Acceptable Flight Safety Documents System

Download as pdf or txt
Download as pdf or txt
You are on page 1of 10

GENERAL

CIVIL AVIATION AUTHORITY OF BOTSWANA


ADVISORY

CIRCULAR

_____________________________________________________________________________________________________

CAAB Document GAC-002

ACCEPTABLE FLIGHT SAFETY


DOCUMENTS SYSTEM

GAC-002 Revision: Original August 2012 PAGE 1


Intentionally left blank

GAC-002 Revision: Original August 2012 PAGE 2


SECTION 1 POLICY & GENERAL INFORMATION

1.1 PURPOSE

This General Advisory Circular (GAC 002) provides guidance to individuals,


organizations and other facilities and other entities regarding the development
and submission of an integrated flight safety documents as required by the
Botswana civil aviation regulations.

1.2 STATUS OF THIS ADVISORY CIRCULAR

This General Advisory Circular is an original issuance.

1.3 BACKGROUND

A. There are ICAO Standards that require The Botswana aviation regulations require that these standards
that flight safety documents in the form be met for the operations and maintenance policy/procedure
manuals, including –
of operations and maintenance manuals
 Flight operations manual
providing and procedures to the personnel  Cabin crew member manual
 Flight Dispatch Manual
supporting commercial air transport  Station (Ground) Operations Manual
operations and operators of large and turbine  Flight Operations Training Programme Manual
 Aircraft Type-Specific Operating Manuals
powered aircraft.  Maintenance Control Manual
 Maintenance Organization Procedures Manual
 Maintenance Training Manual
B. The ICAO Standards specify the minimum
contents of those documents and provide
that the documents may be in volumes to
the overall manuals.

C. The ICAO Standards also require that these documents are developed using the
“flight safety documents” concept which requires that these documents are:

 Easily accessed and searched by the user through table of content and
indexing
 The contents of the manuals that have policy and procedures shared by more
than one technical specialty are integrated (“interfaced”) to ensure that they are
consistent and the procedures do not conflict.

1.4 APPLICABILITY

This advisory circular is applicable to:- Other operators should consider the guidance of this GAC
when developing their operations and maintenance manuals

1) Commercial air transport operators; and

2) Other operators of large turbojet aircraft.

Advisory Circulars (ACs) are intended to provide advice and guidance to illustrate a means, but not necessarily the only means, of complying with the
regulations, or to explain certain regulatory requirements by providing informative, interpretative and explanatory material.

Where a regulation contains the words “prescribed by the Authority,” the AC may be considered to prescribe a viable method of compliance, but status of
that “prescription” is always “guidance” (never regulation)

GAC-002 Revision: Original August 2012 PAGE 3


1.5 RELATED REGULATIONS

The following regulations are directly applicable to the guidance contained in this
advisory circular –

 Civil Aviation (Aircraft Operations) Regulations, 2011

 Civil Aviation (AOC Certification & Administration) Regulations, 2011

1.6 RELATED PUBLICATIONS

For further information on this topic, operators and individuals are invited to consult the
following publications-

1) Civil Aviation Regulations of Botswana This Advisory circular and copies of these regulations may be
 AOC Certification obtained from the Flight Safety Directorate of CAAB

 Flight Preparation Records

2) International Civil Aviation Organization


Copies may be obtained from Document Sales Unit, ICAO, 999
(ICAO) University Street, Montreal, Quebec, Canada H3C 5H7

 Annex 6, Part I, International Commercial


Air Transport – Aeroplanes
 Document 9376-AN/914, Preparation of Operations
Manual

1.7 DEFINITIONS & ACRONYMS

A. The following definitions are used in this advisory circular-

1) Aircraft operating manual. A manual, acceptable to the CAAB, containing


normal, abnormal and emergency procedures, checklists, limitations,
performance information, details of the aircraft systems and other material
relevant to the operation of aircraft.

2) Flight Manual. A manual, associated with the certificate of airworthiness,


containing limitations within which the aircraft is to be considered airworthy, and
instructions and information necessary to the flight crew members for the safe
operation of the aircraft.

3) Flight safety document system. A set of interrelated documentation established


by the operator, compiling and organizing information necessary for flight and
ground operations, and comprising, as a minimum, the operations manual and the
operator’s maintenance control manual.

4) Human Factors principles. The principles which apply to aeronautical design,


certification, training, operations and maintenance and which seek safe interface
between the human and other system components by proper consideration to
human performance.

5) Human Performance. Human capabilities and limitations which have an impact


on the safety and efficiency of aeronautical operations.

GAC-002 Revision: Original August 2012 PAGE 4


6) Maintenance organization’s procedure manual. A document endorsed by the
head of the maintenance organization which details the maintenance
organization’s structure and management responsibilities, scope of work,
description of facilities, maintenance procedures and quality assurance or
inspection systems.

7) Maintenance Program. A document which describes the specific scheduled


maintenance tasks and their frequency of completion and related procedures,
such as a reliability programme, necessary for the safe operation of those aircraft
to which it applies.

8) Master Minimum Equipment List (MMEL). A list established for a particular


aircraft type by the organization responsible for the type design with the approval
of the State of Design containing items, one or more of which is permitted to be
unserviceable at the commencement of a flight. The MMEL may be associated
with special operating conditions, limitations or procedures.

9) Minimum equipment list (MEL). A list which provides for the operation of
aircraft, subject to specified conditions, with particular equipment inoperative,
prepared by an operator in conformity with, or more restrictive than, the MMEL
established for the aircraft type.

10) Operations manual. A manual containing procedures, instructions and guidance


for use by operational personnel in the execution of their duties.

11) Operator’s maintenance control manual. A document which describes the


operator’s procedures necessary to ensure that all scheduled and unscheduled
maintenance is performed on the operator’s aircraft on time and in a controlled
and satisfactory manner.

B. The following abbreviations and acronyms are used in this advisory circular –

1) AC Advisory Circular
2) AOC Air Operator Certificate
3) AOM1 Aircraft Operating Manual, Part 1
4) AOM2 Aircraft Operating Manual, Part 2
5) AOM3 Aircraft Operating Manual, Part 3
6) CAAB Civil Aviation Authority of Botswana
7) CSM Crew Scheduling Manual
8) CCM Cabin Crew Manual
9) FCOM Flight Crew Operating Manual
10) FOM Flight Operations Manual
11) FOTM Flight Operations Training Manual
12) ICAO International Civil Aviation Organization
13) MCM Maintenance Control Manual
14) MEL Minimum Equipment List
15) MOE Maintenance Organization Exposition Manual
16) MOPM Maintenance Organization’s Procedures Manual
17) MTM Maintenance Training Manual

GAC-002 Revision: Original August 2012 PAGE 5


18) OMA Operations Manual, Part A
19) OMB Operations Manual, Part B
20) OMC Operations Manual, Part C
21) OMD Operations Manual, Part D
22) ISARPs ICAO Standards and Recommended Practices
23) SOM Station Operations Manual
24) SOP Standard Operating Procedures

SECTION 2 GENERAL CONCEPTS: FLIGHT SAFETY DOCUMENT SYSTEM


2.1 INTEGRATED SYSTEM
2.1.1 IMPORTANCE OF AN INTEGRATED SYSTEM
A. The guideline in this section address the major aspects of an operator’s
flight safety documents system development process, with the aim of
ensuring compliance with the elements of systems safety.

B. The guidelines are based not only upon scientific research, but also upon
current best industry practices, with an emphasis on a high degree of
operational relevance.

C. Development of a flight safety documents system is a complete process,


and changes to each document comprising the system may affect the
entire system.

D. It is important for operational documents to be consistent with each other


and with regulations, manufacturer’s requirements and human factors
principles.

E. It is also necessary to ensure consistency across departments as well as


consistency in application.

2.1.2 DIFFICULTIES IN ACHIEVING AN INTEGRATED SYSTEM

A. Guidelines applicable to the development of operational documents have been


produced by government and industry sources and are available to operators.

B. Since the availability of this guidance is As a result, documents within a company system also tend to
disjointed across a number of publications, it be disjointed with different authors applying different formats
and standards.
is difficult to apply the best practices as a whole.
Application also varies relative to the individual authors’ perceptions of a good
product.

C. Most organizations fail to apply guidelines across the entire process of operational
documents in the development of the flight safety documents system.

GAC-002 Revision: Original August 2012 PAGE 6


2.2 ORGANIZATION

2.2.1 A flight safety documents system should be organized according to criteria which
ensure easy access to information required for flight and ground operations contained in
the various operational documents comprising the system and which facilitate
management of the distribution and revision of operational documents.

2.2.2 GROUPING OF INFORMATION

Information contained in a flight safety documents system should be grouped according


to the importance and use of the information, as follows –

1) Time critical information, e.g. information that  Time critical information should be placed
early and prominently in the flight safety
can jeopardize the safety of the operation if documents system.
not immediately available;  System critical information, time sensitive
2) Time sensitive information, e.g. information that information and frequently used information
should be placed in cards and quick-reference
can affect the level of safety or delay the operation guides.

if not available in a short period of time;


3) Short time period;
4) Frequently used information;
5) Reference information, e.g. information that is required for the operation but does
not fall under (2) or (3) above; and
6) Information that can be grouped based on the phase of operation in which it is
used.

2.3 DESIGN

2.3.1 TERMINOLOGY & MEANING

A. A flight safety documents system should maintain consistency in terminology and in


the use of standard terms for common items and actions.

B. Operational documents should include a glossary of terms, acronyms and their


standard definition, updated on a regular basis to ensure access to the most recent
terminology. All significant terms, acronyms and abbreviations included in the flight
safety documents system should be defined.

2.3.2 FORMATING & STYLE

A flight safety documents system should ensure This standardization includes a consistent location of specific
types of information, consistent use of units of measurement
standardization across document types, including – and consistent use of codes.

 Writing style, terminology;


 Use of graphics and symbols, and
 Formatting across documents.

2.3.3 FRONT END

A. Where possible and appropriate, each document should contain a consistent


presentation in the front that includes a –
1) A record of revisions; The table of contents and index shall have separate tables to
2) List of effective pages enable the user to have immediate access to these portions of
the document.
3) Table of contents, containing the titles of
no more than 2 level of headers

GAC-002 Revision: Original August 2012 PAGE 7


4) Index, of not more than 3 level of indexing, to the important words and phrases
within the manual.
5) An explanation of the purpose of the manual, construction, availability, revisions
and distribution.
B. If a system of bulletins is the selected method of providing timely manual updates,
the bulletins shall be inserted under a tab immediately following the list of effective
pages.

2.3.4 MASTER INDEX

A. A flight safety documents system should include a master index to locate , in a timely
manner, information included in more than one operational document.

B. The master index should be available as an


Pages containing abnormal and emergency information must
attachment in the back of each primary user be tabbed for direct access.

manual and it should consist of no more than


three levels of indexing

2.3.5 CONFORMANCE WITH QUALITY SYSTEM

A flight safety documents system should comply with the requirements of the operator’s
quality system, if applicable.

2.4 OPERATOR RESPONSIBILITIES

2.4.1 Validation

A. The flight safety documents system should be validated before deployment, under
realistic conditions.

B. Validation should involve the critical aspects of the information use, in order to verify
its effectiveness. Interactions among all groups that can occur during operations
should also be included in the validation process

2.4.2 Deployment

A. Operators should monitor deployment of the flight safety documents system, to


ensure appropriate and realistic use of the documents, based on the characteristics
of the operational environment and in a way which is both operationally relevant and
beneficial to operational personnel.

B. This monitoring should include a formal feedback system for obtaining input from
operational personnel.

2.4.3 Amendment

2.4.3.1 External Sources Revision

A. The operator’s information gathering, review, distribution and revision control system
should be adequate to process information and data obtained from all sources
relevant to the type of operation conducted, including, but not limited to the-

 State of the operator

GAC-002 Revision: Original August 2012 PAGE 8


 State of Design
 State of Registry
 Manufacturers and equipment vendors

B. Manufacturers provide information for the The operator’s system should be capable of responding to this
operation of specific aircraft that emphasizes information in a timely manner and in co-ordination with the
Flight Safety Inspectorate of the CAAB.
the aircraft systems and procedures under
conditions that may not fully match the requirements
of operators.

2.4.3.2 Internal Changes

The operator’s information gathering, review, distribution and revision control system
should be adequate to process information resulting from changes that originate within
the operator, including –

1) Changes resulting from the installation of new equipment;

2) Changes in response to operating experience; Operators should ensure that crew co-ordination philosophy,
policies and procedures are specific to their operation.

3) Changes in an operator’s policies and procedures;

4) Changes in an operator’s certificate; and

5) Changes for purposes of maintaining cross fleet standardization.

2.4.4 COMMUNICATION CHANGE INFORMATION

2.4.4.1 Methods of Communication

A. Operators should have standardized methods As frequent changes diminish the importance of new or
for communicating new information to their modified procedures, it is desirable to minimize changes to the
flight safety documents system
personnel.

 The specific methods should be responsive


to the degree of communication urgency.

B. New information should be reviewed and validated considering its effects on the
entire flight safety documents system.

2.4.4.2 Tracking of Distribution Change Information

A. The method of communicating new information should be complemented by a


tracking system to ensure currency by operational personnel.

B. The tracking system should include a procedure to verify that operational personnel
have the most recent updates.

SECTION 3 SAFETY OVERSIGHT REVIEW

An operator’s flight safety documents system will be reviewed by the Flight Safety
Directorate –

GAC-002 Revision: Original August 2012 PAGE 9


1) On a regular basis (at least once a year);

2) After major events (mergers, acquisitions, rapid growth, downsizing, etc);

3) After technology changes (introduction of new equipment); and

4) After changes in safety regulations.

End of Advisory Circular

GAC-002 Revision: Original August 2012 PAGE 10

You might also like