1. Safety Management System Implementation Michael Niels Thorsen Moscow 15 September 2005

2. INTEGRA CONSULT A/S Why Focus on Implementation? Safety Management is accepted Safety culture is created Management commitment is demonstrated Efficiency of Safety Management is demonstrated Safety knowledge base is built Safety is integrated in organisation and procedures

3. INTEGRA CONSULT A/S Important Issues During Implementation Training Knowledge transfer Demonstration of the efficiency of Safety Development and test of procedures Plan carefully Ensure resources Use the right people

4. INTEGRA CONSULT A/S Agenda Introductory comments Key tasks to be performed Timeframe Closing Notes

5. INTEGRA CONSULT A/S Introductory Comments Implementation process must correspond to: –Size of organisation –Complexity of operational environment –National Regulatory requirements Safety Management System is not just a manual and procedures, but also –Senior management commitment –Safety culture throughout the organisation Maximise re-use of existing procedures, e.g: –Procedures for investigation of ATC incidents

6. INTEGRA CONSULT A/S Introductory Comments cont. Arrange a step-by-step introduction –Start with the higher levels such as,  Safety Management Manual  Central Safety organisation  Select areas, where safety management is reasonably simple and the changes to be introduced are controllable –Use feedback to adjust approaches and practices –Allow the organisation to gradually adapt to new procedures

7. INTEGRA CONSULT A/S Introductory Comments cont. Use expertise available to ensure success first time, e.g.: –Within the organisation itself –From other service providers who have been through the process –External assistance  Important to show experience in practice  It must not be a theoretical approach Ensure knowledge transfer

8. INTEGRA CONSULT A/S SMS Implementation – Key Tasks (1) Development of overall strategy for SMS implementation Development of Safety Policy Define organisational structure Review safety management functions currently available Develop detailed Safety Management System Implementation Plan Develop Safety Management Manual

9. INTEGRA CONSULT A/S SMS Implementation – Key Tasks (2) Develop and implement –Safety Monitoring Programme –Safety Assessment Programme –Safety Audit Programme –Safety Promotions Review and define safety responsibility of staff

10. INTEGRA CONSULT A/S The Concept of SMS Philosophy of Safety Management Safety Monitoring Safety Assessment Safety Auditing Safety Promotion Safety Policy Supporting organisational requirement Maintenance or Improvement of Safety Performance Safety Management Safety Culture

11. INTEGRA CONSULT A/S SMS Implementation Overall Strategy Must define the organisation’s overall strategy for introducing Safety Management Must show the full commitment of the senior management Must establish clear relationships with the Regulator Must be communicated to all personnel

12. INTEGRA CONSULT A/S SMS Implementation Safety Policy Senior Management develops the Safety Policy Must be approved by the Board or similar authority so its endorsements are not questioned Must be communicated to all personnel The Regulator must approve the Safety Policy

13. INTEGRA CONSULT A/S SMS Implementation Define Organisational Structures Organisational entities –Safety Department/Safety Management Function –Safety Committees –Safety Experts Ensure independency of the Safety Function –Not part of the Line Organisation –Direct reporting lines to top management (no filtering) Staff core organisation –Appoint the Safety Manager(s) –Develop Job Description

14. INTEGRA CONSULT A/S SMS Implementation Review Available Safety Functions Try to re-use as much as reasonbly possible Include existing procedures in the SMS baseline Visit each department/unit: –Introduce the concepts of safety management –Identify safety management procedures and practices currently used –Review these and identify possiblity to re-use, maybe after some adjustments

15. INTEGRA CONSULT A/S SMS Implementation SMS Implementation Plan (1) The implementation of a Safety Management System should be carefully planned and documented Most Guideline Materials only provide general guidelines The Safety Management System Implementation Plan must: –Provide the organisation’s strategy for the implementation –Define the organisation responsible for the implementation

16. INTEGRA CONSULT A/S SMS Implementation SMS Implementation Plan (2) The Safety Management System Implementation Plan must: –Provide a set of activities to be performed, show the dependencies, input and output –Provide a Scope of Work for the management as well as for the organisation –Define resources required –Provide a set of well defined milestones with clear achievements for monitoring progress

17. INTEGRA CONSULT A/S SMS Implementation Develop Safety Manual The Safety Manual must document the structure of the Safety Management System and associated safety procedures and practices The Safety Manual will be produced as a first draft early in the process and be amended, updated or adjusted as the work progresses The survey performed re. Safety Functions will provide input to ensure maximum re-use of existing procedures and practices

18. INTEGRA CONSULT A/S Safety Implementation Safety Manual Structure Safety Manual Safety Procedures Practices/ Work Instruction

19. INTEGRA CONSULT A/S Safety Implementation Safety Monitoring Programme Define and document safety performance indicators to be used to measure performance within the safety area Develop safety occurance & investigation reporting systems Promote reporting system Perform training of personnel involved in the safety occurance investigation as well as the safety monitoring

20. INTEGRA CONSULT A/S Safety Implementation Safety Assessment Programme (1) Define procedures to be used to carry out Safety Assessments, including –National Risk Classification Scheme (RCS) –ANSP Risk Classification Scheme (ANSP RCS) –Safety Objective Classification Scheme (SOCS) – individual for each project The work needs close coordination with the Regulators to ensure that the end result will be adequate for their Certification Process

21. INTEGRA CONSULT A/S Safety Implementation Safety Assessment Programme (2) Define the Regulators’ involvement as different stages in the development of the Safety Assessments Extensive training will be required for the staff involved in performing the assessments

22. INTEGRA CONSULT A/S Safety Implementation Safety Audit Programme Define when audit programmes are developed (e.g. once a year) Define how to select areas to be audited Define the audit process Define arrangements Idea to use ISO-standards as an input to design of audit programmes and the performance of audits Auditors could be trained in a similar way to Quality Auditors

23. INTEGRA CONSULT A/S Safety Implementation Safety Promotion Promulgate safety policy Promulgate revised organisational structure and accountabilities Arrange training programme for personnel directly involved in safety management Update other training programmes to reflect safety aspects Develop the Safety Awareness Programme

24. INTEGRA CONSULT A/S SMS Implementation Responsibility of Personnel Review current responsibilities Amend as necessary and document responsibilities as part of the job descriptions Perform Safety Awareness – specific and in general

25. INTEGRA CONSULT A/S SMS Implementation Timeframe Depending on the size of the organisation and complexity of the service implementing an SMS may take from 1 to 3 years There may be an additional 1 to 2 years to consolidate processes re-aligning them based on initial experience, etc. From then on its normal maintenance and adjustments to new developments in the environment

26. INTEGRA CONSULT A/S Implementation Schedule 1 Quarter Year 1 2 Quarter Year 1 3 Quarter Year 1 4 Quarter Year 1 1 Quarter Year 2 2 Quarter Year 2 3 Quarter Year 2 4 Quarter Year 2 1 Quarter Year 3 2 Quarter Year 3 Initiation Establish organisation Develop safety policy Define organisa- tional structure Review currently available safety management functions Develop safety management system implementation plan Develop core safety management activities Review and define safety responsibilities Personnel awareness & training

27. INTEGRA CONSULT A/S Closing Notes Keep a pragmatic approach –Keep it simple – don’t overdo things –Re-use as much as possible –Don’t make things theoretical Remember where we are coming from –Nothing new – safety has been an integrated part of our work for decades Ensure feedback from practitioners is used to refine/adjust the system