Aviation SMS - How to Implement, Develop and Optimise our Internal Reporting Mechanisms

What do we mean by internal reporting system?

Well firstly to understand the difference between Reactive Driven reporting and Proactive Driven Reporting. With the former clearly something has happened and we need to communicate with the authorities to advise them regarding what has happened.
With the latter we have a situation whereby we are trying to proactively identify hazards and exposures where the risk may be considered a salient feature.

By identifying and measuring the risk in a meaningful way we can proceed to develop a greater understanding and as a consequence create appropriate mitigations which can lessen the exposure to the underling risk.

Creating the process

Step 1 then is to have an internal reporting system which meets the company’s needs – the focus should ideally be on the gathering of information (our SMS is heavily reliant on Data) rather than the complexity of the submitted documentation – often simple is better.
We are trying to provide a simple mechanism which we will then encourage people to use in a meaningful way. A simpler system removes one of the barriers to avoid reporting (complaints that it is too bureaucratic).

Step 2 is to have a filter to qualify the “gravity” of the issue
We know that the more data we have the more effective may become the SMS but also need to be efficient in dealing with the perceived issues – an important consideration is the “return on investment” for the people involved in the analysis. Therefore the filter stage becomes very important in isolating the more serious issues for further more detailed investigation.

Step 3 The link to the External Reporting systems
Once we have identified the “more serious” issuers we should ensure that it does not meet any external reporting criteria – If it does then submit a report to the regulator as well as any additional actions to be taken.

Step 4 The Risk Analysis – Mitigation Proposal process
Here we should ensure that the right level of competence and skill is brought to bear on understanding the issue so that the appropriate analysis can be made. If necessary additional information or data may be sought to make the analysis more effective.

Finally a range of options should appear, typically with cost implications for more exotic solutions and a recommendation may then be made to the business area owner regarding:

a) The perceived exposure
b) The recommended action

At this point it should be considered the difference between quantitative and qualitative appraisals it will always be easier to achieve a strong recommendation for change when we have sufficient supporting data. The challenge is to make changes based on our understanding of the exposure following a qualitative appraisal.

Sofema Aviation Services offers online and classroom based Safety Management System training courses for aviation organisations, airports and regulators. For more information please email us at office@sassofia.com or online@sassofia.com