In aviation, safety is the top priority, and managing risks effectively is essential to protect passengers, crew, and aircraft. A key element of this process is the system description, a detailed outline of an aviation organization’s operations, components, and interactions. This document serves as the foundation for identifying hazards and assessing risks within the Safety Risk Management (SRM) Pillar of a Safety Management System (SMS).
According to the International Civil Aviation Organization (ICAO), a system description is critical for understanding operational environments and ensuring safety (ICAO SMM). This article provides a comprehensive guide for aviation safety managers on how to perform a system description and explores how SMS Pro, a leading aviation safety software, facilitates this process. Designed to be evergreen, this guide offers timeless principles and practical advice to enhance safety management.
A system description is a comprehensive summary of an aviation organization’s processes, activities, and interfaces, as outlined in the ICAO Safety Management Manual (SMM), Part III, Chapter 2 (ICAO SMM). It defines the scope of the SMS, identifies operational components, and serves as the starting point for hazard identification and safety risk assessment. By documenting the system, safety managers gain a clear understanding of how different parts of the operation interact, enabling them to pinpoint potential risks.
A robust system description typically includes:
The system description is integral to the SRM Pillar, one of the four components of an SMS, alongside Safety Policy, Safety Assurance, and Safety Promotion (FAA SMS). It provides the context needed to identify hazards, assess their likelihood and severity, and implement effective controls. Without a thorough system description, safety managers may overlook critical risks, leading to potential accidents or regulatory non-compliance.
Creating a system description requires a structured approach to ensure all relevant aspects of the operation are documented. Below are the key steps, based on industry standards and best practices.
Determine which parts of the organization or operation the SMS will cover. For a regional airline, this might include flight operations, maintenance, and crew training, but exclude unrelated activities like marketing. Clearly defining the scope ensures the system description is focused and manageable.
List all critical elements of the operation, including:
Explain how these components interact within the system. For example, how do pilots communicate with air traffic control? How does maintenance scheduling affect flight operations? Mapping these interactions helps identify potential points of failure or risk.
Provide detailed, step-by-step descriptions of operational processes. For instance, outline the pre-flight inspection process, including who performs it, what checks are conducted, and how findings are reported. This level of detail is essential for identifying procedural gaps that could lead to hazards.
Note any external systems or organizations that interact with the operation, such as:
A system description is not a one-time task. It must be reviewed and updated regularly to reflect changes in operations, equipment, regulations, or after significant incidents. Scheduling periodic reviews ensures the description remains accurate and relevant.
Consider a hypothetical regional airline operating a fleet of turboprop aircraft. Its system description might include:
This description provides a clear picture of the operation, enabling safety managers to identify risks like weather-related delays or maintenance scheduling conflicts.
SMS Pro is a web-based software solution designed to support aviation organizations in implementing and managing their aviation SMS. Since 2008, it provides a centralized platform for hazard reporting, risk management, and compliance with ICAO and FAA standards. Its user-friendly interface and robust features make it an invaluable tool for aviation safety managers tasked with creating and maintaining system descriptions. SMS Pro is the first aviation SMS specific application to be marketed to address ICAO's Nov 2006 SMS mandate.
SMS Pro offers several modules that streamline the system description process, based on information from its official website. These include:
| Feature | Description | Benefit for System Description |
|---|---|---|
| Proactive Hazard Identification | Dedicated module to compose system description, identify hazards, risks, controls and interfaces | Ensures the system description is organized and easily accessible when identifying hazards. Provides templates to ease writer's block and stimulate brain storming. |
| Hazard Risk Registers | Tools to document and track hazards, risks, and control measures' effectiveness. | Links hazards to specific system components, enhancing risk identification. |
| Management of Change | Documents system changes and assesses their safety impact. | Keeps the system description current by tracking operational changes. |
| Data Analysis and Reporting | Analyzes safety data and generates reports for audits or management reviews. | Validates the system description with real-world performance data. |
| Centralized Documentation | Stores all SMS-related information in one accessible platform. | Ensures the system description is organized and easily accessible. |
| Collaboration Tools | Allows multiple users to contribute and review SMS documentation. | Promotes comprehensive input from stakeholders across the organization. |
Using SMS Pro, safety managers can:
Imagine a safety manager at the regional airline mentioned earlier. They use SMS Pro to document their system description, entering details about their ATR 72-600 fleet and flight operations. When a new route is added, the Management of Change module alerts them to update the system description and assess risks like unfamiliar airport procedures.
The Management of Change (MOC) module integrates with hazard risk register to link a potential hazard—such as runway incursions—to the new route, prompting the development of additional training. New hazards can be added directly from the MOC module, prompting further risk assessment and risk control development. This integrated approach ensures the system description remains a living document that drives safety improvements.
To create an effective system description, safety managers should follow these best practices, drawn from industry standards and practical experience:
Engage personnel from across the organization, including pilots, maintenance technicians, ground staff, and management. Their insights ensure the system description is comprehensive and reflects real-world operations. For example, pilots can highlight procedural challenges, while maintenance staff can detail equipment limitations.
Incorporate diagrams, flowcharts, or mind maps to represent complex processes and interactions. A flowchart of the pre-flight inspection process, for instance, can make it easier to identify potential risks like missed checks. SMS Pro’s platform supports uploading such visuals and other supporting documentation for easy reference.
Schedule periodic reviews of the system description, especially after significant changes like new regulations, equipment upgrades, or incidents. A quarterly review cycle, supplemented by ad-hoc updates, helps maintain accuracy. SMS Pro’s automated alerts can remind managers of review deadlines. Hazards requiring review can be easily reviewed in a safety committee meeting using SMS Pro's Meeting Manager.
Make the system description available to all relevant employees, either through SMS Pro’s web-based platform or other secure means. Accessibility ensures that staff can refer to it for safety-related decisions, such as during incident investigations or training sessions.
Ensure the system description meets requirements from regulatory bodies like the FAA or EASA. Referencing documents like the FAA’s Advisory Circular 120-92D (FAA AC 120-92D) or ICAO SMM can guide compliance efforts.
Creating and maintaining a system description can present challenges, but SMS Pro offers solutions to address them:
| Challenge | Solution With SMS Pro |
|---|---|
| Keeping the Description Updated | Management of Change module tracks changes and prompts reviews, ensuring ongoing accuracy. |
| Ensuring Comprehensive Input | Collaboration tools allow multiple stakeholders to contribute, reducing oversight risks. |
| Managing Complex Data | Centralized documentation and templates simplify data organization and retrieval. |
| Meeting Regulatory Requirements | Reporting tools generate audit-ready reports that align with ICAO, FAA and EASA standards. |
A thorough system description is the cornerstone of effective risk management in aviation safety. It provides the clarity needed to identify hazards, assess risks, and implement controls, ultimately preventing accidents and ensuring compliance with international standards.
SMS Pro enhances this process by offering a user-friendly, integrated platform that streamlines documentation, tracks changes, and supports collaboration. By following the steps outlined in this guide and adhering to best practices, aviation safety managers can create a robust system description that strengthens their SMS and promotes a culture of safety.
Whether managing a small flight school or a large airline, tools like SMS Pro empower safety professionals to protect their operations and achieve excellence in aviation safety.