all the trainees invited to complete a customer feedback form? (Completion not mandatory).

12

Is there an effective method of assessing and maintaining instructional standards of all training staff?

13

Are suitable records maintained for the assessment of recurrent training and instructional standards of all training staff?

14 Did Course Completion Certificates provide an accurate summary of trainee achievement in standards and duration of training?

Auditor Name Date Signature



GROUND TRAINING AUDIT

Applicable Course PPL / TRT / CPL/ FIC

No Subject

x Remarks

1 Is the classroom accommodation sufficient for the number of trainees and satisfactory with respect to comfort, ventilation, noise, etc?

2 Is the training equipment adequate and pertinent to the training being given (CBT, OHP, whiteboard, videos, Cockpit photographs, etc.)?

3 Are course materials up to date and pertinent to training (Checklists, Flight Man., Course notes, etc)?

4 Was the approved ground training programme followed as to order, total hours and sequence?

5 Have the approved question papers been audited for currency pertinence to the aircraft and variants used for training?

6 Are the question papers in the proper format re subject matter and question numbers?

7 Are there suitable procedures for maintaining the confidentiality of question papers?

8 Is there suitable procedure for question analysis and review after the examination?

9 Is there satisfactory feedback to the candidate and a suitable resit procedure?

10 Were training records correctly and fully completed?

11 Was a course Completion Certificate completed for each trainee?

12 Did Course Completion Certificates provide an accurate summary of trainee achievement in standards of training?

13 Were courses completed in a reasonable time without excessive gaps?

14 Were all trainees invited to complete a customer feedback form? Not Required.

15 Is there an effective method of assessing and maintaining instructional standards of all classroom training staff?

16 Are suitable records maintained for the assessment of recurrent training and instructional standards of all classroom training staff?

17 Are the aircraft used for flight training the same variant as taught in the ground school?

Auditor Name Date Signature



AIRCRAFT DOCUMENTATION AUDIT

Applicable Course PPL / TRT / CPL/ FIC

Location: Date:

Name and Status of Auditee

Brief Description of Facilities

Item Aircraft Registration

C of A

ARC

C of R

Maint. Schedule

Next Check

Due at

Noise Certificate

Radio Installation Cert

Radio Licence

Mass & Balance

CMR

Insurance Certificate

Auditors Comments CARS Raised:

Auditee’s Signature: DATE :

Auditor’s Signature: DATE :



FLIGHT DOCUMENTATION AUDIT All Courses

Location: Date:

Name and Status of Auditee

Brief Description of Facilities

Detail Flight

1 2 3 4

Date of Flight

A/C Registration

Type of Flight Training

Helicopter Type

Instructor

Student

Completion of:

Authorisation Sheet

Technical Log

Student Records

Auditors Comments CARS Raised:

Auditee’s Signature: DATE :

Auditor’s Signature: DATE :



CAMBRIDGE HELICOPTERS T/A

AEROMEGA

NON COMPLIANCE & CORRECTIVE ACTION REPORT

Audit Location Date of Audit Audit Number

Area Under Review Controlling Procedure CAR Number

Non Compliance Audit Finding

Auditor(s) Agreed Time Limit Department Rep. Initials

Note: Level 1 = significant non-compliance with requirements which lowers the safety standard and seriously hazards flight safety. Immediate action is required

Level 2 = Non-compliance which could lower the safety standard and possibly hazard flight safety. Full Corrective action is required to be confirmed within not more than 3 months.

2 Corrective Action Undertaken Immediately

3 Root Cause Of Defect

4 Preventive Action To Avoid Recurrence

Authority that Corrective and Preventive Action is Completed Evidence attached?

Manager Signed Date

Yes No

5 Follow-Up Action To Verify Completion

Corrective / Preventive Action / Follow-Up Action Completed And Satisfactory

ASSESSOR'S SIGNATURE

Date of Closure



APPENDIX 2

SAFETY (SMS) AUDIT FORM

Date: Location Audit No:

Contact & Position

Organisation: Approval Reference (s):

1.0 SAFETY RISK MANAGEMENT 1.1 HAZARD IDENTIFICATION

COMPLIANCE + PERFORMANCE MARKERS Satis/ Non-Satis

How it is achieved

1.1.1

Has the organisation a reporting system to captures errors, hazards and near misses that is simple to use and accessible to all staff.

1.1.2

Has the organisation proactively identified all the major hazards and assessed the risks related to its current activities.

1.1.3

Are Safety investigations carried out to identify underlying causes and potential hazards for existing and future operations?

1.1.4 Are Safety reports acted on in a timely manner?

1.1.5

Hazard identification is an ongoing process and involves all key personnel and appropriate stakeholders.

1.1.6 Personnel express confidence and trust in the organisations reporting policy and process.

1.1.7 Human performance related hazards are being identified.

1.2 RISK ASSESSMENT AND MITIGATION


How it is achieved

1.2.1 Is there a structured process for the management of risk that includes the assessment of risk associated with identified hazards, expressed in terms of likelihood and severity

1.2.2 Are there criteria for evaluating the level of risk Aeromega is willing to accept and risk assessments and risk ratings are appropriately justified.

1.2.3 Has Aeromega risk control strategies that deliver effective and robust mitigations and controls and where applicable corrective action.

1.2.4 Are Corrective actions resulting from the risk assessment, including timelines and allocation of responsibilities documented.

1.2.5 Have senior management visibility of medium and high risk hazards and their mitigation and controls.

1.2.6 Are the CAA significant 7 being considered & addressed as appropriate.



2.0 SAFETY ASSURANCE 2.1 SAFETY PERFORMANCE MONITORING AND MEASUREMENT

COMPLIANCE + PERFORMANCE MARKERS Satis / Non-Satis

How it is achieved

2.1.1 Have Safety performance indicators been defined, promulgated and are being monitored and analysed for trends.

2.1.2 Are Risk mitigations and controls being verified/audited to confirm they are working and effective.

2.1.3 Are Safety Assurance and Compliance Monitoring activities fed back into the hazard identification and risk management process.

2.1.4 Does Safety assurance take into account activities carried out in all directly contracted / sub-contracted organisations.

2.1.5 Is Aeromega monitoring its current, future and third party safety risks and is taking action to address unacceptable safety risks

2.2 THE MANAGEMENT OF CHANGE

COMPLIANCE + PERFORMANCE MARKERS Satis/

Non-Satis How it is achieved

2.2.1

Has Aeromega established a process and conducts formal hazard analyses/risk assessment for major operational changes, major organisational changes and changes in key personnel.

2.2.2 Are Key stakeholders involved in the change management process

2.2.3 During the change management process are previous risk assessments and existing hazards reviewed for possible effect.

2.3 CONTINUOUS IMPROVEMENT OF THE SMS

COMPLIANCE + PERFORMANCE MARKERS

Satis/ Non-Satis

How it is achieved

2.3.1 Is the SMS periodically reviewed (at least annually) for improvements in safety performance.

3.0 SAFETY POLICY AND OBJECTIVES

3.1 MANAGEMENT COMMITMENT AND RESPONSIBILITY



3.1.1 Is there a safety policy that includes a commitment

towards achieving the highest safety standards signed

by the Acc Manager

3.1.2 Is the safety policy communicated to all employees with the intent that they are made aware of their individual contributions and obligations with regard to Safety.

3.1.3 Does the safety policy include a commitment to continuous improvement, observe all applicable legal requirements, standards and best practice providing appropriate resources and defining safety as a primary



responsibility of all Managers.

3.1.4 Does the safety policy actively encourage safety reporting

3.1.5 Is the safety policy reviewed periodically to ensure it remains current

3.1.6 Has a Just Culture policy been defined that clearly identifies the conditions under which punitive action would be considered (e.g. illegal activity, negligence or wilful misconduct)

3.2 SAFETY ACCOUNTABILITIES



3.2.1 An Accountable Manager has been appointed with full responsibility and ultimate accountability for the SMS to ensure it is properly implemented and performing effectively.

3.2.2 The Accountable Manager is fully aware of their SMS roles and responsibilities in respect of the safety, policy, safety standards and safety culture of the organisation.

3.2.3 Staff at all levels are aware of and understand their safety accountabilities, authorities and responsibilities regarding all safety management processes, decisions and actions.

3.3 APPOINTMENT OF KEY PERSONNEL


How it is achieved

3.3.1 Has a competent person with the appropriate knowledge, skills and experience been nominated to manage the operation of the SMS and fulfils the required job functions and responsibilities.

3.4 CO-ORDINATION OF EMERGENCY RESPONSE PLANNING


How it is achieved

3.4.1 Has an emergency response plan that reflects the size, nature and complexity of the operation been developed and defines the procedures, roles, responsibilities and actions of the various organisations and key personnel.

3.4.2 Has the organisation a process to communicate and distribute the ERP procedures and key personnel in an emergency have easy access to the ERP at all times.

3.4.3 Is the ERP periodically tested for the adequacy of the plan and the results reviewed to improve its effectiveness



3.5 SMS DOCUMENTATION



3.5.1 Is there documentation that describes the safety management system and the interrelationships between all of its elements

3.5.2 Is SMS documentation, including SMS related records, regularly reviewed and updated with appropriate version control in place

3.5.3 Is SMS documentation readily available to all personnel

4.0 SAFETY PROMOTION - TRAINING AND EDUCATION


How it is achieved

4.1.1 Is there a documented process to identify Safety Management training requirements, including initial and recurrent training, so that personnel are competent to perform their duties, including appropriate training records.

4.2 SAFETY COMMUNICATION


How it is achieved

4.2.1 Significant events and investigation outcomes are communicated to staff, including contracted organisations where appropriate.

PART-ORA APPROVED TRAINING ORGANISATION MANAGEMENT...

Documents

Transcript of PART-ORA APPROVED TRAINING ORGANISATION MANAGEMENT...