HKAR145-MOESMS

TAIKOO (XIAMEN) AIRCRAFT ENGINEERING CO. LTD.

(TAECO)

ADDRESS: GAOQI INTERNATIONAL AIRPORT XIAMEN, CHINA. POST CODE : 361006

Tel : (592) 5737560 Fax : (592) 5730224

HKAR-145 Exposition

Supplement - Safety Management System Manual

APPROVAL NUMBER: DAI/89/1295

Reference : TAECO / HKCAD / EXPO-SUPP-SMSM / 01 Copy No. : 0 Holder : Master

HKAR-145 MOE SUPPLEMENT SAFETY MANAGEMENT SYSTEM

Revision 0 01/09 HKAR-145 SMS C Page I

Table of Contents

HKAR-145 Supplement - SMS Manual

1.1 DOCUMENT CONTROL

1.2 SMS REGULATORY REQUIREMENTS

1.3 SCOPE OF THE SMS

1.4 SAFETY POLICY

1.5 SAFETY OBJECTIVES AND PERFORMANCE TARGETS

1.6 ROLES AND RESPONSIBILITIES

1.7 NON-PUNITIVE REPORTING POLICY

1.8 SAFETY REPORTING

1.9 HAZARD IDENTIFICATION AND RISK ASSESSMENT

1.10 SAFETY PERFORMANCE INDICATORS

1.11 SAFETY INVESTIGATIONS

1.12 SAFETY MANAGEMENT TRAINING

1.13 SAFETY AUDITING

1.14 SMS DATA AND RECORDS MANAGEMENT

1.15 MANAGEMENT OF CHANGE

1.16 EMERGENCY RESPONSE PLAN


Revision 0 01/09 HKAR-145 SMS Page I

Transmittal Record

Transmittal Inserted Transmittal Inserted No. Dated By Date No. Dated By Date

0 05 Feb 2009 Sally 05 Feb 2009


Revision 0 01/09 HKAR-145 SMS Page II

Distribution List

Copy No. Title Format

0. Master Hard Copy

1. Hong Kong Civil Aviation Department Hard Copy

2. Chairman (Accountable Manager) Hard Copy

2a Chief Executive Officer Hard Copy

3. Chief Operation Officer Hard Copy

4. Director Engineering & Quality Hard Copy

5. Director Training & Manufacturing Hard Copy

6. Executive General Manager Commercial Hard Copy

8. Executive General Manager Support Services Hard Copy

9. General Manager Hangars 1, 3 & 5 Hard Copy

10. General Manager Hangars 2 & 4 Hard Copy

11. Executive General Manager Quality Hard Copy

12. General Manager Quality Hard Copy

14. Executive General Manager Line Maintenance Hard Copy

19. Assistant General Manager Facility & Safety Hard Copy

29. Shanghai Line Maintenance Station CD

(To be Continued)


Revision 0 01/09 HKAR-145 SMS Page III

Distribution List (Cont’d)

Copy No. Title Format

30. Beijing Line Maintenance Station CD

31. General Manager, STAECO (satellite site in Jinan)

Hardcopy

32. Cathay Pacific Airways Hardcopy

Note: Only Hard Copy & CD Distributions are shown in this list.

As this document is available for access by all TAECO managers & above on the QA homepage

http://web.taeco.com/qa/index.htm

TAECO Manual holders who choose to make use of the homepage are not listed.


Revision 0 01/09 HKAR-145 SMS LEP Page I

LIST OF EFFECTIVE PAGES

PART PAGE REVISION DATE PART PAGE REVISION DATE

COVER 1.12 1 0 01/09 TABLE OF CONTENT CI 0 01/09 2 0 01/09 TRANSMITTAL RECORD I 0 01/09 3 0 01/09 DISTRIBUTION LIST II 0 01/09 4 0 01/09 III 0 01/09 1.13 1 0 01/09 LEP I 0 01/09 2 0 01/09 3 0 01/09 PART 1 1.1 1 0 01/09 1.14 1 0 01/09 2 0 01/09 2 0 01/09 3 0 01/09 3 0 01/09 1.2 1 0 01/09 1.15 1 0 01/09 2 0 01/09 2 0 01/09 3 0 01/09 1.16 1 0 01/09 4 0 01/09 2 0 01/09 1.3 1 0 01/09 3 0 01/09 2 0 01/09 4 0 01/09 3 0 01/09 5 0 01/09 4 0 01/09 1.4 1 0 01/09 2 0 01/09 3 0 01/09 1.5 1 0 01/09 2 0 01/09 3 0 01/09 1.6 1 0 01/09 2 0 01/09 3 0 01/09 4 0 01/09 5 0 01/09 6 0 01/09 7 0 01/09 1.7 1 0 01/09 2 0 01/09 1.8 1 0 01/09 2 0 01/09 1.9 1 0 01/09 2 0 01/09 3 0 01/09 4 0 01/09 5 0 01/09 1.10 1 0 01/09 2 0 01/09 1.11 1 0 01/09 2 0 01/09 3 0 01/09


Revision 0 01/09 HKAR-145 SMS 1.1 Page 1

1.1 DOCUMENT CONTROL

I. Purpose

Ensure that the manual up to date and all personnel have the most current version.

II. References

HK CAD 712 - Safety Management System (SMS) For Air Operators And Maintenance Organizations

HKAR-145 MOE.

III. Definitions

SMS - Safety Management System

HKCAD - Hong Kong Civil Aviation Department

QA - Quality Assurance



1.1.1 Manual Control

This SMS manual is a supplemental part of HKAR-145 MOE and is used to provide the key instruction for communicating the organization’s SMS approach and methodology to the whole organization. It shall document all aspects of the SMS, including the safety policy, objectives, accountabilities and procedures.

The Safety Manager shall be responsible for controlling the amendment of the Manual including associated procedures and the submission of proposed amendments to the HKCAD.

The Safety Manager shall ensure the Manual are subject to formal review annually.

The amendment to the Manual shall initially be accepted by the Executive General Manager Quality before submitting to the HKCAD.

All amendemnts shall be identified by a revsion number, date of revsion and a revion bar.

All amendment shall be supported by a letter of transmittal.



1.1.2 Manual Distribution

Printed copies or controlled softcopy of this manual will be distributed to all qualified personnel, including Civil Aviation Department (CAD), and various sections or department to ensure accessibility to all maintenance personnel. Quality Department maintains the master records of distribution.

And there is a link to the latest version of SMS Manual on QA homepage of company intranet for the access:

http://web.taeco.com/qa/manual/expo/HKAR145-MOE.pdf



1.2 SMS REGULATORY REQUIREMENTS

I. Purpose

Elaborate on current CAD SMS regulations for necessary reference and awareness by all personnel.

II. References


HKAR-145 MOE

III Definitions



AMO - Approved Maintenance Organization

ICAO - International Civil Aviation Organization



1.2.1 SMS Requirements

All HKAR-145 AMO are recommended to initiate the implementation of an SMS immediately to meet the implementation date of 1 January 2009. Such a system should include:

a. A safety policy on which the system is based;

b. Setting of safety objectives, performance targets and indicators;

c. Clearly defined lines of safety accountability throughout the organization, including a direct accountability for safety on the part of the Account Manager;

d. Identification of hazards to aviation safety and the evaluation and management of their associated risks;

e. Safety training to ensure their competency to perform their duties;

f. Documentation of all SMS components, procedures and activities including their relevant integration;

g. Periodic reviews or audits of the SMS;

h. An emergency response plan.

HKAR-145 AMO are encouraged to identify the best method of compliance to meet their individual circumstances. The key to a successful SMS is to develop and grow the SMS based on the organization’s needs and customized to its operations. The establishment of the basic components of an SMS should start with a safety policy and senior management commitment. To be effective, these components must be integrated into a coherent management system and not existed as independent safety programs.



1.2.2 Implementation Timescales

a. ICAO Annex 6 requires the implementation of SMS by maintenance organizations by 1 January 2009.

b. To allow sufficient time to develop and implement their own SMS, all HKAR-145 AMO are encouraged to initiate the implementation of their SMS from now until December 2008. During this period, CAD will continue to provide guidance where appropriate as well as assess each organization’s level of SMS implementation. However, deficiencies will not be recorded as findings.

c. SMS will be mandated on 1 January 2009, and by then all HKAR-145 AMO must have in place a functioning SMS in order to meet the requirements relevant to their CAD Certificates and Approvals.

d. In order to comply with ICAO requirement, the implementation timetable to be adhered to by operators and maintenance organizations is as follows:

i. By November 2006-CAD to issue Flight Operations Notice and Airworthiness Notice to promulgate the requirements (action completed).

ii. By November 2007-CAD to issue SMS guidance materials to industry for implementation (action completed).

iii. By February 2008- maintenance organizations to present preliminary SMS (plan, manual, training, personnel, safety performance targets, safety performance indicators, etc) to CAD for acceptance.



1.2.2 Implementation Timescales (Cont'd)

iv. From March 2008-CAD to liaise with maintenance organizations to evaluate their SMS implementation progress.

v. By November 2008-CAD to confirm final acceptance of SMS submitted by maintenance organizations.



1.3 SCOPE OF THE SMS

I. Purpose

To describe scope and extent of the organization’s aviation related operations and facilities within which the SMS will apply.

II. References


HKAR-145 MOE.

EPM-Quality I.4.19

III. Definitions

TAECO - Taikoo (Xiamen) Aircraft Engineering Company Limited


SAG - Safety Action Group

MEMS - Maintenance Error Management System



1.3.1 Organization Aviation Business

Taikoo (Xiamen) Aircraft Engineering Company Limited (TAECO) was incorporated in Xiamen on 1 July 1993. It has been specifically established to undertake major maintenance, including cabin interior refurbishment and major modifications such as the Aging Aircraft Programme on large civil transport aircraft. It is jointly owned by:

i. Hong Kong Aircraft Engineering Company Limited 56.55%

ii. Xiamen Aviation Industry Company Limited 12.18%

iii. Cathay Pacific Airways Limited 9.09%

iv. Japan Airlines Company Limited 9.09%

v. Beijing Kai Lan Technology Development Services Company

2.00%

vi. Boeing Commercial Airplane Group 9.09%

vii. Hong Kong Kin Kuen Development Co., Ltd. 2.00%

1.3.2 The Scope the SMS

The SMS system is applied to all operational activities untaken in TAECO for aircraft maintenance. The SMS applies to the following department in the company:

- Aircraft Maintenance department (including all production department and related workshops)

- Quality department & Technical Records



1.3.2 The Scope the SMS (Cont'd)

- Planning department

- Supplies department

- Technical Service department

- Training department

- Maintenance service department

- Facility department

1.3.3 Interlink between TAECO for SMS implementation

Every staff in the company has the responsibility of implementing the SMS during their daily work. The staff should report any unsafe condition through the internal reporting system and take the required mitigation action for risk.

The relevant departmental managers are responsible for the specific safety activities and the functional or operational safety performance and outcomes. The departmental managers shall chair the SAG for the area and oversee operational safety within the functional area.

The Safety Manger is responsible for monitoring all cross-functional or departmental SMS activities to ensure their relevant integration. The safety Manager should be directly accountable to the Accountable Manager for the satisfactory development and maintenance of the SMS.

The Accountable Manager is ultimately responsible for the SMS development and maintenance activities across the company.



1.3.4 The integration with other control system

Quality Management System is adopted in TAECO to provide a structured process for handling aircraft maintenance. The SMS system is built on the same procedural principles and objectives as quality management system while the SMS system will result in the implementation of processes to identify hazards and control/mitigate risks in operation aspects.

Maintenance Error Management System (MEMS) is also used in the company to identify the factors contributing to incidents, and to make the company’s system resistant to similar errors. As one element of the SMS, the company had set up the non-punitive reporting policy (Just Culture) and this policy had been included in the MEMS system. The detailed MEMS procedures and non-punitive reporting policy can be referred to EPM-Quality I.4.19



1.4 SAFETY POLICY

I. Purpose

Describe the organization’s intentions, management principles, and commitment to improving safety in the company.

II. References


HKAR-145 MOE Para 1.2.1

III. Definitions

Safety - Is the state in which the risk of harm to persons or property damage is reduced to, and maintained at or below, an acceptable level through a continuing process of hazard identification and risk management.



1.4.1 Safety Policy

TAECO safety Policy had been stated in HKAR-145 MOE Para 1.2.1 and was signed by the Accountable Manager.

The safety Policy is re-stated as below:

TAECO recognizes safety as a prime consideration at all times. It applies human factors principles to training and maintenance and seeks safe interface between the human and other system components by proper consideration of human capabilities and limitations which have an impact on the safety and efficiency of aeronautical operations. TAECO establishes a just culture and provides an environment conducive for encouraging free, frank and uninhibited reporting of all maintenance-related errors and incidents by all staffs within the company. It is the duty and responsibility of all staffs to comply with safety standards.

1.4.2 Communication and Implementation of the Policy

The policy statement is signed by the Accountable Manager.

Safety policy statement should be displayed prominently in all work areas and published in the HKAR145 MOE & SMS manual.

Contents of the safety policy should be explained to every employee through his/her immediate superior.

For new employees, the policy shall be explained to them as part of the induction training.



1.4.3 Revision of the Policy

The Policy will be reviewed by the Safety Manager at least once every year and any amendment will be made whenever necessary. Feedback from departmental managers & employees should be considered.

Any revised policy will be endorsed by the Accountable Manager.

This Safety Policy shall be included in SMS initial & continuation training material, which would be disseminated to all staff, to ensure that they are made aware of their safety obligation.



1.5 SAFETY OBJECTIVES AND PERFORMANCE TARGETS

I. Purpose

Describe the safety objectives and the safety performance targets of the organization.

II. References


HKAR-145 MOE.

III. Definitions

Hazard - Is a condition, object or activity with the potential of causing injuries to personnel, damage to equipment or structures, loss of material, or reduction of ability to perform a prescribed function

Risk - Is the likelihood of injuries to personnel, damage to equipment or structures, loss of material, or reduction of ability to perform a prescribed function, measured in terms of severity and probability




1.5.1 Safety Objectives

In conjunction with our safety policy, the safety objectives are stated as below:

a. To identify and eliminate hazardous conditions.

b. To perform hazard and risk analysis for all proposed new equipment acquisitions, facilities, operations and procedures.

c. To provide relevant SMS education and training to all personnel.

d. To provide a safe, healthy work environment for all personnel.

e. To minimize accidents/incidents that are attributable to organizational factors.

f. To prevent damage to aircraft and injury to people resulting from the operations.

g. To improve the effectiveness of the SMS through a yearly safety audit that reviews all aspects of the SMS.



1.5.2 Performance Targets

To achieve our Safety Objectives, the following Performance Targets are set:

a. To increase the number of hazard reports received by 10 % over next year.

b. To keep the yearly MOR rate less than 0.5 per 100,000 booked man-hours.

c. To keep the yearly accountable technical occurrence rate less than 5 per 100,000 booked man-hours.

d. To keep the yearly man-hour loss rate of industrial incident less than 5 per 1000 booked man-hours.

e. To keep the yearly injury rate of industrial incident less than 10 per 100,000 booked man-hours.

f. To keep the average finding less than 3.5 per external audit.



1.6 ROLES AND RESPONSIBILITIES

I. Purpose

Describe the safety authorities, responsibilities and accountabilities for personnel involved in the company.

II. References


HKAR-145 MOE.

III. Definitions


SRB - Safety Review Board

SAG - Safety Action Groups



1.6.1 The Accountable Manager is responsible for ensuring that the SMS is properly implemented and performing to requirements in all areas of the organization.

1.6.2 The Safety Manager is responsible for monitoring all cross-functional or departmental SMS activities to ensure their relevant integrity by performing the following functions:

a. Managing the SMS implementation plan;

b. Facilitating hazard identification and risk analysis activities;

c. Monitoring the effectiveness of mitigation actions;

d. Providing periodic reports on safety performance;

e. Maintaining the SMS documentation;

f. Planning and organizing staff safety training;

g. Providing independent advice on safety matters to the senior management.

The Safety Manger can direct assess to the Accountable Manager in the event of any reported discrepancy not being adequately attended to by the relevant person.



1.6.3 Safety Review Board (SRB)

Safety Review Board is to provide necessary resources, planning, company-wide directions and policy to keep on improving the safety performance.

a. Composition of SRB

CEO (Chairman)

COO

Directors

EGMs & GMs

Safety Manager (Secretary)

b. Function of SRB:

i. Making recommendations or decisions concerning safety policy and objectives;

ii. Defining safety performance indicators and set safety performance goals for the organization;

iii. Reviewing safety performance and outcomes;

iv. Providing strategic directions to departmental Safety Action Groups (SAG) where applicable;

v. Directing and monitoring the initial SMS implementation process.



1.6.3 Safety Review Board (SRB) (Cont'd)

The meeting of SRB should be held every 6 months.

Minutes should be kept for the meeting

Minutes should record actions to be taken and the responsibility party

Meeting minutes are sent to each group members for following the agreed actions and a copy should be forwarded to Chairman for reference.

Safety Manager is responsible for filing the minutes for at least 2 years.

1.6.4 Departmental Safety Action Groups

Departmental Safety Action Group are accountable to and take strategic directions from SRB. It is also to establish and maintain a communication channel between the management and all levels of employees.

a. Composition of SAG

Chairman - Department Manager/Head

Secretary – safety coordinator

Members – consist of different levels of employees



1.6.4 Departmental Safety Action Groups (Cont'd)

b. Function of the SAG would include:

i. Overseeing operational safety within the functional area;

ii. Managing the area’s hazard identification and risk analysis activities;

iii. Implementing mitigation or corrective actions relevant to the area;

iv. Assessing the impact of safety on operational changes and activating hazard and risk analysis process as appropriate;

v. Maintenance and review of relevant performance indicators;

vi. Managing safety training and promotion activities within the area.

Departmental SAG should hold meeting every 3 months

Minutes should be kept for the meeting.

Minutes should record actions to be taken and the responsibility party.



1.6.5 Staff

Every staff is responsible to his/her manager/head with respect to safety issues, and they shall pay attention to the following:

a. Taking care of oneself, other persons, aircraft and facilities in order to avoid incident.

b. Complying with company’s safety procedures and national safety regulation.

c. Working with suitable tools and equipment in a safe and healthy manner.

d. Maintaining good housekeeping to avoid damage to oneself and others.

e. Reporting the maintenance error and incident and latent hazards.

f. Attending safety training courses required by the management



1.6.6 SMS organizational accountabilities diagram

Safety Review Board (Refer to 1.6.3 for SRB composition)

All the concerned company staff, not limited to Production staff

Safety Action Group (Refer to 1.6.4 for SAG composition)

SAG

SAG

SAG

SAG



1.7 NON-PUNITIVE REPORTING POLICY

I. Purpose

Describe the system or policy under which employees are encouraged to report errors, safety deficiencies, hazards, accidents, and incidents.

II. References


HKAR-145 MOE.

EPM-Quality 4.19.

III. Definitions




1.7.1 Non-Punitive Reporting Policy (Just Culture)

a. The Non-Punitive Policy is adopted for maintenance error occurred in our daily operation.

b. The policy is combined with Maintenance Error Management System and the relevant procedures are outlined in EPM – Quality 4.19.

c. A letter issued by COO for Discipline Policy Regarding Maintenance Error is attached to the procedures in EPM-Quality 4.19.

d. A Discipline Action Panel was established to review the maintenance error and take the appropriate discipline actions. It includes Director(T&M), EGMQ, Safety Manager & respective departmental General Managers.



1.8 SAFETY REPORTING

I. Purpose

Describe how reporting system is designed and how it works.

II. References


HKAR-145 MOE.

EPM-Quality 4.2.

III. Definitions

Risk Mitigation - Measures to eliminate the potential hazard or to reduce the risk probability or severity



1.8.1 Safety Reporting System

Internal voluntary reporting system is established in the company to report any matter which can have an adverse effect on aircraft operation or maintenance standards or any unsafe condition occurred or will probably be occurred on daily activities.

a. The safety reporting system is based on the same quality reporting system and the detailed reporting procedures are outlined in TAECO EPM-Quality 4.2. In addition, any informal or unsigned safety report can be directly sent to the Safety Manager for review.

b. All personnel in the company can and have the responsibility to report any unsafe condition by using the internal reporting system.

c. Any report that needs to bring to safety manager’s attention should be reviewed by the safety manager to identify the hazard. Risk management process should be applied to determine the acceptability of the hazard.

d. If further actions are required, the risk will be submitted to departmental Safety Action Group to come out with the mitigation plan or corrective actions. Then, the departmental managers will be responsible for taking the appropriate action for the risk.

e. The Safety Manager is responsible to monitor the effectiveness of mitigation plan to ensure the risk had bee properly addressed.

f. The trend analysis should be performed at six monthly intervals by the Safety Manager and the result should be submitted to SRB for review.



1.9 HAZARD IDENTIFICATION AND RISK ASSESSMENT

I. Purpose

Describe how reported hazards or related issues are collated.

Describe process for any categorization of hazards/risks and their subsequent prioritization for a documented safety assessment.

Describe safety assessment process and preventive action plans.

II. References


HKAR-145 MOE.

III. Definitions

Hazard - Is a condition, object or activity with the potential of causing injuries to personnel, damage to equipment or structures, loss of material, or reduction of ability to perform a prescribed function

Risk - Is the likelihood of injuries to personnel, damage to equipment or structures, loss of material, or reduction of ability to perform a prescribed function, measured in terms of severity and probability

Risk Probability

- The likelihood that an unsafe event or condition might occur

Risk Severity - The possible consequences of an unsafe event or condition, taking as reference the worst foreseeable situation.



1.9.1 Hazard Identification

Hazard identification is a process where organizational hazards are identified and managed so that safety is not compromised. It is to identify hazards that may jeopardize part of its operations or may weaken its safety defenses

a. Hazard identification may come from any possible channels including organization internal reporting system, audits, daily surveys as well as accident/incident reports.

b. The Safety Manager is responsible for collecting information by reviewing the relevant reports at six monthly intervals.

c. The hazard identification should also be performed under specific conditions, which may include:

i. When there is an unexplained increase in safety-related events or infraction.

ii. When there are abnormal audit or safety performance indicator trends.

iii. When major operational changes are planned.

iv. Before a new project, equipment or facility is set up

v. During a period of significant organizational change



1.9.1 Hazard Identification (Cont'd)

d. Hazard management shall be performed including the following steps:

i. state the generic hazard

ii. identify specific components of the hazard

iii. Project specific risks associated with each hazard.

e. All the hazards identified shall be registered and the specific hazard shall be submitted to Safety Review Board or Safety Action Group for risk assessment and evaluation.

1.9.2 Risk Assessment

All coming up risks shall be subject to the risk analysis and evaluation processes by functional SAG with assistance by the Safety Manager.

The analysis or evaluation process shall include the following aspects:

a. Risk probability analysis

Risk probability is the likelihood that a situation of danger might occur.

The following table shall be used to decide the risk probability of a risk. LIKELIHOOD

Likelihood Frequent Occasional Remote Improbable Extremely improbable

Description Likely to occur many times

Likely to occur some times

Unlikely, but possible to occur

Very unlikely to occur

Almost inconceivable that

the event will occur



1.9.2 Risk Assessment (Cont'd)

b. Risk Severity analysis

Risk severity is to measure the possible consequences of a situation of danger, taking as reference the worst foreseeable situation.

The following table shall be used to identify the risk severity of a risk.

SEVERITY Category Catastrophic Hazardous Major Minor Negligible

Description Equipment destroyed; Multiple deaths

A large reduction in

safety margins

A significant reduction in

safety margins

Nuisance; Minor incident

Little consequences

Once the risk probability and risk severity are determined, they will constitute the risk index for that occurrence. The completed risk index matrix is shown in the following table.

Risk Assessment Matrix



1.9.2 Risk Assessment (Cont'd)

The acceptability for each risk index is reflected in the risk acceptability table.

H: Unacceptable; detailed research and management planning required.

S: Management attention and approval of risk control/mitigation actions required.

M: Acceptable after review of the operation.

L: Acceptable.

1.9.3 Risk Mitigation

Risk mitigation is the process of implementing actions or defenses to eliminate or reduce the probability or severity of risks associated with hazards.

All risk identified shall be submitted to Safety Action Group for coming up the mitigation actions for the risk.

Departmental manager is responsible for the implementing the mitigation actions and Safety Manager is responsible for monitoring the effectiveness of the actions.



1.10 SAFETY PERFORMANCE INDICATIORS

I. Purpose

Describe the plan to review the effectiveness of SMS.

II. References


HKAR-145 MOE.

III. Definitions

MOR - Mandatory Occurrence Report



1.10.1 Safety performance indicators

a. Safety performance indicators are generally data based expressions of the frequency of occurrence of some events, incidents or reports.

b. The following numbers are selected as the company’s safety performance indicators:

i. The number of received hazard reports

ii. The number of Mandatory Occurrence Reports (MOR)

iii. The number of yearly accountable Quality Investigation Reports

iv. The number of yearly man-hours loss for industrial incident

v. The number of yearly injury cases for industrial incident

vi. Average finding number for external audit

c. The Safety Manager is responsible for collecting the relevant data to calculate the safety performance indicator and perform the trend analysis.

d. The safety performance indicator is subject to yearly review by Safety Review Board/Safety Action Group.

e. Any significant abnormal trend or breach of safety benchmark level would trigger the appropriate investigation into potential hazards or risk.



1.11 SAFETY INVESTIGATIONS

I. Purpose

Describe the process for investigating safety accidents / incidents.

II. References


HKAR-145 MOE.

EPM-Quality 4.11

III. Definitions






1.11.1 Safety Investigation Procedures

a. An investigation maybe triggered by one of the following conditions:

i. As directed by the Safety Manager.

ii. An Internal Occurrence Report related to safety affairs submitted to the Quality Department, of sufficient significance as determined by the Safety Manager.

iii. A customer feedback/request relating to a safety error of an aircraft or something during or after a certain maintenance input at TAECO.

iv. SRB members or SAG members reported something impacts safety seriously.

b. Safety Manager shall assign a quality engineer either to carry out an investigation on his own or to lead an investigation team depending upon the seriousness of the occurrence.

c. The investigation team shall comprise of quality engineer(s) & appropriate person(s) from related department(s).

d. The assigned quality engineer shall raise an investigation report at the completion of the investigation, assign a report reference number and register it in the master list of the investigation report.

e. All relevant details of an incident, accident or serious defect must be entered into the report. Drawings and photographs, if available, are to be attached to the report.



1.11.1 Safety Investigation Procedures (Cont'd)

f. The completed report including Preventive Actions Tracking Sheet shall be signed by either the quality engineer or the investigation team & an appropriate staff of the concerned department for agreement of the contents of the report and the target dates of preventive action completion.

g. A recommendation on whether this investigation report shall be a subject of discussion by MEMS Disciplinary Action Panel should be included in the investigation report, this shall be determined together with the MEMS coordinator.

h. The report is then submitted to Safety Manager for approval. Copies of the reports are distributed to the relevant managers as applicable for dissemination to the relevant staff and to obtain feedback on action items. Copies of reports requiring MEMS Disciplinary Action Panel discussion shall be distributed to all members of the panel.

i. The quality engineer shall liaise with the relevant manager to monitor the agreed preventive action progress. Upon completion of all preventive actions the report shall be forwarded to Safety Manager for consideration of closure.

j. The investigation report’s format is in the pattern of Quality/Safety Investigation Report which formed in EPM-Quality 4.11.



1.12 SAFETY MANAGEMENT TRAINING

I. Purpose

To describe the type of SMS and other safety related training that staff receives and the process for assuring the effectiveness of the training.

II. References


HKAR-145 MOE.

III. Definitions






1.12.1 Purpose of SMS training

a. Safety training is an essential foundation for the development and maintenance of a safety culture.

b. The safety training will include operational personnel, managers / supervisors, senior managers and the Accountable Manager. This is to ensure that relevant personnel are trained and competent to perform their SMS duties.

c. The company’s SMS process and activities will be promoted to the company’s staff. The purpose of such communication includes:

i. Ensuring that all staff are aware of the SMS;

ii. Conveying safety lessons/information;

iii. Explaining why SMS related activities are introduced or changed;

iv. Conveying SMS activities updates;

v. Educating personnel on procedure for hazards reporting;

vi. Promotion of the company’s safety objectives, targets and culture.



1.12.2 SMS Training Procedures

a. The level/mode of training will be appropriated to the individual’s involvement in the SMS. Following is an example of the scope of SMS training:

i. Operational personnel – (For personnel involved in safety assessment) SMS fundamentals, organization safety policy, organization SMS overview, hazard identification and risk management;

ii. Line managers & supervisors – SMS process, management commitment and responsibilities, hazard identification and risk management, continuing safety assessment;

iii. Senior managers – Organizational safety standards and national regulations, management commitment and responsibilities, safety assurance, management of change;

iv. Accountable manager – Awareness of SMS roles and responsibilities, safety policy, SMS requirements, safety assurance.

b. The initial & continuation training on SMS will be performed by Training Department integrated with Company Procedure training/continuation training.

c. All SMS training records should be updated into computer-based record system.



1.12.2 SMS Training Procedures (Cont'd)

d. In general, continuation training should cover the following elements:

i. Changes in relevant requirements such as HKCAD SMS related documents;

ii. Changes in SMS procedures;

iii. Changes in safety objectives or targets.



1.13 SAFETY AUDITING

I. Purpose

To ensure that our safety management system has been properly implemented and maintained, and that the system is suitable, efficient and effective for meeting our safety policy and objectives.

II. References


HKAR-145 MOE.

EPM - Quality I.3.2

III. Definitions



SAR - Safety Audit Report

QAR - Quality Audit Report

CAR - Corrective Action Request

EPM - Engineering Procedure Manual



1.13.1 Audit Scope

Safety Audit is to review company’s safety performance and examine the company’s SMS to ensure the continuing suitability, adequacy and effectiveness of SMS. The scope of the audit shall include:

- Levels and accountability of staff for safety

- Compliance with SMS hazard/risk evaluation procedure

- Adequacy of staff training for their technical/SMS roles

- Availability of safety performance targets and indicators

- Effective SMS component integration

1.13.2 Audit Programme

The Safety Manager will invite external qualified auditors to conduct an audit on our safety management system annually. The purpose is to have independent assessment on our safety performance and fulfill the legislative requirement according to established safety standards.

Audit report would be furnished to the Safety Manager after the audit. The report will provide findings of the audit, including good practices and areas requiring improvement and recommendations.

The relevant responsible manager is responsible for drawing up action improvement plan in their areas and to specify the responsible persons and targeted completion dates within one month after receipt of the audit report.



1.13.2 Audit Programme (Cont'd)

The Safety Manager is responsible to gather all these actions improvement plans from individual department and monitor the implementation progress to ensure the action plan is effectively implemented.

Result of the safety audit will be highlighted to the SRB for review on improvement works that necessary for achieving a higher standard and better performance in safety.

Special Safety Audits can be requested by Safety Review Board, SAG or the Safety Manager when there are some urgent or critical affairs that may impact SMS seriously. The staff selected to conduct the special safety audit should be the qualified auditor in quality department and he/she must have received relevant SMS training.



1.14 SMS DATA AND RECORDS MANAGEMENT

I. Purpose

To describe the procedure of recording and storing all SMS related documents.

II. References


EPM - Quality

III. Definitions






1.14.1 SMS Records

a. It is necessary that the organization maintains a systematic record of all measures taken to fulfill the objectives and activities of the SMS.

b. Such records will be required as evidence of ongoing SMS process including hazard identification, risks mitigation and safety performance monitoring.

c. The records should include:

i. Incident/Accident reports;

ii. Incident/Accident investigation reports;

iii. Safety audit reports;

iv. Periodic analysis of safety trends/indicators;

v. Minutes of SRB or SAG meetings;

vi. Hazards and Risk Analysis Reports.



1.14.2 SMS Records Controlling Procedures

a. The incident/accident reports, incident/accident investigation reports, safety audit reports, periodic analysis of safety trends/indicators, SRB or SAG meetings minutes, hazards and Risk Analysis reports will be kept in Quality Department for at least two years.

b. The SMS records will be either hard copies or soft copies.

c. The SMS records are accessible to all staff in the company for any safety concerns.



1.15 MANAGEMENT OF CHANGE

I. Purpose

To describe the procedure to manage organization internal / external / process change that may have an impact on safety.

II. References


HKAR - 145 MOE

III. Definitions





1.15.1 Management of Change Procedures

The Management of Change is a part of Safety Assurance because it may affect the company operation and procedures.

a. All substantial internal or external changes which may have safety implications have to be assessed by the SRB.

b. The substantial internal and external changes including all the aspects involve in Safety System, such as senior management changes, facilities changes, numerous tools and equipments changes, company procedures’ major changes, and some others as stated in 1.3 of this supplement.

c. The SRB will evaluate the effects of the management of change in the six monthly meetings, and make a decision to adapt the changes not to impact the existing SMS significantly.

d. The SRB meeting will be held regularly, or a special SRB meeting will be required by the Safety Manager or a numbers of SRB members if the originator(s) consider that the management of change will impact the Safety System urgently.

e. The decision will be recorded and kept as a SRB meeting minutes.



1.16 EMERGENCY RESPONSE PLAN

I. Purpose

To describe the company’s intentions and commitment to dealing with emergency situations and their corresponding recovery controls.

II. References


TAECO Administration Manual

EPM - Aircraft Maintenance

III. Definitions

ERP - Emergency Response Plan


EPM - Engineering Procedure Manual



1.16.1 The Purpose of ERP

An emergency response plan (ERP) is for the protection of personnel and property of TAECO and for the recovery from emergencies and disasters in the shortest possible time.

1.16.2 Emergency Contact No.

Security Duty Phone: 5737110

Fire Team Duty Phone: 5737119

Industry Safety Officer Phone: 5737058

Facilities Duty Phone: 5737581

1.16.3 Specific Emergency Handling Procedures

Specific emergency situation handling procedures can be found in TAECO EPM and Administration Manual.

TAECO EPM - Aircraft Maintenance provides detailed handling procedures for all maintenance activities such as engine ground run, pressurization test, hydraulic test and maintenance on oxygen component. All these procedures should be strictly followed during aircraft maintenance.

TAECO Administration Manual provides some handling procedures under external condition such as extreme bad weather and fire. The procedures for handling media and insurance related issue are also included in the manual. The injury handling procedures are included in this manual to provide guideline for all staff.



1.16.4 Unspecific Emergency Response Procedures

The following procedures are to provide the guideline for unspecific emergency situation.

The Staff who first finds/is ware of an accident should report immediately to his responsible manager. He/she should stay in a safe area adjacent to the accident site until the responsible manager arrival. He/she is also responsible for preservation of evidence, securing affected area.

In any emergency case, a call can be made to 5737110 to contact security duty staff for further assistance. Company security section has the updated call list to inform all relevant department managers to take the proper actions.

If an injury occurred, the suffered person should be immediately sent to hospital for medication or further treatment.

Once received the report of the accident, the responsible manager should:

- Make a proper arrangement to evacuate the relevant staff;

- Inform the relevant parties, which at least include: company senior management, the safety manager, the relevant customer, the relevant local government office etc.

- Take photos as evident for investigation

- Consult with customer, operator or other agencies for the remedial actions.

An emergency response team may be established consisting of the following members and their functions are:



1.16.4 Unspecific Emergency Response Procedures (Cont'd)

a. Security in-charge

i. Coordinate all emergency response measures internally and externally.

ii. Designate emergency team members or other employees, whenever necessary, to assist him in the event of an emergency

b. Fire and Security team

i. Control and keep the evacuations process in good order

ii. Provide rescue and clearing off assistance whenever necessary

iii. Assist government rescue team

iv. Perform fire fighting if safe to do so.

c. Nursing office/Medical attendant

i. Coordinate and provide first aid service as required

d. Facilities team

i. Provide technical advice and assistance on all the building service matters such as utility systems (e.g. air-conditioning, fire fighting, water supply, electric, air supply etc.)



1.16.4 Unspecific Emergency Response Procedures (Cont'd)

An accident report should be made according to company internal reporting system to inform the quality manager and safety manager for further appropriate actions.

The senior management up to the Accountable Manager should be kept informed of all processes for the accident.

An investigation shall be arranged by Quality manager /Safety Manager to find out the cause for the accident and come out with preventive actions.

All preventive action shall be implemented by the functional department to keep from similar happening.

Documents

HKAR145-MOESMS