Human Factors Network - ToR

Safety

Terms of Reference HUMAN FACTORS NETWORK

Reference: HFNet/SAF/SM/TOR/2012-1 Version: 1.1 Date: 15/04/2013 Distribution: Internal, HF Network Members Sector: Management Systems

Document elaborated by:

European Railway Agency 120 Rue Marc Lefrancq 59300 Valenciennes France

Approved by: Executive Director

Validated by: Head of Safety Unit

Reviewed by: Head of Safety Systems Sector

Author(s): Susan Reinartz

Safety

Ref.: HFNet/SAF/SM/TOR/2012-1

Terms of Reference Date: 15/04/2013

Version: 1.1 Human Factors Network Page: 2/21

1. DOCUMENT INFORMATION

1.1 Change Control

Table 1 : Status of the Document.

Version Date Author(s) Distribution Section/Page

Number Modification Description

0.1 15/11/2012

Susan Reinartz Internal

HF network members

all First draft

28/01/2013 Susan Reinartz Internal

HF network members

all Second draft

26/02/2013 Susan Reinartz Internal

HF network members

Sections 5.3, 6.2

Third draft

25/03/2013 Susan Reinartz public Editorial and

format changes

Public version

15/04/2013 Susan Reinartz public Minor editorial changes Public version

Safety




1.2 Contents

1. DOCUMENT INFORMATION ....................................................................................... 2

1.1 CHANGE CONTROL .................................... ................................................................ 2

1.2 CONTENTS .................................................................................................................. 3

1.3 LIST OF FIGURES........................................................................................................ 4

1.4 LIST OF TABLES .................................... ..................................................................... 4

1.5 REFERENCE DOCUMENTS ........................................................................................ 4

1.6 TERMINOLOGY AND ABBREVIATIONS ..................... ............................................... 5

What does the term Human Factors mean? ............................................................................................ 5

Specific Terms and Abbreviations ............................................................................................................ 5

2. OUTLOOK ........................................... ......................................................................... 7

3. INTRODUCTION ........................................................................................................... 8

3.1. Vision .............................................................................................................................. 8

3.2 Benefits ........................................................................................................................... 8

4 HUMAN FACTORS NETWORK ............................. ...................................................... 9

4.1 Objectives ....................................................................................................................... 9

4.2 Success criteria ............................................................................................................. 10

4.3 Scope and Constraints .................................................................................................. 10

5. STRUCTURE AND WORKING METHODS OF THE NETWORK ...... ........................ 11

5.1 Roles and Responsibilities ............................................................................................. 11

5.2 Structure ........................................................................................................................ 11

5.3 The Members of the Network ........................................................................................ 11

Agency members ................................................................................................................................... 11

External members .................................................................................................................................. 12

Stakeholder organizations ...................................................................................................................... 12

5.4 The Tasks of the Agency ............................................................................................... 12

5.5 Tasks of the Network Members ..................................................................................... 13

6. PLANNING OF ACTIVITIES TO 31.01.2014 .............. ................................................ 13

6.1. Events ........................................................................................................................... 13

Meetings ................................................................................................................................................. 13

Workshops ............................................................................................................................................. 13

Seminars ................................................................................................................................................ 13

6.2. Priority themes for guidance and good practice ............................................................. 14

6.3. Time plan ...................................................................................................................... 16

6.4. Calendar of activities to 31.12.2014 ............................................................................... 17

6.3 Outputs of Network to 31.12.2014 ................................................................................. 18

6.4 Communication ............................................................................................................. 18

6.5 Stakeholder(s) ............................................................................................................... 19

Safety




External stakeholders ............................................................................................................................. 19

7. RISKS ......................................................................................................................... 19

ANNEX A : LIST OF PARTICIPANTS FOR THE HUMAN FACTOR S NETWORK ......... 20

APPENDIX B : INFORMATION SHEET CONCERNING REIMBURSEMENT OF EXPERT’S EXPENSES .............................................................................................. 21

1.3 List of Figures Figure 1: Network structure ............................................................................................................................. 11 Figure 2: Calendar of activities ........................................................................................................................ 17

1.4 List of Tables Table 1 : Status of the Document. ..................................................................................................................... 2 Table 2 : Table of Reference Documents. ......................................................................................................... 4 Table 3 : Table of Terms. .................................................................................................................................. 5 Table 4 : Table of Abbreviation. ........................................................................................................................ 6 Figure 1: Network structure ............................................................................................................................. 11 Table 5 : Competence of Network members. .................................................................................................. 12 Table 6 : Overview of priority work themes for 2013 – 2014 ........................................................................... 15 Table 7 : Overview of work programme for 2013 – 2014 ................................................................................ 16 Figure 2: Calendar of activities ........................................................................................................................ 17 Table 8 : Network outputs................................................................................................................................ 18 Table 9 : Communication plan. ........................................................................................................................ 18 Table 10 : Risks. .............................................................................................................................................. 19 Table 11: List of Organizations nominating members for the HF Network ..................................................... 20

1.5 Reference Documents

Table 2 : Table of Reference Documents.

[Ref. N° ]]]] Title Reference Version

[1] Directive 2004/49/EC amended by the directive 2008/110/EC on safety on the Community’s railways (Railway Safety Directive)

OJ L220, 21.6.2004, p.16

OJ L345, 23.12.2008, p.62

(Corrigendum)21/06/2004

Consolidated 23/12/2008

[2] Regulation (EC) 881/2004 (Agency Regulation) amended by Regulation (EC) 1335/2008

[3] Agency Work programme 2013 Agency work programme 2013 1.0

[4] Terms of reference Integrating Human Factors into European Railways Pilot project – START-UP HF/SAF/SM/TOR/2012-1 Draft 0.7

Safety




1.6 Terminology and Abbreviations

A glossary of railway terms that focuses primarily on safety and interoperability terminology is available on the Agency website:

(http://www.era.europa.eu/Document-Register/Pages/Glossary-of-railway-terms.aspx).

What does the term Human Factors mean?

Generally, the terms Ergonomics and Human Factors are viewed as synonymous; however, in a recent development this activity is now sometimes referred to as Human Factors Ergonomics or HFE. For the purposes of this Network the term Human Factors (HF) will be used.

The term ‘ergonomics’ is composed of two words from Ancient Greek, ‘ergon’ (= work) and ‘nomos’ (= law). Thus, from its original meaning, ergonomics can be defined as the science of work.

The official definition of the International Ergonomics Association is:

“Ergonomics (or human factors) is the scientific discipline concerned with the understanding of interactions among humans and other elements of a system, and the profession that applies theory, principles, data and methods to design in order to optimize human well-being and overall system performance.

Ergonomists contribute to the design and evaluation of tasks, jobs, products, environments and systems in order to make them compatible with the needs, abilities and limitations of people.”

There are many views on the scope and implementation of Human Factors. The Rail Safety and Standards Board (RSSB) gives a succinct explanation:

“all the people issues we need to consider to assure the lifelong safety and effectiveness of a system or organisation”.1

Specific Terms and Abbreviations

This section defines the specific terms and abbreviations that are used frequently in the present document.

Table 3 : Table of Terms.

Term Definition

Agency the European Railway Agency such as established by the regulation 881/2004.

1 Understanding Human Factors, a guide for the railway industry, RSSB publication June 2008.

Safety




Table 4 : Table of Abbreviation.

Abbreviation Meaning

ERA European Railway Agency

HF Human Factors

HFE Human Factors Ergonomics

IM Infrastructure manager

NIB National investigation body

NSA National safety authority

RU Railway undertaking

SMS Safety management system

TOR Terms of Reference

UIC/HFWG International Union of Railways / Human Factors Working group

Safety




2. OUTLOOK

PROJECT OUTLOOK

Existing project: Integrating Human Factors into European Railways – Pilot project START-UP

This Terms of Reference relates to task 2 of the existing Safety Unit project. The document presents the

working Terms of Reference for the Human Factors Network developed by the members of the Network in

2012.

Legal base

Railway Safety Directive (RSD), Article 4 of Directive 2004/49/EC /1/

Requirements are set out for the Member States in Article 4(2) and (3) to ensure that the IM and RU fulfil their

responsibilities for safe operation of the railways and in Article 4(4) for other railway stakeholders, e.g.

manufacturers and maintenance suppliers comply with requirements to ensure that vehicles, installations and

other technical equipment can be safely put into operation.

Article 1 of the Regulation (EC) 881/2004 /2/, the Agency Regulation

The systematic application of HF knowledge and approaches in European railways will contribute to maintaining

safety as technological and operational developments unfold. The Agency can lead the way to this common

approach by integrating HF into its own working methods in the development of recommendations for EU

legislation. And by promoting the integration of HF by the railways stakeholders in their implementation of EU

legislation, in particular in cooperation with the NSAs and NIBs in the Member States.

Mandate

Not applicable

Work Programme

Agency work programme 2013 /3/

Activity 1, Project 1.1:Developing SMS overall principles

State of play outside ERA

UIC has established a Human Factors Working Group (HFWG) with the complementary objective to ensure

better incorporation of organizational and human factors into the safety systems of railway undertakings. The

Stakeholder organization, CER has related activities focussing on the selection of staff. Representatives from

these and other stakeholder organizations will be invited to participate in the HF Network.

This will ensure that Agency’s network will not duplicate effort on the same activities as undertaken by these

related groups but support and reinforce their work in a cooperative way .

Resources

Resources for project management and technical work: approximately 1/3 working time for one member of

staff: Susan Reinartz.

All ERA project managers of relevant technical work will be kept informed of Network activities and may attend

meetings when relevant for their own work. Secretarial support will be required for organising the meetings,

seminars and workshops for part of 2 to 4 days per year.

Safety




3. INTRODUCTION

The Agency has initiated a project to promote the integration of Human Factors (HF) in European railways /4/. Within the activities of this project the Agency is setting up a HF Network as a forum for dialogue with the railway stakeholders to forward the overall and long-term goal of the HF project: to promote the human-centred perspective in the systematic integration of HF in the design, development, operation and maintenance of European railways. The joint NSA/NIB Plenary meeting in May 2011 responded positively to this Agency initiative. This activity will complement and run in parallel to the internal work to systematically integrate HF knowledge and approaches into the Agency’s working methods.

3.1. Vision

The Network will be a two-way exchange of views and experience between the Agency and the stakeholders in European railways with the aim of promoting the integration of HF and a human-centred approach in railways in Europe. This exchange will cover both HF issues in general and focus on the current use of HF knowledge and expertise in the railways, on the problems and limitations experienced by the Network members and seek ways to resolve them through the exchange of good practice. The Network will also recommend priorities for HF input, identify specific topics requiring closer attention and determine how best to tackle them, whether in studies managed by ERA, in task forces of the Network2 or to feed into the EU research programme or other means suggested by members of the Network.

The Agency’s motivation in furthering this aim stems from the recognition that the effective implementation of the safety management systems (SMS) by the RU and IM clearly depends on the application of HF knowledge and approaches3 – the SMS is the foundation of safe operation. And not only during operation, integrating HF into the other phases in the railway lifecycle, from design to maintenance also contributes significantly to railway safety.

The members will include representatives from the NSAs NIBs, RUs, IMs and ECMs who are involved with HF issues as part of their work and Agency staff. Both the NSA and NIB are important partners for the Agency in tackling these HF objectives. The NSA clearly have an influential, proactive role in supporting the integration of HF into the successful implementation of the SMS.

The NIB, although retroactively initiating measures through their investigation recommendations, can be highly influential in promoting a more proactive approach through the integration of HF in railway operation.

Now that the Network has been established, the aim is to widen the group of stakeholders to include the sector organizations. The stakeholders will contribute to building a more accurate picture of the current status of HF integration and a consensus on the criteria for assessing progress towards this goal.

3.2 Benefits

The Network will be a meeting place for representatives of the railway stakeholders to work together to find appropriate means to promote the integration of HF and how best to support this objective.

2 Within the legal mandate of the Agency/2/.

3 The Agency is preparing guidance on the integration of Human Factors into the safety management systems.

Safety




By taking this joint approach with representatives of the railway stakeholders we can come closer to the practical operational constraints that need to be taken into account when deciding how to promote the integration of HF into the railways.

This will be a further way to increase the frequency of joint meetings between NSAs and NIBs4, focussed on this subject of common interest. There will be regular reports of the HF Networks activities to the Plenary meetings of the Agency networks.

The Network will be a concerted effort that can more effectively raise awareness for the integration of HF at a higher business level than the individual practitioner within the railway industry might achieve.

The Network will be an important communication channel to support a better understanding of how and why HF should be integrated, particularly into the operation of the railways through the SMS. Equally important, it is a way to involve the stakeholders in this process and listen to their feedback on practical experience in achieving this.

4 Human Factors Network

4.1 Objectives

The HF Network will take a wide perspective and begin work to find a common approach towards achieving the long-term goal. Initially, the main objectives are seen as:

• consider the means to promote the overall goal of integrating HF in the railways and a human-centred approach to system development

• find out more about how HF is currently implemented in the railways to

� exchange experience on HF issues

� consider how to support HF practitioners working in the operational stakeholders

• identify priority HF issues in railway operation requiring closer attention and determine how best to tackle them through:

� studies managed by ERA

� task forces of the Network5

� seminars/workshops to consider solutions for the railways

� the EU research programme.

• consider experience from other domains to bring good practice to the railways, this will include the work of Eurocontrol, EASA, EMSA OSHA, universities and other relevant organizations.

These objectives are seen as a preliminary framework for the Network; the members of the Network will consider these objectives and propose further objectives as appropriate for progressing towards the overall goal.

4 As recommended by SDG report on the Evaluation of the Agency Regulation 2004/881/EC /3/–

recommendation no.8.

5 Within the legal mandate of the Agency.

Safety




4.2 Success criteria

It is clearly difficult to specify criteria to measure the success of an activity that aims to promote an industry-wide development over a longer time scale. The current status of the systematic integration of HF throughout Europe already varies considerably, so there is no consistent starting point from which to measure the development. Some measure of success will be evident when more railway stakeholders themselves begin to call for the systematic integration of HF into railway operation and for support from the Agency to achieve this. One small stepping stone on the way will be the wider application of the Agency’s guidance on integrating HF into the SMS by RU and IM.

4.3 Scope and Constraints

The main activities of the Network will be discussion and exchange of views and good practice that will lead to guidance on good practice and other measures to achieve the integration of HF in the railways. The Network will give the opportunity to those who are responsible for HF or in a position to promote HF in their organization to share problems and solutions with each other and a communication channel to the Agency and the wider railway community.

It is important to make clear that it is not the purpose of the Network to make recommendations or set priorities for the Agency’s work programme; however, the Network’s views will be communicated within the Agency.

Safety




5. Structure and Working Methods of the Network

5.1 Roles and Responsibilities Christopher Carr, head of the Safety Unit is the sponsor of this Network.

The project manager is Susan Reinartz, project officer in the management system sector. She will be responsible for the organization and technical management of the Network. She will report on the technical development and progress of the Network to the head of sector and to the head of the Safety Unit.

5.2 Structure

Agency’s Executive Director

Christopher CarrHead of Safety

unitProject sponsor

Susan Reinartz,project manager

ERA members of HF network

Sector organizations:CER, EIM, etc.

Internal stakeholdersOther Agency

units

European Commission

NSA / NIB / NRB Network

Project Team

J-M DechampsHead of Sector

Project Governance

RU and IM representatives

Internal stakeholders

HF network members

OthersRSSB, UIC

sponsored by sector

organizations

Figure 1: Network structure

5.3 The Members of the Network

To support an effective way of working together we consider it is essential that the participants of the Network have the competences required to actively contribute to the Network activities. Following the start-up phase with 10 members from the NSA and NIB the membership of the Network will be opened to nominees of the Sector organisations of competent experts from railway undertakings, infrastructure members and other organizations, such as UIC and RSSB. The Agency will propose suitable candidates to the Sector organizations. There will be a maximum number of external members will be 25.

Agency members

A representative from each operational unit will be invited to attend the Network meetings. Other technical staff may attend the Network meetings on an ad hoc basis depending on the relevance of the topics under discussion to their own work.

Safety




External members

NSA and NIB

The NSA and NIB will be invited to propose members to take part in the Network, who are working respectively on the assessment and supervision of the SMS as part of the certification and authorisation, and in the investigation of HF in railway accidents.

Stakeholder organizations

From 2013, stakeholder organizations will be invited to nominate representatives. These organizations contribute actively to the Agency’s work on structural sub-systems; it is equally important to ensure their participation in our work to promote the integration of HF into the railways.

NSA, NIB and stakeholder organizations will be requested to nominate members for the HF Network with at least one category of competence as described below:

Table 5 : Competence of Network members.

Competency 1 Competency 2

Good general understanding of human factors and / or health and safety and / or investigation of railway incidents and accidents

Responsible for promoting, establishing or implementing HF in the work processes of their respective organization or the wider railway industry

In addition, we may invite representatives from selected organizations with particular experience in promoting HF in the railway industry to attend meetings as guests or members; and independent experts for contributions on specific issues.

External members and guests of the Network will be reimbursed in line with decision n° 69/2009 adopted by the ERA Administrative Board on 29 November 2009. Further details are given in the information sheet in APPENDIX B.

5.4 The Tasks of the Agency

The Agency will chair and provide secretarial support for the HF Network. The project manager will organise the meetings of the HF Network.

The project manager will prepare draft agendas and the work programme for the Network based on proposals from members, and disseminate all supporting documentation, oversee the documentation of the meeting minutes, manage all follow-up actions from the Network, and arrange any additional events such as task forces, seminars, workshops and technical visits.

The project manager will formulate the outputs of these activities in the form of guidelines or guidance on good practice from the Network; these will be sent to the members of the Network for confirmation and / or comment before dissemination. The project manager will enable dissemination of the HF Network guidelines / guidance on good practice, to a wider audience.

The project manager will report on the activities of the HF Network to the Plenary meetings of the NSA and NIB Networks and other bodies as considered necessary; members of the Network may be invited to give presentations on specific issues to these plenaries.

The Terms of Reference for the HF Network will be presented to the Plenary meetings in the first quarter of 2013.

Safety




The project manager will establish and maintain contact with relevant HF groups within EU agencies, Eurocontrol, and others.

5.5 Tasks of the Network Members

The members will attend up to two Network meetings, one workshop and one seminar each year. More details of the Network outputs are given in the HF Network work programme for 2013 - 2014.

In general the members of the network will be expected to prepare contributions in advance of the meetings in accordance with the agenda. In particular, the members should make proposals on human factor issues to be considered by the Network and to provide information on the problems, solutions and good practice relating to HF from their own experience and within their organization. During the meetings the members will be expected to participate in discussions and contribute their own knowledge on the HF issues as appropriate.

Further contributions by Network members to workshops and seminars in the HF Network work programme for 2013 – 2014 will be arranged between the project manager and the respective members. Members will be expected to play an active role in these activities. Each member must manage their own time commitment for these activities.

6. Planning of activities to 31.01.2014

The Network will meet for formal meetings (up to 2 / year), and one workshop and one seminar / year.

6.1. Events

Meetings

In the meetings, the main focus will be the exchange of experience on HF issues and decision-making relating to the planning, progress for the development of guidance on the priority themes. Network members or invited speakers will be invited to give presentations on relevant subjects to support the Network objectives and the activities.

Workshops

The purpose of the workshop is achieve progress on the priority theme(s) through presentations by specialists who can contribute to the development of the guidance, and contributions from Network members, including exchange of knowledge/experience and discussion on content of the guidance.

Seminars

The seminars will be directed at the overall goal of the network: to promote the systematic integration of HF in railway operations. The (planned) focus of the seminar in 2013 will be on communicating the positive role of humans in achieving safe railway operations, by building on current developments in the understanding of human performance in socio-technical systems. The planned focus of the seminar in 2014 will be to focus on case studies of how the integration of HF in railway operation is being achieved in Europe.

Safety




6.2. Priority themes for guidance and good practice

The themes for the focus of the network’s activities during the period 2013 to 2014 have been selected at the 2nd Network meeting on 4th December 2012.

The two priority themes are:

1. HF models, principles and tools

2. Integration of HF in SMS (this includes safety culture, integrating HF in risk assessment and supervision).

These themes are considered as interrelated with many common aspects; the differentiation lies in the scope of the associated products

Table 6 gives an overview of the selected priority themes for the work programme up to 31.12.2014.

Safety



Version: 1.1 Human factors Network Page: 15/21

Table 6 : Overview of priority work themes for 2013 – 2014

Theme Priority Decision in meeting 2

NIB interest

NSA interest RU / IM interest

Other related activities

HF principles, models and tools • Inventory for HF work in railway

sector • Making available to railways • Connecting these to legal

requirements, e.g. TSI requirements

1 Theme 1

Useful to guide investigation of HF issues and to collect the relevant information

To support CSM CA and CSM SU in relation to HF in SMS

Support integration of HF into SMS

ERA study on human functions in railways RSSB

Integration of HF in SMS • NSA: role of inspectors in

integrating HF through supervision

• guidance on integration of HF into SMS e.g. introduction of new equipment (links with HF in risk assessment)

Integrating HF in risk assessment (sub-process of SMS) but to a more technical level RA of user manuals, interface design as part of approval of technical systems. HF to compensate for technical “weakness”

2 Theme 2

Investigation of SMS related issues

NSA Pro-active measures for supervising SMS – harmonization of approach to integrate HF, promote integration, assess integration, include audits

Support to integrate HF into SMS, share experience between RU/IM

ERA guidance RSSB UIC studies on border crossings and safety checks ORR audit experience and documents

Investigation of accidents – examining risk assessment

As above, recognition of HF measures to manage risks

Support in risk assessment of operational changes

ERA /MTO study IEC / HF guidance for IEC 61508 processes and procedures RSSB (RaRa) UIC study on border crossings

Safety




6.3. Time plan

Table 7 gives an overview of the planned events during the period up to 31.12.2014 detailing the participation of Network members, the focus and products for each event.

Table 7 : Overview of work programme for 2013 – 2014

Date Event Participation Theme Result 8 March 2013

Network workshop (in conjunction with HF Rail conference

All Network 2012 members (NSA and NIB) ORR will provide facilities.

Theme 1: Models (M), principles (P) and tools (T) Contributions by Network members and invited speakers to share knowledge and experience on theme 1 And develop detailed plan of work for theme 1.

• Good knowledge base • Plan of action for work theme 1 • Decide on criteria for selecting, useful M, P

and T

18 June 2013 Network meeting Current and new members from sector

Promoting HF: Exchange on HF activities of Network members Planning actions for work on theme 2: HF and SMS, Progress on actions for theme 1

• Review of HF activities by Network members – way forward to promote

• Plan of action for work theme 2 • Decision on products for theme 2

October 2013 Network seminar All network members and others- wider audience, to help promote HF

(Planned) Presentation by leading HF personality e.g. Erik Hollnagel on Safety, Human performance and Resilience Engineering

Seminar presentation on the current understanding of human performance Discussion of relevance for EU railway operation and SMS.

March 2014 Network meeting/workshop

All members and invited experts

Work and planning on themes 1 and 2 Intermediate products in draft for theme 1

June 2014 Network meeting/workshop

All members and invited experts

Progress on actions for themes 1 and 2 Intermediate products for theme 2

October 2014 Network seminar All members and others

Planned presentation by invited expert(s) from railway companies

Seminar presentation focussed on case studies on the integration of HF in railway operation. Discussion of good practice for EU railways.

December 2014

Network meeting II All members Complete work on themes 1 and 2 Planning next network programme

Products for themes 1 and 2 Work programme 2015 - 2016

Safety




6.4. Calendar of activities to 31.12.20146

Figure 2: Calendar of activities

6 Note: this is a reduced version of the calendar; a detailed version is available on the ERA-EXTRANET HF network .

Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15

HF network

Terms of reference for Network 2013 - 2014

Organization of events

planning event 3: workshop

planning event 4: meeting

planning event 5: seminar


planning event 7: workshop

planning event 8: seminar


Dissemination of results

Intermediate products

Products of period up to December 2014

Planning work programme from 01.01.2015

Valenciennes? Oct/Nov 2014

Lille? Dec 2014

London 8 March

Lille 18 June

Valenciennes Oct/Nov 2013

Lille? March 2014

Lille? June 2014

Safety



Version: 0 3 Human factors Network Page: 18/21

6.3 Outputs of Network to 31.12.2014

Table 8 : Network outputs.

Item Components Description

Working terms of reference for HF Network

Terms of reference, list of participant organizations, reimbursement rules.

Includes work programme 2013 - 2014

Working terms of reference as agreed by SU management and Network

Intermediate products Draft versions of guidance on themes 1 and 2 in progress

Documentation as results of activities on themes 1 and 2 in 2013

Final products Guidance / guidance on good practice

Documentation of the results of the activities in 2013 to 2014

Minutes of all Network meetings/workshops/seminars in 2013 - 2014

Agreed agenda, minutes of meeting, list of actions (Self-explanatory)

Review of progress and preparation of work programme from 2015

Documentation of progress towards the objectives of Network

Assessment of achievement of objectives

Draft work programme for period from 2015

Appraisal and feedback by Network participants of the current status on systematic integration of HF into their organizations/MS.

Update of working Terms of reference with work programme from 2015

6.4 Communication In the main, communication will be between the Agency and the members of the Network. An HF area has been set up on the ERA-EXTRANET for the Network members to exchange information, which will be accessible to all participants in ERA task forces and working parties in accordance with ERA’s rules for the use of the ERA-EXTRANET. Network members are registered as contributors to the ERA-EXTRANET.

Table 9 : Communication plan.

Communication Description Frequency Format Owner Re cipient / Attendees

Agency/HF Network members

Invitation to meetings, workshops and seminars

3 -4 / year, 4 weeks before meeting

Email / pdf document

ERA/Head of Safety Unit

Members of Network,

HF Network members/Agency

Confirmation of attendance/ Apologies for non-attendance

2 / year 2 weeks before meeting

Email Network member

ERA/Head of Safety Unit

Between Members of HF Network

Input /feedback for activities of HF network

As required in Network work programme

Email/ ERA-EXTRANET/meetings

Network members

Network members

Safety



Version: 0 3 Human factors Network Page: 19/21

Communication Description Frequency Format Owner Re cipient / Attendees

ERA / HF Network

Meeting minutes

Work programme Working documents For good preparation of HF Network meetings

2 / year Meeting documents 4 weeks before Network meetings Minutes within 4 weeks following meeting

Email/ HF area on ERA-Extranet

Project leader/ steering group/ support group/ Network

Internal stakeholders And HF Network members

HF Network / External Information, feedback and consultation on work in HF Network to support objective to promote HF

1 / year to each Network

Presentations to Network plenaries; Open area on HF extranet

HF Network NSA and NIB Networks,

All ERA task forces and working parties

6.5 Stakeholder(s)

Primarily, the outputs of the Network will be of interest to the heads of unit and the technical staff in the Agency, who have tasks concerning human functions in the railway system.

External stakeholders

The external stakeholders include the NSAs, NIBs, recognised bodies, and the operational stakeholders: RUs and IMs including their staff. A wider circle of railway stakeholders (manufacturers, companies carrying out infrastructure and rolling stock maintenance activities, etc.) may also have an interest in the technical developments resulting from the integration of HF into the work of the SU.

The recommendations of the Network will be relevant for the Commission’s activities.

7. RISKS

Table 10 : Risks.

Description Likelihood Impact Mitigating Actions

Railway stakeholders do not to commit to the objectives of the HF Network.

medium

Railway stakeholders are not using good practice in applying HF knowledge and approaches supported by the scientific community and in numerous EN and ISO standards.

General objective to promote the integration of HF is recognised.

Involvement of railway stakeholders in HF network.

HF Network meetings are not focussed or effective in achieving objectives

Medium Ineffective use of participants time and travel costs Objectives are not achieved

• Consensus on terms of reference for Network

• Relevant selection criteria (competence) for Network members

Failure to comply with deadlines for circulation of documents results in removal from the Agenda.

Technical work requires more time/manpower than estimated.

low Progress in technical work will be delayed.

The work plan has taken into account the available resources

Safety




ANNEX A : LIST OF PARTICIPANTS FOR THE HUMAN FACTORS NETWORK

Table 11: List of Organizations nominating members for the HF Network

No. Surname Name Company Proposed by Organization Country E-Mail Address

1. The Agency

National Safety Authority

National Investigating Body

Community of European Railway and Infrastructure Companies (CER)

European Rail Infrastructure Managers (EIM)

European Transport Worker’s Federation (ETF)

International Union of Private Wagons (UIP)

European Rail Freight Association (ERFA)

International Association of Public transport (UITP

The Association of the European Rail Industry (UNIFE)

European Passenger Train and Traction Operating Lessors’ Association (EPTTOLA)

Autonomous Train Drivers’ Unions’ of Europe (ALE)

International Union of combined Road-Rail transport companies (UIRR)

Independent experts by invitation, where appropriate

Safety


Terms of Reference Human factors Network

Date: 15/04/2013

Version: 0 3 Page: 21/21

APPENDIX B : INFORMATION SHEET CONCERNING REIMBURSEMENT OF EXPERT’S EXPENSES

This information sheet is a summary of the “Rules on the reimbursement of expenses incurred by people from outside the European Railway Agency invited to attend meetings in an expert capacity”

WHO IS ENTITLED TO A REIMBURSEMENT OF EXPERT’S EXPE NSES ?

● private-sector experts or government experts; ● max. one government expert per Member State and a number of private-sector experts equal to the number of

Member States.

Representatives appointed by the National Safety Authorities who have not been explicitly invited by the Agency to participate as experts in working parties established according to article 3 of the regulation will not be reimbursed.

WHAT CAN BE REIMBURSED ?

TRAVEL EXPENSES

All experts shall be entitled to the reimbursement of their travel expenses from the place specified in their invitation to the place of the meeting.

Travel expenses shall be reimbursed on presentation of ORIGINAL supporting documents:

• tickets and invoices;

• in the case of online bookings, the printout of the electronic reservation;

• boarding cards for the outward journey.

The documents supplied must show the class of travel used, the time of travel and the amount paid. Taxi fares shall not be reimbursed.

DAILY ALLOWANCE

The daily allowance is a flat rate which amounts to 95 € per day of meeting. If the distance between the place of departure cited in the invitation (be it your private or professional address) is 100 km or less from the place where the meeting is held, the daily allowance shall be reduced by 50%.

ACCOMODATION ALLOWANCE If you have to spend one or more nights at the place where the meeting is held because the times of meetings are incompatible with the times of flights or trains, you shall also be entitled to an accommodation allowance. This allowance shall be 100 € per night. The number of nights may not exceed the number of meeting days + 1.

HOW EXPERTS CAN BE REIMBURSED ? You must provide the secretaries of the meeting with the documents necessary for their reimbursement, as required by the financial rules applicable in the Agency, by letter, fax or e-mail postmarked or dated no later than 30 calendar days after the final day of the meeting.

Beyond this deadline, the Agency is absolved from any obligation to reimburse travel expenses or pay any allowances. All reimbursements shall be made to one and the same bank account.

For government experts, reimbursements shall be paid into an account in the name of the Member State, one of its ministries or a public body.