Organize Data for Good Data Analysis 

Effective data organization is the cornerstone of robust aviation Safety Management System (SMS) data analysis, enabling airlines, airports, MROs, and flight schools to ensure compliance with FAA Part 5 and ICAO Annex 19 while identifying risks. These seven best practices, powered by SMS Pro, help you structure data for actionable insights, as explored in our SMS performance guide.

Why Data Organization Matters in Aviation SMS

Organized data fuels accurate analysis, compliance, and safety improvements in an SMS. Poorly structured data leads to missed risks, unreliable audits, and wasted resources, undermining SMS principles.

• Risk Identification: Organized data reveals hazards like runway incursions.
• Compliance: Ensures audit-ready records for FAA or ICAO.
• Efficiency: Simplifies analysis with tools like SMS Pro’s dashboards.

Without organization, even the best SMS data, as noted in our effectiveness guide, becomes untrustworthy.

Best Practice #1: Use Multiple Classification Types

Classifications categorize safety issues, enabling precise data analysis.

• Types: Classify by issue type (e.g., “lost time injury”), hazard (e.g., “bird strike”), root cause (e.g., “outdated checklist”), and human factors (e.g., “fatigue”).
• Implementation: Assign multiple classifications per issue using SMS Pro’s reporting system.
• Benefit: Search for specific issues, like “runway incursions due to communication errors.”

Our performance-based SMS guide shows how classifications enhance analysis.

Best Practice #2: Structure Classification Trees with Three Levels

Three-level classification trees balance specificity and usability.

• Category: Broad systems (e.g., Flight Ops, Maintenance).
• Sub-Category: Specific groups (e.g., Landing, Takeoff).
• Classification: Precise issues (e.g., Unstable Approach).

Use SMS Pro’s risk tools to create manageable trees, ensuring compliance with audit standards.

Best Practice #3: Ensure Specific but Not Overly Detailed Classifications

Classifications should be specific enough for trends but not so detailed as to clutter data.

• Good Example: “Flight Ops → Wildlife → Bird Strike” captures the issue without excessive specificity (e.g., “Goose Strike”).
• Implementation: Define clear classification guidelines in SMS Pro.
• Benefit: Simplifies analysis, as noted in our safety posture guide.

Best Practice #4: Use Meaningful Report Titles

Descriptive titles enhance data mining by including key details.

• Example: “Bird Strike – Goose” instead of “Incident.”
• Implementation: Train staff to use standardized titles or rename reports in SMS Pro.
• Benefit: Enables searches for specific terms (e.g., “goose”), improving efficiency.

Larger organizations should create a glossary, as advised in our divisions guide.

Best Practice #5: Avoid Duplicate Classifications (DRY Principle)

Follow the “Don’t Repeat Yourself” (DRY) principle to reduce clutter.

• Avoid: Repeating classifications (e.g., “Bird Strike” in multiple trees).
• Implementation: Ensure unique classifications per tree in SMS Pro.
• Benefit: Simplifies searches and reduces errors.

This aligns with best practices for SMS performance monitoring.

Best Practice #6: Separate Classifications by Type

Organize classifications into distinct trees by type for clarity.

• Types: Issue Type, Hazard, Human Factors, Root Causes, Policies, Locations.
• Implementation: Configure trees in SMS Pro to avoid overlap.
• Benefit: Enhances data retrieval, as seen in our small operator SMS guide.

Best Practice #7: Apply the Right Number of Classifications

Assign an appropriate number of classifications per issue for balance.

• Guidelines:
  • Issue Type: 1–2 classifications.
  • Hazard: 1 classification.
  • Root Causes: Multiple (2–4).
  • Human Factors: 1–3.
  • Policy/Procedure: 0–2.
• Implementation: Use SMS Pro to streamline classification assignments.
• Benefit: Ensures comprehensive yet manageable data organization.

Benefits of Organized Data in Aviation SMS

Well-organized data delivers:

• Accurate Analysis: Identifies trends like frequent bird strikes.
• Compliance: Supports audit readiness.
• Efficiency: Saves time with tools like SMS Pro.
• Safety: Reduces risks through proactive insights, per our ICAO SMS guide.

Case Study: Data Organization Success

An airport struggled with inconsistent data, making analysis unreliable. After adopting SMS Pro’s classification system, they standardized hazard reports, reducing data retrieval time by 50% and identifying a 30% increase in runway incursion risks, which were mitigated with new procedures.

“SMS Pro’s classifications made our data actionable,” said the safety manager.

Overcoming Data Organization Challenges

Common issues include:

• Inconsistent Terms: Varying labels (e.g., “go around” vs. “fly-by”).
• Overly Specific Classifications: Clutters data.
• Lack of Training: Staff misuse classifications.

Address these with SMS Pro’s automation and training modules.

Measuring Data Organization Success

Track these metrics:

• Data Retrieval Time: Faster searches indicate efficiency.
• Trend Accuracy: Reliable patterns (e.g., bird strikes).
• Audit Findings: Zero issues reflect compliance.

Use SMS Pro’s analytics to monitor progress.

Conclusion

Organizing data effectively is critical for aviation SMS data analysis, ensuring compliance and safety. Implement these seven best practices with SMS Pro to transform your SMS. Request a demo today.

Last updated August 2024.