The Ongoing SMS. Thursday, January 16, PRESENTED BY: Joseph N Briggs - VP Aviation, C&S Wholesale Grocers Inc.

Transcription

1 The Ongoing SMS Thursday, January 16, PRESENTED BY: Joseph N Briggs - VP Aviation, C&S Wholesale Grocers Inc. Schedulers & Dispatchers Conference New Orleans, LA January 14-17, 2014

2 Safety Management System C&S Wholesale Grocers C&S s Aviation Service s Team, Keene, NH - (KEEN) 2

3 Safety Management System Outline What is a Safety Management System? How Does an SMS work? Who is C&S Aviation Services? How do we use our SMS? What tools do we use to assist our SMS? How we have identified & mitigated a hazardous trip. Summary 3

4 Safety Management System What is a SMS? 4

5 Safety Management System What is an SMS? An SMS is a strategy to identify hazards or potential hazards and a process to mitigate the risk or lower the threat of the known hazard. 5

6 Safety Management System Simplified everyday example Situation; Your car has a bald tire and you plan on driving it on a trip this coming weekend. What are our options? 6

7 Safety Management System Simplified Example You recognize the tire on your car has minimal tread. Options Cancel trip, Drive with the tire Replace the tire You replace the tire and take the weekend trip, everything works out perfectly. 7

8 Safety Management System Dissect this Simplified Example Identified a potential Hazard? Bald Tire on your car Analyzed the safety hazard? Potentially High Risk Determine options/solution? Have tire Replaced Implementation - Replace tire End Result - Proactively Eliminated that Hazard 8

9 Safety Management System Smooth Sailing C&S Jet over cloud deck 9

10 C&S Wholesale Grocers Inc. Who is C&S? In 1918 C&S was established when 2 men bought a small warehouse and began making grocery deliveries to small stores in Worchester, Massachusetts. Nine decades later, what started as a small warehouse and a handful of employees has become the largest grocery wholesaler in the U.S., yet we are still family-owned and operated. Currently, C&S serves about 4,300 stores from more than 50 locations in 14 states Among our customers are many of America's best known companies, including Stop & Shop, Giant, A&P, Ralphs, Safeway, Target and many others. 10

11 Who is C&S Wholesale Grocers C&S s Aviation History C&S started utilizing Charter flights in the 1990 s and bought its first aircraft, a Beech Jet 400A, in In 2011 C&S flew 1600 hours with 3 Jets moving more than 4000 passengers throughout the U.S. and beyond. We have our own hangar, fuel farm and are fully staffed with Pilots, Aircraft Technicians and Flight Schedulers. We have had an active Safety Management System since 2007, became IS-BAO certified in 2010 and awarded IS-BAO Second Stage in

12 Safety Management System C&S Aviation Services Safety is our culture and everyone is involved with the SMS Safety Officer, Point of contact, Coordinator, Documentation Safety Committee - Pilots, Aircraft Technicians & Scheduler Safety Meetings, quarterly and when necessary Facility Safety inspections Yearly Operational Risk Assessment Trip Risk Analysis Hazard Reports Safety Manual for documentation 12

13 Safety Management System at C&S SMS, what s it all about? Proactive approach to Safety Actively identifying hazards Managing Risk, by implementing solutions Documentation and communication Continuous review and monitoring Everyone onboard, involved and eyes open 13

14 Safety Management at C&S Grocers Is the SMS working? C&S s Aviation Service's Hangar 14

15 Safety Management at C&S Grocers Is the SMS working? Modifications that have been made in the interest of safety. Tailored Aircraft movement procedures, minimizing the potential of aircraft damage Added rubber walk ways, to prevent falls on potentially slippery hangar floor Added Static Wick Covers to aircraft, to avoid potential eye injury A variety of SOP & FOM changes as a function of Hazard Reports Added night runway sweeps, to minimize wildlife dangers Added an aircraft Change Over procedure, to increase awareness 1 st year we had 63 items identified that we analyzed and mitigated 15

16 Safety Management System First Line of Defense C&S s Scheduling office 16

17 Safety Management System First Line of Defense Schedulers & Dispatchers When scheduling and building trips, Are you part of the SMS process? What are you looking for? What hazards can you manage while building the trip? 17

18 Safety Management System First Line of Defense Trip length Duty Day Number of legs in a day Number of Executives on a flight Rest periods Time zone crossings Airports, Runway length & width, Approaches and their facilities Forecast Weather conditions And much more.. 18

19 Safety Management System First Line of Defense Using the schedulers expertise, creativity & knowledge Trips are built to produce successful results Each flight request has different risks Putting the pieces of the puzzle together Completing your Due Diligence Schedulers build trips to meet requirements & restrictions Continuous loop, reviewing for changes and new risks. As the flight nears, the Risk Analysis now comes into play. 19

20 Safety Management System Tools Risk Analysis CRITERIA POINTS LEG LEG LEG CREW DUTY DAY LENGTH >14hrs 3 NUMBER OF LEGS IN DUTY DAY >5 2 CREW CONSECUTIVE FLYING DAYS >4 2 TRIP FLYING TIME >10hrs 2 CIRCADIAN RHYTHM VARIED OR DISRUPTED YES 2 POP UP TRIP <5 hrs 1 OPERATION TIME (night) ONE CONTRACT PILOT USED YES 1 FROZEN PRECIPITATION YES 2 LANDING VISIBILITY <1/2 mile 1 TAKEOFF VISIBILITY <1/4 mile 1 HEAVY DEPT. OR DEST. YES 1 THUNDERSTORMS DEPT. OR DEST. YES 1 SURFACE WINDS DEPT. OR DEST. >25 kts 2 GREATER THAN MOD. TURB YES 1 CROSSWINDS >20 2 WINTER OPS. YES 1 AIRCRAFT REQUIRES DEICING YES 1 BRAKING ACTION < GOOD 2 DEPRT. DEST. AIRPORT ELEVATION > NIGHT CIRCLING APP. REQUIRED YES 2 CONGESTED AIRSPACE YES 1 RUNWAY LENGTH < FIRST FLIGHT AFTER MAINT. YES 1 MEL ITEMS YES 1 PIC LOW MINS CAPT. YES 2 SIC DOES NOT HAVE TYPE YES 1 FIRST DEST FOR BOTH PILOTS YES 1 GENERAL PROBLEMS YES 1 TOTAL 20

21 Safety Management System Risk Analysis Example of Hazardous trip; KEEN KPNE KBED KEEN Leg Leg WX Snow, Gusty Winds, Low Vis Leg KBED runway 11/29 closed, 22 kt crosswind for 05/23, 5100 FC Vis <1/2 in Hvy Snow, + Mod Turb, Wind Gusts

22 Safety Management System Potential Hazards? New Hampshire Winter night 22

23 Safety Management System Risk Analysis CRITERIA POINTS LEG LEG LEG 2 CREW DUTY DAY LENGTH >14hrs 3 NUMBER OF LEGS IN DUTY DAY >5 2 CREW CONSECUTIVE FLYING DAYS >4 2 TRIP FLYING TIME >10hrs 2 CIRCADIAN RHYTHM VARIED OR DISRUPTED YES 2 POP UP TRIP <5 hrs 1 OPERATION TIME (night) ONE CONTRACT PILOT USED YES 1 FROZEN PRECIPITATION YES 2 2 LANDING VISIBILITY <1/2 mile 1 1 TAKEOFF VISIBILITY <1/4 mile 1 HEAVY DEPT. OR DEST. YES 1 1 THUNDERSTORMS DEPT. OR DEST. YES 1 SURFACE WINDS DEPT. OR DEST. >25 kts 2 2 GREATER THAN MOD. TURB YES 1 1 CROSSWINDS > WINTER OPS. YES 1 1 AIRCRAFT REQUIRES DEICING YES 1 1 BRAKING ACTION < GOOD 2 2 DEPRT. DEST. AIRPORT ELEVATION > NIGHT CIRCLING APP. REQUIRED YES 2 CONGESTED AIRSPACE YES 1 1 RUNWAY LENGTH < FIRST FLIGHT AFTER MAINT. YES 1 MEL ITEMS YES 1 PIC LOW MINS CAPT. YES 2 SIC DOES NOT HAVE TYPE YES 1 FIRST DEST FOR BOTH PILOTS YES 1 GENERAL PROBLEMS YES 1 1 TOTAL 17 If total score is greater than or equal to 15. Need VP of Flight Operations approval. 23

24 Safety Management System Risk Analysis Identified a Potentially Hazardous Trip Manage Risk, By implementing solutions Recap - Pockets of Weather, snow, low vis, gusty winds Runway closures, cross winds, What can we suggest or change, to lower the risk of this trip? 24

25 Safety Management System Solutions - Cancel Trip Change Timing, Delay or Go out earlier Change Destination for better weather, considering - Runway conditions, braking action, usable length Forecasted wind direction vs. Runway Visibility improvements Airport facilities, major airport vs. small airport And other variables We were able to change destination and overnight aircraft 25

26 Safety Management System Risk Analysis CREW DUTY DAY LENGTH >14hrs 3 NUMBER OF LEGS IN DUTY DAY >5 2 CREW CONSECUTIVE FLYING DAYS >4 2 TRIP FLYING TIME >10hrs 2 CIRCADIAN RHYTHM VARIED OR DISRUPTED YES 2 POP UP TRIP <5 hrs 1 CRITERIA POINTS LEG LEG LEG 2 OPERATION TIME (night) ONE CONTRACT PILOT USED YES 1 FROZEN PRECIPITATION YES 2 2 LANDING VISIBILITY <1/2 mile 1 TAKEOFF VISIBILITY <1/4 mile 1 HEAVY DEPT. OR DEST. YES 1 THUNDERSTORMS DEPT. OR DEST. YES 1 SURFACE WINDS DEPT. OR DEST. >25 kts 2 2 GREATER THAN MOD. TURB YES 1 1 CROSSWINDS >20 2 WINTER OPS. YES 1 1 AIRCRAFT REQUIRES DEICING YES 1 BRAKING ACTION < GOOD 2 DEPRT. DEST. AIRPORT ELEVATION > NIGHT CIRCLING APP. REQUIRED YES 2 CONGESTED AIRSPACE YES 1 RUNWAY LENGTH < FIRST FLIGHT AFTER MAINT. YES 1 MEL ITEMS YES 1 PIC LOW MINS CAPT. YES 2 SIC DOES NOT HAVE TYPE YES 1 FIRST DEST FOR BOTH PILOTS YES 1 GENERAL PROBLEMS YES 1 1 If total score is greater than or equal to 15. Need VP of Flight Operations approval. TOTAL 9 26

27 Safety Management Systems Summary Everyone in the organization is involved with the SMS Schedulers & Dispatchers are the first line of Defense A continuous loop from start to finish Actively identifying Hazards Managing Risk, by implementing solutions Continuous review and monitoring The Safety Management System becomes part of you culture 27

28 Safety Management System Have a Safe Flight Summer morning, Keene NH 28

29 SMS for Schedulers and Dispatchers Thursday, January 16, PRESENTED BY: Casey Pelletiere Schedulers & Dispatchers Conference New Orleans, LA January 14-17, 2014

30 Basic Principles of Safety Safety Management A Perspective Focused on Improvement SMS is proactive and predictive, seeking out problems before they become accident causal factors SMS strives for continual improvement by constantly identifying and managing risk and measure performance To be effective SMS requires participation from all employees SMS does not seek to place blame How can these risks be mitigated? 30

31 SMS It is not just the crew on the aircraft It involves the ENTIRE flight department not just the pilots S&D roles are watching out for the ENTIRE department and company 31

32 Scheduler & Dispatcher s role in SMS How many times have you? Advised a client duty day limitations or determined a crew change is needed on a trip to make it happen Evaluated an airport Came up with a back-up plan Advised a customer that a particular catering out of a location may not be wise due to culture and/or heating/cooling limitations 32

33 Scheduler & Dispatcher s role in SMS How many times have you? Taken a concern to the Chief Pilot or Director regarding a trip Reviewed training documents or are responsible for scheduling and monitoring training programs Are part of your department s Safety Committee 33

34 Scheduler & Dispatcher s role in SMS Daily SMS use: You are the first line of communication and many times are working SMS without even knowing it You might have experience and knowledge of an airport/location and the crew assigned have never traveled to that you can share 34

35 Scheduler & Dispatcher s role in SMS Daily SMS use: As the information hub you might be the first to discover a gap in communication You might be responsible for the manuals in your department or training You are working to solve problems with what the customer wants to accomplish and what is within your company policies 35

36 MOST IMPORTANT IS YOUR ATTITUDE TOWARD SMS 36

37 Something to think about Every corporate aviation department or fractional ownership company or any other player in the industry believes it has a safety culture. I suspect most, if being truthful, are skeptical that they could be more safety conscious than they already are. All formal programs, processes or regulations developed to improve the safety culture are highly superficial and can be easily undermined by the failure of individuals to accept the basic premise that we could be more safe. In his view, these programs fail because people see them as a waste of time. That distinguishes you from virtually no other industry or company that I m aware of that has been interested in trying to modify its culture. But I believe there is hope that lies not in company or industry-wide structures or processes, but at the level the individual. The true impact of culture is the effect it has between the ears of its individuals, how it shapes what they think, say and, most important, what they do. Written by Robert Carraway 37

38 Flight Risk Assessment Tools (FRAT) Thursday, January 16, PRESENTED BY: Rick Malczynski, CAM ISBAOAudits.com Schedulers & Dispatchers Conference New Orleans, LA January 14-17, 2014

39 Goals Introduce Risk Assessment and specifically Flight Risk Assessment SMS and Flight Risk Assessment Tool Observed evolution and participation in risk assessment Available Tools and observations of success FRAT examples Key components and trends of winners. 39

40 The Traditional Risk Analysis Process The International Business Aviation Council (IBAC) defines Risk Analysis as a simple tool to help make good decisions. It is used so that the chance of loss of life in a business aviation operation is minimized. IBAC goes on to state that to conduct a Risk Analysis the following steps are required: Identify accident scenarios Identify the associated hazards Determine the severity and likelihood Decide how to manage the hazard and associated risks Document the process and the decisions arising from the analysis IS-BAO

41 Every flight has hazards and some level of risk associated with it. It is critical that operators and pilots are able to differentiate, in advance, between a low risk flight and a high risk flight, and then establish a review process and develop risk mitigation strategies to address flights throughout that range. A risk assessment tool should allow operators and pilots to see the risk profile of a flight in its planning stages. Each operator should determine an acceptable level of risk for its flights based on the type of operation, environment, aircraft used, crew training, and overall operating experience. When the risk for a flight exceeds the acceptable level, the hazards associated with that risk should be further evaluated and the risk reduced. A higher risk flight should not be operated if the hazards cannot be mitigated to an acceptable level. FAA InFO

42 Who says so? 42

43 Back in the Day No smoking eight hours before flight and no drinking within fifty feet of the aircraft. 43

44 Fifty-five years later; are we any better at recognizing and mitigating risks? 44

45 Flight Risk Assessment Tool (InFO 07015) Date: Departure: Release/Trip #: Destination: Tail #: Risk Value Flight Value Pilot Qualifications and Experience 1 Captain with less than 200 hours in type 5 2 First Officer with less than 200 hours in type 5 3 Single Pilot Flight 5 4 Captain with less than 100 hours last 90 days 3 5 First Officer with less than 100 hours last 90 days 3 6 Duty day greater than 12 hours 4 7 Flight time (Greater than 8 hours in the duty day) 4 8 Crew Rest (Less than 10 hours prior to the duty day) 5 Total Factor Score - Section 1 Operating Environment 9 VOR/GPS/LOC/ADF (Best approach available w/o vertical 3 guidance) 10 Circling approach (best available approach) 4 11 No published approaches 4 12 Mountainous airport 5 13 Control tower not operational at ETA or ETD 3 14 Uncontrolled airport 5 15 Alternate airport not selected 4 16 Elevation of primary airport greater than 5000 ft. MSL) 3 17 Wet runway 3 18 Contaminated runway 3 19 Winter operation 3 20 Twilight operation 2 21 Night operation 5 22 Stopping distance greater than 80% of available runway 5 23 Repositioning flight (no passengers or cargo) 5 24 Pop up trip (Less than 4 hours crew notice) 3 25 International operation 2 26 No weather reporting at destination 5 27 Thunderstorms at departure and/or destination 4 28 Severe turbulence 5 29 Ceiling & visibility at destination less than 500 ft. / 2 sm 3 30 Heavy rain at departure and/or destination 5 31 Frozen precipitation at departure and/or destination 3 32 Icing (moderate-severe) 5 33 Surface winds greater than 30 knots 4 34 Crosswinds greater than 15 knots 4 35 Runway braking action less than good 5 Total Factor Score - Section 2 Equipment. 36 Special Flight Permit Operation (ferry permit) 3 IS-BAO SMS Tools 45

46 Other options to consider - Similar FRAT, Joint participation in completion - Auto populated ARINC, Fltplan.com, etc. - EFB, ipad, iphone Apps - Innovation 46

47 Ameriprise FRAT I. Overall Conduct of Flight a. Crew coordination b. Hotels c. Catering d. FBO e. Log RNP-AR Approaches II. III. IV. Maintenance Concerns a. Flight Deck b. Aircraft c. Galley FLIGHT RISK ASSESSMENT FORM Departure: Date: 8 Security POST-FLIGHT PRE-FLIGHT Considerations BRIEFING Release Location / Trip: is Considered High Risk Yes: 3 pts I. Physiological Destination: Is everyone rested, Tail # Total any Factor stressors, Score - Section ready 8 to fly? 9 II. Terrain A/C Status Risk Value 1 Aircraft Considerations: Landing Departure Weight Airport Limited in Mountainous By Runway Terrain Length Yes: Yes: 3 pts 3 pts Max Weight Requests (Performance crew Limit) action Takeoff during flight TOTAL Yes: 3 pts Destination Airport in Mountainous Terrain Yes: 3 pts Updates from manufacturer Total Factor Score vendors Section 1 2 Airport Considerations: Departure Total Factor Score - Section 9 Airport Elevation >5000: 3pts Departure Airport Uncontrolled Yes: 3 pts 10 Time of Day III. Destination Operational Airport Elevation >5000: 3pts Destination Operation Airport Uncontrolled Yes: 3 pts No Approach Pilots Time Lighting designate System pilot/copilot at Destination legs During 2200 Airport Yes: 3 pts 0600: 4 pts Precision ICCs Approaches flight/fbo Available requirements at Destination Airport No: 3 pts Single Runway at Departure Airport Yes: 2 pts Total Factor Score - Section 10 Single Runway at Destination Airport Yes: 2 pts Route of Flight 11 Trip Considerations Total Factor Score Section 2 3 Crew Duty -Weather/ Considerations NOTAMS Circadian Departure - Rhythm Fuel or Arrival required/loading Varied Procedures or Disrupted Required Special Yes: Yes: 2 pts 3 pts Crew Duty Day Length >14:5pts Authorization / Approval 12-14:4pts - RNP-AR Approach/Procedures (Checklist) 10-12: 3pts First Flight After Maintenance Yes: 5 pts Alternates 8-10:2pts <8:1 pt Flight Requires More Than - Suitability, Ferry Permit Five(5) Legs services Yes: 3 pts In The Day Yes: 5 pts Gulfstream support Total Factor plan/facilities Score - Section 3 International Flight in Mexico or Caribbean Yes: 3 pts 4 Enroute Considerations Risk Assessment checklist complete Greater Than Scattered Thunderstorms Forecasted Yes: 3 pts International Moderate Administrative Flight South America or Africa Yes: 4 pts Icing Forecasted Yes: 2 pts Maintenance - Passports Flight Total Factor Score - Section 4 Yes: 3 pts 5 Environmental - Visa / Weather Considerations Aircraft MEL Items Requires That Deicing Prior to Departure Yes: 3 pts Arrival Alternate - Airline Affect Flight Required availability/schedules Yes: 3 pts Yes: 4 pts Crosswind Metric Operations Component at Departure Airport Yes: >20:4 4 pts pts IV. Crosswind Other Component Concerns at Destination Airport >20:4 pts Departure One Contract Airport Pilot Ceiling Used Yes: <=200:4 2 pts pts What should everyone know? >500:2 pts Low Pop Level Up Does Trip, Windshear < anyone 5 hours Advisories Notices need help? to in Crew Effect / Maintenance Yes: Yes: 3 pts 3 pts Tailwind Component Does anyone at Destination need extra Airport time? >5: 3 pts Thunderstorms Positioning or at Deadhead Departure Leg Airport Yes: Yes: 3 pts 5 pts Windshear Any Reported questions? at Departure Airport Yes: 4 pts Windshear QFE Operations Reported Required at Destination Airport Yes: Yes: 4 pts 4 pts First Time Destination for Both Pilots Yes: 3 pts 1 40 LOW MED HIGH Flight Value Work performed/extra cargo onboard/pending issues and resolutions. Cold weather operations hangar, de-ice, prist, water system Schedule aircraft/times/passengers/ground transportation - Destinations non-standard procedures, servicing, parking Recommendations for Safer/Better Procedures a. OHR Reports b. Deviation Reports c. Duty Day Extensions Concerns for Next Flight 47

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49 AIRPORTS TECHNICAL HUMAN SECURITY Trip Dates: A/C Tail # Trip # FACTORS FACTORS Security: Global Response Center Airport Hanger Note: Trip Location: Dispatch Release / Risk Mitigation Form NA Dispatch Items in Red require the Release RA to be filled out. RISK ANALYSIS Reset Form Complete Dispatch Please Release check Form, the Sign items and that leave apply with Scheduler and explain PRIOR to Departure SA Dispatch Checklist: VFR MEL Operations Crew Qualifications Global Response Ctr Rwy < 5,000 Ft Maintenance Pilot Demo Geographic Location Items in Red Require PIC to complete Risk Analysis on Back of Form Rwy < 75 Ft Wide Language Parking No Jepp Plates/NOS Crew Rest Hanger CREW BRIEFING EU ASIA CHECKLIST ME High Apt. Elevation Extended Duty Day Airport Uncontrolled/Twr Clsd PIC < 100 Hrs in Type Security Tape Crew: Special Both Typed Procedures In A/C Y N Personal Extended Issues Duty Day Transportation Airport: VFR IFR Controlled Uncontrolled Jepp Plates Special Procedures Special Use Airport Airport: Slots Permits Parking Restrictions PCN Hotel Noise Curfews Restrictions Rwy Length/Width Grooved High Arpt Elevation W'x Reporting Lighted Deicing Weather Runway Conditions < 75 ft. Wide Special Use Airports Runway < 5,000 ft. No Jepp App Plates Contaminated RWY Other: Charts EFB's Aircraft Inspection Currenc Read File A/C Stock and Clean Note: Approach Aids MEL Operations Pilot Demo PR Internat'l: Note: **Please use the space below or additional paper mitigate the checked boxes** OvrFlt Customs eapis Int'l Trash Note: Figure 7-9(a) DISPATCH RELEASE FORM / Rev Flt Plans: Crew GDC Other Note: OVER Passports: Crew Pass Visa Note: Fuel: FBO: Hours of Operation Note: Transportation: Crew Pass Note: Hotel: DISPATCHER Crew Pass Note: PIC Catering: Ordered Needs to be ordered Note: Figure 7-9(b) DISPATCH RELEASE FORM / Rev DATE 49

50 Lessons Learned - Not required ( percent of IS-BAO registered operators do) - Something is better than nothing - Customization is key - Cooperate and Graduate! - Learn something.the easy way! 50

51 Share information.. What is going to bite us in the rear-end? 51

52 Don t get bit! 52

53 Rick Malczynski, CAM ISBAOAudits.com