GUIDANCE MANUAL FOR

AERONAUTICAL INFORMATION SERVICES

(AIS)
in the ASIA/PACIFIC REGION

First Edition - 2002

Endorsed by the Asia/Pacific Air Navigation Planning and Implementation

Regional Group (APANPIRG) and
Published by the ICAO Asia and Pacific Office, Bangkok, Thailand

INTERNATIONAL CIVIL AVIATION ORGANIZATION

INTENTIONALLY
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 RECORD OF AMENDMENTS AND CORRIGENDA

AMENDMENTS
No. Date of Issue Date entered Entered by
1. 19 November 2007
2. 25 July 2008
3. 1 September 2010
4. 22 September 2015

CORRIGENDA
No. Date of Issue Date entered Entered by

States may wish to suggest changes to any of the documents that are
associated with this Manual. Suggested changes should be forwarded to the
ICAO Asia and Pacific Regional Office, Bangkok, Thailand.

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 TABLE OF CONTENTS

Introduction

Chapter 1 - AIS Quality Systems

Part 1 - A Quality System for AIS
Part 2 - Sample Quality Manual
Part 3 - QA Implementation Planning Template

Chapter 2 - Selection and Training Guidelines for AIS

Chapter 3 - Common Operating Procedures for Automated AIS System

Chapter 4 - Use of the Internet for Information Transfer (to be developed)

Appendix A - Interim AIM Transition Guidance

………………………

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Introduction

Role of the AIS and the Globalizaztion of CNS/ATM

Clearly the role of the AIS is one of the foundation building blocks for the successful
transition to a global ATM system. At the core of this building block lies the Quality
System that will provide quality and timely aeronautical data and information to the
aviation community.

“Annex 15- Aeronautical Information Services notes at 3.2 that:

Note.- International Organization for Standardization (ISO) 9000 series of

quality assurance standards provide a basic framework for the
development of a quality assurance programme. The details of a
successful programme are to be formulated by each State and in most
cases are unique to the State organization.”

In addition to the requirements described in Annex 15 for Quality Systems, Chapter 9

of the Global Air Navigation Plan for CNS/ATM Systems (Doc 9750) states:

“9.4 The role and importance of aeronautical information/data has

changed significantly with the implementation of RNAV, RNP and
airborne computer-based navigation systems. These systems are all
data-dependent, and in that respect aeronautical data have become the
crucial and critical components of the system. Consequently, corrupt or
erroneous aeronautical information/data can potentially affect the safety
of air navigation. In this respect, as of 1 January 1998, each Contracting
State must take necessary measures to introduce a properly organized
quality system containing procedures, processes and resources
necessary to implement quality management at each functional stage of
the data process. Established quality systems must provide users with
the necessary assurance and confidence that distributed aeronautical
information/data satisfy established requirements for data quality
(accuracy, resolution and integrity) and timeliness.”

Objectives of the Guidance Manual

The Guidance Materials contained in this Manual have been developed to provide
assistance to States in the Asia/Pacific Region for the development and
implementation of Quality Systems and Training Guidelines for Aeronautical
Information Services as well as Common Operating Procedures for Automated AIS
Systems.

The Guidance Manual will provide key stepping stones to assist States with an
understanding of the requirements for a Quality System, and provide a foundation for
distributed aeronautical data and information to satisfy the established requirements
for timeliness and accuracy in compliance with the requirements of ICAO Annex 15
and other relevant procedures.

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PART 1 –
A QUALITY SYSTEM FOR
AERONAUTICAL
INFORMATION SERVICES
(AIS)

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Table of Contents

Table of Contents.............................................................................................3
Introduction ......................................................................................................5
What is in these Guidelines? ...........................................................................5
The Way Ahead ...............................................................................................6
Certification and Registration .......................................................................7
A Quality System .............................................................................................7
The Need for a Quality System ....................................................................7
What is a Quality System? ...........................................................................8
Permissible Exclusions.................................................................................9
What is ISO 9000 About?...........................................................................10
Products .....................................................................................................10
The Process Model ....................................................................................11
General Requirements...................................................................................12
General Documentation Requirements ......................................................13
Documented Procedures............................................................................13
Management Responsibility...........................................................................14
Quality Policy..............................................................................................14
Commitment to Quality...............................................................................15
Customer Focus .........................................................................................16
Planning .....................................................................................................16
Administration ................................................................................................16
Resource Management..................................................................................23
Provision of Resources ..............................................................................23
Human Resources......................................................................................24
Training, Awareness and Competency.......................................................25
Checking Competence and Training ..........................................................25
Facilities and the Work Environment ..........................................................26
Product Development and Realisation...........................................................27
Product Realisation ....................................................................................27
Identification of Customer Requirements ...................................................28
Who are the customers? ............................................................................29
Review of Product Requirements ...............................................................29
Customer Communication ..........................................................................29
Understanding and meeting your customer's requirements. ......................30
Design and/or Development Planning............................................................31
A Disciplined Approach to Design and/or Development .............................31
Who is going to do what? ...........................................................................32
Design and/or Development Inputs ............................................................32
Have we got it right?...................................................................................32
Does it work?..............................................................................................33
Control of Design and/or Development Changes .......................................33
Controlling Changes...................................................................................33
Product Identification and Traceability........................................................34
Keeping track of what you're doing ............................................................34
Customer Property .....................................................................................36

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Looking after what the customer gives you ................................................36

Looking after the Product and/or Service ...................................................36
Stock Control..............................................................................................38
Control of measuring and monitoring devices ............................................38
Having Confidence in the Equipment Used to Check Your Work...............39
Measurement and Monitoring of Products..................................................42
Checking Things are Right .........................................................................42
Control of Non-conformity ..........................................................................44
Analysis of data ..........................................................................................45
Do the measurements reveal any trends?..................................................45
Planning For Continual Improvement .........................................................45
What improvements do you plan to make? ................................................46
Corrective Action ........................................................................................46
Preventive Action .......................................................................................46
Fixing the Causes of Problems...................................................................47
Fixing the cause of known problems ..........................................................47
Fixing the cause of potential problems .......................................................48
Purchasing.....................................................................................................49
Purchasing Control.....................................................................................49
Stating Purchasing Requirements ..............................................................49
Purchasing Documentation ........................................................................51
Stating Purchasing Requirements ..............................................................51
Verification of purchased products .............................................................52
Did you get what you ordered?...................................................................52
Production and Service Operations............................................................53
Controlling what you do..............................................................................53
Contract Review .........................................................................................55
Customer Satisfaction....................................................................................55
How satisfied are your customers? ............................................................56
More that one type of customer..................................................................56
Satisfaction and dissatisfaction ..................................................................56
Monitoring satisfaction................................................................................56
Satisfaction as a measure of your system performance.............................57
Are you doing what you said you would do and does it work? ...................58
Steps towards Implementation a Quality System...........................................60
What does Certification and Registration Mean .............................................68
Starting Out ................................................................................................68
Who does the certification/ registration? ....................................................68
Brief Outline................................................................................................68
Terms and Definitions ................................................................................69

Appendix 1 - Support Planning ......................................................................70

Appendix 2 – Sample Cover of Quality Manual .............................................71

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1. Introduction
This Guidance Material has been constructed to provide information for States
about the implementation of a quality system for their aeronautical information
service (AIS), and should be read in conjunction with the appropriate ICAO
and International Organisation for Standardisation (ISO) references.

ICAO Annex 15 – Aeronautical Information Services shows the need for

States to “…take all necessary measures to introduce a properly organised
quality system containing procedures, processes and resources necessary to
implement quality management at each function stage as outlined….” In this
context, the function stages relate to the functions of AIS “to:

a) receive and/or originate;

b) collate or assemble;
c) edit;
d) format;
e) publish/store; and
f) distribute.

aeronautical information/data concerning the entire territory of the State as

well as areas in which the State is responsible for air traffic services (ATS)
outside its territory.”

ICAO notes that the ISO 9000 series of quality assurance standards provides
a basic framework for the development of a quality assurance program.

These International Standards specify the requirements for a quality

management system where an organisation needs to:

a) demonstrate its ability to consistently provide products that meet

customer and applicable regulatory requirements; and

b) address customer satisfaction through the effective application

of the system, including processes for continual improvement
and the prevention of non-conformity.

The ICAO references and the International Standards provide clear directions
towards the needs and requirements for a Quality System within a State’s AIS
to meet customer needs and expectations, and where continuous
improvement is a pattern of organisational behaviour.

2. What is in these Guidelines?

These Guidelines contain information about a number and variety of topics
designed to assist States with the implementation of a Quality System. The
Guidelines have been formulated around the relevant ISO Standards to
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provide this assistance, and to provide easy-to-read material as a starting

point for the development and maintenance of a Quality System for AIS.

The Guidelines are not intended to replace ISO documentation and should be
read in conjunction with the appropriate Standards.

3. The Way Ahead

In addition to these Guidelines, you will find that there are a number of other
sources on information that will be able to provide you with advice about the
introduction or enhancement of your Quality System. Some of these sources
might be:

a) Government Departments;

b) Standards Associations bodies;

c) Certification or Registration groups;

d) Internet Websites;

e) Industry and Professional Associations; and

f) Other businesses putting in a Quality Management System.

After reading through the Guidelines and deciding what needs to be done to
introduce a Quality System, the next important decision is “How are we going
to do it?” The answer to this might be extra staff or other resources, or
external assistance. In any case you will need to formulate a plan to
determine exactly what is required, and what the steps forward are.

In some instances these might be small, carefully planned incremental steps

leading to a fully functional Quality System. Depending on your resources,
you may wish to implement one or two parts at a time before moving on.

The 9 Steps leading to the implementation of a Quality System are shown in

Section 13-Steps Towards Implementation of a Quality System.

If you decide that the best way forward is to engage a consultant to progress
the implementation of your Quality System, an important step will be to clearly
establish the outcomes and what will be provided at the end of the project.

An effective Quality System is one that is written and organised around the
way your AIS operates. Treat “ready-made” solutions with some degree of
caution.

When your AIS staff are involved in the development and implementation of a
Quality System, they will develop a sense of “ownership” and provide an
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easier path to making the Quality System work. Often it is difficult to inspire
ownership of a Quality System when it has been developed in isolation.

There is no short cut to the development and documentation of a robust

Quality System. It takes time and effort, but at the end is a worthy prize.

Certification and Registration

Certification is generally regarded as the formal recognition by others of your

Quality Management System. In some States, certified Quality Management
Systems are considered to be registered and the term “registration” is used
instead of certification.

Certification or Registration is not a mandatory requirement to implement the

ISO 9000 series of Standards, but may be required by some of your
customers. A decision to seek Certification or Registration may equally be
influenced by regulatory or statutory requirements.

If you choose to have your AIS Certified or Registered, the first step should be
to contact Certification or Registration agencies to determine what is offered
by these groups and what the likely costs will be for the initial Certification or
Registration, and any ongoing costs that might apply to re-assessments of
your Quality System. Section 14-What Does Certification and Registration
Mean, provides some additional information about the Certification and
Registration process.

4. A Quality System
The Need for a Quality System

The importance of aeronautical data and information to the world’s aviation

community cannot be overstated. Aeronautical data and information provides
one of the essential elements and the backbone to enable aircraft operations
to take place safely and efficiently throughout the world.

ICAO Annex 15 points to the need for a Quality System as being:

“The established quality system shall provide users with the necessary
assurance and confidence that distributed aeronautical information/data
satisfy stated requirements for data quality (accuracy, resolution and integrity)
and for data traceability by the use of appropriate procedures in every stage
of data production or data modification process. The system shall also
provide assurance of the applicability period of intended use of aeronautical
data as well as that the agreed distribution dates will be met.”

This means that the worldwide aviation community is looking to the AIS’s so
that they can have a confidence that they are being provided with accurate
data and information that meets the required resolution and retains its integrity

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throughout its life cycle. While this is the principal reason for having a quality
system, a Quality System also provides opportunities for:

a) Meeting regulatory requirements;

b) Performance, coordination and productivity improvements;

c) Increased focus on your business objectives and customer

expectations;

d) Achievement and maintenance of the quality of your products

and services to meet your customers stated or implied needs;

e) Increased customer awareness and satisfaction;

f) Confidence that your intended quality is being achieved and

maintained;

g) Being able to demonstrate your organisation’s capabilities to

customers and potential customers; and

h) Expanded market opportunities.

By itself, introduction of a Quality System will not lead to automatic

improvements in product or service quality, or an improvement in work
practices and processes. What it will do however, is provide the tools and
guidance for those working in the AIS field to use a defined and systematic
approach to their work and business.

What is a Quality System?

A Quality System for AIS might best be described as the way the organisation
carries out its business activities for the provision of AIS, relates to an
organisational structure; together with the documentation, processes, and
resources, necessary for the AIS to achieve its quality objectives and to meet
customer’s requirements.

A Quality System means that everything must fit together, to form one
cohesive and effective system. This means that an organisation with a
Quality System will have:

a) a Quality Manual that outlines the quality system;

b) procedures for all activities within that system; and

c) planning activities to ensure resources are available for the

effective conduct of the quality system.

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One of the most important things that must be in place for a Quality System to
work is commitment from all of those affected to ensure that the documented
procedures, processes and practices are not only in place, but are vigorously
applied.

A Quality System will strive for excellence, always looking for ways to do the
work better through a program of continuous improvement.
Permissible Exclusions

In some AIS’ there may be processes that are not performed, for example
Procedures Design Work. Part 7, and only in Part 7, of the ISO Standards
makes allowances for some aspects to be excluded from a Quality
Management System if they are not being carried out. These are known as
Permissible Exclusions, and could arise due to the:

a) nature of the product range or services provided by a particular

AIS;

b) customer requirements; and

c) regulatory requirements.

However, you cannot simply claim a Permissible Exclusion just because you
do not want to do it. If you question a requirement in this Part of the ISO
Standard, then you should ask yourself:

a) What is the idea or principle behind this requirement?

b) What kind of problem could be prevented by meeting this

requirement?

c) Why would meeting the requirement give confidence to the

customer?

Within Part 7 of the ISO Standard, the following processes are most likely to
be considered for Permissible Exclusions:

a) Design and Development;

b) Identification and Traceability;

c) Customer Property; and

d) Control of Measuring and Monitoring Devices.

Importantly, if you decide to proceed with Permissible Exclusions you will

need to justify this in the Quality Manual and, if you are seeking Certification
or Registration, with these bodies as well.
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What is ISO 9000 About?

In very simple terms, the requirements of the ISO Standards for a Quality
System can be summarised as being three straightforward tasks:

a) Say what you do;

b) Do what you say; and

c) Show that you did it.

Say what you do:

This task requires AIS to document how it undertakes its activities.

Do what you say:

This task requires AIS to undertake its activities as recorded in the

documented procedures.

Show how you did it:

This task requires AIS to maintain records that prove that it undertakes
its activities as documented and has done so for a recognised period of
time.

Products

One of the many terms used within the Quality System is “product”. In the
context of the International Standards, and the diagrams that follow, a product
is defined by the standards as:

Product: Result of activities or a process.

The Standards note that there are four generic product categories:

a) Hardware;

b) Software;

c) Services; and

d) Processed materials.

Products may be combinations of the four generic product categories.

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The Process Model

Activities that receive inputs and convert them to outputs can be considered to
be a process. In many cases, an output from one process will form the input
to the next process, for example data is received from an aerodrome operator,
entered into the AIS database, and when combined with other data, is
provided as an output for charting or a document.

To function effectively within a quality system, AIS must identify and manage
numerous linked processes. Systematic identification and management of
these many processes and the interactions between these processes that are
used within an AIS are often referred to as a “process approach”.

Data Database entry Output to charts

Fig. 1 – A simplistic process

A more sophisticated conceptual process model recognises the role that the
customer plays in the definition of requirements as inputs. By monitoring
customer satisfaction, or in some cases dissatisfaction, we are able to monitor
and evaluate whether or not defined customer requirements have been met.

Continuous Improvement Program

Management
Responsibility

Resource
Management Satisfaction
Monitor, evaluate
and improve
Requirements

Customer
Customer

Product/Services Products
Development and or Services
Realisation

Fig.2 – Conceptual model of the “Process Approach”

Fig. 2 demonstrates that the process approach model and the Quality System
starts and finishes with the customer. In the first instance there is the
customer requirement on the left hand side of the diagram, on the right hand
side there is the degree of customer satisfaction with the product or service
that has been provided as a result of a number of inputs. Customer
satisfaction is measurable against the initial requirements and specifications.
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Perhaps the most important feature of the model is the need to obtain
information about customer satisfaction, this feeds back into the monitoring
and evaluation phase, which are in turn a measure of overall performance.

The loop into management responsibility is there to show that management

has an important role to review customer feedback to ensure that the
appropriate policies, objectives and strategies are in place, along with the
necessary resources, to meet the quality challenges.

Resources are a key component of the Quality System. Resources are the
equipment, materials and people that make the overall system work. Human
resources need to be properly trained and competent to achieve the desired
outcomes.

As noted earlier, a Quality System will strive for excellence, always looking for
ways to do the work better through a program of continuous improvement. A
Quality System will continue to challenge the outputs against the customer
requirements and specifications to ensure that customer’s expectations are
met and exceeded. This is why all of the elements in the Continuous
Improvement Program are so important. Outputs must be monitored and
evaluated, management must consider the evaluations and apply the planning
and resources to achieve the desired outcomes.

5. General Requirements
The General Requirements for the implementation of a Quality Management
System are to:

a) identify the processes needed for the Quality Management

System;

b) determine the sequence and interaction of these processes;

c) determine criteria and methods required to ensure the effective

operation and control of these processes;

d) ensure the availability of information necessary to support the

operation and monitoring of these processes; and

e) measure, monitor and analyse these processes, and implement

action necessary to achieve planned results and continual
improvement.

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General Documentation Requirements

Documentation for a Quality Management System must include:

a) documented procedures (see the section that follows for a

description of Documented Procedures); and

b) documents required by the organisation to ensure the effective

operation and control of its processes.

The extent of the Quality Management System is, however, dependent on the
following, and may be in any form or type of medium:

a) size and type of the organisation;

b) complexity and interaction of the processes; and

c) competence of personnel.

Documented Procedures

ISO requirements for a Quality System call for 6 Quality Management System
procedures to be in place. These are mandatory written procedures that
describe how your organisation performs the activities described in each of
the 6 Quality Management System procedures described below:

1. Control of Documents;

2. Control of Quality Records;

3. Internal Audit;

4. Control of Non-conformity;

5. Corrective Action; and

6. Preventative Action.

Documented Procedures should indicate who does what, where and when
they do it, why they do it, and how. It is up to the organisation itself to decide
the level of detail that is included in the Documented Procedures. Largely,
this will depend on:

a) methods used;

b) skills needed;

c) training; and
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d) extent of supervision required.

Documented Procedures should not contain what you would like to happen in
the organisation, but rather an accurate description of what really happens.

A robust Quality Management System will involve staff, to the extent that they
can contribute, in the writing of Documented Procedures. The earlier and the
more staff that are involved will lead to greater staff involvement,
understanding and “buy-in” to the procedures and practices.

6. Management Responsibility
AIS Managers have a number of demonstrable responsibilities within the
Quality System. These responsibilities relate to:

a) Quality Policy;

b) Commitment to Quality;

c) Customer Focus;

d) Planning;

e) Management Representation; and

f) Management Review.

Each of these responsibilities is addressed in further detail below.

A quality system is dependent on all those involved in its provision being quite
clear about their responsibilities and authorities. The development and use of
accurate position descriptions for all staff in AIS that address both the
responsibilities and authorities of each position can accomplish this.

Quality Policy

The International Standards require management to have a Quality Policy in

place that is in writing and is visible to staff. The quality policy forms the an
important element for the work of the AIS, and establishes:

a) a commitment to quality;

b) what the quality objectives or the organisation are; and

c) how the objectives relate to customers expectations.

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The Quality Policy must address these issues and ensure that it:

a) is appropriate for the needs of the organisation;

b) includes commitment to meeting requirements and continual

improvement;

c) provides a framework for establishing and reviewing quality

objectives;

d) is communicated, understood and implemented throughout the

organisation; and

e) is reviewed for continuing suitability.

A Quality Policy includes AIS’s definition of quality and how management and
staff will demonstrate their commitment to the policy, and provides an
identifiable focus for all staff in their daily activities.

One of the best techniques to develop a Quality Policy is a facilitated meeting

of all staff at which individual definitions of “quality” can be consolidated to
provide a definition and statement that encapsulates all staff’s beliefs and
understandings.

Commitment to Quality

AIS Managers must take an active responsibility in the establishment and

maintenance of a Quality System. This role includes:

a) Definition and implementation of quality policy;

b) Communicating the quality policy within the organisation,

including the importance of meeting customer, regulatory and
legal requirements;

c) Setting objectives, strategies and targets derived from the

policy;

d) Position descriptions that describe the role, responsibilities and

authorities for all staff;

e) Ensuring that resources are adequate;

f) Appointment and support of a management representative; and

g) Regular reviews of the effectiveness of the system.

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Customer Focus

Meeting customer and regulatory requirements is our primary business. To

ensure that these requirements are met, and that customer confidence is
maintained, AIS must have a clear understanding and defined specifications
in the form of user requirements. Measurement and analysis of outcomes will
be difficult, if not impossible without this specification.

Planning

The step that follows the publication of the Quality Policy is the setting of
objectives, strategies and targets that will show how the organisation expects
to implement the quality policy. Targets need to be realistic, relate to the
customer’s statement of requirements and measurable. The plan must
include details of the continual improvement program.

Thorough planning sets the scene for other important aspects of the
organisation's operations:

a) staff performance measurements;

b) budgets;

c) overall business performance measurements;

d) asset and facility purchases;

e) staff competencies and training requirements;

f) other resource requirements; and

g) the continuing improvement program.

In some cases, planning may be conducted as a matter of routine, for

example on an annual basis, whereas in others, specific project planning may
be required for new or substantially altered products or services.

Planning enables an organisation to exercise control over routine business

and changes to ensure that the Quality Management System is effective
during the routine activities and after change.

7. Administration
Responsibility and Authority

A Quality System requires responsibilities and authorities for all staff members
to be defined and communicated. This means that everyone in the
organisation knows what they are responsible for, what the level of their
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authority is and what the reporting arrangements are. Responsibilities and

authorities can be identified, recorded and communicated through published
job descriptions. An organisational chart should supplement job descriptions.

Management Representative

Quality Systems are required to have a Management Representative who

looks after the Quality System, and who has the responsibility and authority
that includes:

a) ensuring that processes for the quality management system are

established and maintained

b) reporting to senior management on the performance of the

quality management system, including needs for improvements;
and

c) promoting awareness of customer requirements throughout the

organisation.

Internal Communications

Internal communications is all about keeping everybody in the team informed

about what is going on and to keep abreast of the processes, changes and
outcomes. This includes the good news and the bad news.

Effective internal communications will provide the ability to:

a) receive information quickly and act on it;

b) build trust among the staff;

c) identify business opportunities; and

d) identify opportunities for improvement.

Quality Manual

A Quality Manual is a controlled document that is perhaps the most important

part of the Quality System. This is where it begins and includes the details of:

a) the scope of the quality management system;

b) the documented procedures or a suitable reference; and

c) a description of the sequence and interaction of the processes

included in the Quality Management System.

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The Quality Manual is the “map” for the organisation, and where the following
items would be found:

a) the quality policy;

b) the activities of the business;

c) how the documentation works and where people might look to

find information about how to do things;

d) a definition of any terms having a unique meaning to your

business; and

e) statements of responsibility and authority.

If these items are not specifically included in the Quality Manual, the manual
should contain a reference to where they can be found.

AS/NZS ISO 10013 “Guidelines for developing quality manuals” provides

advice about writing a quality manual.

Section 2 of Chapter 1 of this Guidance Manual contains a sample Quality

Manual to be used by an AIS organization.

Control of Documents

All documents required in a quality management system must be controlled.

Procedures must be documented to:

a) review documents for adequacy and then approve them before

use;

b) review, update as necessary and re-approve documents;

c) identify the current revision status of documents;

d) ensure that relevant versions of applicable documents are

available at points where they will be used;

e) ensure that documents remain legible, readily identifiable and

retrievable;

f) ensure that documents of external origin are identified and their

distribution is controlled;

g) identify changes in the document; and

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h) prevent the unintended use of obsolete documents, and to apply

suitable identification to them if they are retained for any
purpose.

Documents defined as Quality Records must also be controlled.

Document control is about making sure that the document in use is the “right”
document. A controlled document will be the latest approved and applicable
version for the work to be done. This is particularly important if staff are to
have the information they need to do the job correctly.

The simplest way to control documents is to make them available on the

computing network, preferably without any paper copies. A number of
computing software packages make document control relatively simple. For
example the “save date” can be saved in a footer or header of every page. A
statement can be added to the effect that any paper copy is uncontrolled and
that it is up to the reader to ensure that the copy being used is the latest
version by checking on the network.

There is no limit to the number of documents that can be controlled in a

Quality System, but the additional overhead in controlling the document must
be balanced against any potential problems caused by using an inaccurate or
obsolete version.

Document Master Copy

Each controlled document has one master copy. This is the copy to which all
changes are initially made and from which further copies are made and issued
as required. The location of the master copy is recorded on the Document
Master List.

Document Owner

Each controlled document has an owner. This is the person or persons

authorised to review and approve changes requested to the document. The
document owner is also recorded on the Document Master List.

Controlled and Uncontrolled Copies

Documents may be issued as controlled or uncontrolled copies. Controlled

copies are those issued to particular persons with a record of who has which
copy. This record is kept with the document master copy. For controlled
copies the document owner is responsible for ensuring that the registered
holder of the copy is given an updated copy when the document is modified.

Uncontrolled copies are issued with no record of who has a copy. For
uncontrolled copies the document holder is responsible for ensuring that the
copy they have is up-to-date.

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Control of Quality Records

Records exist in all organisations. Quality Records are required to provide

evidence of conformance with requirements and of effective operation of the
quality management system. Procedures must be documented for the
identification, storage, retrieval, protection, retention time and disposition of
quality records.

A Quality Record is a record produced following a procedure in a Quality

System document. This record provides a reference when reviewing progress
and/or performance, and is often a form.

Each Quality System document must include definitions of the Quality

Records to be produced and kept.

Quality records will provide AIS with information to help manage the business
better. This is the part that enables you to “show how you did it”.

In some instances, retention periods will be dictated by legal or regulatory

requirements, financial requirements or customer’s specifications. Details
about specific retention periods should be recorded in the documented
procedures.

Examples of Quality Records include:

a) customer orders, specifications and requirements;

b) meeting notes, e.g. Management review;

c) audit reports;

d) non-conformance records (service failure reports, customer

complaints);

e) corrective action records;

f) files on suppliers, e.g. evaluation of suppliers and their

performance history;

g) process control records;

h) inspection and testing reports;

i) training records; and

j) records of goods received and delivered.

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Records, indexing and filing can be in any appropriate form; hard copy, or
electronic. Storage needs to be appropriate to the circumstances and the
medium and should be such that the risk of deterioration, damage or loss is
minimised.

The International Standards also call for the organisation to identify and
document who has access to the quality records.

To help in deciding what quality records need to be kept, it is useful to

consider that all quality records can be considered under three different
categories:

a) What is received before a procedure starts;

b) What is produced to show intermediary steps have been

completed; and

c) What is produced to show a procedure has been completed.

Quality records are usually produced internally however, they may also be
produced outside the AIS, for example a customer’s order, or an external
auditor’s report.

For each quality record identified, the following aspects need to be defined:

a) What the record is;

b) Who is responsible for its filing;

c) How long the record is required to be kept;

d) Where the record will be kept; and

e) Who is responsible for the record’s disposal.

A tabular layout may be useful to present the information required.

Record Responsibility Minimum Retention Location

Period
What the Who is responsible for its The minimum time the Where the
record is filing. record must be record is kept
retained for.
Who is responsible for its
eventual disposition.

In some ways, by default, the person deemed responsible for the record’s
filing is also responsible for and authorised to dispose of the record. In this
case, one position can be listed as responsible for the record, and for the filing
and disposition.

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A minimum period is specified to supply an audit trail for accountability

purposes. The audit trail may be required for official inquiries or litigation.

Specification of a minimum retention period allows us to keep records longer if

required. Records are often kept on hand for as long as there is space to
accommodate them.

In summary, the records management process ensures that all quality records
are identified and controlled, in order to provide a ready reference to the
effectiveness of our Quality System documents.

The records management process occurs over an extended period and

interleaves with other processes, particularly with those for document
development and control.

An example of how the records management process might be managed

follows in the table below.

Stage Description Explanation

1. The need for a record is identified.

2. The record definition is produced and

documented.
3. The record is produced.

4. The record is indexed. Uniquely identifying

individual records
assists in filing and
retrieval. Records with
no un1que identifier can
be marked by allocating
A specific location for
storage. Whatever
approach is taken
should be recorded as
part of the record
definition.
5. The record is filed in the location specified in the The location should be
record definition. chosen to ensure that
the record is not
damaged for the period
it is to be retained.
6. The record is stored for the period specified in Depending on the
the record definition. retention period, it may
be necessary to
regularly review the
storage to ensure that
the records are not
being damaged.

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7. The record is disposed of. The person responsible

for its storage (as
provided for in the
record definition) is
authorised to dispose of
the record.

Management Review

Quality management systems must be reviewed on a regular basis to ensure

that they remain appropriate and relevant. Where changes are planned or
being implemented, more frequent review periods may be warranted.

To ensure that the entire quality management system is covered, a consistent

approach should be followed to ensure that the review addresses:

a) the relevance of quality policy and objectives to current needs;

b) how the quality management system is working and whether the

objectives are being met;

c) any quality problems and actions taken;

d) any customer complaints;

e) quality audit reports (both internal and external);

f) areas for improvement/changes needed;

g) any outstanding actions from previous reviews;

h) training needs; and

i) equipment, working environment and maintenance.

8. Resource Management
Provision of Resources

Organisations are required under the International Standards to determine

and provide in a timely manner, the resources needed to:

a) implement and improve the processes of the Quality

Management System; and

b) address customer satisfaction.

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In this context, the term resource applies to personnel, facilities and

equipment.

Human Resources

Staff who are assigned responsibilities defined in the Quality Management

System must be competent on the basis of applicable education, training,
skills and experience.

People assigned to carry out quality activities are required to be competent to

do them, otherwise a quality product or service is less likely to result. The
standards require competence to be based on appropriate or applicable
education and training and also on skill and experience that the people
possess. There is however, no requirement to have all four, only those
applicable to the particular task.

Appropriately qualified and experienced staff in sufficient numbers are pre-

requisites for an AIS organisation to provide safe and timely aeronautical
information.

The most obvious users of aeronautical information are pilots. Other users of
the information represent those engaged in airline operational control and
those involved in the provision of ATS. The AIS must be technically oriented
in the nature of the services being provided. Given the relevance of
aeronautical information to global air traffic, it is important to promote the
correct level of technical proficiency within the AIS and that the AIS has an
appropriate status in the parent civil or military organisation.

This part of the Quality System requires AIS to have procedures in place for
assessing the competence of personnel required by the organisation to check,
edit and publish aeronautical information. These procedures should include
the levels of training, qualification and experience necessary to achieve
expeditious publication of information.

Equally, staff responsible for the collection, collation, checking, coordination

and edition information published in the Integrated AIP Package must have a
thorough understanding of the content, standards, format and other user
requirements related to the material being published.

Ideally, staff responsible for checking, coordinating and editing aeronautical

information should have an extensive background as a pilot or within air traffic
services, or have received specialist training in AIS.

For example, staff responsible for the operation of the NOTAM office would
be:

a) conversant with the standard format, codes and abbreviations

for NOTAM;
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b) conversant with the operational requirement for air traffic

services, flight operations personnel, flight crews and the
services responsible for pre-flight information to be kept
informed of operationally significant information that may affect
the safety of air navigation; and

c) competent in the operation of the AFTN.

Training, Awareness and Competency

This part of the standard requires an organisation to:

a) determine competency needs for personnel performing activities

affecting quality;

b) provide training to satisfy those needs;

c) evaluate the effectiveness of the training provided;

d) ensure that its employees are aware of the relevance and

importance of their activities and how they contribute to the
achievement of quality objectives; and

e) maintain appropriate records of education, experience, training

and qualifications.

Checking Competence and Training

AIS needs to regularly review the competence, experience, qualifications,

capabilities and abilities of its staff to ensure that any skills and qualifications
needed by the AIS are available for the tasks to be completed.

Training is required when deficiencies are noted, or when new employees

start work. Any training that is required may be carried out in stages, and may
be in the workplace, in-house or at an external location.

The scope of the training and checking is largely a matter for the organisation
to determine, but generally, training for AIS would include the following topics:

a) Principles of the Aeronautical Information Service;

b) Organisation of AIS;

c) Responsibilities and Functions of AIS;

ICAO Documents
AIS Products
Responsibilities and Limitations
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d) The Integrated AIP Package;

e) Relationships with External Agencies;

f) Change Management;

Applicable Policies and Procedures

Standard Operating Procedures
Quality Processes
Coordination Requirements
Collation and Processing
Data Entry and Verification
Data Structures
Formats to be used
Checking Procedures and Processes
File Management
Record Keeping
Publication and Production
Distribution

g) AIS Automation.

Records should be maintained to show what competences staff possess, and

to show what training has been carried out, and the results of that training.
Records that demonstrate successful completion, i.e. effectiveness, of a
training program and the competence of staff can and should be kept simple.

At their simplest, records may consist of a “sign-off” to confirm that staff can
carry out specific processes or follow certain procedures. These records
should include a clear statement when a person is deemed to be competent
to do the task for which they have been trained.

Facilities and the Work Environment

In addition to adequate numbers of suitably experienced and competent

personnel, AIS also requires appropriate accommodation and adequate
facilities to get the work done and so provide quality services.

This part of the ISO Standards call for AIS to determine, provide and maintain
the facilities it needs to achieve product conformity, including:

a) Workspace;

b) Equipment, hardware and software; and

c) Supporting services

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In simple terms, this means that AIS needs to identify, provide and maintain
adequate space, suitable equipment, tools and systems to enable staff to do
their job.

ICAO Aeronautical Information Services Manual (Doc 8126) provides

guidance on facilities and equipment for aeronautical information services.

At the most basic level, facilities for AIS should include:

a) Suitable furniture for staff to work comfortably, efficiently and

ergonomically;

b) Sufficient space between work-stations to avoid disruption to

other staff;

c) Noisy equipment isolated away from staff or sound-proofed;

d) Adequate overhead or specialist lighting to be able to easily

read source document;

e) A quiet area for proof-reading; and

f) Suitable computing equipment for word-processing and data

capture.

AIS organisations are moving more and more towards automated systems to
improve the efficiency, accuracy and cost effectiveness of their businesses.
AIS’ need to ensure that any systems automation and services are designed
with the intent of avoiding incompatibilities, divergences and unnecessary
duplication of effort and importantly that there is an overall systems integration
management plan in place. Standardisation of procedures, products and
services is essential for the successful automation of aeronautical information
services.

9. Product Development and Realisation

Product Realisation

Product realisation is the sequence of processes and sub-processes required

achieving the delivery of a product. Planning of the realisation processes
must be consistent with the other requirements of the organisation's Quality
Management System and documented in a form suitable for the organisation's
method of operation.

During the planning of the processes to bring a product to fruition, AIS would
consider the following matters:

a) objectives for the product, project or contract;

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b) the need to establish processes and documentation, and

provide resources and facilities specific to the product;

c) verification and validation activities, and the criteria for

acceptability; and

d) the records that are necessary to provide confidence of

conformity of the processes and resulting product.

All this planning information should be documented. For regular product

and/or service, this planning activity only needs to be carried out at the initial
stage and revised when there is a change in process or resources that will
affect the delivery of the service or manufacture of the product.

For project work and “one-off items”, you may have to carry out the planning
process for each project and item.

Note: Documentation that describes how the processes of the Quality

Management System are applied for a specific product, project or
contract may be referred to as a quality plan.

Identification of Customer Requirements

As with any business, AIS needs to determine its customer requirements.

These requirements include:

a) product requirements specified by the customer, including the

requirements for availability, delivery and support;

b) product requirements not specified by the customer but

necessary for intended or specified use; and

c) obligations related to product, including regulatory and legal

requirements.

The following definitions are used in the Section:

Customer The eventual (individual) user of the AIS products or
services
Author Area An identifiable group or organisation that has ownership of
the information provided by AIS.

Note: For the purposes of these Guidelines and the ISO

requirements, the Author Areas can be considered to be a
special type of customer since they have a vital role in
determining if the information provided to and by AIS is
correct and appropriate.
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Who are the Customers?

AIS provides a range of aeronautical information and data for pilots, aircraft
operators, ATS personnel, flight planning companies and data vendors. Each
of these can be considered to be customers of AIS.

Review of Product Requirements

AIS with an established Quality System, or in the process of establishing such

a system would review the identified customer’s requirements, together with
any additional requirements that might be necessary.

This review must be conducted prior to the commitment to supply a product to

the customer, e.g. submission of a tender, acceptance of a contract or order,
and to ensure that:

a) product requirements are defined;

b) where the customer provides no documented statement of

requirement, the customer requirements are confirmed before
acceptance;

c) contract or order requirements differing from those previously

expressed (e.g. in a tender or quotation) are resolved; and

d) the organisation has the ability to meet defined requirements.

The results of the review and subsequent follow up actions must be recorded
and form part of the quality records.

When product requirements are changed, the AIS must ensure that any
associated documentation; procedures, processes etc are also amended to
reflect the changes, and that the staff are kept aware of the changed
requirements.

An example of a customer requirement might relate to the supply of

aeronautical data or information in a specific electronic format to meet
customer needs and specifications.

Customer Communication

Effective communications with our customers are an important part of the

work of AIS. This part of the standard requires the organisation to identify and
put arrangements into place for this communication to take place. The
communications plan must include information about:

a) product information;

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b) enquiries, contracts or order handling, including amendments;

and

c) customer feedback, including customer complaints.

Understanding and Meeting Your Customer's Requirements

All parts of the customer's order or contract need to be reviewed to ensure

that you can meet your commitments.

The manner in which the customer provides the order may vary in form and
may be a:

a) written order;

b) verbal agreement; or

c) telephone order.

Often problems can arise because of a misunderstanding about what was

ordered. This makes good communications with your customer an essential
part of good business and is essential to resolve any misunderstandings.
This might mean that AIS will make someone specifically responsible for
communications with your customers.

Written orders, such as those received by mail or facsimile, provide a

permanent record of the order details.

When telephone and direct computer link orders are received, special
provisions need to be made to record and confirm the order. Methods of
handling these could be as follows:

One approach to telephone orders is to provide a pad (these could even be

pre-printed forms) for the order receiver to record the details of the order and
read it back to the, customer, asking for confirmation. Alternatively, the
details may be faxed or mailed back to the customer.

Where electronic media are involved, two options exist: either save
permanently on disk or print out the details.

At the time the order is received you need to determine if there are any design
requirements in the order and to see if the commitment to the customer can
be met.

The record of the review can be as simple as a notation on the order that it
can be fulfilled with the signature of the reviewer and the date. Where a more
complex review is called for, how the review is recorded is at your discretion.

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10. Design and/or Development Planning

Many AIS’ provide a Procedures Design function. This means that the AIS is
required to plan and control design and/or development of the instrument
procedures.

Design and/or development planning is required under this part of the

Standard to determine:

a) stages of design and/or development processes;

b) review, verification and validation activities appropriate to each

design and/or development stage; and

c) responsibilities and authorities for design and/or development

activities.

Interfaces and internal communications between different groups involved in

design and/or development must be managed to ensure effective
communication and clarity of responsibilities.

A Disciplined Approach to Design and/or Development

It is important to understand that this part of the ISO Standard is intended to

provide controls for the design and/or development process and in no way
attempts to restrict the creativity of the designer.

The design controls should generally cover the following to establish:

a) the design aims, planning how the design is to proceed, and

who is to carry out the design;

b) what is needed to be known for the design to proceed;

c) the form of the output from the design;

and to:

d) review, on completion of the design, whether it has achieved

what was wanted (flight validation);

e) modify the design to include changes, which may occur at any

stage of the process and for any reason.

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Who is Going to Do What?

You need to plan what is to be done and who is going to do it in relation to the
design. Responsibilities for design should be clearly assigned and the
methods for the development and updating of the design plans should be
established.

Design plans do not have to be complex. They can be as simple as a

flowchart, showing the steps to be taken and who is to do them.

As part of the requirements, the AIS should also plan how the design review,
verification and validation activities are to be carried out.

Design and/or Development Inputs

Inputs relating to product requirements must be defined and documented, and

include:

a) functional and performance requirements;

b) applicable regulatory and legal requirements;

c) applicable information derived from previous similar designs,

and

d) any other requirements essential for design and/or development.

These inputs must be reviewed for adequacy and any incomplete, ambiguous
or conflicting requirements resolved.

Have We Got it Right?

Verification is checking that the results at the end of the design process meet
the requirements identified as necessary at the beginning of the design
process. For larger projects, the design process is often broken into stages
and design verification may be carried out on a stage-by-stage basis.

The design plan should identify the verification method to be used, including
who is to carry it out, how it is to be performed and what records are to be
kept. There are many ways to verify the design, such as:

a) performing alternative calculations;

b) comparing the new design with a similar proven design (if

available);

c) undertaking tests and demonstrations e.g. flight validations; and

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d) reviewing the design stage documents before release.

You should determine which are appropriate and effective. Sometimes,

regulatory agencies will describe the means required to verify the design.

Customers may need to be involved in the verification process.

Does it Work?

Validation is the process of checking that the final product and/or service will
be capable of meeting or does meet the customer's needs in use.

This may include marketing trials or operational testing. It is the final stage in
the design process and is an important opportunity to prevent serious financial
loss by failure to supply acceptable product and/or service. The results of the
verification and validation processes can be fed back into each stage of the
design process, leading to modifications and improvements or even the next
design revision or product and/or service generation.

For many products and/or services, validation is a relatively simple process.

An example could be a new design of a visual chart, which could be validated
by testing of the prototype, followed by test marketing.

For other types of product and/or service, the validation of the total
performance range cannot be achieved until the actual conditions occur.

It is also acceptable for the customer to perform the validation and to provide
feedback of the results to the designer. Many software projects are validated
in this way.

Control of Design and/or Development Changes

Design and/or development changes must be identified, documented and

controlled. This includes evaluation of the effect of the changes on
constituent parts and delivered products. The changes shall be verified and
validated, as appropriate, and approved before implementation.

The results of the review of changes and subsequent follow up actions must
be documented.

Note: See ISO 10007 for guidance.

Controlling Changes

For AIS, change is a way of life. Changes occurring due to the customer,
market, design review, verification or validation activities must be recorded,
reviewed and approved. The extent to which the design needs to be to be
modified as a result of the changes needs to be considered.

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The Quality Management System has formal requirements for document and
change control that must be followed.

Design changes may also require you to reconsider reviewing with your
customer what is actually required.

The design change control process may need to be no more complicated than
the system described earlier to control other documents. In other situations,
the controls may need to be more complex, e.g. those involved in software
design, may have to be involved in configuration management. Further
advice on this aspect is available in ISO 10007, Quality Management –
Guidelines for Configuration Management.

Product Identification and Traceability

AIS must identify;

a) the product by suitable means throughout production and

service operations when appropriate;

b) the status of the product with respect to measurement and

monitoring requirements; and

c) record the unique identification of the product, when traceability

is a requirement.

Examples of this might be the use of amendment numbering or specific page

identification.

Keeping Track of What You're Doing

Identification is knowing what the product and/or service resulting from a

particular process is, even an intermediate process. When you need to
identify a product and/or service, the methods used and the records to be kept
need to be defined. The recording of part numbers, job numbers, bar codes,
the name of the person who carried out the service, colour codes or the
revision status and version number of a software package being developed
are just some examples of identification.

Traceability is knowing where the product and/or service came from, where it
is now and in the case of services, what stage it is at. Most businesses,
irrespective of size, will have a need in some stage of their operations to keep
track of what goes where, what's been done and what still is to be completed.
When traceability is a requirement, typical methods used include:

a) Job card entries;

b) Data checked and confirmed, data entry complete;

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c) Service records, e.g. signing-off a particular work aspect;

d) Tagging;

e) Computer tracking.

AIP changes from Data checks Data sign-off AIP Amendment

an author area and entry and page No. 15
check

When servicing a car, the status of each operation on the service checklist is
changed from “to be done” to “done” by ticking off each operation on
completion.

In a phone answering service, the status of messages taken is initially

'message received'. On passing the message on to the client, the status
changes to 'message delivered'. The phone answering service would have
some suitable means of identifying the status.

Some of the above techniques may be also used for identification. You need
to be aware that the requirements for traceability may result in additional
paperwork and costs, so you have to be aware of the balance between really
needing to know and superfluous information.

A example of a checklist.

Action Status
Reg No. Completed Yet to be
done
Change details registered WP16/00 (DS)
Data checked and verified (DS)
Data Entry (CS)
Entered on Charts (CH)
Airspace Handbook X
AIP Book X
Document checks complete X
Chart checks complete X
Publications to printer X
Publications to dispatch X

You need to establish what your internal requirements are and document
them.

In AIS, identification and traceability are specified requirements. If the need

for a product recall arises, an effective identification and traceability system

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will make the task a lot easier. An effective identification and traceability
system will make it much easier to replace the poor quality service and initiate
steps to avoid recurrence such as retraining or a review of process
operations.

Records that provide the traceability (including the change requirements)

should be retained as part of the Quality Records.

The method(s) you adopt as being most suited to your business should be
described, e.g. in your work instructions, so that everybody knows how it
works.

Customer Property

AIS must exercise care with customer property while it is under the
organisation's control or being used by the organization. The organization
must identify, verify, protect and maintain customer property provided for use
or incorporation into the product. Occurrence of any customer property that is
lost, damaged or otherwise found to be unsuitable for use shall be recorded
and reported to the customer.

Note: Customer property may include intellectual property.

Looking After What the Customer Gives You

Occasions may arise where the customer gives you material or equipment to
be used in producing the items or delivering the service. Examples could
include:

a) instruments provided by the customer for measurement

purposes;

b) training room provided by the customer;

c) special hardware of software; and

d) special paper for specific products.

Whilst a documented procedures is not required for this aspect, the

organisation is responsible for ensuring that the control of customer property
is sufficiently documented to describe how it is identified and cared for. The
document could simply reference in-house processes that are in use.

Looking After the Product and/or Service

AIS must preserve conformity of product with customer requirements during

internal processing and final delivery to the intended destination. This
includes identification, handling, packaging, storage and protection, and also
applies to the constituent parts of a product.
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This part of the Standard means that none of these activities are allowed to
affect the quality of the product and/or service being provided. It is up to you
to determine how you will ensure that this is the case.

Depending on the nature of your business, some or all of the requirements of

this part of the Standard may apply. When they do apply the arrangements
for handling, storage, packaging, preservation and delivery should be
recorded in your process documentation.

There are a number of areas where handling, storage and preservation,

packaging and delivery problems can affect the quality of the product and/or
service. Some examples are found in the following areas:

Handling: This might be the use of computers and/or a filing system, job-
cards, or work-packages to control work in progress.

Storage/Preservation: Use of computer systems to store work in progress,

and off-site or other back-up arrangements.

Packaging/Delivery: Use of mailing tubes or electronic transfer of data to

deliver charting products to a printer for reproduction.

You will need to examine your own procedures to determine the extent
special handling procedures are needed and to document them.

Packaging should be appropriate for the materials. In many cases, little or no

packaging will be required. Bulk materials, such as sand, coal, wheat etc are
examples where packing consists simply of filling the carrying container.
Even for such bulk transport, there needs to be a check that the container is
suitable and does not contaminate the product. Large fabricated components
may be simply loaded onto a truck and strapped down.

Packaging should be appropriate for the product, the intended transport and
end use. You should make sure that where packaging and marking materials
are used, that they are compatible with the products being packaged or
marked. Marking materials can cause corrosion or otherwise damage
products and should be selected with care.

Additionally, you should be aware if any regulations exist regarding

packaging. These could require “use-by-dates”, handling instructions or
specific information regarding the contents to be displayed on the package.

Examples of this might be the packaging required for chart negatives to be

dispatched to the printer. Packaging needs to be robust to ensure that the
film is not damaged in transit, and may require some marking to ensure that
the contents are not bent or folded.

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Stock Control

Most businesses will probably already have a stock control system. During
stocktaking it is usually possible to check the condition of products. You need
to identify the storage requirements for your products and assign appropriate
storage areas. Each product does not necessarily require a separate storage
area.

A periodic check of the condition of the product in stock is necessary if it is

likely to deteriorate or become contaminated. The frequency is dependent on
the nature of the product, with robust types requiring a less frequent check
than perishable or fragile products. There may be regulatory and legislative
requirements or the preservation system may be specified in the customer's
order.

The protection of the quality of the product after final inspection and test now
extends to include delivery to destination. If this is to be subcontracted out
then you will have to ensure that appropriate procedures or instructions are
given in order that final delivery does not prevent or affect the product and/or
service from meeting customer requirements. You may need to carry out a
supplier evaluation.

This may involve you in taking responsibility for the transport. In such cases,
you would need to be aware of any legislation or regulations that might apply.

Control of Measuring and Monitoring Devices

When necessary, AIS must identify the measurements to be made and the
measuring and monitoring devices required to assure conformity of product to
specified requirements.

This part of the standard is only applicable to those AIS’ where measuring or
testing equipment, including test software, is used to check that what you are
providing meets your customer's requirements for example the supply of data
electronically to a data vendor, for example the use of cyclic redundancy
checks (CRC). If however, for example, your inspection method is visual
inspection such as that use for some maps and charts, you may not need to
have any measuring equipment or instruments and this part of the Standard
does not apply.

Measuring and monitoring devices must be used and controlled to ensure that
measurement capability is consistent with the measurement requirements.

When applicable, measuring and monitoring devices must:

a) be calibrated and adjusted periodically or prior to use, against

devices traceable to international or national standards; where

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no such standards exist, the basis used for calibration must be

recorded;

b) be safeguarded from adjustments that would invalidate the

calibration;

c) be protected from damage and deterioration during handling,

maintenance and storage;

d) have the results of their calibration recorded; and

e) have the validity of previous results re-assessed if they are

subsequently found to be out of calibration, and corrective action
taken.

Note: See ISO 10012 for additional guidance

Software used for measuring and monitoring of specified requirements must

be validated prior to use.

Having Confidence in the Equipment Used to Check Your Work

If use is made of measuring and testing equipment for checking compliance

with your customer's requirements, you will need to consider how it is
controlled, stored, used and its accuracy maintained at the level needed.

It should be emphasised that the requirement applies only to equipment that

can affect quality. If you are using measuring and testing equipment for
indication purposes only, it does not necessarily have to be calibrated. The
key message here is do not automatically calibrate everything.

Calibration is the process of periodically comparing your equipment against a

reference standard to determine how accurate it is and whether or not it is still
capable of meeting the accuracy required for the measurements made with it.

“Periodically” can mean on a time basis (monthly, annually) or a usage basis

(before each use or after a number of times used).

The reference standard may have been provided with the equipment. For
example, a paint thickness meter is normally supplied with a set of thickness
standards. In other instances, you may have to have access to a suitable
reference standard by buying one or using a supplier.

For a reference standard to have validity, it needs to be traceable back to an

appropriate recognised accurate source. This will normally be a national or
international standard. There are cases where a national standard does not
exist. In these cases, the sources or frame of reference needs to be
described.

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You also need to take into account just how accurate the measurements need
to be. How accurate your equipment needs to be will depend upon how much
tolerance is permissible in what you are measuring. A measuring device
usually has to be capable of measuring to a much closer tolerance than the
tolerance specified for the item being measured. However, there is no point in
having measuring devices calibrated to unnecessarily high precision if you do
not need that precision for your operations. Allied with these factors is how
skilled the personnel need to be to use the equipment.

To make sure the measuring equipment operates effectively and gives

reliable results, you need to:

a) make sure it is looked after, regularly calibrated and adjusted as

needed;

b) describe how this will be done so that records are available

which show calibration is traceable to national standards; and

c) make sure it is possible to identify which equipment has been

calibrated and that it is suitable for use, e.g. label the equipment.

If equipment is found to be faulty, you need to find out at what stage it went
wrong. You need to decide whether you need to do anything about product
you have passed using that equipment. The results of any review may
indicate that no action is required or that a product recall is required.

Test software needs to be subject to some form of validation to make sure

that it can perform the required measurements. One way is to ensure that this
software can accurately and reliably identify product with a known set of faults
and deficiencies. The details of how the test software is validated should be
documented.

Unlike hardware test equipment, test software does not experience 'drift' or
ageing, so periodic revalidation may not appear to be necessary. However,
software can be subject to unintended errors. Therefore the purpose of
revalidating test software is to ensure its continuing ability to perform the
required measurements.

Some type of secure write protection should be used, in the same manner as
seals are used on hardware calibration adjustments, to minimise inadvertent
adjustments.

If you decide to carry out your own calibrations, you will need to have
procedures for calibrating each type of equipment you use.

If you decide to use a supplier, some additional points you will need to
consider are:
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a) ideally, the organisation should be endorsed as a calibrating

service by a suitable certifying body;

b) the organisation should issue a certificate of calibration, which

states the uncertainty of measurement. (This is another way of
stating how accurately the instrument can measure);

c) the certificate should indicate that the organisation can trace

your calibration back to a national or international standard.

You are free to use an organisation that has not been endorsed as described
above to carry out your own calibration if this is practical, e.g. original
equipment manufacturer or neighbouring company. However, the resulting
records must confirm that the reference standards used for calibration are of
known accuracy, normally traceable to a national or international standard.

It may be possible, if you have several measuring instruments of a similar

type, for the most accurate of these to be calibrated by a supplier then used
as the basis for calibration of the others. For example, an accurately
calibrated digital thermometer may be suitable as a reference standard for
other less accurate temperature measuring equipment.

Calibration is an expensive operation. For AIS, the costs of calibration can be

considerable. You should ensure, therefore, that you know the difference
between checking that process control equipment is fit for purpose and
calibrating equipment that is required to give confidence in your inspection
and test measurements.

You need to make sure that the calibration frequency, and standards of
accuracy specified are appropriate to the actual equipment usage and not
excessive. Once having determined the initial calibration procedure it does
not have to remain fixed forever; it can be adjusted in light of experience.

In addition to calibrating equipment, records need to be kept to show:

a) when the equipment was last calibrated, who did it, the
calibration procedure, the acceptance criteria, what the result
was, its acceptability and how this affects the equipment
suitability (calibration status); and

b) when the next calibration is due-the period is dependent on the

type of equipment, its usage and how critical the measurements
are to the process.

c) measuring equipment needs to be suitably stored when not in

use, to protect it from damage or deterioration. It should also be
suitable for use in the proposed operating environment. These
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precautions apply even more so to any 'master' measuring

equipment or reference standards used for calibration purposes.

Measurement and Monitoring of Products

AIS must measure and monitor the characteristics of the product to verify that
requirements for the product are met, and must be carried out at appropriate
stages of the product realisation process.

Evidence of conformity with the acceptance criteria must be documented, and

records must indicate the authority responsible for release of product.

Product release and service delivery must not proceed until all the specified
activities have been satisfactorily completed, unless otherwise approved by
the customer.

Checking Things are Right

This part of the Standards requires that you establish how you intend to check
and monitor both your processes and your product and/or service. Frequently
there will be considerable overlap between the two and in many cases the
same monitoring processes will be adequate for both purposes.

Some examples of measurement and monitoring include:

a) measuring dimensions;

b) proof-reading publications;

c) matching colours; and

d) looking at things and deciding if they are what were asked for.

You need to decide what your measurement and monitoring requirements are
and how they are to be carried out. People who carry out measurement and
monitoring may need to be trained for what they are doing.

You also need to decide and record who has the authority to say a job is
finished and the product and/or service can be delivered.

Individuals may check their own work, without secondary checking by another
person. Such flexibility is sometimes necessary in AIS where excessive
duplication of effort should be avoided.

Verification, i.e. examining something to see if it meets requirements, is also a

measurement and monitoring operation. In some industries, such as
publishing industry, visual verification may be the main form of measurement
and monitoring carried out.

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Somebody has to be responsible for the actual measurement and monitoring.

The person does not have to have a staff or managerial status. For example,
in a small AIS with only a few employees, it may be necessary for
cartographers to inspect their own work before passing it on to the printing
and dispatch area. A job card may follow the work, and the operator signs off
the work performed on the job card. This works well because the work of the
next operator down the line is affected if the incoming work is not correct.

The final approval phase includes not only checking the finished product
and/or service, but that all the inspections and tests that ought to have been
done, have in fact been done and that if any paperwork is to go with the
product and/or service, that it has been prepared and is satisfactory. In other
words, if you were the customer, these are all the things you would want to
know have happened before you took delivery of the product and/or service.

The measurement and monitoring to be carried out may be listed in a number

of ways, such as:

a) a quality plan;

b) a sampling plan;

c) an inspection and test plan;

d) a procedure;

e) an instruction; and

f) the customer's order.

There needs to be a consistent method of recording that the measurement

and monitoring has been carried out. In AIS, the supervisor could sign off a
checklist to show all the inspections have taken place.

Your Quality Management System should be capable of identifying the job

and include a procedure to recall the job if the item subsequently proves
defective.

You need to have a system for keeping the necessary testing and inspection
records or have other means of showing that the inspections have taken
place.

Your records should indicate whether any failures occurred and the proposed
action.

Inspection and test failures are handled by the activities described for non-
conforming products.
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Inspection and test failures should not be confused with normal processing
activities to bring the product and/or service within specification before it is
released to the next stage of operations.

A typical example might be a publishing company that measures, adjusts and

readjusts colour densities on a chart until the required levels are achieved.
Such an iterative approach does not constitute an inspection failure.

However, if the printer signs the system off as meeting specification, and it is
subsequently found to be outside specification, this is a non-conformance.

Control of Non-conformity

AIS must ensure that products that do not conform to requirements are
identified and controlled to prevent unintended use or delivery. These
activities shall be defined in a documented procedure.

Non-conforming products must be corrected and subject to re-verification after

correction to demonstrate conformity.

When non-conforming products are detected after delivery or use has started,
the organisation shall take appropriate action regarding the consequences of
the non-conformity.

Some customers may require notification of any non-conforming product

and/or service and approve what steps should be taken. If this is the case, it
will be necessary to notify the customer following detection of the non-
conforming product and/or service. You may wish to include the steps you
propose taking along with the notification.

Records will need to be kept of any decision made, approval given by the
customer, any rework or repair procedure, and the results on the inspection
and testing on any rework or repair.

If, for example, a publishing company discovers that it has inadvertently used
inks that are beyond their “use by-date” (or shelf life) in the printing of maps
and charts. A number of actions might be required to fix the problem:

a) investigation to find out the extent of the problem;

b) segregation and quarantine of the remaining ink supply from that

consignment;

c) segregation and quarantine of affected maps and charts

awaiting delivery; and

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d) recall of those maps and charts likely to be similarly affected,

and that could affect safety.

Depending on the potential risks, there may be a need to involve the

applicable regulatory authorities and to make the public aware of the problem.

Analysis of Data

This part of the Standard requires AIS to collect and analyse appropriate data
to determine the suitability and effectiveness of the Quality Management
System and to identify improvements that can be made. This includes data
generated by measuring and monitoring activities and other relevant sources.

In this regard, the AIS must analyse data to provide information on:

a) customer satisfaction and/or dissatisfaction;

b) conformance to customer requirements;

c) characteristics of processes, product and their trends; and

d) suppliers.

Do the Measurements Reveal Any Trends?

As a result of your measuring and monitoring activities, you probably will have
collected significant amounts of data, which can be analysed to indicate any
trends. Any trends that you may find could suggest where there are problems
in your quality management system, which indicates areas where
improvement is needed.

You may also find activities that, although effective as they are now
performed, could be improved further.

You may find that statistical techniques are useful tools for the analysis
process.

The Standard identifies four areas where analysis is to be applied but you can
extend data analysis to whatever areas provide you with useful information.

Planning For Continual Improvement

Understandably, AIS must plan and manage the processes necessary for the
continual improvement of the Quality Management System to facilitate the
continual improvement of the Quality Management System through the use of
the quality policy, objectives, audit results, analysis of data, corrective and
preventive action and management review.

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What Improvements Do You Plan to Make?

Continual improvement of the Quality Management System is now a

mandatory requirement. It is important to understand that continual
improvement doesn't mean that it occurs without a break or without ceasing.
Instead, improvement should be interpreted as a repeated activity to be
implemented as each opportunity is identified and there is justification for
proceeding.

The standard lists a number of tools and inputs that you can use to both plan
and actually implement improvement.

Corrective Action

AIS must take corrective action to eliminate the cause of non-conformities in

order to prevent recurrence. Corrective action must be appropriate to the
impact of the problems encountered.

The documented procedure for corrective action must define requirements for:

a) identifying non-conformities (including customer complaints);

b) determining the causes of nonconformity;

c) evaluating the need for actions to ensure that non-conformities

do not recur;

d) determining and implementing the corrective action needed; and

e) recording results of action taken reviewing of corrective action

taken.

Preventive Action

AIS must identify preventive action to eliminate the causes of potential non-
conformities to prevent occurrence. Preventive actions taken shall be
appropriate to the impact of the potential problems.

The documented procedure for preventive action must define requirements for

a) identifying potential non-conformities and their causes;

b) determining and ensuring the implementation of preventive

action needed;

c) recording results of action taken; and

d) reviewing of preventive action taken.

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Fixing the Causes of Problems

Both corrective and preventive action can be seen as steps in a quality

improvement cycle. The need for corrective action can arise when an internal
nonconformity (product and/or service or quality management system) occurs,
or from external sources such as a customer complaint or warranty claim, or
problems encountered with a supplier.

Corrective action involves finding the cause of the particular problem and then
putting in place the necessary actions to prevent the problem recurring.

Preventive action starts with considering and analysing the data from all the
incidences of non-conformities, all the customer complaints, all the warranty
claims, all the problems with suppliers as well as any other sources of
problems to find out if any trend is occurring.

Where this analysis shows that the potential for problems exists, preventive
action then involves putting in place the necessary steps to eliminate these
potential causes.

The documented procedures for both corrective and preventive actions should
define the responsibilities and authorities for these activities.

Fixing the Cause of Known Problems

There is a difference between carrying out corrective action and fixing a non-
conformity. Fixing a non-conformity is about making good the problem either
by reworking, replacing or any of the other activities described in the guidance
material. A corrective action is concerned with finding out why the
nonconformity occurred and making sure that the problem does not occur
again.

The need for corrective action could be indicated by a number of factors,

some of which could be:

a) customer complaints;

b) non-conformances;

c) rework or repairs; and

d) audit reports.

Analysis of the causes may suggest some solutions such as retraining

employees or amending a process control practice.

The size of the problem and the associated risks to your business will
determine the actions that you need to take.

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When corrective action is taken, it should be recorded and followed up within

a reasonable period to find out whether it has worked. It may be necessary to
change the quality manual, documented procedures, instructions and any
other relevant documentation. Changes should be made in accordance with
the provisions shown for the Control of documents.

Fixing the Cause of Potential Problems

You should use your records to see if any trends exist which show a potential
problem could arise. Typical examples of where information might be found
and used for such analysis are from such sources as:

a) difficulties with suppliers;

b) in-process problems, rework rates, wastage levels;

c) final inspection failures; and

d) customer complaints and customer surveys.

Other sources might include market surveys, audit reports and quality
records. Where a potential problem is identified, a course of action may need
to be developed and put in place to reduce or eliminate the risk of the
problem.

If preventive action is found to be necessary, it should be recorded and

followed up within a reasonable period to find out whether it has worked. As a
result of preventive action, the quality manual, documented procedures,
instructions and any other relevant documentation may need to be changed.

Examples of where preventive action may be applied include:

a) identifying possible situations where product damage may occur

and implementing practices to prevent it from happening;

b) feedback from personnel may indicate a more efficient process;

and

c) re-assessment of suppliers to overcome potential supply

problems.

In AIS, there is little justification in separating management review

arrangements from long-term corrective and preventive action. Where there
are few personnel and the same people are involved in both activities, an
artificial separation may result in duplication of effort. If this approach is
taken, it should be included in the quality manual.

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11. Purchasing
Purchasing Control

Controlling provision/production is of little consequence if the raw materials

brought into AIS are unsatisfactory. Complying with the part of the Standard
therefore requires:

a) Documented procedures for ensuring purchased products meet

requirements;

b) The evaluation, selection and reviewing of contractors;

c) Clear definitions of requirements of contractors; and

d) Procedures for verifying and allowing customer verification of

contractor operation at the contractor’s premises.

As with any other business, AIS needs to, and the ISO Standards require that
its purchasing processes are controlled to ensure that the purchased product
conforms to requirements. The type and extent of control shall be dependent
upon the effect on subsequent realisation processes and their output.

Examples of products or services that AIS might purchase are:

a) Hardware;

b) Software;

c) Aeronautical data;

d) Cartographic services.

The organisation must evaluate and select suppliers based on their ability to
supply products in accordance with AIS’ requirements. Criteria for selection
and periodic evaluation need to be defined and recorded.

Stating Purchasing Requirements

Who do we get it from?

You will need to identify those materials and services that you buy which can
affect the quality of your product and/or service. You will then need to select
from suppliers who can supply these materials and services, those you intend
to use. Remember that sub-contracted services such as design, transport
and delivery, calibration services etc. may affect quality and may need to be
considered.

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Most AIS’ usually have a number of reasons why they deal with a particular
supplier. You can continue to use existing suppliers when developing your
quality management system. The standard simply requires that selection be
carried out in a controlled manner.

When you decide why a particular supplier is to be used, you should write
down the criteria and basis for the selection. Questions you may wish to ask
in selecting suppliers may include one or more of the following:

a) how reliable are they?

b) can they supply what you want?

c) do they have the necessary resources, e.g. equipment and

personnel?

d) is the quoted delivery time and price acceptable?

e) do they have a quality management system?

f) have you used them before successfully?

g) have they a good business reputation?

Where a proprietary or brand name product is to be purchased, an obvious

source may be a wholesale or retail outlet offering an off-the-shelf or self-
selection service. A wide range of products are available from such sources,
such as cartographic and stationery resources, hardware and some software
supplies.

In these circumstances, the criteria for supplier selection and the associated
records may be minimal.

You may wish to consider buying for a trial period, with a review at the end of
the period to establish the acceptability of the supplied product and/or service
or the supplier.

As well as maintaining records of approved suppliers and basis of approval,

you should also regularly monitor the performance of those suppliers to
ensure that they still meet the selection criteria. However, as a somewhat
small business, you need to be aware that your purchasing power is limited,
and threats to remove suppliers from your supplier approval system may be
ineffectual. This is particularly true where you are obtaining product and/or
service from very large national or international organisations. Your quality
manual needs to reflect the real life situation.

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The extent to which you monitor supplier's performance depends on how

critical the product and/or service being supplied is to the quality of your
product and/or service.

For example, the paper quality could be critical in an external business that
provides printing services to AIS. Other businesses might use normal,
commercial stationery, which would not need any quality related purchasing
controls, but in the case of some AIS products, paper thickness and longevity,
colour matching or ink bleeding through can create a number of problems for
the delivery of quality products.

The printing business may monitor the performance of its paper suppliers very
closely to ensure the quality of its printed product and/or service remains at
the expected level.

Purchasing Documentation

Purchasing documents must contain information describing the product to be

purchased, including where appropriate:

a) Requirements for approval or qualification of

• Product;

• Procedures;

• Processes;

• Equipment; and

• personnel.

b) Quality Management System requirements.

When making a purchase, AIS must ensure the adequacy of specified

requirements contained in the purchasing documents prior to their release.

Stating Purchasing Requirements

What do we need?

In order to get what you need, the purchase instructions should leave no
doubt of what it is you want. Instructions are preferably given as a written
order. As discussed before, remember that phone instructions are open to
misunderstanding by your supplier and you may need to take additional
precautions to ensure that your instructions are understood. Irrespective of
whether the order is written or verbal, you will need to keep a record of what
was ordered so you can confirm you got what you asked for.

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This part of the purchasing requirement deals with the details that you should
include, as appropriate, in advising your purchase requirements. The extent
to which the details listed in Items (a) and (b) apply depends on the extent
that the goods and services being ordered affect the main business and the
quality of your product and/or service.

It is essential that all relevant details of the items or services wanted are
clearly stated at the time of ordering. These may include drawing, catalogue
or model numbers and required delivery date and place. In some cases, a
catalogue number, or a part number may cover the complete description.
While it is essential to fully describe what you want, unnecessary detail can
lead to misunderstanding and incorrect delivery.

Verification of Purchased Products

The organisation must identify and implement the activities necessary for
verification of purchased product.

Where the organisation or its customer proposes to perform verification

activities at the supplier's premises, for example factory acceptance testing of
hardware of software on a Test and Evaluation Platform before introduction
onto an operational platform, the organisation must specify the intended
verification arrangements, e.g. a test plan and method of product release in
the purchasing information.

Did You Get What You Ordered?

Most businesses have some form of incoming measurement and monitoring,

even if it is simply an employee checking the delivery docket and signing it to
confirm that goods were delivered. A further check is that goods are what
was ordered and have been received in good order. However, you need to
decide whether the goods and services you receive should be inspected, by
whom and how.

When a supplier has a Quality Management System in place, it may be

possible to reduce the extent of measurement and monitoring.

The extent of measurement and monitoring also depends on the nature of the
goods being received; e.g. the inspection of office supplies may be simply a
verification that the quantity ordered was delivered. The delivery docket,
signed by the employee, may be all the documentation required.

If you order goods or services, or both, from a supplier, and wish to inspect
the goods or services, or both, at the supplier's premises, the arrangements
for such an inspection need to be agreed and included in your order. Some
examples of this requirement are:

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a) factory acceptance testing of software of hardware before taking

delivery;

b) monitoring employees being trained at a training organisation.

If your customer wants to visit your supplier's premises to check the product
and/or service, this needs to be stated in both the customer's order to you and
in your order to the supplier.

Whether or not the customer actually does this, you are still responsible for
ensuring that all the products and/or services obtained from suppliers meet
the requirement of the customer's order.

Production and Service Operations

Operations Control

The organisation must control production and service operations through the:

a) availability of information that specifies the characteristics of the

products;

b) availability of work instructions when necessary;

c) use and maintenance of suitable equipment for production and

service operations.

d) availability and use of measuring and monitoring devices;

e) implementation of monitoring activities;

f) implementation of defined processes for release, delivery and

applicable post-delivery activities.

Controlling What You Do

Perhaps a more easily understood title for this part of the standard might be
Process Management. Remember that this applies equally to services as well
as "hardware" type products.

How your processes, which are necessary to produce the required product
and/or service, interact with each other and the order in which they occur has
to planned and then put into practice.

Note that a documented procedure is not required, but may prove beneficial to
AIS for staff to understand all of the processes and relationships.

You need to understand how each of these processes impacts on the final
product and/or service and to ensure that appropriate controls are in place to
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be able to meet whatever customer requirements have been specified. In

many companies, the control is exercised through internal orders, drawings,
production schedules, service specifications, operator instructions, etc.

You need clearly understandable work specifications or work instructions

when they are necessary to ensure the product and/or service conforms to the
specified or customer requirements. One of the key issues here is that it is
not necessary to write a document with all the details that a competent
operator would be expected to know.

For example, there should be no need to describe to a trained cartographer

how to operate CAD equipment. If the cartographer cannot operate the
equipment, the answer is not written instructions but training. However, the
procedure might refer to ICAO SARPS and procedures for depictions or
routine file maintenance and record keeping.

When product quality is dependent on avoiding any deterioration of the

condition of process equipment, you need to establish arrangements for
maintenance of that equipment, e.g. plotters or printers may only continue to
produce quality output if there is periodic maintenance of ink cartridges or
toner.

Control of operations will require you to ensure your equipment is fit for
purpose and that there are no problems due to the work area.

Many of the requirements for equipment control and working environment

may be specified by your customer or by regulation such as Occupational
Health and Safety and will need to be reflected in your own process controls.

Process controls should also include how the process condition or the product
itself is to be monitored, e.g. the printer may monitor the colour values of the
charts or the operation of the printing equipment. To assist there may be
proof charts or photographs available to indicate the required colours for the
charting output and the folding required. Another example might be the use of
data integrity checks to ensure that the output is that required.

Many goods and services are sold with a commitment to provide post delivery
maintenance and support, e.g. hardware and software as part of the overall
contract. Remember that commitments made as part of a warranty also form
part of the contract and this part is relevant.

In dealing with post delivery activities, your process will need to address the
following aspects:

a) general provisions of a servicing programme;

b) planning the servicing activities;

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c) personnel needed and any training requirements;

d) spare parts management;

e) preparation of servicing instructions; and

f) records of servicing activities.

When providing servicing, it is important to remember that any product and/or

service non-conformances should be fed into the corrective action system so
that the reason for the failure can be identified. Remember, if warranty
repairs were required, the product did not perform as intended and this is a
form of non-conformance.

As always, records that show what you did to measure how your process was
under control should be kept.

Contract Review

All agreements with the customer base must first be defined as requirements
and then controlled to ensure that:

a) all requirements are adequately defined;

b) any differences between the end product and the requirements

are resolved; and

c) the terms of the agreement can be met.

To ensure this occurs, the following steps are necessary:

a) a documented procedure for reviewing and approving

agreements;

b) a documented process for managing changes to agreements;

and

c) the keeping of records of the agreements and their review

and/or approval.

12. Customer Satisfaction

The Standards require AIS to monitor information on customer satisfaction
and/or dissatisfaction as one of the measurements of the performance of the
quality management system. The methodologies for obtaining and using this
information must be determined.

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How Satisfied are Your Customers?

This is an important new aspect to the 2000 version of ISO 9001. You are
required to monitor your performance as a supplier to your customers. More
specifically, you are required to monitor information on satisfaction or
dissatisfaction. To do this you will need to find out how satisfied your
customers are.

More Than One Type of Customer

Firstly it is important to remember that you may have more than one type of
customer. For example, if you are a map or chart manufacturer, you may sell
to wholesalers who then sell to retailers who then sell to the general public. In
this case you have three types of customer and they all have different
requirements. You may be satisfying one group and upsetting another. For
your product and/or service to sell successfully you will need to satisfy them
all.

Satisfaction and Dissatisfaction

Another important point is to understand that satisfaction is not the opposite of

dissatisfaction. Your customers are entitled to be satisfied and may take good
quality of products and/or services for granted. On the other hand, if they are
dissatisfied, they may react quite badly or strongly. So satisfaction may
produce a neutral response whereas dissatisfaction may produce a strong
negative response. There is a third possibility, which is a strong positive
response. This is sometimes referred to as 'delight', something beyond the
normal level of satisfaction.

Monitoring Satisfaction

There are many ways of finding out what your customers think of you.
Amongst the most widely used are:

a) telephone calls made periodically or after delivery of product

and/or service;

b) questionnaires and surveys;

c) using a market research company; and

d) focus groups.

All of these have merits and disadvantages. For a small AIS organization, it
recommended that you start with simple methods such as calling your
customers. You may gain a useful insight by calling someone who is senior to
the one that you normally deal with. Such a person is likely to know how you
perform and is likely to tell you, good or bad.
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Surveys and questionnaires are being extensively used. For example, how
many do you receive in a year? You may get some good ideas from the ones
sent to you. You can give your customers the option of giving their name or
staying anonymous. You may get more negative responses from anonymous
people, because some people do not like being the bearer of bad news. If
they can hide their identity, they may tell you something they would not
otherwise do. Remember criticism is vital information, which will help grow
your business.

Questionnaires and surveys have their disadvantages because they are time
consuming. If you use a questionnaire, keep it simple. Choose your
questions very carefully. Ensure that they are clear. Why not test it out on a
trusted friend before you send it out?

If you really want to know what your customers think, it is probably best left to
the professional market research companies. Their independence enables
them to gather an objective perspective of you performance and your
customers' satisfaction.

Customer focus groups are a powerful tool for finding out the reasons behind
the measure of satisfaction. A group of customers is brought together in a
small meeting where they discuss the merits of your product and/or service.
This needs facilitation, which is best left to a professional.

Satisfaction As a Measure of Your System Performance

The new version of the Standard makes it clear, that you are to use customer
satisfaction as a measure of the performance of your Quality Management
System.

At its simplest, this could be the percentage of dissatisfied, satisfied and

delighted customers. In reality, it tends to be more complicated than that.

One customer may be both satisfied and dissatisfied. He or she may be

satisfied with the product and/or service but dissatisfied with your delivery
performance, for example. Therefore, you need to think it through and come
up with a practical measure. Perhaps you could ask your customers to rate
your performance on a scale from 1 to 10. Alternatively, perhaps it would be
worthwhile measuring several aspects of your business, for example,
appearance, delivery performance, packaging, functionality, and value for
money.

Civil Aviation Authorities (CAAs) must conduct periodic internal audits to

determine whether the quality management system:

a) conforms to the requirements of the International Standard; and

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b) has been effectively implemented and maintained.

CAAs must plan the audit program taking into consideration the status and
importance of the activities and areas to be audited as well as the results of
previous audits. The audit scope, frequency and methodologies must be
defined. Audits must be conducted by personnel other than those who
performed the activity being audited.

A documented procedure must include the responsibilities and requirements

for conducting audits, ensuring their independence, recording results and
reporting to management.

AIS Management must take timely corrective action on deficiencies found

during the audit.

Follow-up actions shall include the verification of implementation of corrective

action and the reporting of verification results.

Note: See ISO 10011 for guidance.

Are You Doing What You Said You Would Do and Does It Work?

Audits are about getting information, in a planned way, from a variety of

sources and comparing it all to confirm that things are being done properly.
The steps of gathering this information should include:

a) reading the documented procedures;

b) reading relevant process control documents;

c) observing processes being carried out;

d) talking to the people carrying out the processes; and

e) looking at the records.

All these need to tell the same story; i.e. that you are doing things right, the
way you said you would.

For a well organized and run AIS, where familiarity with the day-to-day
activities is the norm, a properly conducted audit can be beneficial. You
should use audits to stand back and look at your business objectively to
confirm that the Quality Management Ssystem is helping you do what you
want to do and what you need to do.

You need to find some form of evidence, documented or otherwise, which can
confirm that the Quality Management System is performing in the way it was
intended. It is not sufficient to simply do an overview and conclude without
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any proper basis or supporting evidence that the quality management system
is operating satisfactorily. This requirement is reinforced to require you to
develop some means for measuring how the Quality Management System is
performing.

Seeking out areas for improvement is now particularly important as it is this

information that is required to be added to the data to be analysed.

The information from internal audits should also be used as part of your
management review. The better your audit, the more useful your
management review will be.

When an internal quality audit shows up non-conformances and

inconsistencies, you need to develop the necessary corrective actions and
then put them in place.

These may be as simple as:

a) writing or revising a documented procedure or a process control

document;

b) redesigning a form to incorporate more information; and

c) arranging for employee retraining.

Audits should be scheduled to cover all the quality-related activities you

undertake and all the requirements of the standard. In deciding how to
manage the audit schedule and how often any particular aspect should be
audited, the following factors may be considered:

a) Are there any complex procedures or processes that would

justify individual audits?

b) Are there any aspects or areas that have a history of problems?

c) Does your 'hands-on' approach indicate a need for less frequent

audits?

A report or summary of each audit should be made out, listing the findings
and what action if any is to be taken. The record need not necessarily be
complex. For example, a simple entry in a daybook may be sufficient. If the
previous audit recommended or required action to be taken, the current audit
should check how effective the change was and this should be recorded.

There is a requirement in the Standards that “audits shall be conducted by

personnel other than those who performed the activity being audited”. For
example, it is acceptable for the office personnel to audit the

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production/service activities and vice-versa. This can provide benefits in

developing an understanding of each other's problems.

In a small AIS where there may be only one or two people in the entire
management structure, this requirement may not be achievable. It is
suggested that in such cases, the manager, carrying out the duties of an
auditor tries to step back from direct involvement in the business operations
and be very objective about the audit.

Another approach would be to seek the cooperation of another work area and
each provides the internal quality audit facility for the other. This may prove
attractive if there are good relations between the two businesses.

Effective use of internal quality audits is an area that you may use to minimize
the ongoing costs of certification/ registration. If the auditor from the
certification/registration body can see that internal quality audits are being
used to effectively monitor and control the quality management system, the
auditor does not need to spend as much time verifying the quality
management system operation. Again it must be emphasized that what the
auditor will be seeking is objective evidence with respect to internal quality
audits.

13. Steps Towards Implementation of a Quality System

There are many ways an organisation can go about implementing a Quality
Management System. This Section of the Guidance Material is intended to
provide an example of implementation into AIS.

Note: This example is intended as guidance only and should not be regarded
as the only method of implementation, nor necessarily the best or only
method of implementation.

The approach in this example consists of three stages:

a) Considering what happens in AIS;

b) Implementing a Quality Management System; and

c) Improving the Quality Management System.

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(a) Considering what Step 1 Consider the business of AIS, i.e. the
happens in AIS different flows of work through the
organisation and list them.
Step 2 With this list in mind, decide if there are
any “permissible exclusions” (refer to
Standards Guidelines for details) that
apply to the AIS. Remember that any
exclusions will need to be justified in the
Quality Manual.
(b) Implementing a Step 3 Get people involved in writing down what
Quality Management their jobs cover.
System Step 4 Collate this in sequences relevant to the
list of main business activities collected in
Step 1.
Step 5 Identify where the standards and this list
of your main business activities link
together.
Step 6 Apply the standard and the Quality
Management System.
Step 7 Keep the Quality Management System
simple and functional, i.e. relevant to the
business operations.
(c) Improving the Step 8 Consider the feedback of information from
Quality Management the Quality Management System to lead
System to improvements in ideas and activities
Step 9 Monitor and measure the changes so that
everybody is aware of the gains made by
the system.

Now that you have determined that you would like to analyse the business
and would like to work in a more efficient manner, where do you start?

The stages and their associated steps have been outlined above, the next
section provides an amplification of the details.

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Step 1 CONSIDER WHAT YOUR MAIN BUSINESS ACTIVITIES ARE

AND LIST THEM
Those elements described in Annex 15 form the main business
activities of AIS.

• receive and/or originate

• collate or assemble
• edit
• format
• publish/store
• distribute

Aeronautical information/data

Step 2 WITH THIS LIST OF MAIN BUSINESS ACTIVITIES,

DETERMINE IF ANY OF THE ACTIVITIES REQUIRE YOU TO
DO DESIGN WORK
Design means taking raw ideas or concepts and either though
design drawing, computer design or academic thought process
developing a product and/or service design or project plan to suit
the needs of your customer. Generally for AIS, design work will
manifest itself through the design of instrument procedures.

If you determine that you do not design, and the products and/or
services are done against tried and previously developed
standards or specifications, you may be able to claim a
“permissible exclusion”.

To achieve the next step, you need to keep the list of main
business activities firmly in mind. It may help at this stage to
produce these activities in the form of a flow chart to assist in the
development of a Quality Management System.

The purpose of setting activities out in this way is to identify:

• the different components of the AIS and decide if they all fit
together, or if changes are required to make the whole
process work better; and

• where and if the elements of the standard are covered.

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Step 3 GET PEOPLE INVOLVED BY WRITING DOWN WHAT THEIR

JOBS COVER
Now is the time to get everyone concerned involved in writing
down how they carry out the parts of the AIS activities they are
responsible for, stating:

• who is responsible for performing and checking

activities;

• where the activity takes place;

• when it will happen; and

• what happens, that is, how the activity is performed.

Some important points you will need to think about are:

a) As the job is being carried out by a specialist, you will only

need to reference the type of person and the qualifications.

b) If, the work is done by non-specialist staff, or there are

specific in-house requirements, more detail may be required.

c) The sequence of the activities may still need to be defined,

for example:

• How a job is initiated.

• How does the work get started?
• Who monitors the progress?
• How is the work processed and inspected?
• Who decides when the work is finished?
• How is delivery made?
• What follow up action is needed and who does it?
• What records are kept and who keeps them?

If your organisation already has its details written down as

operating or work instructions, your job is already half done. Do not
rewrite what is already documented, make a note of the name and
title of the document so it can be controlled and if necessary
referenced in other quality management system documentation at
a later date.

d) Most important ... Keep written documentation simple.

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Step 4 COLLATE THIS IN SEQUENCES RELEVANT TO THE LIST OF

BUSINESS ACTIVITIES (STEP 1)
Once everyone has written down (or collected previously written)
work instructions relevant to their part of the activity or particular
job responsibilities, you as manager should take time out with
someone else from the business to look at:

• What has been written;

• Satisfy yourself that it all fits together; and
• Deal with any gaps or inconsistencies.

By appointing someone to assist you, you have basically

appointed a management representative or if you are doing most
of this yourself as manager, you have assumed the role of
management representative. You have now addressed one of the
first requirements of the standard.

By collating all these documents, you now have a procedures

manual (which is another requirement of the standard). You
should adopt a consistent style for these documents which you
and your people are comfortable with. This may provide an
opportunity to review and improve the procedures themselves.

Step 5 IDENTIFY WHERE THE STANDARDS AND THIS LIST OF

YOUR BUSINESS ACTIVITIES LINK TOGETHER
You or your management representative need to go through the
documents you have written with a copy of the standard beside
you and determine if you have met:

• the requirements of the standard; and

• your process control requirements.

If you identify an area of the standard you have not addressed you
will need to consider how you will cover that particular
requirement. You may need to add some detail to one of the
existing procedures to ensure the requirement is met. It may
require some additional documentation, but be careful, make sure
it is relevant to the work of the AIS.

You may have to use external documents in your business

activities. Some examples are dealers’ manuals, maintenance
manuals and installation manuals. It is not necessary to rewrite
these to include them in your quality management system. All that
is needed is to make an appropriate reference to the process
control document in your manual.
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Step 6 APPLY THE STANDARD AND THE QUALITY MANAGEMENT

SYSTEM
If you continue to involve others in your organisation, they are
more likely to grow with the quality management system and have
input. The quality management system will then reflect reality
rather than become irrelevant paperwork. The following points
should be noted:

• Do not create unnecessary paperwork, forms, and the

like. Look at what is currently done and write your
procedures to show how the job is done, not how you
wish it was done or should be done.

• Only create a form if it is going to capture a critical

activity or is going to help someone. A signature on or
an extension to an existing form may suffice.

• Remember, keep a record when:

a problem arises;

a good suggestion is raised; or

a customer or employee expresses a need for

action.

• To implement the quality management system,

everybody needs to be have access to the
documentation that relates to their activities. They need
to be given some insight into how the quality
management system works and why, for example,
document control ensures that they have the latest
copies of information relevant to their jobs and can rely
on making decisions based on up-to-date information.

• Everybody needs to be trained to understand how to

keep the quality management system up-to-date
themselves, if changes take place in areas they are
responsible for. Everybody needs to know how to make
changes to the quality management system as well as
noting problems and putting forward ideas for
improvement. Remember that you need to approve any
changes before they are put in place.

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Step 7 KEEP THE QUALITY MANAGEMENT SYSTEM SIMPLE,

FUNCTIONAL AND RELEVANT TO THE BUSINESS
OPERATIONS
The following points are worth noting:

• The purpose of implementing a Quality Management

System is to ensure that the business activities of the
AIS are operating in a controlled manner and the people
responsible for the various activities know and
understand their roles and responsibilities.

• Quality Management System documentation should be

a ready reference point to identify how, when, where
and sometimes why a job should be done, or an activity
managed. For that reason, the wording should be
simple and in the language used in the workplace on a
daily basis.

• Documentation should be in a format that is easily used

in the organisation. For example:

if computers are available, it may be easier to have

a computerised system, rather than a paper
system;

where there may be language or other differences

in the workforce, it may be necessary to use
pictures or several translations of the documents.

• Documentation should reflect what is currently

happening in the business. During the audit process,
questions will be asked and objective evidence sought,
to show that personnel are using and understanding the
quality management system. The objective evidence is
provided by the documentation.

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IMPROVING THE QUALITY MANAGEMENT SYSTEM

An effective Quality Management System uses feedback loops to improve

how you go about doing things, which in turn should lead to an improvement
in product and/or service quality.

Step 8 CONSIDER THE FEEDBACK OF INFORMATION FROM THE

QUALITY MANAGEMENT SYSTEM TO LEAD TO
IMPROVEMENT IN IDEAS AND ACTIVITIES
By noting areas of concern from corrective action activities
(Step 6), you will gather data, or note trends that you can look
at and consider for improvement.

Improvements may be simple and easily achieved in the initial

stages but may become more challenging once the obvious
opportunities for improvement have been taken. It is
worthwhile persevering with a systematic approach to quality
improvement, since the benefits can be considerable.

Normally, improvements are adopted over a period of time as

money and resources become available. A realistic approach
and steady progress will build confidence and maintain
enthusiasm.

Step 9 MONITOR AND MEASURE THE CHANGES SO YOU KNOW

WHAT YOU HAVE GAINED

It is important to remember to measure your progress. One-

way of doing this is to monitor mistakes and their cost. This
gives you the opportunity to identify areas where cost savings
may be made.

Noting how long or how many resources are spent on an

activity or service delivery may also obtain measurements.
This should always be recorded on any activity that has been
chosen for improvement, prior to commencement and
compared again at the end, even though the activity may be
small and simple.

CONCLUSION Remember: small steady changes leading to

improvements, well thought through and effective, are going to have long term
advantages.

These nine steps can help you take advantage of the quality management
system approach and allow it to contribute to the growth of your business.

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14. What Does Certification and Registration Mean

Starting Out

Certification/registration of Quality Management System is not mandatory but

the following provides a brief outline for those wishing to follow this path.

Before the actual certification/registration can take place, it is essential to

have all aspects of the Quality Management System in place and running for
several months. You can then see the Quality Management System in
operation and have the opportunity to improve it. Any improvements you can
achieve at this stage can simplify the certification/ registration process. This
can save you time and money.

Certification/registration bodies do not operate on the principle of “what is

going to happen”. They want to see what has happened. You will need
sufficient records to demonstrate that your Quality Management System has
become established and effective.

Who Does the Certification/Registration?

There are two types of certification/registration; one is carried out by your

customer(s) and the other by an independent party. The outline below is
based on that typically adopted by independent third party
certification/registration bodies.

Brief Outline

The process generally takes the form of the following steps: You make a
formal application to the certification/registration body. The application
normally includes a description of your business activities, the product and/or
service range, and any other information requested. The certification/
registration body may ask for a questionnaire to be filled out.

Next, the certification/registration body will review your quality manual. What
it will be looking for is how well the quality manual describes what you say
happens against what the standard says should happen.

When there are deficiencies, the certification/registration body will indicate

where the problems are. Amendments to the quality manual will usually
overcome most problems, but you may also have to develop additional
procedures.

A further review of any changes is carried out and is often combined with one
of the subsequent stages. The certification/registration body may then hold a
pre-assessment check or go straight to the certification/registration audit.

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In the certification/registration audit, the auditor (and there may be more than
one) will use the quality manual and any procedures as a guide to how your
business operates. The auditor's operative words will be 'Show me'. The
auditor will be looking for records, documents, or other objective evidence to
see that you are doing what your quality manual/procedures say you do.

Where inconsistencies (non-conformities) are found, the auditor's actions

depend on how serious these are. For major non-conformities, the
certification/registration could be withheld pending rectification. For minor
non-conformities, a qualified certification/registration might be issued, pending
rectification by the next compliance audit.

Once certification/registration is granted, the certification/ registration body will

carry out compliance audits of the Quality Management System over the
period for which the certification/ registration is valid. These audits are not as
comprehensive, in that the full quality management system is not necessarily
assessed at each compliance audit.

If non-conformities are found during a compliance audit and not rectified

within specified times, certification/registration may be withdrawn. Minor non-
conformances will be required to be rectified by the next compliance audit,
which under these circumstances may seem to come round very quickly.

Terms and Definitions

Bibliography

ISO 9000

HB66(Int) 2000

AS/NZS ISO 9001:1994 – Quality Systems. Model for quality assurance in

design, development, production, installation and servicing.

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Support Planning

Support
Planning

Human Resources

Staff Management

Human Resources
Management

Staff Training

Financial
Planning

Financial Management

Asset Management

Safety
Management

Safety Management

Internal Audit

Documentation
& Records Management

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(State)

Aeronautical Information Service

Quality Management System

Quality Manual

This document and the information contained herein are the

property of (State). No part of this work may be reproduced or
copied in any form or by any means (graphic, electronic or
mechanical, including photocopying, recording, taping or
information retrieval system) or otherwise disclosed to any
party without the prior consent of (insert)

© (State) 2002. All rights reserved

WARNING

CONTROLLED COPY No:

If the number is:

RED Then this is a Controlled copy

BLACK Then this is NOT a Controlled copy

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SAMPLE QUALITY MANUAL

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BLANK

Sample Quality Manual 1-2-2

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<Insert the name of the AIS Unit>

Quality Manual

CONTROLLED COPY NUMBER

Sample Quality Manual 1-2-3

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INTENTIONALLY
BLANK

Sample Quality Manual 1-2-4

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This document and the information contained herein are

the property of <insert>. No part of this work may be
reproduced or copied in any form or by any means
(graphic, electronic or mechanical, including
photocopying, recording, and taping or information
retrieval system) or otherwise disclosed to any party
without the prior consent of <insert>.

© <insert> 2002. All rights reserved.

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INTENTIONALLY
BLANK

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Table of Contents

Table of Contents ………………………………………………………………..… 7

1. Introduction............................................................................................... 9
2. Scope and Field of Application ................................................................ 10
3. References and Associated Documents.................................................. 11
4. Document Control Information................................................................. 12
5. Controlled Copies of This Document ....................................................... 13
6. Amendments and Amendment List Record Sheet................................... 14
7. Check List of Effective Pages .................................................................. 15
8. Quality Policies ........................................................................................ 16
9. Quality Objectives.................................................................................... 17
10. Communicating the Quality Policy and Quality Objectives ...................... 18
11. Organisation ............................................................................................ 19
12. Responsibility and Authority .................................................................... 21
13. Document Control.................................................................................... 22
14. AIS Quality System – Documented Procedures ...................................... 27
15. Production of the Integrated AIP Package............................................... 32
16. Control of Non-Conforming Product ........................................................ 36
17. Corrective Action and Error Analysis ....................................................... 37
18. Security and Records .............................................................................. 41
19. Contract Review ...................................................................................... 42
20. Purchasing .............................................................................................. 43
21. Internal Quality Audits ............................................................................. 45
22. Training and Competency ....................................................................... 47
23. Definitions and Terminology .................................................................... 50

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Appendix 1 - Example Position Description .................................................. 53

Appendix 2 – Example Time Line Planning Chart......................................... 55
Appendix 3 – Example Error Tracking Form (ETF) ....................................... 56
Appendix 4 – Example Error Tracking Form Register................................... 58

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1. Introduction
This Quality Manual relates to the operation of <insert the AIS Unit> and
provides guidance on the policies and procedures applicable for the provision
of an aeronautical information service by the State of <insert State name>.

The policies and procedures within this manual have been implemented to
ensure that the requirements for a quality system for the AIS of <insert State>
are documented and so ensure compliance with the requirements of ICAO
Annex 15-Aeronautical Information Services and other relevant standards.

The <insert> AIS Unit forms part of <insert the organisational arrangements,
e.g. Air Traffic Services Division> within the <insert parent body, e.g. Civil
Aviation Administration of …>

This AIS Unit is located at:

<insert address>

Tel: <insert contact number>

Fax: <Insert contact number>
Email: <insert contact details>
AFTN: <Insert contact details>
Web Site: <Insert contact details eg www.>

The contents of this Manual are reviewed on an as required basis, but not less
than annually. <Insert who is responsible for coordinating changes to the
Manual eg the Administration Manager, Aeronautical Information Service> is
responsible for coordinating requests for changes and amendments to the
Manual.

The approving officer and issuing authority for this Manual and subsequent
amendments is <insert title or position of authority>.

<Insert who is responsible for the Manual eg the Administration Manager,

Aeronautical Information Service> is responsible for the maintenance and
distribution of this Manual.

Issuing Authority:

Signed: Name:

Date:

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2. Scope and Field of Application

The Scope of this Manual is to define <insert the scope of the Manual>

The provision of AIS for the State of < state name >.
Note: If this manual only covers part of the AIS, e.g. NOTAM, this needs to be specified.

Document the Scope, including the:

a) boundaries within which the AIS operates;

b) deliverables of the AIS eg product range;

c) exclusions (see below);

d) related work areas and interdependencies with other areas;

e) constraints – ensure that any constraints in terms of time,

money or other factors are clearly identified;

f) assumptions – specify any assumptions that have been

necessary when describing the scope.

Exclusions

<List any exclusions to the Standards or other areas that are not covered by
this Manual. This is to ensure that there is no ambiguity about what is within
the Scope of the AIS and what is outside>

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3. References and Associated Documents

List applicable State Civil Aviation documents, regulations, orders and rules.

¾ ICAO Annex 4-Aeronautical Charts

¾ ICAO Annex 5-Units of Measurement
¾ ICAO Annex 15-Aeronautical Information Services
¾ ICAO Aeronautical Information Services Manual (Doc 8126)
¾ ICAO Aeronautical Charts Manual (Doc 8697)
¾ ICAO Abbreviations and Codes (Doc 8400)
¾ ICAO Designators for Aircraft Operating Agencies, Aeronautical
Authorities and Services (Doc 8585)
¾ ICAO Aircraft Type Designators (Doc 8643)
¾ <insert other relevant documents, e.g. Business Plans>

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4. Document Control Information

Document Control Sheet

This document is a controlled document and is identified as such when the

controlled copy number is shown in <insert colour, usually red>. All other
copies are uncontrolled.

The Manager Aeronautical Information Service <insert if someone else is

responsible>:

¾ maintains a distribution list and the master control copy of the

AIS Quality Manual;

¾ is responsible for keeping a register of controlled copies; and

¾ ensures that each copyholder verifies receipt of all controlled

documents and subsequent amendments.

Uncontrolled copies may be issued with no record of who has the copy. For
uncontrolled copies the document holder is responsible for ensuring that the
copy they have is up-to-date.

The control information for this manual is detailed in the table below:

Title: AIS Quality Manual

Owner: <insert>

Location of master copy: Aeronautical Information Service

Date last updated: <insert date>

Holders of controlled copies: A register of holders of controlled

copies is shown on <insert page> of
this manual.

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5. Controlled Copies of This Document

Copy No: Holder

1.
2.
3.
4. <insert as appropriate>
5.
6.
7.
8.

This manual must be made available to all AIS staff. It may also be advantageous to
distribute the manual to those organisations that make substantial contributions to the AIP.
eg: ATS, Various methods of distribution can be considered, eg paper and electronic formats.

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6. Amendments and Amendment List Record Sheet

Change Summary

Changes made to this document are summarised in the following table.

Date Pages Description

<insert> All Initial Draft

Amendments

Amendments to this manual must be by page replacement, addition, and

deletion or by complete re-issue.

Staff carrying out an amendment to this Manual must complete the

Amendment Record sheet below.

Amendment Amendment Amended by Date

Number Date

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7. Check List of Effective Pages

Page Date Page Date

Number Number

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8. Quality Policies

The following statement should clearly and simply state principle policy or policies relevant to
the provision of AIS.

<insert the parent organisation name> mission is to provide a safe, efficient

and effective air traffic system. <insert the organisation name> recognises
that high quality aeronautical information services are essential to achieving
this mission.

The <insert name> AIS Unit is committed to providing high quality

aeronautical information services to meet the needs and requirements of its
customers and to seek continuous improvement in the provision of those
services through a quality framework.

Quality will be an integral part of all AIS activities.

The quality framework will be based on the ISO 9000 series of International
Standards and will draw as appropriate, on ICAO Standards and requirements
and other International and <insert the name of the State> Standards.

AIS will be provided in a manner consistent with the standards and

recommended practices contained in the applicable ICAO Annexes, in
particular Annexes 4 and 15.

A statement similar to the following can be used in circumstances where the AIS provider also
has commercial objectives:

The AIS will be provided in a manner that is consistent with the commercial
objectives of both the < name of government department or agency
responsible for the provision of AIS > and customers.

The following statement should be included in all cases.

The policies and procedures detailed in this manual are binding on all AIS
staff.

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9. Quality Objectives

These objectives should reflect the principles of the Quality policy.

The Quality Objectives of <insert> State are to (e.g.):

a) provide quality information and data services to meet the

demands and requirements of our internal and external
customers;
b) ensure that products are constructed, produced and distributed
in such a way as to enable users to operate safely and
efficiently;
c) ensure the quality and timely promulgation of products for which
AIS is responsible;
d) ensure that products comply with applicable standards and
regulations;
e) ensure as far as practicable that the information published is
accurate and up to date;
f) provide the end user with value-added, defect-free products,
that are timely and competitively priced;
g) institute a program of continuous learning within the AIS;
h) foster an environment where quality is the accepted way of
doing business;
i) foster the participation of our staff in the work and decision
making processes of the AIS; and
j) pursue commercial business opportunities within the areas of
expertise of the AIS.

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10. Communicating the Quality Policy and Quality

Objectives
Each staff member in the <insert> AIS has access to this Manual and
consequently to the Quality Policy and Quality Objectives.

The <insert who is responsible eg Manager, AIS and/or Management

Representative> is/are responsible for making staff aware of the Quality
Policy and Quality Objective, for the implementation of quality practices to
achieve these Objectives, and to monitor their application.

Staff members are kept informed of these matters through staff meetings,
performance agreements, appraisals and competency checks.

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11. Organisation

Provide here a summary of how the AIS is organised, where it is located, how it is staffed and
the relationship of the AIS to other departments of the Civil Aviation administration.
ICAO DOC 8126, Chapter 2 provides guidance on the establishment of a sound
organisational base and management structures. An organisation chart such as the example
shown in Fig 1. Below is a useful way of showing the how the AIS is organised and its
relationship to other departments and work areas.

Organisational Arrangements - <Insert> AIS

Director of Civil Aviation

Division/Branch Head

Chief AIS

Management Representative

Information

Database

Documents

Cartography

NOTAM

Administration

Fig. 1

Management Representative

It is important to identify one person who has overall responsibility for the implementation and
monitoring of the quality policies and procedures described in this manual.

Responsibility and authority for all quality processes and functions described
in this manual and associated aspects of the AIS are held by the < specify title
or position of manager with overall responsibility for the AIS quality system >.

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< specify title or position of manager with overall responsibility for the AIS
quality system > has the responsibility and authority for:

a) ensuring that processes for the quality management system are

established and maintained;

b) reporting to senior management on the performance of the

quality management system, including improvements; and

c) promoting awareness of customer requirements throughout the

organisation.

As shown in the above organisation chart, it may be useful to structure the AIS as function
teams, where each team of one or more staff could be responsible for certain aspects of the
AIS. These could include an Information Team, Cartographic Team, Publishing Team,
NOTAM Team and an Administration Team. Suggestions on the responsibilities of each of
these are shown below.

Information Team

The Information Team includes a Coordinator and < number > assistants.
This team has primary responsibility for the collection and verification of
information for publication in the AIP, and for database entry.

Documents Team

The Documents Team includes a Coordinator and < number > assistants.
This team has primary responsibility for the processing of changes provided
by the Information and Cartographic Teams to create AIP amendments and
other document changes for printing and distribution.

Cartography Team

The Cartographic Team includes a Coordinator and < number > assistants.
This team has primary responsibility for the processing of amendments to
charts.

NOTAM Team

The NOTAM Team includes a Coordinator and < number > NOTAM Officers.
This team has primary responsibility for operation of the International NOTAM
Office and the provision of Pre-flight Information.

Administration Team

The Administration Team includes a Coordinator and < number > assistants.
This team provides administration support to the AIS.

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12. Responsibility and Authority

Position Descriptions

The responsibilities and authorities of each staff member are detailed in

individual Position Descriptions, copies of which are held by each staff
member and on file <insert the file name and reference>

Position Descriptions are important - they should clearly specify the responsibilities of each
individual staff member.
Position Descriptions should be held on file and not included within this manual. This enables
changes in staff to be made without the need to amend this manual. A suggested position
description for an AIS team member is shown in Appendix 1.

Written contracts are held by both the AIS and various Sub-contractors for the
provision of those services listed below. These contracts detail the
responsibilities and authorities relevant to the services provided.

Sub-Contractor Service Provided Location of Contract

<insert details> <insert details> <insert details>

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13. Document Control

Note: These procedures relate to the amendment and control of this and any other manuals
that document the policies, processes and procedures for the Quality System. The Document
Control measures in place in the AIS should be specified in this part. Parts of the text shown
below may be suitable for inclusion in this quality manual.

Document control procedures are developed for all documents that are part of
the Quality System to ensure that:
a) pertinent issues of appropriate documents only are available at
all locations where operations essential to the effective
functioning of the quality system are performed;
b) obsolete documents are promptly removed from all points of
issue or use;
c) documents are regularly reviewed for applicability; and
d) all documents clearly show traceability to source.

All documentation that is part of the Quality System should be reviewed in

conjunction with Management. When the procedures or standards detailed in
this manual are derived from other references (such as ICAO Annexes),
amendments to such references should be reviewed upon receipt, and where
necessary, the relevant procedures or standards amended to reflect the
requirements of such references.

All amendments to Quality System documents must be brought to the

attention of the appropriate staff.

Controlled Documents (Example text)

A controlled document is a document for which the release, status, storage,

distribution, revision and disposal are managed according to documented
procedures. The documents in a quality system, and any other important
reference, must be controlled to keep them accurate and up-to-date.

Example:

¾ AIS Quality Manual

¾ Standard Operating Procedures – AIS Charting
¾ <insert other examples as appropriate>

Controlled and Uncontrolled Copies

A controlled document is an individually numbered document assigned to a

specific registered copyholder. Controlled copies are identified by the <insert
the colour eg red> colouring of the controlled copy number on the front page.

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All controlled documents must have a copy number entered in red ink in the
space provided on the cover sheet by the officer responsible for issue of the
document.

Roles and Responsibilities

A full description of procedures relating to the control of Documents is shown

in Section <insert> of this Manual. The responsibilities shown below only
address the responsibilities of persons holding controlled and uncontrolled
copies of this document.

Holders of Controlled Copies

Holders of controlled copies are responsible for ensuring the copy is current
before it is used and for disposing of the controlled copy once it is
superseded.

Holders of Uncontrolled Copies

Holders of uncontrolled copies are responsible for ensuring the copy is current
before it is used and for disposing of the uncontrolled copy once it is
superseded.

Document Identification (Example text)

All controlled documents must show the following identification elements:

a) title
b) effective date
c) page number

This is to be achieved by using appropriate titles on drawings and headers

and footers on documents.

Where a document consists of several pages and is permanently bound, only the front page
needs to show the full identification of the document. All other pages should be identified by
document title and page number.

Document Format (Example text)

Overview

Amendments to this document must conform to the formats described in this

part.

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Element Style
Page size <insert eg A4>
Font <insert eg Arial 12 pt>
Margins <insert>
Etc <insert>

Text Conventions

The word “must” is to be standard in the “shall/must” situation and means that
conformance with the procedure or instruction is compulsory.

The term “should” implies that all users are encouraged to conform to the
applicable procedure.

Abbreviations must be avoided when not in common usage, or when the

document’s intended recipients are not specialists familiar with the terms.

If an abbreviation is not in common use, the first instance must be shown in

full with the abbreviations in brackets, eg Office of Legal Counsel (OoLC).
Thereafter the abbreviation may be used exclusively.

When in doubt, the word or term must be spelt in full throughout the
document.

Layout

Change bars must be shown to indicate any additions or deletions or

alterations to text.

A bold “D” must be shown next to the change-bar to highlight areas of text
that have been deleted.

Paragraph numbering is not required.

Footers must contain:

a) Document title;
b) Issue date;
c) Authorisation; and
d) Page numbers.

Document Amendment (Example text)

For convenience, and to coordinate with changes in both reference
documents and products, where possible, amendments should be issued to
become effective on the ICAO determined AIRAC dates.

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Amendments to documents should be indicated < detail how amendments are

identified >. Changes to charts and diagrams should be indicated by a note
along the inside margin.

Hand amendments to hard copy documents should only be used for minor
typographical amendments. Amendments to policies, procedures and
associated forms should only be by the issue of replacement documents,
pages or forms. All hand amendments should be initialled and the authority
indicated.

Documents should be reissued after a practical number of changes have

been implemented.

Document Issue
The <insert the person responsible for the issuance of controlled documents
eg Administration Coordinator> maintains a master document list which
records:
a) document title, file reference (both software and hard copies);
b) the author;
c) the authorities for all documents;
d) the version;
e) documents received by recall;
f) follow up action;
g) distribution lists and copy numbers; and
h) receipt of document.

The <insert the person responsible, e.g. Administration Coordinator> is

responsible for ensuring that all documents issued are signed as authorised
copies. The <insert the person responsible> should record the details of the
received documents and arrange distribution as per the distribution list and
recall of the obsolete documents.

All amendments to documents must include a Record of Receipt. The Record

of Receipt is to be completed by the recipient and returned to the
Administration Coordinator along with obsolete documents.

If, within 10 working days of document distribution, the obsolete documents

are not received, reminder notices should be despatched.

One copy of all document versions must be archived to show the amendment
traceability. All archived documents should be annotated as “Cancelled”. All
other obsolete copies should be destroyed.

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External Documents

A range of external documents is held by the AIS for reference purposes.

These include legislation standards, recommended practices and AIP
documents from other states.

If information from an external document is used in the preparation of a new

product, the document must be checked to ensure the status and currency of
information.

A register of ICAO documents is be maintained by the <insert the person

responsible eg Administration Coordinator>.

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14. AIS Quality System – Documented Procedures

AIS Responsibilities

This section should clearly define the responsibilities of the AIS with respect to the collection,
publication and promulgation information. In particular, it is recommended that a clear
understanding exists between information originators and the AIS as to where the
responsibility for the accuracy of source data vs editorial accuracy lie.

Collection of Information

AIS receive aeronautical data and information for publication in the AIP and
NOTAM from, but not limited to the following organisations that provide
services in support of the air navigation system:
a) aerodrome operators;
b) telecommunication service organisations;
c) Air Traffic Service organisations;
d) air navigation service organisations;
e) meteorological organisations;
f) other AIS organisations;
g) Customs, Immigrations, Conservation and Health Authorities;
h) defence organisations;
i) other government departments and ministries; and
j) other States.

Information for inclusion in the AIP or NOTAM is sent direct to the AIS. This
material is authenticated as described in “Authorisation of Original Material”.

Data and Information from other States

Aeronautical data and information is received from other States:

Information State Source

<insert> <insert> <insert eg AIP, NOTAM,
bi-lateral agreement etc>

Editorial Responsibilities

<insert> AIS has the following editorial responsibilities:

a) ensuring that the data and information collected is published in
the appropriate format, in accordance with the applicable

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standards and distributed according to the operational

significance of the information;
b) ensuring that the information received is accurately
promulgated;
c) ensuring that aerodromes published in the AIP are shown on the
applicable aeronautical charts;
d) ensuring the preparation, accuracy and distribution of all
aeronautical charts;
e) monitoring the data and information to ensure that it is reviewed
by the originating organisation on a regular basis; and
f) ensuring the timely provision of aeronautical information to the
aeronautical information services of other states. This should
normally be by the provision of the AIP and NOTAM, except
where other arrangements are documented (by letter of
agreement).

The responsibilities of the AIS for ensuring the accuracy of information relates
to ensuring conformance with applicable standards and that information
provided is “reasonable” when compared with other available information.
The responsibility for the accuracy, completeness and timeliness of original
data and information rests with the originator. Those responsible for ensuring
accuracy and conformity within AIS are shown in the section “Production of
the Integrated AIP Package”.

Original Material Identification and Traceability

All original material must be able to be identified and traced to source. A good way of doing
this is to have a register and allocate each item of original material a unique number from the
register. This register number can be used on every record associated with that item. A
sample register is shown below.

Original Material

Original and source material for publication and associated drawings, drafts
and proofs are <insert the method of identification eg held on file> as follows:

Record Location Responsibility Minimum Retention

Period
<Insert eg <insert eg held <insert who is <insert the
proposed on specifically responsible for minimum
amendments to numbered creating and filing retention period>
(doc)> amendment No. the record>
file>

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Authorisation of Original Information

Original data and information received is checked for proper authorisation

against <insert the method eg the Originator Database, or if received on
Company Letterhead paper etc>.
To ensure the authenticity of information presented for publication, particularly from external
originators, the AIS should maintains a register of details for all authorised originators on the
Originator Database. This register should include the following details for each originating
organisation:
• organisation name
• contact details
• the date that the above details were last reviewed and updated
• the expiry date for current information which should be on the first anniversary of the
receipt of the most recent details
The names and signatures of all persons responsible for the authorisation of amendments on
behalf of each organisation should be held on file.
Originators should be requested to review details at least annually.
An alternative is to have data and information coming into the AIS on Company Letterhead
paper where this is possible.

Database Amendments

Procedures should be established and included in the Manual to ensure that amendments are
actioned in the database. As with published information, amendments to database
information should be subject to procedures that ensure amendments to the database are
authorised and processed. A sample checklist is shown below.

Step Action Responsibility

1. Change details registered <insert>
2. Change authorised <insert>
3. Data checked and verified <insert>
4. Data entry <insert>
5. Entered on <insert eg charts> <insert>

AIP Production Schedule

To efficiently manage the AIP amendment process, it is recommended that a production

schedule be developed and promulgated to all organisations originating material for the AIP
or involved in production. This schedule should be based on the AIRAC dates as listed in
DOC 8126. For each effective date, critical dates within the publishing and distribution
process should be established. These need to take into account factors such as and the time
to complete publishing processes, the time required to print, postage or delivery times and
ICAO recommendation of 28 or 56 days prior notification. An example of a AIP Production
Schedule can be found in Appendix 2.

The <insert State> Integrated AIP Package is produced in accordance with

the AIP Production Schedule which is published on a <insert cycle, e.g. 12
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months>. An example of a Publication Schedule is shown in Appendix

<insert>.

Scheduling and Coordination of Amendments

There should be a procedure in place to ensure that amendments to the AIP are scheduled
and coordinated. This could be achieved by convening regular meetings of major originating
organisations with AIS staff. Significant improvements can be introduced into the AIP
publishing process with thorough forward planning.
Originating organisations should be encouraged to provide the AIS with an indication of AIP
publishing requirements as far in advance as possible, taking user needs into consideration
eg how many amendments are required per year and are they economically viable.

The <insert State> AIS convenes regular meetings with the following
originators of amendments to the AIP:
< list originators >

At these meetings, originators will be invited to submit the following details on

proposed amendments including:
a) Effective date of amendment;
b) Scope of amendment;
c) Affected AIP documents;
d) Charting requirements; and
e) Consequential impact on other information.

The purpose of these meetings is to schedule and coordinate requests for

amendments to the AIP. Agendas and minutes are kept by <insert>for all
meetings.

Format and Standards

Standards as specified in the following ICAO Annexes and documents are

applied by AIS:
a) Annex 15;
b) DOC 8126;
c) Annex 4;
d) DOC
e) <list other Annexes and documents that are used as
references>

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Note: Where a State includes within the AIP information for which no ICAO Standard or
Recommended Practice is available or where there are a number of differences to the ICAO
Standards and Recommended Practices, the standards that are being applied need to be
documented. This can either as part of this manual or as a separate "Standards or Style
Manual". If a "Standards or Style Manual" is used, this should be reflected in the hierarchy of
documents.

Coordination of AIP Amendments, NOTAM and Other Bulletins

NOTAM are monitored by the Information Team to ensure any permanent changes that are
initiated by NOTAM are identified, and if not already initiated by the originator, follow-up
action for an AIP amendment occurs. This could be addressed by the procedure shown
below.

NOTAM originated by <insert eg to these the domestic and international

NOTAM, information bulletins from third party providers such as Jeppesen are
reviewed daily by <insert who is responsible>. Those relating to published
AIP information are checked to determine whether the information
promulgated will be of a permanent or long-term nature and if so, whether an
amendment to the AIP has been initiated by the originator.

If no permanent amendment has been initiated by the originator, the <insert>

will contact the originator and advise of the action required.

Responsibility for initiation of a formal change to the Integrated AIP Package

is the responsibility of the NOTAM originator, or other designated person
when required.

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15. Production of the Integrated AIP Package

To more effectively manage the AIP publishing process, it could be useful to break the
process into a number of phases. These phases could be defined by the primary work
undertaken during each, or by the functional team that is responsible for carrying out the
work. A suggested workflow is shown below.

Typical Workflow

Coordination

Information
Collection and Collation

Cartography Documents

Publication and Distribution

Collection and Collation of Aeronautical Information

During the coordination phase, all requests for amendment are reviewed as
follows to determine:

Step Action Responsibility

1. Requested effective date <insert>
2. AIP documents affected <insert>
3. Cartographic and publishing resources required <insert>
4. Conformance of submitted material with required <insert>
standards
5. Amendment requests are correctly authorised <insert>
and all necessary coordination has been
completed
6. The amendment is complete <insert>
7. The requested amendment corresponds to other <insert>
known information. For instance, a request to
increase a runway length should be compared to
currently published runway information
8. All consequential amendment action required is <insert>
understood and identified

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Amendment Process

Step Timing Responsibility Description

1. Continuous Author areas Prepare proposed
amendments/additions and
submit them to AIS
2. Approximately 1 <insert> Review and collate all
month before proposed
printing date amendments/additions and
submit them to <insert>
3. On receipt of <insert> Review the submitted
amendments amendments for suitability,
accuracy and completeness

Make appropriate records

Mark unsuitable amendments

as “Non Conforming” as per
the procedures described in
<insert>
4. After records <insert> Amend the AIP
have been made
5. During the <insert> Check all the amendments
amendment made against the hard copies
process to ensure that the changes
you have just made are
correct.
6. 2 weeks before <insert> Check the final proof and sign
printing date it as being approved for
publication.
7. 1 week before <insert> Prepare the final proof for
printing date publication.
8. Before printing <insert> Dispatch for publication
date

The introduction of any new material is normally not permitted once Step 6
has been reached and is not permitted once the hard copy has been printed.
Any amendments received after this must be placed in the amendment file by
<insert> ready for the next amendment package.

Records

The following table describes the records kept of this process.

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Record Location Responsibility Minimum

Retention Period
Hard copy of all <insert> <insert> Archive (or as
amendments determined by
State legislation)
Signed off final proof <insert> <insert> Archive (or as
determined by
State legislation)
Historical record of <insert> <insert> Indefinitely on file.
amendments made
Dispatch details <insert> <insert> Until the
amendment is
printed.

Printing and Distribution

Procedures should specify the manner in which material is prepared and delivered for printing
and the distribution of the AIP.
This phase should include sufficient time to ensure AIP amendments are available to end
users as specified by Annex 15 (eg: minimum 28 days)

Inspection and Checks

A good quality system requires that there are checks at appropriate stages of processes and
that there are records of these checks being completed.

Step Action Responsibility

1. Complete the Proof-Read Chart form by listing <insert>
all affected pages connected with the particular
amendment issue
2. Proof read the hard copy together with at least <insert>
1 (preferably 2) representative(s) from <insert>
3. Correct any anomalies at the conclusion of the <insert>
proof read
4. Print a final proof and stamp this ready for <insert>
approval.
Note: Purpose built rubber stamps are held by
<insert>
5. Approve for publication <insert>
6. Update the Collation Schedule with all the <insert>
information required by the publisher <insert>
7. Dispatch for publication to arrive by the print <insert>
date defined in planning schedule

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8. Printers first proof checked prior to distribution <insert>

9. Distribution <insert>
10. Publisher returns <insert the number> of <insert>
amended copies of the Integrated AIP
Package to <insert>
11. Amend the master copies of the Integrated AIP <insert>
Package on receipt

Checklist for Products

Product Produced by Checked By Authorised for
Publication by
<insert> <insert> <insert> <insert>

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16. Control of Non-Conforming Product

There should be a procedure for dealing with data and information that does not conform to
the required standards. This could be done by having a method of identifying such
information – eg: stamped “Non Conforming”. The purpose of this is to ensure that such
information cannot inadvertently be used in the published AIP.

Data or information presented to AIS for publication in the Integrated AIP

Package that does not conform to the specified requirements for a particular
AIP product must be marked as Non Conforming by <insert who is
responsible for the marking and how the material is marked eg stamped, hand
endorsed>.

<Insert> is responsible for advising the originator that the material submitted
does not conform.

Step Action Responsibility

1. Record non conformities <insert>
2. Determine the causes of non conformity <insert>
3. Determine actions required to prevent re- <insert>
occurrences of non-conformities
4. Advise originator <insert>
5. Implement corrective action <insert>
6. Filing records created after corrective <insert>
action taken

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17. Corrective Action and Error Analysis

Correction of Errors in Published Information

If an error is determined to be hazardous or have the potential to be
hazardous, remedial action appropriate to the operational significance of the
error will be initiated by <insert who is responsible>. The operational
significance of the error should be determined in consultation with the
originator.

Appropriate action may include:

a) issue of NOTAM. If a NOTAM is issued, the error should be

scheduled for correction in the next scheduled amendment. If
the next scheduled amendment will not be within 90 days, the
information should be published by AIP Supplement at the next
available issue;
b) issue of AIP Supplement. Errors should only be corrected by
AIP Supplement when the page or chart is not scheduled for
reissue at the next AIP amendment;
c) issue of an AIP amendment at next available amendment; and
d) correct at next scheduled issue of page or chart.

To ensure continuous quality improvement, procedures need to be in place to record and

analyse errors and implement both corrective action and preventative action.

For the purposes of recording and analysis, an error is defined as follows:

a) any instance where information is incorrectly or inaccurately
published; and
b) any instance where the accuracy, structure or format of
published information does not conform with required standards
Attention should be given to whether or not an occurrence has actually created or had the
potential to create a hazard. In the event that it can not be determined whether an error could
or could not have been hazardous, the error should be recorded. For instance, there is
probably little to gain from recording and analysing minor typographical errors.

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Error Tracking Process

This instruction describes the procedures to be used when an error is
detected in a component of the Integrated Aeronautical Information
Publication (AIP) package. An example of an Error Tracking Form (ETF) is
shown in Appendix 3; and example of an Error Tracking Register is shown in
Appendix 4.

Step Action Responsibility

1. Confirm the error and raise an ETF <insert>
2. Register the ETF <insert>
3. Analyse the safety aspects associated <insert>
with the error and determine if NOTAM or
other action is appropriate
4. Initiate corrective action as a NOTAM or <insert>
AIP SUP and process through the NOTAM
officer/NOF
5. Attach a copy of the NOTAM request/Draft <insert>
AIP SUP to this form
6. Analyse the cause of the error <insert>
7. Discuss the error with the officer <insert>
responsible
8. Determine remedial action <insert>
9. Brief AIS Manager as necessary <insert>
10. Initiate change action when required
11. Amend or establish procedures as <insert>
required to strengthen processes
12. Sign-off the ETF when completed <insert>
13. Forward the completed form to <insert> <insert>
for filing

Error Analysis

To assist with the analysis of errors, it could be useful to establish a system of categorising
errors as shown below.

The following guidelines are used to determine the categorisation of errors:

Critical

Any instance where the published information directly compromises the safety
of air navigation:

a) where the published information could compromise aircraft

clearance from terrain, e.g. incorrect instrument approach
minima;

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b) where there is an error in navigational or route information, e.g.

incorrect track; and
c) any error in the depiction or publication of airspace information,
e.g. incorrect vertical limits.

Major

Any instance where the published information intended for communications or

air navigation purposes is missing, ambiguous or difficult to interpret, e.g.
incorrect ATS frequency.

Minor

a) Any instance of typographical, grammatical, printing or

formatting deficiencies which do not directly cause operational
difficulties, but do not meet expected standards such as:
b) any “typographical” error, where the information published is
correct in context and content but could contain spelling or
grammatical errors; and
c) errors where there are no operational impacts.

Preventative Action

Good error analysis should identify where necessary the preventative action required to
ensure the error does not re-occur.

Step Action Responsibility

1. Collate information relating to non <insert>
conformities, error tracking forms and
customer complaints/suggestions
2. Determine causes of non conformity <insert>
3. Determine what action is necessary to <insert>
prevent non conformities re-occurring
4. Determine and implement corrective action <insert>
5. Record and file results of action taken <insert>

Change Procedures
Staff are encouraged to suggest changes that will improve the quality system.

To facilitate this process, suggestions should be made in the following format:

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AIS Quality System - Staff Suggestion

No. To: <Insert who the suggestions From:
are directed to eg Manager AIS>
Details:

Action taken: Originator Advised: Date:

Each suggestion is recorded with an individual number, details entered of the

action taken and advice to the originator.

Step Action Responsibility

1. Register the suggestion <insert>
2. Determine course of action to be taken <insert>
3. Advice provided to the originator <insert>
4. Record filed <insert>

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18. Security and Records

Records are required for data and information provided to AIS. The following
table describes the record management procedures for the <insert> AIS Unit.
The purpose of these is to enable traceability of all published information,
including the origin, date of receipt and check procedures.

A minimum retention period for records should be specified. This could be different for
records associated with NOTAM and AIP.
There should be details of security procedures for the protection of information and data.
These could include computer log-on and identification procedures.

Description of Location where Responsibility Retention

Record the record is held for filing Period
<insert> <insert> <insert> <insert>

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19. Contract Review

All contracts between AIS and suppliers, clients or consumers should be
reviewed before final contract signature and on a regular basis after signature.

A review clause should be written into all contracts to allow for this provision.
The aim of the review is to ensure that:

a) the contract requirements are clear and unambiguous;

b) every requirement that is different from that tendered is
resolved;
c) the supplier has the capability to meet the requirements of the
contract;
d) written minutes of all contract review meetings should be
recorded with resolution of;
e) all points actioned at the meeting being clearly indicated; and
f) agreement that the review has taken place and is acceptable
should be by contract signature and/or the exchange of letters.

<Insert> is responsible for reviewing contracts held by AIS.

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20. Purchasing
General

The < position/title > is responsible for ensuring that all purchased products
conforms to the specified requirements.

Assessment of Sub-Contractors

All Sub-contractors who could provide products or services that can directly
affect product quality are evaluated and approved by the <position/title>.

Approval of Sub-contractors is based on, but not limited to evaluation of the

following criteria:
a) previous Sub-contractor history; and
b) Sub-contractor certification to approved Quality Standards.

The type and extent of the evaluation depends on the nature of the goods or
services to be provided and the degree of previous experience with the Sub-
contractor.

All agreements with Sub-contractors should allow for the audit of Sub-
contractor management systems by AIS (or their designated representative).

If the AIS does not have the resources and skills to carry out Sub-contractor audits,
arrangements should be made with a suitably qualified organisation to carry out these audits.

Sub-contractor history should be established by maintaining a history of

quality performance.

Sub-contractors who regularly fail to achieve required quality performance

criteria should not be used the AIS.

Purchasing Authority

Specify here which staff members have authority for purchasing. These should also be
included in individual position descriptions.

Product or Service Authority for Purchase

<insert> <insert position or title>

All orders should specify or include the following where appropriate:

a) the title of the product or service;
b) relevant associated drawings;

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c) means of identification;
d) inspection instructions;
e) approval requirements; and
f) Quality Standard to be applied.

Where the services or products are ordered under the terms of a service
contract, only those specifications not detailed in the service contract need to
be included in the order. Where the services or products are ordered under
the terms of a service contract, the service contract should specify the
purchasing documents to be used. A Sub-contractor supplied purchasing
document could be used.

Where the Sub-contractor does not supply purchasing documentation, an AIS

Order should be used.

Copies of purchasing documentation should be retained.

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21. Internal Quality Audits

Audit Policy

Audits of the activities used by <insert> AIS will be carried out from time-to-
time to confirm that the procedures and processes used comply with quality
system requirements.

Scope of Quality Audits

Audits of the AIS will cover the quality system being used, processes and
products.

Responsibility

<insert> is responsible for ensuring that quality audits of the AIS are carried
out in accordance with the procedures shown below.

Audit Process
The following steps will constitute the audit process. The Lead Auditor is
responsible for ensuring all the steps take place:
a) advice to the AIS Manager of the proposed audit, including the
audit program;
b) development of audit checklist;
c) entry meeting;
d) verbal debrief to AIS Manager and other staff (where
appropriate) on audit findings;
e) completion of the audit proper;
f) compilation of the audit report and any corrective actions;
g) obtaining the AIS Manager’s signature as having accepted
report, agreeing to corrective actions and establishment of
appropriate close-out dates;
h) dispatch of reports and corrective actions to the appropriate
senior personnel.

Audit Records

One copy of the audit report, including comments and information from follow
up meetings will be filed for <insert the period>.

Note: In a small AIS, there could be insufficient staff available to provide internal audit
capability. In this case, arrangements could be made with other suitably qualified staff within
the Civil Aviation administration, with another organisation or with a neighbouring State.

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Management Reviews

Regular Management Reviews are important to provide the opportunity to assess the overall
effectiveness of the Quality System. To assist with this, it is helpful if someone independent of
the AIS is facilitates the Management Review. This could be a representative from the Quality
Assurance department or similar.

Management Review

Management Review meetings will be convened and chaired by < position or

title > and usually involve < names of attendees >. An agenda and minutes
will be prepared and kept for all such meetings. These meetings will be held
at 6 monthly intervals.

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22. Training and Competency

Overview – Training
The competencies required for each position are detailed in the relevant
Position Descriptions. From these competencies, and initial and regular
assessments of performance, training requirements for individual staff are
identified.

Newly Appointed Staff

The training requirements for newly appointed staff are identified in

consultation with the staff member and implemented as a Training Plan. The
Training Plan will identify all relevant items for which training is required, a
time-frame for the completion of each item (either due date or period) and
when appropriate, any required achievement level.

As training items are completed, completion is recorded on the Training Plan.

Current Staff

Details of training programs for on-going training to keep current with

practices applicable to the position and to ensure all incumbents are trained to
the specifications, are developed and maintained by the Manager AIS in
consultation with individual staff members.

This is carried out as part of the annual Performance Assessment with any
identified training requirements recorded in the Personal Development Plan.
Details of the completion of training for all staff (newly appointed and current)
is made in the staff members file.

Competency

This section should describe the procedures used to ensure that staff employed in the AIS
have the skills and knowledge appropriate to their responsibilities.

Position Qualifications and/or Core Competencies

Newly Appointed Staff

New appointees to any position are required to demonstrate experience and

competency appropriate to the position being filled. Initially, this will be
determined through the recruiting process.

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a) A training plan for all newly appointed staff is shown at <insert

the reference>.

The performance of newly appointed staff members will be reviewed within 3

months of appointment. This requirement will normally be met by reviewing
the results of day-to-day work and the completion of Training Plan items.

If at the completion of all Training Plan items, or the completion of the first 3
months of employment (whichever is the latter), the staff member has
demonstrated an appropriate level of competency, they will be considered to
be current staff and from that time, be required to meet the competency
requirements for current staff.

Current Staff

To remain competent, staff are required to carry out their specified

responsibilities at least once every three months. Because of the on-going
and regular nature of their work, staff will normally satisfy this requirement
through their day-to-day work.

Where a current staff member is absent for a period exceeding 3 months,

their performance will be reviewed during the month of recommencement of
work, or until such time as they have demonstrated an appropriate level of
competency. The performance attributes to be reviewed will depend upon the
position held, the length of their absence and the nature of work currently in
progress. These should be determined by mutual agreement with the staff
member concerned.

Competency Records

Details of competency reviews are held on individual staff member’s files.

Sub-Contractor Competency
Where processes relating to the production are subcontracted, the Sub-
contractor should have demonstrable competence appropriate to the work
being undertaken. This is usually measured through historical performance.

It is recommended that a file be maintained to record Sub-contractor performance, and in

particular, any problems and corrective and preventative actions that could result.

Sub-contractors should be required to demonstrate adequate and ongoing

competency in the services provided. This should be assessed by the results
of the services or products provided by the Sub-contractor concerned and by
regular audits of the Sub-contractor.

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Performance Assessments

As well as staff training, it is recommended that a program be put in place to regularly review
the performance of individual staff. This would normally be annually. For new staff, a
performance review at the completion of training could be appropriate. This performance
review could provide the opportunity to agree on any further training required.

Annual Performance Assessments are completed for all staff. Performance

reviews should include:
a) the establishment of performance objectives for the next period
(year);
b) a review of the staff members performance against objectives
for the review period; and
c) identification and agreement of any training required.

Details of Performance Agreements and Performance Appraisals are held on

individual staff member’s files.

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23. Definitions and Terminology

General Definitions

The following definitions are provided for guidance. These could nee to be amended to suit
specific State policies etc.

Quality Totality of characteristics of an entity that bear on its

ability to satisfy stated and implied needs (ISO
8402*).

Note.- Entity is an item which can be individually

described and considered (ISO 8402 *).

Quality Assurance All the planned and systematic activities

implemented within the quality system, and
demonstrated as needed, to provide adequate
confidence that an entity will fulfil requirements for
quality (ISO 8402 *).

Quality Control The operational techniques and activities that are

used to fulfil requirements for quality (ISO 8402 *).

Quality Management All activities of the overall management function that

determine the quality policy, objectives and
responsibilities, and implementing them by means
such as quality planning, quality control, quality
assurance and quality improvement within the
quality system (ISO 8402 *).

Quality System The organisational structure, procedures, processes

and resources needed to implement quality
management (ISO 8402 *).

* ISO Standard 8402 Quality Management and Quality Assurance-

Vocabulary, Second Edition.

Document Any manual or page thereof used to implement the

quality system.

Note.- This should not be confused with the AIP

documents, which could be products of this quality
system. Where an AIP document is referred to
within this manual, it should be specified by name.

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Originator Any organisation that provides data or information

for publishing in the AIP either as an amendment,
Supplement or as a NOTAM.

Sub-Contractor Any organisation or person contracted to provide

products or services directly related to the
production processes of this quality system.

Technical Definitions

The following list is provided for guidance and may need to be amended to suit the needs of
the individual state and knowledge of staff employed by the AIS.

The following technical abbreviations and terms are used within this manual.

AFTN Aeronautical Fixed Telecommunications Network

AIC Aeronautical Information Circular

AIP Aeronautical Information Publication

AIRAC An acronym (aeronautical information regulation

and control) signifying a system aimed at advance
notification based on common effective dates, of
circumstances that necessitate significant changes
in operating practice.

AIS Aeronautical Information Service

ATS Air Traffic Services

ERC Enroute Chart

FIR Flight Information Region

ICAO International Civil Aviation Organization

IFR Instrument Flight Rules

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NOTAM A notice distributed by means of telecommunication

containing information concerning the
establishment, condition or change in any
aeronautical facility, service, procedure or hazard,
the timely knowledge of which is essential to
personnel concerned with flight operations.

Time System Specify the time system/s applicable within the

FIRs covered by this manual.

The day begins at 0000 hours and ends at 2359

hours using the 24-hour clock in UTC, in
accordance with ICAO Annex 5 – Units of
Measurement to be Used in Air Ground Operations.
2400 should NOT be used. Date and time is
expressed as a six-figure group of day, hour and
minute; e.g. 4 April 1993, 1635 UTC is expressed
as 041635.

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Appendix 1 - Example Position Description

Job Title: Aeronautical Charts Officer

Level: Airways Operations Officer
Location:
Reports To: Operations Manager, Aeronautical Information
Service
Subordinates: Nil

Primary Job Purpose

The primary purpose of this position is to collect, coordinate, validate, and

prepare amendment to a range of aeronautical charts in accordance with the
specifications described in ICAO Annexes 4 and 15.

Key Responsibilities or Duties:

a) Collecting, coordinating and validating proposals for

amendments to a range of aeronautical charts;

b) Preparing and making changes to aeronautical charts;

c) Detailed checking of interim chart plots and proofs;

d) Checking “first rushes” from the print run;

e) Assist with the cross-checking of chart amendment data with

that contained in other aeronautical documentation;

f) Maintaining quality records relating to amendments, including an

audit trail of amendment data, source documents, plot, proofs
and correction data for each chart;

g) Assist with the development of new or revised charting products

to meet specified needs; and

h) Maintain Standard Operating Procedures and Checklists.

Key Relationships and Interactions

The occupant of this position is required to develop and maintain close

working and business relationships with originators or amendment proposals,
data custodians and other staff in the AIS.

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Qualifications and Experience

a) Hold or have held and ATS Licence or have other relevant

aviation experience;

b) Possess and demonstrate a good working knowledge of the

AIP, Civil Aviation Regulations, Civil Aviation Orders and Civil
Aviation Advisory Publications; and

c) Demonstrate a good working knowledge of ICAO

documentation, particularly Standards and Recommended
Practices relating to the provision of charting products.

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Appendix 2 – Example Time Line Planning Chart

AIS Production Schedules - April 2001 to November 2002

AERONAUTICAL INFORMATION PUBLICATION (AIP)

Start Date
AIP A/L 31
AIS Cut-off 16-May-01
Printing 15-Jun-01
Distribution 29-Jun-01
28 Days AIRAC Notice 13-Jul-01
Effective Date 9-Aug-01

AIP A/L 32
AIS Cut-off 29-Aug-01
Printing 27-Sep-01
Distribution 12-Oct-01
28 Days AIRAC Notice 2-Nov-01
Effective Date 29-Nov-01

AIP A/L 33
AIS Cut-off 21-Jan-02
Printing 19-Feb-02
Distribution 5-Mar-02
28 Days AIRAC Notice 20-Mar-02
Effective Date 18-Apr-02

AIP A/L 34
AIS Cut-off 15-May-02
Printing 14-Jun-02
Distribution 28-Jun-02
28 Days AIRAC Notice 12-Jul-02
Effective Date 8-Aug-02

AIP A/L 35
AIS Cut-off 28-Aug-02
Printing 26-Sep-02
Distribution 11-Oct-02
28 Days AIRAC Notice 1-Nov-02
Effective Date 28-Nov-02

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Appendix 3 – Example Error Tracking Form (ETF)

No.000/01
This form is to be completed for each NOTAM or AIP SUPP issued to correct
errors in AIP package.

Description of error:
Affected
documents(s):
Notified by:
Cause & analysis:
Corrective action
taken:
Comments:

Notes for completion:

The <insert the position responsible> will:

a) Confirm the error; raise, number and register an error tracking

form;
b) Analyse the safety aspects associated with the error and
determine if NOTAM or other action is appropriate;
c) Initiate a NOTAM/AIP SUPP correction action, and process
through NOTAM officer/NOF; (attach a copy of the NOTAM
request to this tracking form)
d) Analyse the cause of the error;
e) Discuss the error with the officer responsible for the document;
f) Determine remedial action;
g) Brief Manager, AIS as necessary;
h) Initiate required change action required;
i) Amend or establish procedures as required to strengthen
processes;
j) Sign-off this form as completed;
k) File the completed form.

The <insert> officer will assist the <insert from above the position
responsible> to determine appropriate action, analyse the cause of the error
and propose changes to procedures. Tasks involved may include:

a) Establishing the audit trail for the data;

b) Analysing the safety aspects associated with the error and
determine if NOTAM or other action is appropriate;

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c) Investigating the cause of the error; and

d) Proposing changes to Standard Operating Procedures.

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Appendix 4 – Example Error Tracking Form Register

AIS Register of Error Tracking Forms (ETF) - 2002

Reg. Description of Error Document(s) Affected Corrective Action taken Date

No
001/01
002/01
003/01
004/01
005/01
006/01
007/01
008/01
009/01
010/01
011/01
012/01
013/01
014/01
015/01
016/01

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PART 3 –
QUALITY ASSURANCE (QA)
IMPLEMENTATION PLAN

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 INTENTIONALLY
BLANK

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Table of Contents
Table of Contents ……………………………………………………..…………………..3

1. Introduction……….……………………………………………………………….. 5

2. Document Structure ……………………………………….…………………….. 5

3. How to Use This Document …..…………………………………………..……. 5

4. Electronic Version of This Document……………………………………..….. 6

Hidden Text ……..…..………………………………………………….…….……. 6

Document Navigation………..……………………………………………….……. 7

5. Approach Overview ………………………………………………………….….. 8

6. Preparation……………………………………………….………………….…….. 9

7. Planning-QA Requirement Phase……………………………………….…….. 10

Determine department organisation structure, roles and responsibilities..….. 10
Determine documentation requirements and control processes…………....…10
Identify Procedures………..…………………………………..……….………….. 11
System awareness programme………..…………………………….……..……. 12

8. Design Phase………………………………………………………………..…….. 12
Develop procedures………..………………………………………..…………….. 12
Training Plan………..……………………………………..………..……………… 13
Internal Auditing…………………………………………..………..……………… 13
Corrective and preventive action………..……………………..………………… 14
Document control………..…………………………………….………….……….. 14

9. Test Phase …………..…………………………………………………………….. 15

10. Registration Phase …………….…………………………..…………………….. 15

11. Proposal Phase ……………………………………………………………….….. 15

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12. Usefull Tools…………………….…………………………………………..…….. 25

Planning Matrix ……..…………..……….………………………….…….………. 25
Process documentation planning requirements………..……………….……… 25
Example process description form………..……………………….…………….. 26
Procedures list………..……………………………………..……….…………….. 27
Service level agreements………..…………………………………..……………. 27

13. Sample Quality System Elements…………………………………….……….. 28

Document management system requirements …………………..…..………… 28
Procedure structure………..………………………….………………………..….. 29
Typical management system review agenda……………..…………....……….. 30

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1. Introduction
This document presents an outline of issues that should be considered in the
preparation of a plan to implement a Quality Assurance (QA) system within an AIS
unit, the aim being to register for compliance against the ISO 9002 Standard.

2. Document Structure
Content Purpose
Overview of the planning Provides an initial checklist of principal
approach issues to be addressed in chronological
order.
Implementation Plan Checklist of items consistent with the generic
Checklists project plan
Implementation Plan Proposal A template of a high level proposal to initiate
template a project to implement QA within an AIS
department.
Useful Tools Example forms providing support to
appropriate elements of the implementation
plan, e.g. process analysis form.
Sample Quality System Example document contents.
Elements

3. How To Use This Document

By following the document in sequential order the essential elements of the
implementation process will be addressed.

The approach overview serves two purposes:

a) provides a breakdown of the main tasks; and

b) can be used as a primary checklist

For the preparation phase, a template has been provided to create a high level
proposal that, can be used to initiate the programme (by submitting to senior
management for commitment to the project)

The template is followed by a series of checklists that are consistent with the generic
project plan provided in the USEFUL TOOLS section. These checklists identify the
tasks to be undertaken during the implementation programme and can be useful in
monitoring project progress.

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The generic project plan is one of the Useful Tools and is available as an electronic
MS Project file for the user to adapt according to local requirements.

The final section contains a number of example documents from Quality

Management Systems. Again these items can be modified by the user by using the
accompanying electronic files.

4. Electronic Version Of This Document

This document is also provided in electronic form on the accompanying diskette.

File name: Planning Outline for QA Implementation.doc

File name: Generic AIS QA Project.mpp

Hidden Text

The text highlighted in blue italics within the electronic document is

"hidden" text. Be aware that the visibility of the hidden text will be
dependent on the TOOLS menu default setting in the configuration of MS
WORD on the machine being used to read the file.

There are 2 options :-

1. To see hidden text on the screen use the following MS WORD menu
selection:-

TOOLS
OPTIONS
VIEW
tick the appropriate box.

2. To include hidden text in the printed document:- use the following MS WORD
menu selection:-

TOOLS
OPTIONS
PRINT
tick the appropriate box.

Guidance and further explanatory comments have been added to many of the points
in the planning document. These comments have been formatted as "hidden text "
so that the document can be printed as a template of checklists without the
explanatory material, if necessary.

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Document Navigation

External links within the document provide additional functionality in accessing the
supporting project plan file which the user can tailor to the requirement. These links
and other internal navigation links are identified by red italics and have also been
formatted as hidden text.

Note: In order to preserve embedded external links within this document when
copying the "Planning outline for QA implementation" file to another directory,
ensure that the following files are also copied to the same location:-

Generic AIS QA Project.mpp ........ Project plan Gantt chart requires

MS PROJECT 98.

Inventory State Procedures.doc

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5. Approach Overview

INITIAL PLANNING CHECKLIST

PHASE Check Sections
Item
PREPARATION 0
Establish project team, target dates and
resources.
Produce a high level proposal for management 0
support.
Management decision to implement ISO 9002.
PLANNING Review current processes and evaluate against 0
requirement of standard
From the assessment develop a plan and
schedule for development and implementation
for each of the elements of the quality system.
DESIGN High level design followed by the development 0
and documentation of the unit processes.
TEST 0
Deployment of processes with associated
training and briefing sessions.
Preliminary audit programme to validate 0
effectiveness of the quality system against the
Standard.
REGISTRATION Operation and fine tuning of the quality system 0
and registration assessment.
POST Once the quality system is implemented and
REGISTRATION operational, continue to identify and establish
suitable aspects within the working quality
system that can be used as measures to
monitor the system performance and assist
with identifying improvement.

The shaded area above refers to those phases described on the accompanying
generic project plan Gantt chart.

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6. Preparation
A basic plan is needed which provides a first appraisal of the current organisation
requirement, resources available and other resources needed.
Use the following checklist to research information and then complete the proposal
template in Section 11.

Item PROGRAMME INITIATION Check

Item
1 Management Support

2 Internal Resources and Budget

3 External Support/Effort Needed?

4 Target Date to be met for Registration

Scope
5 1. Activity

2. Location

6 Project Leader and Team

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7 Resources

8 Contact with Registration Organisations

9 Complete and Submit QA Implementation Proposal

10 Programme Launch

7. Planning - QA Requirement Phase

Determine Department Organisation Structure, Roles and Responsibilities

Item MANAGEMENT ORGANISATION STRUCTURE Check

4.1 Item
Prepare Organisational Perspective
1

2 Unit Structure

3 Personnel Responsibilities

Determine Documentation Requirements and Control Processes

Item QUALITY SYSTEM DOCUMENTATION Check

4.2 Item
Quality Policy
1
2 Management Organisation

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3 Quality Manual

4 Training Records

5 Forms

6 Document Control Process

Identify Procedures

Item IDENTIFY PROCEDURES Check

4.9 Item
1 Process Mapping

2 Gap Assessment

3 Procedures List

4 Compare Proposed Procedures with Training Requirements

5 Prepare Procedure Development Plan

Example Process form 0

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System Awareness Programme

Item QUALITY AWARENESS TRAINING Check

4.18 Item
1 Generating Quality Awareness
Whole department briefing on basic quality. Consideration should be
given to the size of the group. It may be advisable to conduct separate
courses.
2 System Deployment Briefing

3 Reviews and Repeats

8. Design Phase
Develop Procedures

Item PROCESS PROCEDURE DEVELOPMENT Check

4.9 Item
1 Procedure Structure

2 Amend Existing Procedures

3 Develop New Procedures

4 Identify Quality Measures

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Training Plan

Item TRAINING PLAN Check

4.18 Item
1 Develop Procedures for Identifying Training

2 Develop Procedures for Providing Training

3 Develop Procedures for Keeping Training Records

.
4 Create A Training Record Form or Template
5 Establish A Training Plan for Each Job Profile
6 Quality Training Plan

Internal Auditing

Item INTERNAL AUDITS Check

4.17 Item
1 Develop Procedures
2 Selection of Internal Auditors

3 Internal Auditor Training

4 Create Documentation

5 Internal Audit Plan

6 Establish Reviews

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Corrective and Preventive Action

Item CORRECTIVE and PREVENTIVE ACTION Check

4.14 Item
1 Develop Procedures

2 Create Forms Required

3 Create Log to Monitor Status of Actions

Document Control

Item CONTROL OF QUALITY RECORDS Check

4.16 Item
1 Develop Procedures

2 Create Document Change Request Form

3 Establish Controlled Documents Master List

4 Document Control Awareness

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9. Test Phase
Item QS DEPLOYMENT and VALIDATION Check
Item
1 Brief Staff and Inform of Start Date
2 Issue and Implement Procedures
3 Conduct Internal Audits to Plan
4 Establish Corrective and Preventative Action Reporting

5 Develop Service Level Agreements

6 Conduct Internal Audit of Management System

7 Registration ISO Audit Process

10. Registration Phase

Item ISO AUDIT PROCESS Check
Item
1 Operate and Fine Tune the Declared Management
System
2
Pre-Assessment
3 Corrective Action Arising from Pre-Assessment
4 Registration ISO Assessment

5 Post-Assessment Corrective Action Plan

11. Proposal Template

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PROJECT
PROPOSAL

QUALITY
ASSURANCE
IMPLEMENTATION

State Administration:

Document reference: . Date:

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CONTENTS

1 INTRODUCTION.................................................................................... 17
2 OBJECTIVE........................................................................................... 17
3 SCOPE................................................................................................... 17
4 BENEFITS.............................................................................................. 17
5 PROGRAMME DESCRIPTION.............................................................. 18
5.1 Planning - QA requirement.................................................... 18
5.2 Design....................................................................................... 18
5.3 Implementation..................................................…................... 18
5.4 Registration............................................................................. 18
6 PROJECT PLAN................................................................................... 19
7 PROJECT TEAM................................................................................... 19
8 RESOURCES........................................................................................ 20
9 DELIVERABLES................................................................................... 22
10 REFERENCES...................................................................................... 22

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1. INTRODUCTION
The inclusion of the following requirements for Quality Assurance (QA) systems in
ICAO Annex 15-Aeronautical Information Services, and the establishment of an
associated CIP Objective, has identified the requirement for the implementation of
ISO 9000 Quality Assurance activities in the National Aeronautical Information
Services.

3.1.7 An aeronautical information service shall receive and/or originate or

assemble, edit, format, publish/store and distribute aeronautical information/data
concerning the entire territory of the State as well as areas in which the States is
responsible for air traffic services outside its territory. Aeronautical information
shall be published as an Integrated Aeronautical Information Package.

3.2 Quality System

3.2.1 Each Contracting State shall take all necessary measures to introduce a
properly organized quality system containing procedures, processes and resources
necessary to implement quality management at each function stage as outlined in
3.1.7 above. The execution of such quality management shall be made
demonstrable for each function stage, when required.

3.2.2 Recommendation.- The quality system established in accordance with

3.2.1 should be in conformity with the International Organization for Standardization
(ISO) 9000 series of quality assurance standards, and certified by an approved
organization.

Note--- International Organisation for Standardization (ISO) 9000 series of

quality assurance standards provide a basic framework for the development of a
quality assurance programme. The details of a successful programme are to be
formulated by each State and in most cases are unique to the State organization.

2. OBJECTIVE
In order to meet the AIS CIP Objective which calls for States to achieve registration
to the ISO 9000 series of QA Standards by 2003 the following proposal outlines the
plan to implement a quality management system within the AIS and complete the
registration to ISO 9002 by the stated target date. ISO 9002 has been identified as
the ISO standard most appropriate for AIS.

3. SCOPE
The programme described will implement Quality Assurance for the following AIS
activities within the administration:

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The implementation will extend to the operation of these activities at ..

4. BENEFITS
The implementation and operation of quality measures in the form of a quality
management system will bring improvements in efficiency and reliability with
subsequent enhancements to productivity, safety and service levels.

5. PROGRAMME DESCRIPTION
The programme tasks can be broken down into four principal phases:

1) Planning - QA requirement in the specified AIS areas;

2) Design of the quality system;
3) Deployment and test of the quality system;
4) Final adjustment and audit for ISO registration.

5.1 Planning - QA requirement

The objective of this phase is to establish for each of the operational AIS processes
being involved:

a) the associated roles and responsibilities;

b) the necessary procedures to effect the processes identified;
c) the necessary documentation.

A key feature of this phase will be the gap assessment to identify where there is a
need to develop and extend procedures to meet the requirements of the ISO 9002
standard. It will also be necessary to initiate an awareness programme in order to
gain support for the initiative at all levels.

5.2 Design
In this phase it is necessary to identify where new procedures are required and
ensure consistency with existing ones. To develop training plans, system audit
planning and establish the management review process. Key to this phase will be
the documenting and creation of the necessary forms to fulfil the quality record
requirement.

5.3 Deployment
As the quality system develops the procedures need to be issued and the system
implemented such that the process can be tested and checked for correct function.
Discrepancies will be dealt with through the corrective action and follow-up action
procedures, the aim being to validate the system in preparation for the formal,
external audit process necessary for registration.
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5.4 Registration
The final phase represents the on-going working quality system which will be
operated for a period before the registration assessment. This provides an
opportunity for the fine tuning of quality system elements. Note that the timescale for
this phase extends beyond the assessment date in order to accommodate any
corrective action issues that may arise from the registration audit.

Target date to be met for registration

6. PROJECT PLAN
The following is a high level schedule of the programme showing a proposed total
implementation timescale of months.

QA IMPLEMENTATION 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter

PHASES

1. Planning
Requirement assessed

2. Design
Quality system deployment

3. Test
System operational

4. Registration
Registration assessment

Note: Gantt chart normalised to 12 months

7. PROJECT TEAM
The following personnel are proposed to comprise the implementation project team.
An assessment of effort required is included.

PROJECT TEAM
Name Role Skills / department Estimated effort
represented required
QA Project leader

QA committee

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QA committee

8. RESOURCES
The introduction of a quality system should not create new employment posts but is
expected to increase work responsibilities, particularly during the development of the
system. The following is an estimate of the effort required for the specified tasks, the
majority of which can be provided internally for the development of the necessary
documentation.

The cost of external support has to be considered against the saving in internal effort
by correctly interpreting the requirement in the earlier stages of the programme, and
providing assistance with the assessment of the quality system once operating prior
to registration audit. Budget allocation will need to be considered for support from
external consultancy.

Internal:

INTERNAL EFFORT
Task Estimated effort (man days)
Process analysis

Procedures development

Documentation control

QA training

Internal auditor training

External

EXTERNAL EFFORT
Task Estimated effort (man days) Cost
Interpretation of
requirement against
standard ISO 9002
QA awareness training

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Internal Auditor training

Pre-registration audit

OTHER SUPPORT
COSTS
Item Purpose Cost

ISO Registration fee Professional registration organisation

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9. DELIVERABLES
The project objective is to establish a quality system that meets the requirements of
the ISO 9002 standard. The following are considered to be essential elements of this
process.

‰ Quality policy

‰ Documented procedures

‰ Training plan

‰ Audit plan

‰ Management review plan

‰ ISO 9002 registration

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10. REFERENCES
1. ICAO Annex 15-Aeronautical Information Services (Chapter 3, Section 3.2
Quality system);

2. An Introduction to ISO 9000 Quality Management Systems for Aeronautical

Information Systems (QA Workshop IANS - 1999).

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12. USEFUL TOOLSPlanning Matrix

Document Definition Total

Analysis Implementation Review
Type of Process (days)
Quality
Policy
Quality
Manual
Procedures
Instructions
Document
Templates
Checklists
Forms

Process Documentation Planning Requirements

Process Document Name Document Author

Type
Planning audits Planning an Internal audit Procedure

Annual audit schedule Form

Conducting Conducting an internal Procedure
audits audit

Audit checklist Checklist

Audit trail Form

Non-conformity report Form

Management Form
Meeting agenda
Review
Meeting minutes
Action list

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Example Process Description Form

Unit :

Developer
Name:

Date :

PROCESS:

Application
Area:

Process Description Name:

Forms

Work instructions

Process Inputs Process Entry Criteria

Process Outputs Process Exit Criteria

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Procedures List

Procedure Name/Identifier ISO 9002 : 1994 Check

Reference Item
Contract Review 4.3

Document and Data Control 4.5

Purchasing 4.6

Customer Supplied Product 4.7

Identification and 4.8

Traceability
Process Control 4.9

Inspection and Testing 4.10

Inspection and Test Status 4.12

Control of Non-Conforming 4.13

Product
Corrective and Preventive 4.14
Action
Handling, Storage, Packing 4.15
and Delivery
Control of Quality Records 4.16

Internal Quality Audits 4.17

Training 4.18

Servicing 4.19

Statistical Techniques 4.20

Note: This form will be updated on introduction of ISO 9001:2000

Service Level Agreements

Requirement

A service level agreement is typically needed where processes span two or more
internal organisations or where the absence of such a defined operational interface
may adversely affect the quality of the product or service provided.

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Criteria guideline

An agreement that defines the following aspects of the interface:

Organisational Include the charters of both customer and supplier.

relationship
Scope Reference services to be provided by the supplier in
the agreement. If there are service areas that fall
outside the agreement these should be identified within
the scope.
Responsibilities Both customer and supplier personnel responsible for
the review and approval of the agreement.
Point of contact Clearly identified point of contact from each member of
the agreement.
Expectations Detail and list service and product expectations, e.g.
timeliness of service and quality of deliverables.

Process Reference to those procedures and work instructions

relevant to the relationship defined in the agreement.
Constraints Define any constraints on the members of the
agreement that may affect the performance.
Deliverables Clearly defined deliverables between members of the
agreement, including any necessary approval controls
or assessment criteria.
Special cases/complaints Suitable procedures should be in place to address
issues that fall outside of the agreed specification of the
relationship.
Performance monitor Reviews conducted by supplier and customer - type
and frequency to be agreed.
Charges

13. SAMPLE QUALITY SYSTEM ELEMENTS

The following pages provide guidance on specific elements identified in the
implementation plan template that will assist the user in defining or developing those
aspects relevant to the users operation.

Document management system requirements

The document management system must be able to provide the following feature
capabilities. Those identified with an asterisk indicate that this is an essential
requirement. All others, while not essential, are considered beneficial/desirable.

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‰ *Unique identification of all documentation / data;

‰ *Issue and version status of the document / data;

‰ Source/origin, author/owner of the document/data;

‰ *Impact assessment source/responsibility (where applicable);

‰ *Number of copies held;

‰ *Distribution – location/holder of each document/data copy held;

‰ *Identification of any extracted data & where held/located;

‰ *Recording the processing of Change Request and the updating of procedures;

‰ *Recording the processing of Problem reporting and the closure/progress of

corrective actions;

‰ Ability to highlight (flag) overdue actions;

‰ Tracking of customer feedback/satisfaction performance reporting;

‰ Provision of routine trend analysis reports;

‰ Management of the management system audit plan;

‰ Management Reviews – action progressing and closure of actions.

Procedure Structure

The Procedures contained within the documented management system, should be

as consistent as possible. A suggested outline of the procedure structure content is
provided below:
Process/Procedure Title: This being the subject / topic covered by the
procedure.

Procedure ‘Owner’: This being the individual or function with responsibility for
the process.

Objective: This should briefly describe what the process / procedure is trying to
achieve.

Scope: The scope should define what is applicable and the limitation (if any of
the procedure).
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Responsibilities: This section should briefly define the responsibilities of the

key functions involved in the procedure.

Introduction: Optional. A procedure may benefit from a brief introduction, but

this is not essential.

Contents List: Optional. This being a list of contents of the document.

Process Overview: This section should provide a high level end-to-end

overview of the key activities / steps contained within the process lifecycle.

Detailed Process: This section should define the detail of the process activities,
to the extent that the absence of these could be potentially detrimental to the
completion of the activity being performed.

It should identify; the key activities /steps within the process, the requirements
that must be met, responsibility for achieving these and supporting guidance
notes, to the degree necessary to ensure that the activity can be performed.

Document Control Elements: This information supports the identification of the

procedure including the document number, issue number, approval and
amendment records.

Related Documents: This section should list should list the related documents,
forms, etc., referred to within the content of the procedure and which are
necessary to complete the process being described by the procedure.

Definitions: Technical terms, abbreviations and acronyms used in the

document.

Appendices: These would typically contain supporting information necessary to

complete the process.

Note: References to departments, sections, functions, etc. should be used

wherever possible and the use of personal names and telephone numbers
within the content of the procedure should be avoided. Should the latter change
it will require an amendment update to the procedure.

Typical management system review agendaThe management system review

should consider, but not be limited only to the following topics:

‰ Outstanding actions from previous review meetings;

‰ Overall service/product delivery performance and customer feedback;

‰ Management system audit observations;

‰ Follow-up closure/escalation action of any outstanding observations;

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‰ Outstanding non-conformance’s i.e. Problem Reports, Change Request

etc.;

‰ Performance to Service Level / Interface Agreements – both internal and

external;

‰ Adequacy of support Contracts with suppliers / contractors (where

applicable);

‰ Regulatory and Statutory issues,

‰ Staff Training and skills development – (

‰ Resources.

‰ Proposed business process improvement activities.

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 CHAPTER 2

SELECTION AND TRAINING

GUIDELINES FOR
AERONAUTICAL
INFORMATION SERVICES
(AIS)

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Table of Contents

1. Introduction …....………………………………………………...……..... 5

2. Selection Principles …………………………………………….……..... 5

3. The First Step …..……….…………………………………….………..... 5

4. The Selection Process .……….………..……………….……...……..... 5

5. Training and Training Courses ..……………………………...……..... 6

Stage 1 – Core Training………………………………………...……..... 7

Stage 2 – Training Assessment……………………………...….…..... 9

Stage 3 – Task Specific Training……………………………...……..... 8

Stage 4 – Performance Assessment…………………….………..... 11

Stage 5 – Career Development……………………………...……..... 11

Appendix 1 – Sample Performance Appraisal……………………..……….13

Appendix 2 – Sample Training Checklists…………………...…...…..…….14

Appendix 3 – Sample Trainee Assessment Debrief Form….…………….16

Appendix 4 – Competency Areas : Sample Grading Criteria...………….20

Appendix 5 – Sample Performance Appraisal………………….....……….24

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1. Introduction
This part of the Guidance Manual for Aeronautical Information Services (AIS)
in the Asia/Pacific Region has been developed to provide States with
guidance material for the selection and training of AIS personnel.

The guidance material is not intended to be prescriptive and may be used as

a guide when States are developing their own individual selection and training
material.

2. Selection Principles
Recruitment and selection of staff for the AIS should be made based on merit
and relative efficiency, the requirements of the position, in fair and open
competition to ensure that the best qualified applicant gets the job.

In assessing the relative efficiency of candidates consideration should be

given to the abilities, qualifications, experience, standard of work performance
and personal qualities of each applicant, to the extent that those matters are
relevant to the efficient performance or potential to efficiently perform the
duties.

3. The First Step

A number of documents must be in place before the Selection Process can
commence to clearly identify the work to be done. Normally these would
consist of:
a) Position Description;
b) Duty Statement; and
c) Selection Criteria against which applicants will be assessed.

The Position Description and the Duty Statement set the scene about what
the position is required to do, what the reporting arrangements are, and how
the position fits in with the other work areas.

The Selection Criteria is the part that sets out how the applicants will be
measured for the job of work to be done.

4. The Selection Process

A Selection Committee will usually be established with a minimum of two
people to determine the most suitable applicant.

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When necessary, a shortlist of applicants most suitable for further

consideration may be made by the committee based on claims against the
selection criteria and/or on referee comment.

When there is only one applicant for the position the applicant may be
recommended for direct promotion or employment without the establishment
of a Selection Committee.

The Selection Committee should decide the procedures to be followed and

the sources of information to be used in assessing applicants against the
selection criteria. Sources of information may include:
a) application;
b) interview;
c) referee reports;
d) work samples; and/or
e) performance tests.

The Selection Committee is responsible to ensure that the field of applicants

is of sufficient calibre for assessment to proceed. The procedures that the
Selection Committee follows will enable a thorough investigation of the claims
and merits of the applicants to be assessed against the selection criteria.

The selection report will provide an accurate account of the Committee's

assessment of applicants and enough information for the decision-maker to
make a decision. The report will be used as the basis for counselling
unsuccessful employees and for review requests arising from the selection
decision.

An appropriate delegate will usually formally approve the Selection

Committee’s recommendation.
18
All unsuccessful applicants interviewed for the job should be notified in writing
of the outcome and should be given the opportunity to obtain verbal feedback
on their performance if they so desire. Applicants not listed for interview
should be advised accordingly.

5. Training and Training Courses

Following a selection process, AIS training is separated into a number of
distinct stages.

Stage 1 deals with “core skills” and the focus is on the new entrant becoming
familiar with the purpose, role and responsibilities of AIS.

Stages 2 and 4 are assessments that follow the Core Training and On-the-
Job Training (OJT).
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Stage 3 covers topics related to OJT.

Stage 5 covers more advanced training and is applicable to staff who have
been working in the AIS for more than a few months.

The training process is depicted in the following table.

Stage Description
New Entrant Selection
1. Core Training
2. Training Assessment
3. Area Assignment - Task Specific OJT
4. Performance Assessment
5. Career Development

A flow chart showing the various stages in the Selection and Training Process
is shown in Appendix 1.

Base entry-level positions in some AIS may be as cartographic and/or Air

Traffic Services Operations Officers, who may be responsible for matters
such as NOTAM, documents, static aeronautical data and information, or
operational aspects of aeronautical charts. It is unlikely that an applicant will
present with a complete range of these technical skills. The normal process
is therefore to advertise for, and select an applicant with the skill set most
needed at the time.

Stage 1 - Core Training

New entrants will be placed in an appropriate work area, and assigned to an

experienced staff member who will supervise and guide the new entrant
through the more formal generic training.

This initial training requires the student to research basic reference

documents and then undergo an assessment to confirm that the required
levels of knowledge have been acquired.

The assessment is designed to ensure that the student has strong

understanding of the role, functions, products and structure of AIS.

A demonstrated level of competency in an assessment of “AIS Core

Knowledge” will enable the new entrant to commence working with non-
continuous supervision.

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Each AIS should specify a time period within which the Core Training will be
completed as part of the overall training plan.

AIS Core Knowledge

A list of AIS Core Knowledge and the associated reference documents is

shown in the following table.

Topic Reference Document

Legislation and legal charter National legislation, DOC 8126, Annex
15
Responsibilities, status, functions, DOC 8126, DOC 7192, Annex 15, AIP
scope, and purpose of an AIS
Quality systems Annex 15, Annex 11, ISO 9000 series
Origin of aeronautical information DOC 8126, AIP
and collection of information
AIS organisation Internal Organisation Chart,
DOC 8126, AIP
AIS relationships with internal and AIS Quality Manual, AIS Business Plan
external stakeholders, clients and
author areas
AIRAC DOC 8126, Annex 15,
AIP
AIP/AIP SUP/AIC DOC 8126, Annex 15,
AIP
NOTAM DOC 8126, Annex 15,
AIP
Codes DOC 8126, 7910, 8585, 8400, 7383,
8643, Annex 15,AIP.
WAC and aeronautical charts DOC 8697,Annex 15, Annex 4,
AIP
The integrated AIP DOC 8126, AIP
Integrated Automated AIS DOC 8126
Systems
Windows NT (or other operating Users Manual
system) - file management and
file transfer
Word processing Users Manual
Database Users Manual
Spreadsheet Users Manual

Stage 3 - Task Specific Training

On-the-job training supports new entrant training Stage 2 and any training
provided to staff moving to a new work group.

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A more experienced officer from within the work group provides on-the-job
training. This training is informal and seeks to assist the new member to
adjust and become familiar with standard operating procedures, work
processes, job norms and data structures as they relate to a particular job
function within AIS.

An exception to this practice is for those staff members who, in the course of
their duties, will issue NOTAM. When required, new entrants may undertake
NOTAM office specific training at an International or other NOTAM office.

The topics listed below represent some of the subject matter that will be
covered in on-the-job training. Not all topics need to be covered for each new
entrant.

On-the Job Training (OJT) Topics

¾ ICAO documents
¾ AIS Products
¾ Change Management
¾ Standard Operating Procedures
¾ Quality Processes
¾ Checking procedures
¾ Branch Policies & Procedures
¾ Network configuration of DTP
¾ File Management within DTP
¾ File Management within CAD
¾ Record Keeping
¾ AIP Data Structures
¾ Relationships with external agencies
¾ Responsibilities and limitations
¾ NOTAM Management and Policies
¾ Codes Management and Policies
¾ Publication and production
¾ Distribution

Assessment of this phase of training is continuous and forms part of the

performance appraisal process.

Stage 2 - Training Assessment

Training and Competency

Training

The competencies required for each position are detailed in the relevant
Position Descriptions held for each of the functional areas of the AIS. From
these competencies, and initial and regular assessments of performance,
training requirements for individual staff are identified.

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a) Newly Appointed Staff

The training requirements for newly appointed staff are identified in

consultation with the staff member and implemented as a Training Plan. The
Training Plan will identify all relevant items for which training is required, a
time-frame for the completion of each item (either due date or period) and
when appropriate, any required achievement level.

As training items are completed, completion is recorded on the Training Plan.

A copy of a sample checklist is shown at Appendix 2. A sample form for
trainee assessment debriefing is also at Appendix 3.

b) Current Staff

Training programs should be developed by the Manager, AIS for on-going

training to keep staff current with practices applicable to the position and to
ensure all incumbents are trained to meet the requirements shown in the
Position Description and Duty Statement.

This may be carried out as part of the annual Performance Assessment with
any identified training requirements recorded in the Personal Development
Plan. Details of the completion of training for all staff; both newly appointed
and current, should be made in the staff members file.

Competency

a) Newly Appointed Staff

New appointees to any position are required to demonstrate experience and

competency appropriate to the position being filled. Initially, this will be
determined through the recruiting process.

The performance of newly appointed staff members should be reviewed

within 3 months of appointment. This requirement will normally be met by
reviewing the results of day-to-day work and the completion of Training Plan
items and mentor reports.

If at the completion of all Training Plan items, or the completion of the first 3
months of employment (whichever is the latter), the staff member has
demonstrated an appropriate level of competency, they will be considered to
be current staff. From that time, they will be required to meet the competency
requirements for current staff. A sample Grading Criteria for competency is at
Appendix 4.

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b) Current Staff

To remain competent, staff members should carry out their specified

responsibilities at least once every three months or other suitable interval,
depending on the nature of the work being performed. Because of the on-
going and regular nature of their work, staff will normally satisfy this
requirement through their day-to-day work.

Where a current staff member is absent for a period exceeding 3 months,

their performance should be reviewed during the month of recommencement
of work, or until such time as they have demonstrated an appropriate level of
competency. The performance attributes to be reviewed will depend upon the
position held, the length of their absence and the nature of work currently in
progress. These should be determined by mutual agreement with the staff
member concerned. A sample Grading Criteria for competency is at
Appendix 4.

Competency Records

Details of competency reviews should be held on individual staff member’s

files.

Stage 4 - Performance Assessment

Regular Performance Assessment should be completed for all staff.

Performance reviews should include:
a) The establishment of performance objectives for the next period
(year);
b) A review of the staff members performance against objectives for
the review period; and
c) Identification and agreement of any training required.

Details of Performance Agreements and Performance Appraisals should be

held on individual staff member’s files.

A sample Performance Appraisal form is shown at Appendix 5.

Stage 5 - Career Development

There is no specific course designed for this segment of AIS training.

Computer hardware and software applications training is provided as needs

are identified.

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This policy is followed throughout the career of an AIS staff member, in terms
of providing refresher and advanced applications training. Such courses are
not limited to computer applications. By necessity, they include training in
both general and quality management techniques and philosophies.

These courses may sourced from firms’ external to the parent organisation on
an as required basis. Staff should be encouraged and supported in their
endeavours to obtain skill enhancements in their own time. This may include
acquisition of tertiary or technical skills.

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Appendix 1 - Sample Selection and Training Process

Selection

Core Training

Probationary
Assessment Period

Fail Pass

Area Assignment

Assessment

Fail Pass

Workstream

On Going Assessment

Unsatisfactory Satisfactory

Career Training

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Appendix 2 - Sample Training Checklists

Computer Operation Checklist

Topics Competent Date On the Individual

(Yes) Job Undertaking
Training Training’s
Instructor Initials
Initials
Log On/Password
Read Message
Print Message
Refile Message
Create Message
Answer sender/all

Fault Reporting Checklist

Topics Competent Date On the Individual

(Yes) Job Undertaking
Training Training’s
Instructor Initials
Initials
Fault Reporting – Team Leader on duty
Fault Reporting - Outside Team Leader
hours

Local Arrangements Checklist

Topics Competent Date On the Individual

(Yes) Job Undertaking
Training Training’s
Instructor Initials
Initials
Temporary Local Instructions(TLI) record
Workstation Information Book
Database Change Procedures
Personal Recency Record
Military Flight Information Service
Airspace and Location Geography
Military Prohibited, Restricted and Danger
Airspace Groups
Location for International Issue of NOTAM

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Disaster, Contingency and Evacuation Checklist

Topics Competent Date On the Individual

(Yes) Job Undertaking
Training Training’s
Instructor Initials
Initials
Warning Message
Evacuation Message
Evacuation Actions
Assembly area
Disaster Recovery Plans Plan
Documentation & Checklists
Disaster Recovery Plans Actions

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Appendix 3 - Sample Trainee Assessment Debrief Form

Week:

Trainee: Instructor/Training Officer: Position: Date:

Pre-flight Briefing and Flight Plan Acceptance 1 2 3 4 5

Understanding of briefing material Understanding of Flight planning requirements
(Domestic/International)
Clear understanding of pilots requirements Aware of technical elaboration responsibilities
Correctly handles data errors and omissions Application of standard briefings

Flight Plan Processing and Message Handling 1 2 3 4 5

Correct endorsement of processed messages
Correct message addressing
Standard flight plans
Uses correct procedures
Timely and accurate message distribution
Efficient use of PDAIs
Military addressing
ZP procedures

Phraseologies and Communications 1 2 3 4 5

Uses standard phraseologies Clear concise delivery

Adjusts briefing style to suit recipient Confident delivery, adlibs as required

Equipment Handling 1 2 3 4 5

Briefing system Phone/PABX Fax

Fault reporting Frequency management

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Airspace/Geographical Knowledge 1 2 3 4 5

Classes of airspace Prohibited, Restricted and Danger areas

Areas of responsibility Locations

Documents and Local Procedures 1 2 3 4 5

Knowledge of briefing documents Local instructions

Maps and Charts Disaster recovery

Coordination 1 2 3 4 5

Coordination Handover/takeover Other agencies

Off normal situations Keeps Supervisor informed

Workload Management 1 2 3 4 5
Prioritises tasks Speed and accuracy Keep Supervisor informed

Teamwork
Co-operation & teamwork

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Customer Service
Public relations Politeness Enthusiasm

Trainee Comments

Training Officer Comments

Areas identified as requiring more work

Action plan for remedial training

Trainee's Signature & Date Training Officer's Signature & Date

This signifies agreement with the remedial program by both parties

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Training Evaluation Feedback Form

Instructions for using this form:

• This form is to be filled out:

– at the end of each week of training

For Weekly Assessments:

• A grading of 3 – 5 shall be considered as satisfactory.
• A grading of 1 or 2 shall be considered as unsatisfactory and a remedial action plan shall
be implemented.
•
For Milestone Assessments:
• A grading of 3 – 5 shall be considered a pass

• During a Rating assessment, a non-pass grading (i.e.: 1 or 2) shall indicate that a formal
remedial plan may be required (subject to managerial approval). After the remedial action
and following a second assessment, failure may result in recommendation for termination.

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Appendix 4 - Competency Areas : Sample Grading Criteria

Introduction

This covers the Competency Areas, and offers suggested guidelines for grading performance
when using the “Assessment Debrief Form”.

Competency Areas have been divided into separate areas as shown below.

¾ Pre-flight Briefing and Flight Plan Acceptance

¾ Flight Plan Processing and Message Handling
¾ Phraseologies and Communications
¾ Equipment Handling
¾ Airspace/Geographical Knowledge
¾ Documents and Local Procedures
¾ Coordination
¾ Workload Management

Competency Areas : Sample Grading Criteria

Competency Area Grading Criteria

Pre-flight Briefing and Flight Plan The officer must demonstrate a thorough
Acceptance understanding of all-briefing material and
flight planning requirements. The officer
must obtain a clear understanding of the
pilot’s requirements, correctly handle
data errors and omissions and
demonstrate awareness of technical
elaboration responsibilities.
1 Lack of basic knowledge and
Grading
understanding of pre-flight briefing
and flight plan acceptance
responsibilities results in
unsatisfactory performance.
3 Demonstrated sufficient
knowledge and understanding of
pre-flight briefing and flight plan
acceptance.
5 Demonstrated a complete knowledge
and understanding of all aspects of
pre-flight briefing and flight plan
acceptance.

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Competency Area Grading Criteria

Flight Plan Processing and Message The officer must process all flight plans
Handling and messages quickly and without error,
using correct procedures, message
addressing and endorsement of
processed messages. The officer must
demonstrate correct use of PDAIs,
military addressing and ZP procedures.
1 Fails to correctly process flight
Grading
plans and messages without
assistance and guidance.
3 Demonstrates satisfactory ability
to process flight plans and
messages.
5 Flight plans and messages processed
quickly and correctly at all times using
correct procedures, addressing and
endorsements.

Competency Area Grading Criteria

Phraseology & Communication The officer must use standard phrases as
applicable and be able to efficiently use
non-standard phrases in unusual
situations with no ambiguity. The officer
must be able to use clear and correct
speech without long pauses,
inappropriate inflections or emphasis, or
clipped transmissions.
1 Poor or incorrect use of standard
Grading
phraseology, resulting in indistinct
and hesitant delivery. Unable to
adlib without being ambiguous.
3 Standard phraseology used
effectively. A basic ability was
demonstrated with non-standard
phraseology. Delivery was usually
clear and concise.
5 Use of standard phraseology was
automatic and non-standard
phraseology was effectively used,
resulting in clear, unambiguous
delivery at all times.

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Competency Area Grading Criteria

Equipment Handling The officer must be able to competently
manipulate the equipment applicable to
the operating position. The officer must
be able to use backup systems in the
event of equipment failure and carry out
correct fault reporting procedures.
1 Unable to use essential equipment
Grading
effectively.
3 Demonstrated ability to use
essential equipment effectively.
5 Sound understanding and
demonstrated optimum use of all
equipment at all times.

Competency Area Grading Criteria

Airspace and Geographical The officer must be able to demonstrate
Knowledge a complete knowledge of the various
classes of airspace, prohibited, restricted
and danger areas, and areas of
responsibility. The officer must be able
to demonstrate a geographical
knowledge applicable to the operating
position.
1 Lack of knowledge does not allow
Grading
effective performance of functions.
3 Sufficient knowledge to perform
job functions satisfactorily.
5 Demonstrates a thorough knowledge
of all aspects of airspace layout and
requirements and geographical
knowledge.

Competency Area Grading Criteria

Documents and Local Procedures The officer must demonstrate a thorough
knowledge of and compliance with all
briefing documents, maps and charts,
and local instructions and procedures.
1 Inadequate knowledge of or fails
Grading
to comply with requirements of
documents and local procedures.
3 Adequate knowledge and
sufficient compliance with

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Competency Area Grading Criteria

requirements of documents and
local procedures.
5 Demonstrated a thorough knowledge
of and full compliance with
requirements of all briefing
documents and local procedures

Competency Area Grading Criteria

Coordination The officer must perform applicable
coordination functions correctly in a
timely manner. The officer must be able
to communicate effectively with other
units and agencies.
1 Coordination not completed in
Grading
appropriate time, resulting in poor
communications with other units
and agencies.
3 Correct coordination completed in
sufficient time.
5 Demonstrated complete, effective
and timely coordination at all times
with other units and agencies.

Competency Area Grading Criteria

Workload Management The officer must demonstrate the
application of a logical work plan, based
on current workload, so that tasks are
prioritised and completed with sufficient
speed and accuracy.
1 Unable to prioritise tasks
Grading
effectively to cope with normal
workload. Makes frequent errors.
Work rate was too slow and little
ability to adjust to increasing work
rate was evident.
3 Ability to process information
correctly with sufficient priority,
speed and accuracy to cope with
average workload demands.
5 Able to prioritise tasks, maintain
accuracy and adjust work rate to
cope with all workload demands with
ease and confidence.

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Appendix 5 - Sample Performance Appraisal Form

EMPLOYEE NAME: POSITION TITLE:

BRANCH: LOCATION:

POSITION REPORTS TO: DATE OF APPOINTMENT:

APPRAISAL PERIOD: FROM: ............................... TO:...............................

INSTRUCTIONS
Performance is to be formally assessed at least once per year with a review of performance occurring
at least halfway through the assessment period.
Performance should be evaluated against both annual objectives set by agreement between the staff
member and manager/supervisor at the beginning of the assessment period and/or the Key Result
Areas contained in the staff member’s job description.
The staff member and manager/supervisor should separately complete their own assessment of
performance, training and development requirements prior to the interview.
Once the appraisal comments are completed and the appraisal formally reviewed, a copy of the
completed form should be forwarded for filing in the staff member’s personal file.
Only two copies of the completed form are to be made. One is held by the staff member and the other
on the staff member’s personal file. Access is on a strict need-to-know basis. Forms are to be
destroyed TWO years after the date of appraisal.

PERFORMANCE RATINGS
1. Outstanding Performance objectives consistently met at outstanding level.
2. Superior Performance objectives consistently met, frequently exceeds competent
level.
3. Satisfactory Fully competent and performance objectives met to acceptable level.
4. Adequate For performance which does not always meet the required standards.
Persons promoted to the level within the last six months and who may be
regarded as novices in the role should be rated at this level.

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5. Unsatisfactory Performance regularly falls below minimum acceptable level. Performance

objectives frequently not met. Persons should be participating in discipline
counselling process.

PERFORMANCE APPRAISAL

PERFORMANCE RESULTS
These are the objectives and/or key result areas which are agreed at the beginning of the
assessment period. These are to be transferred from the individual performance agreement
worksheet which should be attached to this document.

OBJECTIVES/KEY RESULT AREAS COMMENTS/PERFORMANCE

1. INDICATOR RATING

2.

3.

4.

5.

6.

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PERSONAL ATTRIBUTES
These are factors which need to be considered for individual performance and/or career
development reasons - transfer development action to Page 3.

1) List those characteristics which will enhance the appraisee’s successes

2) List those characteristics which require further development or strengthening

DEVELOPMENT ASSESSMENT

NAME .................................................. LOCATION ....................................................

TRAINING AND DEVELOPMENT

PERSONAL DEVELOPMENT
What training or development activities have been
undertaken during the year? (Nominate specific programs or
activities.)

CAREER ASPIRATIONS AND PLANNING

Please identify position(s) that you would see as career
goal(s) and how soon you would see yourself reaching this
goal.

TRAINING NEEDS
What training and development do you believe is required for
you in the next 12 months?

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ORGANISATION IMPROVEMENT
1) What changes or improvements do you see or suggest in
your work area or responsibilities over the next three
years?

2) How will this affect your job and/or those of your

subordinates?

3) What action would you recommend or what steps are you

taking to facilitate these changes?

AGREED TRAINING AND DEVELOPMENT OBJECTIVES FOR (period)

As a result of discussion, detail the development objectives agreed.

TYPE TYPE/LOCATION DATE PRIORITY

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PERFORMANCE SUMMARY
Refer to detailed definitions of
OVERALL PERFORMANCE RATING: 1 2 3 4 5 Performance Ratings on page 1.

SUPERVISOR/MANAGER COMMENTS
Comments must be related to the evaluation of performance and interview discussion.

MANAGER/SUPERVISOR Name ............................. Title ..........................

Signature ....................... Date .................................

EMPLOYEE COMMENTS

EMPLOYEE Name ....................................... Title .................................

Signature .................................... Date .................................

REVIEWER COMMENTS

REVIEWER Name ....................................... Title .................................

Signature .................................... Date .................................

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OPERATING PROCEDURES

FOR

AIS DYNAMIC DATA

(OPADD Edition 3.0)

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TABLE OF CONTENTS

1 INTRODUCTION............................................................................................................ 1-1
1.1 Preface ................................................................................................................... 1-1
1.2 Context ................................................................................................................... 1-1
1.3 Purpose .................................................................................................................. 1-1
1.4 Scope...................................................................................................................... 1-2
1.5 Applicability ........................................................................................................... 1-3
1.6 Referenced Documents ........................................................................................ 1-4

2 NOTAM CREATION ...................................................................................................... 2-1

2.1 Introduction ........................................................................................................... 2-1
2.2 Basic Rules for NOTAM Creation......................................................................... 2-1
2.3 Detailed Procedures.............................................................................................. 2-3
2.3.1 NOTAM Series Allocation ................................................................................... 2-3
2.3.2 NOTAM Number ................................................................................................. 2-3
2.3.3 NOTAM Type ...................................................................................................... 2-3
2.3.4 NOTAM Qualification Item Q) – General Rules .................................................. 2-4
2.3.5 Qualifier ‘FIR’ ...................................................................................................... 2-4
2.3.6 Qualifier ‘NOTAM CODE’.................................................................................... 2-5
2.3.7 Qualifier ‘TRAFFIC’............................................................................................. 2-6
2.3.8 Qualifier ‘PURPOSE’ .......................................................................................... 2-7
2.3.9 Qualifier ‘SCOPE’ ............................................................................................... 2-8
2.3.10 Qualifiers ‘LOWER/UPPER’ ............................................................................. 2-11
2.3.11 Qualifier ‘GEOGRAPHICAL REFERENCE’ – General Rules ........................... 2-13
2.3.12 Qualifier ‘GEOGRAPHICAL REFERENCE’ – Co-ordinates ............................. 2-13
2.3.13 Qualifier ‘GEOGRAPHICAL REFERENCE’ – Radius....................................... 2-14
2.3.14 Item A) – Single Location (FIR or AD) .............................................................. 2-15
2.3.15 Item A) – Multi-Location (FIR or AD) ................................................................ 2-16
2.3.16 Item B) – Start of Activity .................................................................................. 2-17
2.3.17 Item C) – End of Validity ................................................................................... 2-18
2.3.18 Item D) – Day/Time Schedule – General Rules................................................ 2-18
2.3.19 Item D) – Day/Time Schedule – Abbreviations and Symbols Used.................. 2-21
2.3.20 Item D) – Day/Time Schedule – Special Cases................................................ 2-23
2.3.21 Item D) – Day/Time Schedule – Examples ....................................................... 2-24

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2.3.22 Item E) – NOTAM Text ..................................................................................... 2-28

2.3.23 Items F) and G) – Lower and Upper Limit ........................................................ 2-34
2.4 Creation of NOTAMR and NOTAMC................................................................... 2-35
2.4.1 General Procedures Related to NOTAMR and NOTAMC Creation.................. 2-35
2.4.2 Specific Procedures Related to NOTAMR Creation ......................................... 2-39
2.4.3 Specific Procedures Related to NOTAMC Creation ......................................... 2-39
2.5 Checklist Production .......................................................................................... 2-41
2.5.1 Checklists – General......................................................................................... 2-41
2.5.2 Checklist Qualification – Item Q) ...................................................................... 2-41
2.5.3 Checklist Format – Item E) ............................................................................... 2-42
2.5.4 Checklist Errors ................................................................................................ 2-43
2.6 Publication of Information by NOTAM, AIP Amendment or AIP Supplement 2-43
2.6.2 Publication of permanent information by NOTAM............................................. 2-43
2.6.3 Incorporation of NOTAM information in AIP Amendment ................................. 2-44
2.6.4 Incorporation of NOTAM information in AIP Supplement ................................. 2-45
2.7 Trigger NOTAM and Related Procedures.......................................................... 2-45
2.7.1 Trigger NOTAM – Definition ............................................................................. 2-45
2.7.2 Trigger NOTAM – General Rules ..................................................................... 2-45
2.7.3 Trigger NOTAM relative to AIRAC AIP AMDT .................................................. 2-47
2.7.4 Trigger NOTAM relative to AIP SUP (AIRAC and Non-AIRAC)........................ 2-47
2.7.5 Notification of changes to AIP SUP .................................................................. 2-48
2.8 NIL Notification .................................................................................................... 2-50

3 NOTAM PROCESSING ................................................................................................. 3-1

3.1 Introduction ........................................................................................................... 3-1
3.2 Objective ................................................................................................................ 3-1
3.3 Applicability ........................................................................................................... 3-2
3.4 Procedures for the processing of NOTAM.......................................................... 3-2
3.5 General Principles ................................................................................................. 3-2
3.6 Conversion of original NOTAM Class I................................................................ 3-3
3.7 Triggering of printed publications ....................................................................... 3-4
3.8 Translation of NOTAM........................................................................................... 3-5
3.9 Syntax correction .................................................................................................. 3-5
3.10 Data correction ...................................................................................................... 3-6
3.11 Editing .................................................................................................................... 3-6
3.12 Procedures for dealing with NOTAM Subject to Query ..................................... 3-7

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3.13 Procedures for the creation of NOTAM Series ‘T’ .............................................. 3-8
3.13.1 General procedures ............................................................................................ 3-8
3.13.2 Trigger NOTAM in Series ‘T’............................................................................... 3-8
3.13.3 NOTAM in Series ‘T’ ........................................................................................... 3-9
3.14 Procedures for Correction of NOTAM ............................................................... 3-10
3.15 NOTAM Verification............................................................................................. 3-10
3.16 NOTAM Identification .......................................................................................... 3-11
3.16.2 Publishing NOF Identification ........................................................................... 3-11
3.16.3 NOTAM Series Allocation ................................................................................. 3-11
3.16.4 NOTAM Number ............................................................................................... 3-12
3.16.5 NOTAM Sub-Number (Multi-part NOTAM) ....................................................... 3-12
3.17 NOTAM Type ........................................................................................................ 3-12
3.18 NOTAM Qualification (Item Q) ............................................................................ 3-12
3.18.1 General rule ...................................................................................................... 3-12
3.18.2 Qualifier ‘FIR’ .................................................................................................... 3-12
3.18.3 Qualifier ‘NOTAM CODE’.................................................................................. 3-13
3.18.4 Qualifier ‘TRAFFIC’........................................................................................... 3-14
3.18.5 Qualifier ‘PURPOSE’ ........................................................................................ 3-14
3.18.6 Qualifier ‘SCOPE’ ............................................................................................. 3-14
3.18.7 Qualifiers ‘LOWER/UPPER’ ............................................................................. 3-14
3.18.8 Qualifier ‘GEOGRAPHICAL REFERENCE’ ...................................................... 3-16
3.19 NOTAM Items ....................................................................................................... 3-16
3.19.1 Item A) – Location ‘FIR/AD’ – General ............................................................. 3-16
3.19.2 Item A) – Location ‘FIR/AD’ – Single-Location NOTAM.................................... 3-18
3.19.3 Item A) – Location ‘FIR/AD’ – Multi-Location NOTAM ...................................... 3-18
3.19.4 Item B) – Start of Activity .................................................................................. 3-19
3.19.5 Item C) – End of Validity ................................................................................... 3-19
3.19.6 Item D) – Day/Time Schedule........................................................................... 3-20
3.19.7 Item E) – NOTAM Text ..................................................................................... 3-20
3.19.8 Items F) and G) – Lower and Upper Limit ........................................................ 3-20
3.20 Procedures Related to NOTAM ‘R’ Processing ................................................ 3-21
3.21 Procedures Related to NOTAM ‘C’ Processing ................................................ 3-24
3.22 Checklist Processing .......................................................................................... 3-26
3.22.1 General Principles ............................................................................................ 3-26
3.22.2 Checklist Received as a NOTAM ..................................................................... 3-26
3.22.3 Checklist Not Received as a NOTAM ............................................................... 3-27

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3.23 Missing NOTAM ................................................................................................... 3-28

3.24 NOTAM Deletion .................................................................................................. 3-28

4 DATABASE COMPLETENESS AND COHERENCE MESSAGES............................... 4-1

4.1 General Principles ................................................................................................. 4-1
4.2 Request for the Repetition of NOTAM (RQN)...................................................... 4-2
4.2.1 Codes and Symbols used................................................................................... 4-2
4.2.2 Examples of the Request for NOTAM................................................................. 4-2
4.3 Request for the original version of NOTAM (RQO) ............................................ 4-3
4.3.1 General Specification.......................................................................................... 4-3
4.3.2 Codes and Symbols used................................................................................... 4-4
4.3.3 Example of the Request for Original NOTAM ..................................................... 4-4
4.4 Request for the Repetition of ASHTAM (RQA) ................................................... 4-4
4.4.1 Codes and Symbols used................................................................................... 4-4
4.4.2 Examples of the Request for ASHTAM............................................................... 4-5
4.5 Content of the Reply Messages (RQR)................................................................ 4-6
4.5.1 General Specification.......................................................................................... 4-6
4.5.2 Standard Expressions in Reply Messages ......................................................... 4-7
4.5.3 Examples for Status of NOTAM.......................................................................... 4-8
4.6 Request for a List of valid NOTAM (RQL) ........................................................... 4-9
4.6.1 General Specification.......................................................................................... 4-9
4.6.2 Codes and Symbols used................................................................................. 4-10
4.6.3 Examples of the request for a List of valid NOTAM .......................................... 4-10
4.7 Incorrect Requests (RQN, RQO, RQL)............................................................... 4-11
4.7.1 General Specification........................................................................................ 4-11
4.7.2 Standard Expressions....................................................................................... 4-11

5 PROCEDURES FOR SNOWTAM, ASHTAM AND SPECIAL CONDITIONS ............... 5-1

5.1 Introduction ........................................................................................................... 5-1
5.2 SNOWTAM.............................................................................................................. 5-1
5.2.1 Definition............................................................................................................. 5-1
5.2.2 Procedures for SNOWTAM creation................................................................... 5-2
5.2.3 Procedures for SNOWTAM processing .............................................................. 5-4
5.3 ASHTAM ................................................................................................................. 5-4
5.3.1 Definition............................................................................................................. 5-4
5.3.2 Procedures for ASHTAM creation ...................................................................... 5-5
5.3.3 Procedures for ASHTAM processing.................................................................. 5-6

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5.4 Bird Hazards .......................................................................................................... 5-7

5.4.1 Definition............................................................................................................. 5-7
5.4.2 Procedure ........................................................................................................... 5-7

6 OTHER PROCEDURES ................................................................................................ 6-1

6.1 Multi-Part NOTAM.................................................................................................. 6-1
6.1.1 General Principles .............................................................................................. 6-1
6.1.2 Procedures for Multi-Part NOTAM ...................................................................... 6-1
6.1.3 Examples ............................................................................................................ 6-1

7 GUIDELINES FOR THE CREATION AND PROVISION OF PRE-FLIGHT

INFORMATION BULLETINS (PIB)....................................................................................... 7-1
7.1 Introduction ........................................................................................................... 7-1
7.1.1 Understanding and Background ......................................................................... 7-1
7.1.2 The basic user requirements related to Briefing ................................................. 7-2
7.2 Data Selection Layers ........................................................................................... 7-2
7.3 Types of Bulletins - PIB ........................................................................................ 7-3
7.3.1 Area type Bulletin................................................................................................ 7-3
7.3.2 Route type Bulletin.............................................................................................. 7-4
7.3.3 Aerodrome type Bulletin ..................................................................................... 7-5
7.3.4 Administrative Bulletins....................................................................................... 7-6
7.4 Types of Messages/elements to be included in the PIB .................................... 7-6
7.5 Criteria for PIB Customisation – Query Filters ................................................... 7-7
7.5.1 Time window for PIB validity: .............................................................................. 7-7
7.5.2 NSC qualifiers applied ........................................................................................ 7-8
7.5.3 Vertical Criteria (Flight Levels)............................................................................ 7-9
7.5.4 Geographical criteria........................................................................................... 7-9
7.6 Principle structure of a PIB ................................................................................ 7-10
7.6.1 NOTAM sorting ................................................................................................. 7-10
7.7 PIB - specific presentation considerations....................................................... 7-11
7.7.1 General layout considerations .......................................................................... 7-11
7.7.2 Presentation of dates/times .............................................................................. 7-11
7.7.3 Location Indicators............................................................................................ 7-11
7.8 Delivery of PIB ..................................................................................................... 7-12
7.9 PIB - additional elements to be considered ...................................................... 7-12
7.9.1 Provision of AIP-SUP in relation to PIB ............................................................ 7-12
7.9.2 Special areas .................................................................................................... 7-12

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7.9.3 User information ............................................................................................... 7-13

7.10 Update Services .................................................................................................. 7-13
7.10.1 Notification ........................................................................................................ 7-13
7.10.2 Update PIB ....................................................................................................... 7-14
7.11 User specific Data ............................................................................................... 7-14
7.12 Possible Evolution of Briefing services ............................................................ 7-15
7.12.1 Integrated Briefing - the Concept of the ‘One Stop Shop’................................. 7-15
7.12.2 The following data elements should be integrated: .......................................... 7-16

Appendix A1 – System Parameters

Appendix A2 – Glossary

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1 INTRODUCTION

1.1 Preface

Within the Asia and Pacific Region, the AIS-AIM Implementation Task Force (AAITF), which
is a sub-group of the Asia/Pacific Air Navigation Planning and Implementation Regional
Group (APANPIRG) ATM/AIS/SAR Sub-Group, has been monitoring the international and
automation developments that relates to the NOTAM domain.

In particular, revisions to the EUROCONTROL Operation Procedures for AIS Dynamic Data
(OPADD) have been tracked and compared to operating procedures used in the Asia Pacific
region.

Principally, this work has been led by Japan and culminated in the fifth meeting of the
AIS/AIM Implementation Task Force (AAITF/5, June 2010) where the Task Force formally
agreed that EURO OPADD 3.0 excluding its Chapter 6 be adopted by APANPIRG for use as
the Asia/Pacific OPADD.

Peter Hobson
Chairman of the AAITF

1.2 Context

1.2.1 The document ‘EUROCONTROL Guidelines - Operating Procedures for AIS

Dynamic Data (OPADD)’ was developed for the benefit of the member States of
the European Civil Aviation Conference (ECAC).

1.2.2 However, whilst elaboration of the document took place in the European context
the world-wide implication of AIS has been borne in mind during its development.
The Standards and Recommended Practices (SARPs) of the Annex 15 to the
Chicago Convention on International Civil Aviation form the basis on which the
Operating Procedures were detailed. Where elaboration of the definitions of the
ICAO SARPs was found to be essential for the harmonised and coherent
application of the Operating Procedures, these were collated to form ICAO Annex
15 Amendment Proposals and submitted to the ICAO EANPG.

1.2.3 The new version of ICAO Annex 15 and ICAO Doc 8126 (Ref [1] and [2]) reflected
a number of OPADD-derived proposals. Other such proposals were however not
accepted for global applicability. Edition 2 of this OPADD document reflects in its
Chapter 2-NOTAM Creation and 3-NOTAM Processing those changes which were
agreed globally. The changes not agreed globally have either been deleted or
moved to a separate chapter at the end of the document

1.3 Purpose

1.3.1 These procedures correspond to the elaboration of the Specialist Task "Develop
AIS Operating Procedures". Their objective is "The provision of standardised

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procedures to improve the quality of AIS" and they concur with the overall
objectives:

"To promote uniformity in the collection and dissemination of aeronautical

information, in the interest of safety, quality, efficiency and economy" and,

"To improve overall efficiency of AIS, in terms of speed, accuracy and cost
effectiveness, by the increased use of automation".

1.3.2 Whilst all ECAC States consider that they act in conformity with the Annex 15
Integrated Aeronautical Information Package provision, significant differences of
interpretation of the SARPs had been identified and it was acknowledged that a
common understanding of procedures for NOTAM creation was a prerequisite for
successful automated processing.

1.3.3 Therefore, the Operating Procedures were developed to reach this common
understanding.

1.3.4 This edition of the OPADD also provides enhanced explanations to better take
account of the main deficiencies reported by users on PIB content [source:
Airspace Infringements report]. Upon NOTAM creation and PIB production,
awareness should be given to the following issues that have an impact on PIB
readability and understanding:

• Reduction of irrelevant NOTAM: Publishing NOF not allocating proper

qualifiers and rather take the default values given without taking into account
actual situation as stated in item E.

• Lack of graphical presentation: description of active danger or other areas

provided in numerical form (LAT/LONG) makes it difficult for pilots to understand
the actual dimensions and location of the areas.

• Lack of integrated aeronautical information briefing facility: no single source

(portal) for relevant information e.g. free of charge (or low cost?) on-line portal for
GA pilots.

• Abbreviations: Use of national abbreviations which is not encouraged by ICAO.

• NOTAM difficult to read and to understand: Many problems are already dealt
with in chapter 2 of OPADD but those rules are not consistently applied (e.g. text
not clear without referring to the AIP; missing essential information e.g. which
specific procedure is affected).

• Most users would appreciate a simpler NOTAM text.

1.4 Scope

1.4.1 The Operating Procedures for AIS Dynamic Data detail the procedures related to
NOTAM, in general. Examples of SNOWTAM and ASHTAM as well as specific
rules or guidance for harmonisation of these AIS Messages are also covered.

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1.4.2 The ECAC States agree to follow them for NOTAM creation, as expressed in
Chapter 2. The procedures are intended for guidance and may be implemented
immediately – see applicability under 1.5.2.

1.4.3 The procedures for NOTAM creation detailed in Chapter 2 will also serve as a
benchmark for the processing of incoming international NOTAM, in the sense that
where incoming international NOTAM are not prepared in line with these
procedures, they may be manually processed in accordance with the principles
and procedures laid down in Chapter 3-NOTAM Processing. Chapter 3 is intended
to be used as the default for harmonised NOTAM processing by a NOTAM
Processing Unit (NPU).

1.4.4 The principles and procedures related to maintaining database completeness and
coherence, along with the description of messages associated with this function,
are provided in Chapter 1. These messages, such as request and reply messages
are required to fulfil the maintenance function. These messages are based upon
the use of AFTN, whereas the use of other communication means, using
alternative formats, could be envisaged.

1.5 Applicability

1.5.1 Most changes in the guidelines are addressing procedural improvements and
clarifications. Chapter 7 has been added for guidance only, however, the outlined
propositions should be applied whenever possible to ensure harmonised provision
of briefing services.

1.5.2 It is recommended that OPADD Edition 3.0 is implemented by the States’ NOFs
and relevant Service Providers (e.g. the EAD) as soon as possible. In order to
ensure a harmonised application, the following common implementation dates
have been established:

- Integration of procedural changes in working procedures and manuals, as

required. To be implemented without delay with a recommended common
application date of September 2009.

- Items requiring system changes (see 1.5.3) in States’ systems and the EAD with
a recommended common application date of November 2010.

1.5.3 The introduction of OPADD Ed. 3.0 will not necessitate extensive system changes
as the OPADD primarily introduces procedural modifications rather than new
functions. However, following subjects may need system adaptations but those are
not considered critical to the overall application of the OPADD or NOTAM
operations, in general:

- FL Rounding: minor system impact, operator work around is possible.

- Refinement of system messages (RQA for ASHTAM): revision to the automatic

query/retrieval functions, addition of standard replies for database queries. Minor
system impact as this procedure is used occasionally and operator work around
maybe considered. If these messages are only manually processed, then it’s only
a procedural change.

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- ASHTAM (auto-) processing: minor system impact.

- PIB chapter, default value set to Purpose letter ‘M - Miscellaneous info’: update to
the default values to be applied by a briefing system; minor system impact
expected as default values should be easily changeable.

1.6 Referenced Documents

The following documents were used during the production of this edition:

No Title Edition Date

1 ICAO Twelfth 22
International Standards and Recommended Amdt°34 November
Practices 2007
Aeronautical Information Services - Annex 15
2 ICAO Sixth 28 April
Aeronautical Information Services Manual – Amdt N°1 2006
Doc 8126-AN/872
3 ICAO Seventh 2007
Abbreviations and Codes – Doc 8400
4 EUROCONTROL 5 October
Report on detailed NOTAM Processing 1996
Procedures
5 EUROCONTROL 1.0 15
Static Data Procedures December
2002
6 ICAO Latest 2008
Location Indicators – Doc 7910 edition
7 ICAO Second 2007
Manual on Volcanic Ash, Radioactive edition
Material and Toxic Chemical Clouds,
Appendix F - Doc 9691
8 ICAO Second 05
Handbook on the International Airways AMDT November
Volcano Watch (IAVW), Operational 2007
Procedures and Contact List - Doc 9766
The following website contains the latest information related to operating procedures
for AIS dynamic data:

http://www.eurocontrol.int/aim/opadd

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2 NOTAM CREATION

2.1 Introduction

2.1.1 The international standard NOTAM format is contained in Annex 15 (Ref. [1]) to
the ICAO Convention. It is the reference format for NOTAM and forms the
baseline on which this document is developed.

2.1.2 The different types of NOTAM are identified by suffix letters ‘N’ (New), ‘R’
(Replacement) and ‘C’ (Cancellation) and the resulting identifier appears after the
reference number as follows:
- NOTAMN (New NOTAM)
- NOTAMR (Replacement NOTAM)
- NOTAMC (Cancellation NOTAM)
Example: A0123/08 NOTAMN

2.1.3 Unless otherwise specifically stated in the text, the procedures described in this
chapter refer to NOTAMN (New NOTAM); most of them also apply to NOTAMR
and to NOTAMC.

2.1.4 However, there are some particulars specific to NOTAMR (Replacement

NOTAM) and NOTAMC (Cancellation NOTAM) creation. These are described in
this chapter, at paragraph 2.4.

2.1.5 This chapter contains the operating procedures to be applied for the creation of
NOTAM, and provides:

- Basic rules for NOTAM creation (paragraph 2.2 refers)

- Detailed procedures relative to each NOTAM Item (paragraph 2.3 refers)

- Procedures for NOTAMR and NOTAMC creation (paragraph 2.4 refers)

- Procedures for Checklist production (paragraph 2.5 refers)

- Procedures for the publication of Permanent information (paragraph 2.6 refers)

- Procedures for Trigger NOTAM creation (paragraph 2.7 refers)

- Procedures for NIL Notification (paragraph 2.8 refers)

2.1.6 The procedures relative to the processing of NOTAM are described in Chapter 0.

2.2 Basic Rules for NOTAM Creation

2.2.1 The ICAO NOTAM format shall be strictly adhered to and the only NOTAM types
allowed are NOTAMN, NOTAMR and NOTAMC.

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2.2.2 NOTAM intended for international distribution shall include English text for those
parts expressed in plain language.

2.2.3 Each NOTAM shall be transmitted as a single telecommunication message.

2.2.4 A NOTAM shall deal only with one subject and one condition of that subject [Note
exception for Trigger NOTAM – paragraphs 2.7.2.10 - 2.7.2.14 refers].

2.2.5 Terms such as planned alternative date or alternative dates shall not be used in a
NOTAM. Such dates shall be published as any normal date of activity [refer to
paragraph 2.4 for NOTAMR].

2.2.6 Erroneous NOTAM shall be replaced; or they may be cancelled and a new
NOTAM issued. No 'correct version' NOTAM shall be issued.

2.2.7 Renumbering of existing NOTAM (containing identical information, but with a new
number) is not allowed. Renumbering at the beginning of each year is therefore
also not permitted.

2.2.8 NOTAM are basically qualified according to the NOTAM Selection Criteria (NSC),
as published in ICAO Doc 8126 (Ref. [2]) Chapter 6 Appendix B.

2.2.9 All published times shall be in UTC.

2.2.10 If Item C) contains ‘EST’, the NOTAM requires the later issue of a NOTAMR or
NOTAMC.

2.2.11 A NOTAMR shall replace only one NOTAM. Both shall belong to the same
NOTAM series.

2.2.12 A NOTAMC shall cancel only one NOTAM. Both shall belong to the same NOTAM
series.

2.2.13 A NOTAM shall be cancelled only by a NOTAMC and never by a Checklist.

2.2.14 For NOTAMR and NOTAMC, the date/time in Item B) shall be equal to the actual
date/time of creation of that NOTAMR and NOTAMC.

2.2.15 Item C) shall contain ‘PERM’ solely for NOTAM information that will be
incorporated in the AIP. These NOTAM shall be cancelled according to the rules
described in paragraph 2.6.3 when the AIP is updated.

2.2.16 Item E) should be composed by the Publishing NOF in such a way that it will serve
for direct Pre-flight Information Bulletin entry without requiring additional
processing by the receiving unit.

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2.2.17 The following table shows the necessary data Items for each NOTAM type and for
the Checklist:

NOTAMN NOTAMR NOTAMC Checklist

Series/Nr/Type Yes Yes Yes Yes
Ref to Series/Nr No Yes Yes Yes
FIR Yes Yes Yes Yes
NOTAM Code Yes Yes Yes Yes
‘Traffic’ Yes Yes Yes Yes
‘Purpose’ Yes Yes Yes Yes
‘Scope’ Yes Yes Yes Yes
Lower/Upper Yes Yes Yes Yes
Lat/Long/Radius Yes Yes Yes Yes
Item A) Yes Yes Yes Yes
Item B) Yes Yes Yes Yes
Item C) Yes Yes No Yes
Item D) Optional Optional No No
Item E) Yes Yes Yes Yes
Items F) & G) Optional Optional No No

Yes = Entry in Item is compulsory.

No = Entry in Item is not allowed.
Optional = Entry depending on the NOTAM contents.

2.3 Detailed Procedures

2.3.1 NOTAM Series Allocation

2.3.1.1 The use of a NOTAM Series identifier is always required, even for countries
publishing only one single NOTAM Series.

2.3.1.2 Letters A to Z (1 character) are allowed, except S and T.

2.3.2 NOTAM Number

2.3.2.1 Consists of NOTAM number/year (4 digits/2 digits). For Multi-part NOTAM refer to
procedures detailed in Chapter 1.

2.3.2.2 Each series will start on January 1st of each year with number 0001.

2.3.2.3 The NOTAM are issued in ascending and continuous sequence in each and every
series.

2.3.3 NOTAM Type

2.3.3.1 Letters ‘N’ (new), ‘R’ (replace) and ‘C’ (cancel) are added as a suffix to the
designator ‘NOTAM’ to indicate the NOTAM type or function.

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Examples: A0123/08 NOTAMN;

A0124/08 NOTAMR A0123/08

A0125/08 NOTAMC A0124/08

2.3.4 NOTAM Qualification Item Q) – General Rules

2.3.4.1 The NOTAM Selection Criteria (NSC) tables form the basis for NOTAM
qualification. Guidance for their use is contained in ICAO Doc 8126 (Ref. [2])
Chapter 6 Appendix B.

2.3.4.2 NSC are used for the following:

a) the storage and retrieval of information;
b) to associate a NOTAM to particular purposes; and
c) to determine the relevance of a NOTAM for a given context (aerodrome, FIR,
area, IFR or VFR flight, …).

2.3.4.3 Publishing NOF shall normally apply the qualifiers associated with the NOTAM
Code combinations in accordance with the NSC. Deviation from the corresponding
'Traffic', 'Purpose' and 'Scope' qualifiers is only allowed in exceptional cases; e.g.
when required by National regulations or imposed by operational needs (refer to
paragraphs 2.3.6.6-2.3.6.8, 2.3.7.3, 2.3.9.4 and 2.8.3 for guidance).

2.3.4.4 All fields of the Item Q) shall be completed for each NOTAM type.

2.3.5 Qualifier ‘FIR’

2.3.5.1 This Item shall normally contain the ICAO Location Indicator of the FIR within
which the subject of the information is located geographically or, if the NOTAM is
issued by a regional non-governmental agency, the location indicator allocated by
ICAO to that agency.

Example: Q) RJJJ/QWELW/…..
A) RJAA

2.3.5.2 If more than one FIR of the same country are concerned, the ICAO nationality
letters of that country (e.g. ZX) shall be followed by ‘XX’.

Example: Q) ZXXX/QWELW/…..
A) ZGZU ZSHA ZBPE…..

2.3.5.3 If more than one FIR of different countries are concerned (supra-national), the
ICAO nationality letters of the responsible State (e.g. LI) shall be followed by ‘XX’.

Example: Q) LIXX/QWELW/…..
A) LIRR LIBB LATI…..

2.3.5.4 A location indicator allocated exclusively to an overlying UIR shall not be used.

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Example: If the information relates to Rhein UIR, the allocated indicator ‘EDUU’
is not to be used in Item Q):
Q) EDXX/.....
A) EDGG EDMM
2.3.5.5 When a subject aerodrome is situated within the overlying FIR of another State,
Item Q) shall contain the code for that overlying FIR (paragraph 2.3.14.2 refers).
Example: Q) LMMM/ …..
A) LICD
2.3.5.6 In the absence of a clear and positive alternative, the insertion of location
indicators such as LIXX in Item Q) (paragraph 2.3.5.3 refers) enables identification
of the Publishing NOF.

2.3.6 Qualifier ‘NOTAM CODE’

2.3.6.1 This Item shall contain the ICAO Doc 8126 (Ref. [2]) rationalised versions of
NOTAM Codes published in ICAO Doc 8400 (Ref. [7]).

2.3.6.2 The NOTAM Selection Criteria (NSC) set out in ICAO Doc 8126 (Ref. [2]) Chapter
6 Appendix B provide a subject-related association of NOTAM Codes with the
qualifiers ‘Traffic’, ‘Purpose’ and ‘Scope’.

2.3.6.3 If ICAO introduces new NOTAM Code subjects in Doc 8400 (Ref. [7]) (e.g. ‘GA’
and ‘GW’ for GNSS) before amending Doc 8126 (Ref. [2]), the allocation of
qualifiers ‘Traffic’, ‘Purpose’ and ‘Scope’ shall be based on operational experience
and orientated to similar subjects contained in the existing Doc 8126 NSC.

2.3.6.4 Publishing NOF shall ensure that the NOTAM Code selected from the NSC
describes the most important information to be promulgated.

Example: If required text reads: ‘parking area closed due work in progress’

Use QMKLC instead of QMKHW, i.e.:

Q) WSJC/QMKLC/IV/BO/A/.....
Instead of:
Q) WSJC/QMKHW/IV/M/A/.....
2.3.6.5 If the NSC tables do not contain an appropriate ‘Subject/Condition’ combination for
the information to be promulgated, the letters ‘XX’ shall be used. However, every
effort shall be made to use ‘Subjects’ and ‘Conditions’ that are listed in the NSC
before deciding to use ‘XX’ as detailed in the following paragraphs.

2.3.6.6 If the Subject is not listed: use 'XX' as the 2nd and 3rd letters of the NOTAM Code.
However, an overall term (such as ‘FA’ or ‘CA’) or a best fitting code shall be
preferred whenever possible instead of ‘XX’.

Example: QXXCS

When 'XX' is used as the 2nd and 3rd letter combination, free association is
possible with the qualifiers ‘Traffic’, ‘Purpose’ and ‘Scope’. These entries shall be
selected with due regard to the qualifying NOTAM text.

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2.3.6.7 If the Condition is not listed: use 'XX' as the 4th and 5th letters of NOTAM Code
with the exception of Trigger NOTAM where ‘TT’ is always used (ref. 2.7.2.8).

Example 1: QFAXX

When 'XX' is used as the 4th and 5th letter combination, free association is
possible with the qualifiers ‘Traffic’ and ‘Purpose’. The ‘Traffic’ and ‘Purpose’
entries shall be selected with due regard to the qualifying NOTAM content and, by
analogy, with the prevailing association of qualifiers to the respective subject (2nd
and 3rd letters) in the NSC.

Association with ‘Scope’ is fixed by the NOTAM subject 2nd and 3rd letter
combination taking into account the requirements mentioned in Para 2.3.9.4.

If the NOTAM contents do not justify the insertion of the prevailing qualifiers
associated with the subject in the NSC, NOTAM shall be assigned the appropriate
qualifiers taking into account the operational needs, especially for PIB
output/query.

Example 2:

If required text reads: ‘Grass cutting in progress on aerodrome’, the prevailing

qualifiers (‘Traffic’/‘Purpose’/‘Scope’) for ‘QFA’ (AD) are ‘IV/NBO/A/’.

But, depending on the activity’s expected impact on manoeuvring area operations,

Item Q) could read: ‘…./QFAXX/IV/M/A/…..’

Example 3:

If required text reads: ‘RWY18 ILS localizer coverage reduced to 25 degrees either
side of the front course along a radius 10NM from the antenna …..’, the NOTAM
Code and ‘Traffic’/‘Purpose’/‘Scope’ qualifiers in Item Q) may read: ‘QILXX/I/BO/A/
…..’

2.3.6.8 If, exceptionally, neither the Subject nor the Condition is listed: the code ‘QXXXX’
may be used.

When the NOTAM Code 'QXXXX' is used, free association of the qualifiers is
possible. The qualifiers shall reflect the content of the NOTAM.

Example:

Q) EKDK/QXXXX/IV/M/E/000/999/5533N00940E999

E) ACCORDING TO RESOLUTION 781 UNITED NATIONS HAS DECIDED TO

ESTABLISH A BAN ON MIL FLIGHTS IN …..

2.3.7 Qualifier ‘TRAFFIC’

2.3.7.1 This qualifier relates the NOTAM to a type of traffic and thus allows retrieval
according to the user requirements:

I = IFR Traffic

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V = VFR Traffic

IV = IFR and VFR Traffic

K = NOTAM is a checklist, see paragraph 2.5.

2.3.7.2 The appropriate type of traffic should be taken from the NOTAM Selection Criteria
(NSC).

2.3.7.3 However, the NSC contains certain subjects (2nd and 3rd letters) where the
NOTAM subject/text may demand a different choice of ‘Traffic’ qualifier (I, V or IV).
In these cases, the correct ‘Traffic’ entry shall be determined by the Publishing
NOF.

Example: NOTAM Code for ‘VFR REPORTING POINT ID CHANGED’ is ‘QAPCI’

The given NSC ‘Traffic’ Qualifier for ‘QAPCI’ is ‘IV’

But as the Reporting Point is for VFR use only;

Entry in Item Q) shall be: ‘Q) LFFF/QAPCI/V/BO/E/000/200....’

2.3.8 Qualifier ‘PURPOSE’

2.3.8.1 This qualifier relates a NOTAM to certain purposes (intentions) and thus allows
retrieval according to the user's requirements.

2.3.8.2 The appropriate ‘Purpose’ qualifier(s) should be taken from the NSC.

2.3.8.3 ‘PURPOSE’ entries:

N = NOTAM selected for the immediate attention of aircraft operators

Due to their importance these NOTAM require immediate attention of aircraft

operators. Aircraft Operators may request specific delivery of such NOTAM or
for their inclusion in specific Pre-flight Information Bulletins.

The NOTAM will appear in a specific Pre-flight Information Bulletin containing

only NOTAM related to subjects of extreme importance selected for immediate
attention. NOTAM qualified BO, B or M will not appear, so only NOTAM
qualified NB1 or NBO shall appear.

B = NOTAM selected for PIB entry

The NOTAM will appear in a Pre-flight Information Bulletin containing all

NOTAM relevant to a general Pre-flight Information Bulletin query. NOTAM
qualified B, BO, NB1 or NBO shall appear in the Pre-flight Information Bulletin.

O = NOTAM concerning flight operations

The NOTAM will appear in a specific Pre-flight Information Bulletin containing

only NOTAM related to subjects that concern flight operations. NOTAM
qualified B, NB1 or M will not appear, only NOTAM with BO or NBO shall
appear.

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M = Miscellaneous

The NOTAM is for a ‘miscellaneous’ purpose and will not appear in a Pre-flight
Information Bulletin, unless specifically requested.

K = The NOTAM is a checklist (see para 2.5).

2.3.8.4 ‘PURPOSE’ combinations:

The following combinations of one to three letters are permissible:

M, B, BO, NB1 and NBO,

where the order in the list reflects the grading in terms of operational significance
from the lowest to the highest.

For a NOTAM Checklist, only K shall be used.

2.3.9 Qualifier ‘SCOPE’

2.3.9.1 This qualifier relates the NOTAM subject (2nd and 3rd letters) to a specific scope.
This qualifier is used to determine under which category a NOTAM is presented in
a Pre-flight Information Bulletin, i.e. under ‘Aerodrome’, ‘Enroute’ or ‘Navigation
Warning’.

2.3.9.2 The following entries are permissible:

A = Aerodrome

Relates the NOTAM to the scope of ‘Aerodromes’. Entry of an aerodrome

(e.g. EGLL) in Item A) is compulsory.

E = Enroute

Relates the NOTAM to the scope of ‘Enroute information’. Entry of one or

more FIR in Item A) is compulsory.

W = Warning

Relates the NOTAM to the scope of ‘Navigation Warnings’. Entry of one or

more FIR in Item A) is compulsory.

AE = Aerodrome/Enroute

Relates the NOTAM to both scopes ‘A’ and ‘E’.

Scope ‘AE’ is used whenever an aerodrome-related NOTAM (e.g. certain

Navaids) affects both aerodrome and Enroute operations. For navigation
warnings refer to ‘AW’.

1
Note that, whilst change is expected, the use of ‘NB’ remains prescribed in the ICAO NSC at the time of writing
this edition.

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Item A) shall contain the location indicator of the Aerodrome (e.g. EHAM).
Example:
Q) EHAA/QNMAS/IV/BO/AE/000/999/5216N00442E025
A) EHAM B) 0804170500 C) 0804170700
E) VOR/DME AMS 113.95 MHZ/CH 96Y U/S
In this example, Item Q) shall contain geographical co-ordinates and a radius
centred on the Navaid.

When such a Navaid is serving two or more aerodromes, only one NOTAM
shall be published with scope 'AE'. NOTAM for other aerodromes concerned
shall be published with scope 'A' only to prevent a duplication in the Enroute
part of the PIB. All scope 'A' NOTAM, shall contain ARP as geographical
reference.

In the rare case that a Navaid coverage affects more than one FIR, all affected
aerodromes are issued with scope 'A' and with ARP as geographical
reference. A separate NOTAM is issued with scope 'E' only, Item A to contain
all affected FIR.

AW = Aerodrome/Warning

Relates the NOTAM to both scopes ‘A’ and ‘W’.

Although scope ‘AW’ is not explicitly listed in the ICAO NSC tables, it shall be
used whenever a single NOTAM is used for both aerodrome and Enroute
traffic affected by a Navigation Warning taking place on or in the near vicinity
of an aerodrome.

Item A) shall contain the aerodrome location indicator, and Item Q) shall
contain the geographical co-ordinates of the location where the activity takes
place, followed by the radius.
Example:
Q) LOVV/QWPLW/IV/M/AW/000/160/4720N01113E010
A) LOWI B) 0810201400 C) 0810202200
E) MIL PJE WILL TAKE PLACE WITHIN 10NM RADIUS CENTERED AT
471940N 0111300E (SEEFELD).
F) GND G) FL160)
Note that co-ordinates for LOWI AD are 471539N0112040E, but the actual co-
ordinates of the site where the activity takes place are entered in Item Q).

In the rare case that a Navigation Warning affects two or more aerodromes,
only one NOTAM shall be published with scope 'AW' in order to prevent
duplicated information in the Navigation Warnings section of the Enroute part
of the PIB. NOTAM for other aerodromes concerned shall be published with
scope 'A' only, ARP as geographical reference and NOTAM Code QFALT
(aerodrome limited) and without Item F) and G). If required, the vertical limits
are inserted in Item E).

When the area concerned affects one or several AD and more than one FIR,
one NOTAM is issued with scope 'W', item A to contain all affected FIR. For
every affected AD, a separate NOTAM with scope 'A' only is issued in order to
provide correct information in all PIB sections for all concerned FIR and AD
and to avoid duplications. All scope 'A' NOTAM to contain ARP as

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geographical reference and NOTAM Code QFALT (aerodrome limited) without

Item F) and G). If required, the vertical limits are inserted in Item E).

K = Checklist

Relates the NOTAM to a checklist, which will not appear in a Pre-flight

Information Bulletin. Entry in Item A) of the FIR(s) valid for the Publishing NOF
is compulsory (ref para 2.5).

2.3.9.3 The appropriate entries should be taken from the NOTAM Selection Criteria.

2.3.9.4 However, the NSC contains certain subjects (2nd and 3rd letters) where the
‘Scope’ (A, E, W, AE or AW) depends on the NOTAM text. In these cases, the
correct ‘Scope’ entry shall be determined by the publishing NOF according to
NOTAM text.

Examples: ‘QOB . .’ = Obstacle = ‘AE’ in NSC but could also be ‘A’ or ‘E’ only;

‘QWA . .’ = Air Display = ‘W’ in NSC but could also be ‘AW’;

‘QNV . .’ = VOR = ‘AE’ in NSC but could also be ‘E’.

‘QOA . .’ = AIS = ‘A’ in NSC but could also be ‘AE’ (e.g. if AIS is also
responsible for other aerodromes in the FIR) or ‘E’ if the NOTAM refers
to national NOF or information provision.

‘QST . .’ = TWR = ‘A’ in NSC but could also be ‘AE’ (e.g. if TWR also
serves Enroute traffic).

2.3.9.5 If the letters ‘XX’ are used as 2nd and 3rd letters of the NOTAM Code, the
appropriate Scope must be derived from the text of the NOTAM. If the letters ‘XX’
are inserted as 4th and 5th letters of the NOTAM Code, the appropriate ‘Scope’
must be derived from the NOTAM-subject (2nd and 3rd letters of the NOTAM
Code) according to the NSC.

2.3.9.6 Recapitulation of ‘Scope’ qualification possibilities and respective Item A)

contents:

Qualifier ‘SCOPE’ Item A) contents

A Aerodrome
AE Aerodrome
E FIR(s)
W FIR(s)
AW Aerodrome
K FIR(s)

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2.3.10 Qualifiers ‘LOWER/UPPER’

2.3.10.1 These qualifiers relate a NOTAM to a vertical section of airspace by reference to

specific lower/upper limits. This allows lower/upper limits to be specified in
requests for pre-flight information and, by doing so, any NOTAM not relating to all
or part of the requested vertical section may be excluded from the retrieved Pre-
flight Information Bulletin obtained.

2.3.10.2 The limits specified in these qualifiers are given as ‘flight levels’ only.

Example: ‘Q) …/090/330/…’ = from ‘Lower’ FL 090 up to ‘Upper’ FL 330

2.3.10.3 The ‘Lower’ limit shall be inferior or equal to the ‘Upper’ limit.

2.3.10.4 Whenever an airspace is affected (relevant scope: AE, E, AW and W) Lower and
Upper limits shall be designated by the corresponding vertical values.

2.3.10.5 In the case of Navigation Warnings and Airspace Reservations, the values
specified in 'Lower' and 'Upper' shall correspond to the values specified in Items F)
and G) (paragraph 2.3.23 refers). The values entered in the qualifier 'Lower' shall
be rounded down to the nearest 100 ft increment and the values entered in the
qualifier 'Upper' shall be rounded up to the nearest 100 ft increment.
Examples:
Lower/Upper 1400ft/1900ft 1400/1900 = 014/019
Lower/Upper 1350ft/2000ft 1300/2000 = 013/020
Lower/Upper 1850ft/2020ft 1800/2100 = 018/021
2.3.10.6 The addition of ‘buffers’ to these qualifiers, either manually or within system
software, which increases the airspace to be considered for PIB purposes, shall be
avoided.

2.3.10.7 When the values in F) and G) are expressed as ‘flight levels’ (FL), then the same
FL values will be entered respectively as the ‘Lower/Upper’ values in Item Q).

2.3.10.8 When the values in F) and G) are expressed as an ‘altitude’ (AMSL), then the
corresponding FL values (based on the standard atmosphere) will be entered as
the ‘Lower/Upper’ values in Item Q).

Example: F) 2000FT AMSL G) 7500FT AMSL

=> ‘Lower/Upper’ = ‘020/075’

2.3.10.9 When the values in F) and G) are expressed as a ‘height’ (AGL), and when the
corresponding altitude can be calculated based on the terrain elevation of the
affected area, then the corresponding FL values (based on the standard
atmosphere and AMSL values) will be entered as the ‘Lower/Upper’ values in Item
Q).

Example: F) 2000FT AGL G) 7500FT AGL

Lowest terrain elevation = 500FT AMSL
Upper terrain elevation = 1000FT AMSL
=> ‘Lower/Upper’ = ‘025/085’.

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2.3.10.10 When the values in F) and G) are expressed as a ‘height’ (AGL), and no
corresponding flight levels can be defined (i.e. the terrain elevation of the affected
area is unknown to the Publishing NOF despite all possible action having been
taken to obtain the data), then, the highest terrain elevation of the State, or the
FIR, or the region concerned, shall be added to the value in Item G) for calculating
the qualifier ‘Upper’ in Item Q) and the default value ‘000' shall be entered in the
qualifier ‘Lower’ in Item Q).

Example: F) 2000FT AGL G) 7500FT AGL

Highest terrain elevation = 9000FT
= ‘Lower/Upper’: 000/165.

2.3.10.11 In the case of Airspace Organisation (NOTAM related to structure of ATS Routes,
TMA, CTR, ATZ, etc.), the specified ‘Lower/Upper’ values shall correspond to the
vertical limits of the airspace concerned. The use of default values 000/999 shall
be avoided whenever possible.

Example:
Q)LFFF/QATCA/IV/NBO/AE/000/055/4929N00212E027
A) LFOB B)0802010630 C) 0803262130
E) BEAUVAIS CTR, TMA 1, TMA 2 AND TMA 3 ACTIVATED 0630-2130
WHEN CREIL S/CTR DEACTIVATED, TMA 4 ACTIVATED DURING SLOTS
DESCRIBED ABOVE.
The upper limit of the BEAUVAIS TMA is FL055 as correctly reflected in the Q-line
qualifier ‘Upper’.

If the vertical limits of an Airspace organisation are only partly affected, lower and
upper limits shall be limited to the affected part only.

Example:
Q) LFFF/QATCA/IV/NBO/AE/000/035/4929N00212E027
A) LFOB B) 0802010630 C) 0803262130
D) 0630-2130
E) BEAUVAIS CTR, TMA 1, TMA 2 AND TMA 3:
SPEED LIMITATIONS OF 250NM IN FORCE FOR ALL FLIGHTS BELOW
3500FT AMSL.
Refer to 2.3.10.12 for changes of vertical limits.
2.3.10.12 In the case of changes of vertical limits lower and upper limits shall cover the
extended or not affected part.
Example:
Q) LFFF/QATCH/IV/NBO/AE/025/070/4935N00219E015
A) LFOB B) 0805100400 C) PERM
E) BEAUVAIS TMA 3.2 VERTICAL LIMITS CHANGED: LOWER LIMIT
RAISED TO 3000FT AMSL, UPPER LIMIT RAISED TO FL70.
Note: published lower/upper limit in AIP for TMA 3.2 is 2500FT AMSL/FL065.
2.3.10.13 In the case of Enroute obstacles (e.g. TV masts) no Items F) and G) are included,
but appropriate values shall be used in Item Q), based on local elevation. Use of
default value '000/999' shall be avoided.

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If several (grouped) obstacles (in close proximity) are published with one NOTAM,
the upper limit shall reflect the highest obstacle.

Example:
C0120/08 NOTAMN
Q)LSAS/QOBCE/V/M/AE/000/030/4631N00839E005
A) LSPM B) 0802250557 C) 0806300000 EST
E) OBSTACLES ERECTED, 2.5KM 280DEG GEO ARP AMBRI-PIOTTA,
463103N0083927E, 54.0M / 177.2FT AGL.

2.3.10.14 Most aerodrome-related information, 'Scope' ‘A’, refers to ground installations for
which the insertion of an Upper Limit is not relevant. Therefore, if specific height
indications are not required, these NOTAM shall include the default values
'000/999'.

2.3.10.15 Whenever the aerodrome-related information also affects the overlying or

surrounding airspace, the Lower/Upper Limits need to be specified; and the
‘Scope’ qualifier shall read ‘AE’ or ‘AW’.

2.3.11 Qualifier ‘GEOGRAPHICAL REFERENCE’ – General Rules

2.3.11.1 This qualifier allows the geographical association of a NOTAM to a facility, service
or area that corresponds to the aerodrome or FIR(s) given in Item A), and is
composed of two elements.

2.3.11.2 The first element contains one set of co-ordinates comprising 11 characters
rounded up or down to the nearest minute; i.e. Latitude (N/S) in 5 characters;
Longitude (E/W) in 6 characters.

2.3.11.3 The second element contains a radius of influence comprising 3 figures rounded
up to the next higher whole Nautical Mile encompassing the total area of
influence; e.g. 10.2NM shall be indicated as 011.
Example: Q) EDWW/QWELW/IV/BO/W/000/310/5410N00845E011.

2.3.12 Qualifier ‘GEOGRAPHICAL REFERENCE’ – Co-ordinates

2.3.12.1 For NOTAM with ‘Scope’ ‘A’ the Aerodrome Reference Point (ARP) co-ordinates
shall be inserted.

2.3.12.2 For NOTAM with ‘Scope’ ‘AE’ or ‘AW’ the appropriate co-ordinates shall be
inserted. These co-ordinates may be different from the ARP.

E.g. a VOR situated at an aerodrome will not necessarily have the same co-
ordinates as the ARP. The same applies for a Navigation Warning that affects the
aerodrome traffic, at or in the close vicinity of an aerodrome, and whose co-
ordinates may also be different from the ARP.

2.3.12.3 For NOTAM with ‘Scope’ ‘E’ or ‘W’ referring to a given/known point (Navaid,
Reporting point, City, etc.) these co-ordinates shall be inserted.

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2.3.12.4 If a NOTAM with ‘Scope’ ‘E’ or ‘W’ refers to an area (FIR, Country, Danger Area
etc.), the co-ordinates represent the approximate centre of a circle whose radius
encompasses the whole area of influence.

2.3.12.5 For NOTAM with ‘Scope’ ‘E’ or ‘W’ containing information that cannot be allocated
a specific geographical position (e.g. VOLMET, Entry requirements,
Communication failure, SRS publications etc.) the co-ordinates represent the
approximate centre of a circle whose radius encompasses the whole area of
influence (this may be the centre of an FIR or multiple FIR, e.g. for an entire State)

2.3.13 Qualifier ‘GEOGRAPHICAL REFERENCE’ – Radius

2.3.13.1 Radius shall be used in a way that it encompasses the total area of influence of
the NOTAM. The radius entered shall be as precise as possible. Use of an
excessive radius indication (e.g. by entering the default '999' instead of the actual
radius) causes unnecessary PIB coverage and shall be avoided.

2.3.13.2 Whenever a NOTAM relates to an entire FIR or FIR group (e.g. for a State with
more than one FIR or for those FIRs encompassed by the indicator of an
organisation responsible for the provision of ANS in more than one State), then
‘999’ shall be entered as the radius.

The use of the radius value ‘999’ shall allow an automated system to retrieve such
information only against the FIR(s) indicated in Item A). Adjacent FIR(s), even
within the radius of influence, are never affected by this information.

Example:
Q) EDXX/QXXXX/IV/BO/E/000/999/5120N01030E999
A) EDWW EDGG EDMM B) 0801010000 C) PERM
E) FLIGHTS TO/FROM THE CONTRACTING STATES OF THE SCHENGEN
REGIME MAY BE CONDUCTED TO/FROM ANY AERODROME WITHIN THE
FEDERAL REPUBLIC OF GERMANY. THE OBLIGATION TO USE A
DESIGNATED CUSTOMS AERODROME IS WITHDRAWN.
2.3.13.3 For certain specific NOTAM subjects, the radius should be standardised for the
sake of uniformity and simplicity. A list of default radius per NOTAM Code is given
in the following table.

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Table of Default Radius Indicators for NOTAM Creation

NOTAM Plain Language Radius (NM)

Code

Q---- All Aerodrome-related NOTAM and Navigation Aids 005

with ‘Scope A’ only.
005 if no
The default value shall also be used for ‘Scope’
appropriate
‘AE’/‘AW’, but only if appropriate values cannot be
value can be
defined.
found
QN - - - All Navigation Aids (VOR/DME, NDB ...) 025
Except for Long Range Navigation Systems.

QOB - - OBST 005

QOL - - OBST LIGHT 005
QPH - - Holding Procedure 025
QPX - - Minimum Holding Altitude 025
QAP - - Reporting Point 005
QAX - - Intersection 005

Note: Due to the dense network of ground-based navigation aids in Europe, these
default values should be used by the Publishing NOF in order not to overload Pre-
flight Information Bulletins with superfluous information.

Note: Full coverage of Navaid might be inserted instead of 025, in case of low
density of Navaid coverage.

2.3.14 Item A) – Single Location (FIR or AD)

2.3.14.1 In the case of a single FIR, the Item A) entry must be identical to the ‘FIR’ qualifier
entered in Item Q).

2.3.14.2 When an aerodrome indicator is given in Item A), it must be an aerodrome/heliport

situated in the FIR entered in Item Q). This shall apply even when the
aerodrome/heliport is situated within an overlying FIR of another State, e.g.
NOTAM for EGJJ shall have LFRR in Item Q).

2.3.14.3 If no 4–letter ICAO location indicator for an aerodrome/heliport exists, Item A) shall
contain either the two ICAO nationality letters + XX (EDXX) or the single ICAO
nationality letter + XXX (KXXX); with the full name of the aerodrome/heliport as the
first element in Item E).

2.3.14.4 States shall take urgent steps to ensure that:

- all aerodromes which may be the subject of international NOTAM have an

ICAO location indicator;

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- the same location indicator is not used for an aerodrome and an FIR;

- all NOTAM published with XX in Item A shall be cancelled (NOTAMC) and

published as NOTAMN as soon as possible after the new location indicator
has been published and reached its effective date.

Examples: A) EBBU (ICAO location indicator for a single FIR)

A) LFPO (ICAO location indicator for an Aerodrome)

A) EDXX
E) SACHSENRING-HOHENSTEIN-ERNSTTAL
<text to be continued in new line>

2.3.15 Item A) – Multi-Location (FIR or AD)

2.3.15.1 If more than one AD is involved, separate NOTAM shall be issued.

2.3.15.2 If more than one FIR is concerned:

(a) all FIR location indicators affected by the information shall be entered in
Item A), each separated by a space;

(b) the number of FIR in Item A) is restricted to 7 by the current ICAO NOTAM
format (length of an AFTN line). If more than 7 FIR are affected, the Publishing
NOF or responsible non-governmental agency (paragraph 2.3.5 refers) may use a
unique and unambiguous ICAO location indicator that serves the purpose of
publication of NOTAM information related to more than 7 FIRs. If no such unique
ICAO location indicator exists, additional NOTAM shall be published as required.
Example: UUUU is the ICAO location indicator for the Moscow AFTN COM
Centre. This indicator is also used to represent all FIRs in the
Commonwealth of Independent States included in the AIP of the
Russian Federation. This unique location indicator can be used by
the Moscow NOF to publish information that relates to all FIR, such
as NOTAM Checklists.
In such cases both Item A) and Item Q) could read ‘UUUU’

(c) in the case of multiple FIR in Item A), the FIR qualifier of the Item Q) contains
the ICAO nationality letter(s) + XX (or XXX). For ‘supra-national’ information, i.e.
more than 1 FIR belonging to several countries, the ICAO nationality letter of the
Publishing NOF (followed by XX or XXX) must be entered as the ‘FIR’ qualifier in
Item Q).
Example 1: Multiple FIRs in one country:
Item A) LFFF LFBB LFRR
Item Q) LFXX
Example 2: Multiple FIRs in different countries:
Item A) EDGG EBBU LFFF
Item Q) EDXX (if the NOTAM is originated by the German NOF)

Example 3: Multiple FIRs in different countries issued by a non-governmental

agency:

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Item A) EGTT EHAA EKDK

Item Q) EUXX (if the NOTAM is originated by a supra-national
European Agency)
2.3.15.3 If referring to a navigation aid serving more than one AD or to a navigation warning
affecting several AD, issue separate NOTAM for each AD.

2.3.15.4 NOTAM ‘Scope’ for navigation aid or navigation warning affecting more than one
AD and ENR shall be 'AE' or ‘AW’ respectively for one AD and 'A' for the others
(Refer to para 2.3.9.2 for details).

2.3.15.5 If referring to GNSS, insert the appropriate ICAO location indicator allocated for a
GNSS element (system) or the common location indicator allocated for all
elements of GNSS (except GBAS). If the outage of a GNSS element is of
operational consequences, the operational limitations shall be published as well.
The GNSS element and its consequence may be published in one NOTAM.
Example 1:
Q) EDMM/QPILT/IV/NBO/A/000/999/4930N01105E005
A) EDDN B) 0811211551 C) 0811211556
E) GPS APPROACH AND DEPARTURE PROCEDURES LIMITED

Example 2:
Q) KNMH/QGWXX/IV/NBO/E/000/999/3910N07640W999
A) KNMH B) 0812191519 C) 0812221519EST
E) GLOBAL POSITIONING SYSTEM PSEUDO RANDOM NOISE 9 U/S

Example 3:
Q) EDWW/QPIXX/I/NBO/A/000/999/5303N00847E005
A) EDDW B) 0807130511 C) 0807141200
E) GPS LDG SYSTEM (GLS) RWY 09/27 U/S

Example 4:
Q) KXXX/QGWLT/IV/NBO/E/000/400/3339N07522W447
A) KZBW KZNY KZMA KZJX B) 0807210100 C) 0807290300
D) 0100-0300
E) GPS UNRELIABLE AND MAY BE UNAVAILABLE WITHIN A 447NM
RADIUS OF 333900N 752200W AT FL400, DECREASING IN AREA WITH
DECREASE IN ALTITUDE TO 402NM RADIUS AT FL250, 340NM RADIUS
AT 10000FT AMSL AND 301NM RADIUS AT 4000FT AGL.
F) SFC G) FL400

Note: In the case of GNSS, the location indicator KNMH is being used by USA
NOF to notify a GNSS element outage.

2.3.16 Item B) – Start of Activity

2.3.16.1 Ten-figure date-time group giving year, month, day, hour and minutes at which the
NOTAM comes in force.

Example: B) 0807011200 (1st of July 2008, 12:00 UTC)

2.3.16.2 Insertion of ‘WIE’ or ‘WEF’ is not permitted.

2.3.16.3 The start of a UTC day shall be indicated by ‘0000’ (i.e. do not use ‘0001’).

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2.3.16.4 A NOTAM is ‘valid’ from the moment it is published, whereas it only becomes ‘in
force’ at the date-time group specified in Item B).

2.3.16.5 The Item B) date/time group should be equal to or later than the actual date/time of
creation of the NOTAM.

2.3.16.6 However, for NOTAMR and NOTAMC, the Item B) time shall correspond to the
actual date/time of creation of that NOTAMR or NOTAMC. No future coming in
force is permitted (paragraph 2.4.1.5 refers).

Note: The date/time of creation may precede the date/time of transmission by a

few minutes, due to the time required for the full completion and review of the
NOTAM data.

2.3.16.7 Refer to paragraph 2.3.18.19 for NOTAM advising changes to previously published
operating or activity hours.

2.3.17 Item C) – End of Validity

2.3.17.1 For NOTAM of a known duration of validity, a ten-figure date-time group giving
year, month, day, hour and minute at which the NOTAM ceases to be in force and
becomes invalid. This date and time shall be later than that given in Item B).

Example: C) 0807022030

2.3.17.2 The end of a UTC day shall be indicated by ‘2359’ (i.e. do not use ‘2400’).

2.3.17.3 For NOTAM of uncertain duration of validity, the date-time group shall be followed
by ‘EST’ (estimate).

Example: C) 0807031230EST

2.3.17.4 Insertion of ‘UFN’ or ‘APRX DUR’ are not permitted.

2.3.17.5 For NOTAM containing information of permanent validity that will be incorporated
in the AIP, the abbreviation ‘PERM’ is used instead of a date-time group.

Example: C) PERM

2.3.17.6 Item C) shall not be included in a NOTAMC.

2.3.17.7 Refer to paragraph 2.3.18.19 for NOTAM advising changes to previously published
operating or activity hours.

2.3.18 Item D) – Day/Time Schedule – General Rules

2.3.18.1 This Item needs to be inserted only when the information contained in a NOTAM is
relevant for users only at certain periods within the overall 'in force' period, i.e.
between the dates and times given in Items B) and C). In these cases, Item D) will
detail the actual periods of activation with the exception referred to in para
2.3.18.19.

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2.3.18.2 The start of the first activity in Item D) shall always correspond to the Item B) date
and time. This period shall always appear as the first entry in Item D) – see para
2.3.21 Examples.

2.3.18.3 If the NOTAM is issued during an activity period that is defined by days of the
week and that will be repeated, then the first day given in Item D) may not equate
literally to the date in Item B).

Example: If D) = MON-FRI, the date in B) may be a WED (i.e. the first activity
period starts on the WED and ends on the FRI, and subsequent periods run from
MON to FRI).

2.3.18.4 The end of the latest activity period notified in Item D) shall always correspond to
the end of the validity of the NOTAM given in Item C). Note that this period may
not always be listed as the final entry in Item D) – see paragraph 2.3.21 Examples.

2.3.18.5 Syntaxes or rules referring to a date also apply to days of the week.

2.3.18.6 The following diagram illustrates the relationship between the time-related
expressions used in the OPADD:

Publication Date Item B) Item C)

(Start of Validity) (Start of Activity & (End of Activity
'Coming into Force') & End of Validity)

Item D)
(Schedule - Periods & Times)
First Second Third
Period Period Period

NOTAM NOTAM NOTAM

time > Active Active Active

NOTAM in Force

NOTAM Valid

2.3.18.7 Automated processing (and to a certain extent manual processing) thus allows
exclusion of a NOTAM from PIB whenever it is inactive between the dates and
times given in Items B) and C).

2.3.18.8 Item D) shall be structured according to the following rules. These provide clear
and unambiguous standard expressions allowing automated processing for Pre-
flight Information Bulletin production, while maintaining a good and clear readability
in manual environments.

2.3.18.9 A time indication shall be inserted for each period of activity. When the activity
covers a full day, H24 shall be inserted after the date(s).

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2.3.18.10 A date shall appear only once (refer to para 2.3.21 Example 16).

2.3.18.11 When the activity covers more than 24 hours, the following syntax is
recommended:
(start date) (start time)-(end date) (end time)

2.3.18.12 When the activity covers less than 24 hours on particular days, the following
syntax is recommended:
(date) (start time)-(end time)

2.3.18.13 When the activity is a succession of identical periods of less than 24 hours on
consecutive days, the following syntax is recommended:

(start date)-(end date) (start time)-(end time)

2.3.18.14 When entering a succession of activities that span midnight UTC, the following
syntaxes are recommended:

a) (start date) (start time)–2359 (end date) 0000-(end time)

b) (start date) (start time)-(end time)

Note that the end date is omitted from Item D) but that it will appear in Item C).

Example 1: a period 05 2200-0500 would mean from the 5th at 2200 until the 6th at
0500 (i.e. B) 0805052200 C) 0805060500).

Example 2: a period WED 2200-0500 would mean from WED at 2200 until THU at
0500.

2.3.18.15 When the activity spans midnight UTC on successive days, the following syntaxes
are recommended:

a) (start date first period) (start time)–2359, (start date next period(s))-(end date
next period(s) 0000-(end time) (start time)-2359, (start date last period) 0000-(end
time)

b) (start date)-(start date of last period) (start time)-(end time)

Note that the period end dates are omitted from Item D) but that the last one will
appear in Item C).

Example 1: a period 05-07 2200-0500 would mean from the 5th at 2200 until the 6th
at 0500 and from the 6th at 2200 until the 7th at 0500 and from the 7th at 2200 until
the 8th at 0500 (i.e. B) 0805052200 C) 0805080500).

Example 2: a period WED-FRI 2200-0500 would mean from WED at 2200 until
THU at 0500 and from THU at 2200 until FRI at 0500 and from FRI at 2200 until
SAT at 0500.

2.3.18.16 If all periods of activity start in the same month, it is not necessary to include the
name of the month in Item D) – see para 2.3.21 Example 6.

2.3.18.17 Item D) shall not exceed 200 characters. If it exceeds 200 characters, additional
NOTAM shall be issued.

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2.3.18.18 The maximum time period between 2 consecutive activity periods shall not exceed
7 days. If the time gap between consecutive activity periods is 8 days or more,
additional NOTAM shall be issued.

2.3.18.19 When a NOTAM is issued to notify a change to previously published operating or

activity hours, the time range indicated by Items B) and C) shall, if necessary,
combine the new and previous periods to encompass the widest time period. The
new schedule shall be presented in Item E) and not in Item D).
Example 1: Operating hours of ATC are changed from 1000-2000 to 1200-1900:
B) YYMMDD1000
C) YYMMDD2000
E) OPERATION HOURS OF ATC CHANGED TO 1200-1900

Example 2: Operating hours of ATC are changed from 1000-1800 to 1200-1900:

B) YYMMDD1000
C) YYMMDD1900
E) OPERATION HOURS OF ATC CHANGED TO 1200-1900

Example 3: Operating hours of ATC are changed from 1000-1800 to 0800-1900:

B) YYMMDD0800
C) YYMMDD1900
E) OPERATION HOURS OF ATC CHANGED TO 0800-1900

2.3.19 Item D) – Day/Time Schedule – Abbreviations and Symbols Used

2.3.19.1 Standardised abbreviations and punctuation shall be used in Item D) as described

in the following paragraphs.

2.3.19.2 Abbreviations for Dates and Times:

Year: The year shall not be inserted in Item D), as it is stated in Items B)
and C).

When the planned time schedule goes from one year into another, the
displayed data shall remain in chronological order; i.e. December of this
year shall precede January of next year.

Months: JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Dates: 01 02 03 .... 29 30 31

Days: MON TUE WED THU FRI SAT SUN

Times: Written as 4 digits (e.g.: 1030)

2.3.19.3 Abbreviations for Time Periods and associated text:

‘EXC’ for designating a full day or a series of full days when the NOTAM is
NOT active.

‘DAILY’ is optional for a ‘daily’ schedule, the expression 'nightly' shall not be
used.

‘EVERY’ for a schedule on fixed days.

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‘HJ’ for the period from Sunrise (SR) till Sunset (SS).

‘HN’ for the period from Sunset (SS) till Sunrise (SR).

‘H24’ for the whole day/dates concerned. Not to be used as a single entry.

‘SR’ and/or ‘SS’ if appropriate to indicate Sunrise or Sunset.

‘AND’ if used, shall be included in front of the last date or the last group or time
period specified in Item D).

2.3.19.4 Punctuation:

‘ , ’ (comma) for separation of the schedule elements:

- groups of dates or days to which the same time periods apply;

- groups of time periods that all apply to the preceding and

qualifying dates or days

(refer to para 2.3.19.5 for the recommended syntax and para

2.3.21.1 for clarification)

The use of the comma for enumeration is not allowed.

‘ - ’ (hyphen) means ‘TO’ or ‘FROM-TO’

‘ ’ (blank) is read as ‘AND’. If appropriate, the last date or time period shall
be preceded by the word 'AND' instead of a blank.

‘ / ’ (oblique) shall not be used in Item D).

2.3.19.5 The use of the commas in Item D) is recommended as it helps both human and
system readability. If used, a comma shall be placed, always and only, after a time
schedule and only if the latter is immediately followed by a date. The last possible
comma may be substituted by the word ‘and’.

The following syntaxes are recommended. They are followed by examples (where
dates could be presented as days of the week, two examples are given):

a) Separation of groups of dates to which the same time periods apply:

(start date) (start time)-(end date) (end time), (start date) (start time)-(end date)
(end time)

Example: D) 04 1000-06 1200, 08 1200-10 0700

(date) (date) (start time)-(end time), (date) (date) (start time)-(end time)

Example: D) 12 14 15 0900-1300, 17 18 21 0800-2000

Example: D) MON WED THU 0900-1300, TUE FRI SAT 0900-2000

(start date)-(end date) (start time)-(end time), (start date)-(end date) (start time)-
(end time)

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Example: D) 13-18 0700-1000, 21-28 0800-1000

b) Separation of groups of time periods that all apply to the preceding and qualifying
dates:

(date) (start time)-(end time) (start time)-(end time), (date) (start time)-(end time)
(start time)-(end time)

Example: D) 11 1000-1130 1230-1800, 14 0700-0800 1030-1145

Example: D) MON 0900-1300 1400-1430, TUE 0900-1000 1245-1400

(start date)-(end date) (start time)-(end time) (start time)-(end time), (date) (start
time)-(end time) (start time)-(end time)

Example: D) 23-26 1000-1130 1230-1800, 27 0730-0800 1200-1300

Example: D) MON-FRI 0800-1100 1230-1300, SAT 1000-1100 1230-

1300

(date) (date) (date) (start time)-(end time) (start time)-(end time), (date) (date)
(start time)-(end time) (start time)-(end time)

Example: D) 04 09 13 0900-1300 1400-1430, 07 10 14 16 0700-

0800 1030-1145

Example: D) MON TUE FRI 0900-1300 1400-1430, WED THU SUN 1000-
1100 1230-1300

c) Combinations regarding separation of several different types of activities:

(start date) (start time)-(end date) (end time), (date) (date) (date) (start time)-(end
time) (start time)-(end time), (start date)-(end date) (start time)-(end time)

Example: D) 06 0500-09 2000, 11 14 18 0930-1100 1600-2300, 22-

25 0300-0430

Example: D) 13 0800-14 1100, WED FRI 1000-1130 1230-1800, SAT-

SUN 1000-1100.

2.3.20 Item D) – Day/Time Schedule – Special Cases

2.3.20.1 Sunrise (SR) and Sunset (SS): If the active time of a NOTAM corresponds to
sunrise or sunset, the actual times of sunrise on the first day of validity and of
sunset on the last day of validity should be inserted in Items B) and C)
respectively.

Examples: B) 0805150446 C) 0805201633 D) HJ

B) 0805151920 C) 0805200437 D) SS-SR

2.3.20.2 Twilight Periods: The keywords for expressing the beginning and end of twilight
periods, are ‘SR MINUS**’ and ‘SS PLUS**’ (** = number of minutes up to a

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maximum of 99). Note that there shall be a blank space after ‘SR’ and ‘SS’ and
that the number of minutes shall be inserted immediately after ‘MINUS’ or ‘PLUS’.

Example:

B) 0805110413 C) 0805211701 D) SR MINUS30-SS PLUS30

2.3.20.3 Processing of SR and SS Formats: Due to the daily variation of SR and SS times,
it may not be possible to automatically interpret the special formats as actual times
for PIB output. If this is the case, the NOTAM will be displayed in the PIB for the
whole day concerned.

2.3.20.4 Legal or Public Holidays: The dates must be stated explicitly due to differences
existing between States.

2.3.20.5 Long or Complicated Schedules: These should not be given in a structured

Item D). Such schedules should be ‘split’ and separate NOTAM should be issued.

2.3.21 Item D) – Day/Time Schedule – Examples

2.3.21.1 The following examples pre-suppose a correct calendar and the application of the
rule that the start of the first activity in Item D) coincides with the Item B) date and
time, and the end of the last activity with that in Item C). Therefore, Items B) and
C) (i.e. the defined time periods) are not shown in the examples unless required for
clarification.

Example 1: Repetitive event active every day:

D) 0700-1000
or
D) DAILY 0700-1000

Example 2: Repetitive event active on a certain weekday:

B) 0803030000 C) 0803312359
D) EVERY MON H24

Example 3: Activity only on specific days within the period:

B) 0802070000 C) 0802112359
D) 07 09 AND 11 H24

Example 4: Various day-periods explained by FROM-TO:

D) 07-11 AND 16-18 H24

Example 5: Combination of day-periods and time-periods:

D) FEB 08-28 2000-2200 AND MAR 01-05 1800-2200

D) FEB 08-28 DAILY 2000-2200 AND MAR 01-05

DAILY 1800-2200

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D) WED SAT 1000-1400 AND SUN-TUE 1500-1800

D) FEB 08 10 12 1000-1600 1800-2000, 13-28 1200-

1900, MAR 01-05 1000-1300 AND 1500-1700

Example 6: Combination of whole day-periods (H24) with part day-periods:

Activity H24 on WED and FRI, and from 0600 to 1700 on SUN:

B) 0802100600 C) 0802292359

D) SUN 0600-1700, WED AND FRI H24

or
D) 13 20 0600-1700, 16 18 23 AND 25 H24

Example 7: Day-period and time-period with specific exceptions:

B) 0802020700 C) 0803161800

D) SAT-SUN 0700-1800 EXC FEB 17 AND MAR 09

or, for where alternative times apply on the excepted date:
1st NOTAM

B) 0802010300 C) 0802281200
D) MON-FRI 0300-1200 EXC FEB 15
2nd NOTAM
B) 0802151400 C) 0802151600

Exceptions with periods spanning midnight:

B) 0802041800 C) 0803150700
D) MON 1800-2359, TUE-FRI 0000-0700 1800-2359,
SAT 0000-0700

or

D) MON-FRI 1800-0700

Instead of:
D) 1800-0700 EXC SAT SUN

Example 8: Activity from WED 1900 to FRI 0600, during 2 consecutive weeks.

B) 0806041900 C) 0806130600
D) WED 1900-FRI 0600
or
D) 04 1900-06 0600 AND 11 1900-13 0600

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Example 9: The activity takes place every day between 2300 and 0500. The
periods start on April 30 at 2300 and ends on May 05 at 0500:

B) 0804302300 C) 0805050500
D) APR 30 2300-2359, MAY 01-04 0000-0500 2300-
2359, 05 0000-0500

or
D) DAILY 2300-0500

or

D) 2300-0500

Instead of:
D) APR 30-MAY 04 2300-0500

Example 10: First period of activity starts on May 06 at 2300 and ends on May
07 at 0500 and a series of subsequent 2300-0500 periods start on
May 10 at 2300 and ends on May 15 at 0500:

B) 0805062300 C) 0805150500
D) 06 2300-2359, 07 0000-0500, 10 2300-2359,
11-14 0000-0500 2300-2359, 15 0000-0500

or

D) 06 AND 10-14 2300-0500

A series of 2300-0500 periods starts on May 06 at 2300 and ends

on May 10 at 0500 and the final period starts on May 10 at 2200
and ends on May 11 at 0600:

B) 0805062300 C) 0805110600
D) 06 2300-2359, 07-09 0000-0500 2300-2359,
10 0000-0500 2200-2359, 11 0000-0600

or

D) 06-09 2300-0500 AND 10 2200-0600

Example 11: If the more descriptive schedule is used, the periods of activity
may have to be split into several NOTAM:

B) 0805062300 C) 0805101300
D) 06-09 2300-1300
or

D) 06 2300-2359, 07-09 0000-1300 2300-2359 AND 10

0000-1300
and

B) 0809112110 C) 0810310740
D) SEP 11 17-19 22 24 25 OCT 01 02 08-10 15 16 22
23 29 AND 30 2110-0740

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or
NOTAM 1:
D) SEP 11 2110-2359, 12 0000-0740, 17 2110-2359,
18-19 0000-0740 2110-2359, 20 0000-0740, 22 2110-
2359, 23 0000-0740, 24 2110-2359

NOTAM 2:
SEP 25 0000-0740 2110-2359, 26 0000-0740, OCT 01
2110-2359, 02 0000-0740 2110-2359, 08 2110-2359,
09-10 0000-0740 2110-2359, 11 0000-0740

NOTAM 3:
15 2110-2359, 16 0000-0740 2110-2359, 17 0000-
0740, 22 2110-2359, 23 0000-0740 2110-2359, 24
0000-0740, 29-30 0000-0740 2110-2359, 31 0000-
0740

Instead of:
D) SEP 11 17-19 22 24 25 OCT 01 02 08-10 15 16 22 23
29 30 2110-2359, SEP 12 18-20 23 25 26 OCT 02 03 09-11
16 17 23 24 30 AND 31 0000-0740
Example 12: Description of a schedule omitting the unnecessary abbreviation
for the month:

B) 0805051300 C) 0805271930
D) 05 07 09 1300-1600, 11-23 1330-1500 AND 24-27
1630-1930

Instead of:
D) MAY 05 07 09 1300-1600, MAY 11-23 1330-1500 AND MAY
24-27 1630-1930

Example 13: Activity relative to Sunrise and/or Sunset:

D) SR-SS

D) SR MINUS30-SS

D) SR MINUS30-1500

D) 0800-SS

D) 0800-SS PLUS30

Example 14: Periods of activity longer than 24 hours:

B) 0805050300 C) 0805201450

D) 05 0300-13 1400 AND 15 1800-20 1450

This Item D) indicates two periods of continuous activity: the first

starting on the 5th at 0300 and ending on the 13th at 1400; the
second from the 15th at 1800 to the 20th at 1450.

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Example 15: Given the following Complex/Mixed schedule:

There are several alternative ways of presenting the following

information more clearly and effectively by using more than one
NOTAM.

B) 0803170700 C) 0804230900

D) MON TUE 0700-1000 1200-1300, WED 0700-0900,

APR 01-04 1800-2000, 08 09 1700-1900, 10 H24, 11
SR MINUS30-SS AND 15 2000-17 0900 EXC MAR 23 30

A preferred method is to divide it into two monthly periods and, to

facilitate greater PIB clarity, create a third NOTAM for the period
01-04 April in which activities are not expressed using weekday
abbreviations.

For the two elements using weekday abbreviations:

NOTAM 1:

B) 0803170700 C) 0803311300
D) MON TUE 0700-1000 1200-1300, WED 0700-
0900 EXC 23 30

NOTAM 2:

B) 0804070700 C) 0804230900
D) MON TUE 0700-1000 1200-1300, WED 0700-0900, 08
09 1700-1900, 10 H24, 11 SR MINUS30-SS AND 15
2000-17 0900

For the elements using dates:

NOTAM 3:

B) 0804011800 C) 0804042000
D) 1800-2000

Example 16: Repetitions of a date are not allowed to avoid that any activities
following later for the same date are overlooked:

B) 0805050800 C) 0805231500

D) 05-08 0800-1100, 09 10 0800-1100 1300 1500,

11-20 1330-1500, 21-23 0800-1100 1330-1500

Instead of:
D) 05-10 0800-1100, 11-20 1330-1500, 21-23 0800-1100
1330-1500, 09 10 1300-1500

2.3.22 Item E) – NOTAM Text

2.3.22.1 Item E) is free text in plain language and does not contain NOTAM Code.

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2.3.22.2 In NOTAM intended for international distribution the plain language text shall be in
English. For the creation of the plain language text, the decoded standard
expressions contained in the NOTAM Selection Criteria shall preferably be used.

Examples:
E) ILS RWY 14 U/S.
E) ILS DME RWY 14 U/S.
E) DVOR/DME ZUE 112.650 MHZ/CH 75X U/S.
E) NDB MUR 310.5 KHZ FREQ CHANGED TO 312 KHZ.
E) RWY 10/28 CLSD.
E) RWY 07L/25R CLSD.
E) TWY A, B AND T CLSD.
E) ALS RWY 10 U/S.
E) EDGE LGT RWY 10/28 U/S.
E) CL LGT TWY A U/S.
E) DME CVA 112.050 MHZ/CH 57Y U/S.

When one part of a collocated Navaid is unserviceable, use the following:

E) DVOR/DME ZUE 112.650 MHZ/CH 75X, DME PART U/S.

E) TACAN BNK CH 47X (111.000 MHZ) U/S.

Note: For TACAN the ghost frequency shall also be provided.

2.3.22.3 The essentials of the information (i.e. translated and amplified NOTAM code
Subject and Condition) shall be given in the beginning of Item E).

Example:

E) ACFT STANDS 25 TO 30 AND 37 TO 40 CLSD DUE TO WIP ON

APRON 1.
Instead of:
E) USE CAUTION WHEN TAXIING DUE TO WIP BEHIND ACFT STANDS 37 AND 40
AND FM 30M EAST OF TWY E TO STAND 20. WIP ALSO BTN ACFT STANDS 25
AND EAST OF STAND 27 ON APRON 1. APRON 2 NOT AFFECTED. ACFT STANDS
25 TO 30 AND 37 TO 40 CLSD AS CONSEQUENCE.
2.3.22.4 Item E) text should be kept as short and concise as possible and so compiled that
its meaning is clear without the need to refer to another document.

Publishing NOF should endeavour not to exceed 300 characters; whilst ensuring
that all essential information needed for the safe conduct of flight is included.

Example 1:
E) MILAN LINATE CTR. SPECIAL VFR HEL OPS MET MINIMA
REQUIREMENTS CHANGED: SPECIAL VFR HEL OPS ACCEPTED IF GND VIS
IS NOT LESS THAN 3KM. REF AIP ENR 2.1.2.23-2 ITEM 7.3.

Note: Reference to AIP as NOTAM is of permanent character.

Instead of:
E) REF AIP ENR 1-1-4.3 ITEM 6.3. MILAN CTR. CANCEL THE REMARK.
Example 2:

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E) CARRIAGE OF 8.33 CHANNEL SPACING RDO EQPT MANDATORY FOR

ACFT OPR ABV FL195. REF AIP PAGE GEN 1.5-1 ITEM 3.
Note: Reference to AIP as NOTAM is of permanent character.
Instead of:
E) PLEASE MAKE HAND AMENDMENT IN AIP ON PAGE GEN 1.5-1 ITEM 3.
RADIO EQUIPMENT REQUIREMENTS. DELETE: 'AND FURTHER TO THE
EUROCONTROL DELAY DECISION AGREED ON 23 JUL 98' AND AMEND TO READ:
'CHAPTER 4.0 ON AIR-GROUND COMMUNICATIONS AND IN-FLIGHT REPORTING'
DELETE: 'AS OF 7 OCT 99 FOR AIRCRAFT OPERATING ABOVE FL245' AND
AMEND TO READ: 'AS OF 15 MAR 07 FOR AIRCRAFT OPERATING ABOVE FL195'
LAST PARAGRAPH CHANGE, DELETE: 'FL245' AND AMEND TO READ: 'FL195'.
Example 3:

….. C) PERM
E) MISSED APCH PROC FOR RWY 34 LOCALIZER AND ILS APCH CHANGED
AS FOLLOWS: CLIMB STRAIGHT AHEAD. INITIAL CLIMB TO 5000FT
AMSL. AT DME 5.5 IZS PAST THE STATION TURN LEFT. CONTINUE
CLIMB TO 7000FT AMSL. INTERCEPT RDL 261 FROM ZUE. PROCEED TO
GIPOL. REF AIP PAGE LSZH AD 2.24.10.9-1 AND 2.24.10-1.
Instead of:
….. C) PERM
E) REF AIP PAGE LSZH AD 2-24.10.9-1 AND 2-24.10.10-1. MISSED
APPROACH TO READ AS FOLLOWS: CLIMB STRAIGHT AHEAD. INITIAL CLIMB TO
5000FT. AT D5.5 IZS PAST THE STATION TURN LEFT. CONTINUE CLIMB TO
7000FT. INTERCEPT R261 FROM ZUE. PROCEED TO GIPOL.
2.3.22.5 Item E) text shall be related to one NOTAM subject only. (Except in case of a
Trigger NOTAM, ref para 2.7.2.10-2.7.2.12).

Example 1:

NOTAM 1: E) PJE WILL TAKE PLACE ….

NOTAM 2: E) AWY G5 MINIMUM USABLE FL RAISED TO FL070.

Instead of:
E) PJE WILL TAKE PLACE WITHIN RADIUS 5KM CENTERED AT 4608N 00751E
(HUTTWIL). AWY G5 MINIMUM USABLE FL RAISED TO FL070.

Example 2:
NOTAM 1: E) MINIMUM SECTOR ALTITUDE SW SECTOR RAISED TO
1700FT AMSL. REF AIP AD 2-9.

NOTAM 2: E) DECLARED DIST RWY 09 CHANGED AS FOLLOWS:

TORA 2450M
TODA 2450M
ASDA 2450M
TKOF FROM INTERSECTION WITH TWY C.
REF AIP AD 2-13.
Note: Reference to AIP as the NOTAM is of permanent character.

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Instead of:
E) MINIMUM SECTOR ALTITUDE SW SECTOR RAISED TO 1700FT AMSL
PLS ADD IN AIP XXXXXXXX, ON PAGE ZZZZ AD 2-9,
ITEM ZZZZ AD 2.13(TABLE FOR DECLARED DISTANCES)
A NEW ROW WITH FLW DATA:
COLUMN 1- RWY 09
COLUMN 2- TORA(M) 2450
COLUMN 3- TODA(M) 2450
COLUMN 4- ASDA(M) 2450
REMARKS: TAKE-OFF FROM INTERSECTION WITH TWY C
2.3.22.6 Item E) may contain ICAO abbreviations (Doc 8400, Ref [7]), and other
abbreviations used for directions and units of measurements (e.g. N, SE, FT,
GND, AMSL, NM, DEG etc.). There shall be no blank between the value and the
unit of measurement (e.g. 3000FT). But a reference datum shall be separated from
the unit of measurement by a blank (e.g. 3000FT AMSL). No other character (e.g.
"/", "-"...) shall be used.

Frequencies indicated in MHZ shall always display all seven characters e.g.
112.650MHZ.

Frequencies indicated in KHZ display up to five characters. The ‘0’ after the dot
may be omitted e.g. 312KHZ, 310.5KHZ.

Non-common abbreviations (e.g. those abbreviations listed at GEN 2.2 in AIP but
marked as ‘not included in Doc 8400’) shall not be used. The NOTAM users’
understanding shall always be considered (e.g. use of ‘CW’ and ‘CCW’ for
‘clockwise’ and ‘counter-clockwise’ is likely to result in user confusion/query).

Examples:

E) ILS DME RWY 25R U/S.

E) CRANE PSN 500545.12N 0141556.19E ERECTED 190M S OF RWY

13/31 AXIS, 1300M BEHIND THR RWY 31, MAX ELEV 390.3M, MAX HGT
20.7M AGL.

2.3.22.7 The cardinal points and their combinations shall not be abbreviated in connection
with TWY.

Example:

E) TWY A AND C EAST OF RWY 10/28 CLSD.

Instead of:
E) TWY A AND C E OF RWY 10/28 CLSD.
2.3.22.8 The coordinates of known subjects shall not be provided. In the case of
relocations, realignments and new installations the location is usually provided by
coordinates. For these cases the coordinates shall be indicated in degrees,
minutes and, if required, seconds. Degrees shall always be indicated by 2 digits for
N/S and 3 digits shall be used for W/E. Minutes and seconds are displayed in 2
digits. If more precision is required, the seconds are followed by a dot and tenth of
seconds. The resolution shall be in accordance with Annex 15 Appendix 7
aeronautical data quality requirements.

Examples 1:

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P-Area outside CTA (resolution 1 min): 4635N 00825E

ARP PSN (required resolution 1 sec): 463542N 0082537E

Enroute VOR (required resolution 1 sec): 463542N 0082537E

Localizer PSN (required resolution 1/10 sec): 463542.3N 0082537.8E

Coordinates shall be converted to degrees, minutes and seconds for the

publication in order to prevent misunderstanding.

Example 2:

463542N
Instead of: 4635.7N
2.3.22.9 Areas are described by coordinates. For better visualisation, coordinates are
separated by hyphens and should be accompanied by location indicators,
navigation aids and geographical indications such as towns or mountains. Where
there are no coordinates, the name of towns or mountains should be used.
Geographical indications may only be indicated as displayed on aeronautical chart.

2.3.22.10 Geographical coordinates for the lateral limits of an area are expressed in
accordance with Annex 15 minimum requirements for aeronautical data:

– if inside of CTA/CTR, with resolution of 1 second; e.g. 445600N 0200941E

– if outside of CTA/CTR, with resolution of 1 minute; e.g. 4456N 02010E

2.3.22.11 If coordinates of an area are published in AIP or AIP SUP, the lateral limits shall
not be repeated in Item E), the name of this area should be referred to, instead.

Example:

E) DANGER AREA LY D12 ACT.

Instead of:
E) DANGER AREA LY D12 PLACED WITHIN LATERAL LIMITS: 451700N
0201141E - 451600N 0201641E - 451300N 0201941E - 451400N 0201241E -
451700N 0201141E ACTIVE.
2.3.22.12 If coordinates of an area are not published in AIP or AIP SUP, the lateral limits
should be expressed in accordance with the following:

a) Irregular shape area (defined by points)

Points defining lateral limits of an area should be enumerated in clockwise order,

each point separated by a hyphen. The last and the first points of the list shall be
the same. Coordinates may be followed, when available, by geographical
indications between brackets (see paragraph 2.3.22.9).

Example:

E) AIR DISPLAY WILL TAKE PLACE WI LATERAL LIMITS: 443838N

0200818E (NDB OBR) - 444508N 0201455E (VILLAGE JAKOVO) -
443445N 0202447E - 443838N 0200818E (NDB OBR).
F) GND G) 3000FT AMSL)

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b) Circular shape area

One point defining center of the circle that may be complemented (in brackets) by
geographical indications (see paragraph 2.3.22.9) and radius.

Example:

E) AIR DISPLAY WILL TAKE PLACE WITHIN RADIUS 5KM CENTERED AT

4645N 00705E (ECUVILLENS AD).
F) GND G) 5000M AMSL)

The lateral limits of the affected area can also be defined by the appropriate radial
and distance from a Navaid.

2.3.22.13 Whenever an airspace is affected (relevant scope AE, E, AW and W), the location
reference (e.g. aerodrome, identification, area) has to be mentioned in Item E.

2.3.22.14 For airspace organisation subjects, the name of airspace organisation has to be
present whenever it is intended also as Enroute NOTAM (scope E and AE).

Examples:

E) TMA ZURICH SECTOR 14 DEACTIVATED.

E) CTR ZURICH SECTOR 2 ADDITIONALLY ACT.

E) APP GENEVA 131.325 MHZ NOT AVBL.

E) AWY G5 NOT AVBL BTN WIL AND FRI.

E) RNAV RTE N850 NOT AVBL BTN GERSA AND ODINA.

2.3.22.15 As entries in Items F) and G) are only required for Navigation Warnings (QW) and
Airspace Reservations (QR) and the ‘Lower/Upper’ indication in Item Q) is usually
not visible in a PIB, inclusion of applicable vertical limits in Item E) shall be
considered whenever appropriate, e.g. for changes of the Airspace Organisation
(QA subjects).

2.3.22.16 Until ICAO guidance is issued, when there is a need to include an e-mail address
in the Item E) text, the @ symbol shall be represented by the word 'at' within
brackets i.e. (AT).

2.3.22.17 Item E) should be composed by the Publishing NOF in such a way that it will serve
for direct Pre-flight Information Bulletin entry without requiring additional
processing by the receiving Unit.

2.3.22.18 Unclear and/or incomplete NOTAM Text shall be avoided.

Example 1:

… C) PERM
E) ULTRALIGHT AREA SAN TEADORA 5048N 09339E COMPLETELY
WITHDRAWN. REF AIP ENR 5.5.3.

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Instead of:
….. C) PERM
E) WARNING WITHDRAWN REF AIP ENR 4-2-7.3 PARA 6.5.
2.3.22.19 AIP references, in NOTAM other than PERM, should be avoided (para 2.3.22.4
above also refers).

Example:

E) TACAN ALA CH 88X (114.100 MHZ) U/S.

Instead:
E) TACAN ALA CH 88X (114.100 MHZ) U/S. REF AIP ENR 4-1.
However, when required, AIP references shall include AIP section/sub-
section/paragraph numbers and not the page number(s) alone.

2.3.22.20 Dates in Item E) shall be presented in day-month-year sequence DD MMM YYYY

(e.g. for Trigger NOTAM, AIRAC NIL NOTAM) in the following understanding:

DD – to designate a day in a month, two digits shall always be used.

MMM – to designate the month with three-letter abbreviation from ICAO Doc 8400:
JAN, FEB … NOV, DEC.

YYYY – to designate the year with four digits: 2008, 2009, 2010 etc.

Example:

E) TRIGGER NOTAM - AIRAC AIP SUP 2/08 WEF

13 MAR 2008 TIL 09 APR 2008: ANNEX LY TO ROUTE AVAILABILITY
DOCUMENT.

2.3.22.21 Schedule inside Item E) shall be presented in accordance with Item D) rules.

Example:

E) ATC OPERATING HOURS CHANGED AS FOLLOWS:

JAN 01 03 05 1000-1600 JAN 02 04 06-31 0800-2200.

2.3.23 Items F) and G) – Lower and Upper Limit

2.3.23.1 Lower and Upper limits shall be inserted in Items F) and G) only for Navigation
Warnings (‘QW’) and for Airspace Reservations (‘QR’).

2.3.23.2 If entries are required (ref 2.3.23.1), then both Items F) and G) shall always be
included.

2.3.23.3 Items F) and G) shall contain an altitude (Above Mean Sea Level – AMSL) or a
height (Above Ground or Sea or Surface Level – AGL) expressed in meters or feet,
or a Flight Level (always expressed in 3 digits). In addition, SFC (surface) and
GND (ground) may be used in Item F) as well as UNL (unlimited) in Item G).

2.3.23.4 Reference datum (AGL or SFC or AMSL) and units of measurement (FT or M)
shall be clearly indicated.

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2.3.23.5 Only a single entry is permitted in each Item, i.e. G) 10000FT (3280M) AGL shall
not be used.

2.3.23.6 There shall be no blank between the value and the unit of measurement (e.g.
3000FT). But a reference datum shall be separated from the unit of measurement
by a blank (e.g. 3000FT AMSL).

2.3.23.7 Abbreviations FT or M shall be divided from AGL or AMSL by a blank character.

No other character (e.g. "/", "-"...) shall be used. Correct annotation is
‘3000FT AMSL’ (i.e. ‘3000FT/AMSL’ shall not be used).

2.3.23.8 Acceptable entries and formats are therefore as follows:

Item F): Item G):

SFC UNL

GND

XXXXXFT AGL XXXXXFT AGL

XXXXXFT AMSL XXXXXFT AMSL

XXXXXM AGL XXXXXM AGL

XXXXXM AMSL XXXXXM AMSL

FLXXX FLXXX
(see 2.3.23.9) (see 2.3.23.9)
2.3.23.9 The Item Q) default FL values 000 and 999 shall not be used in Items F) and G).
The abbreviations GND or SFC shall be used in Item F) and UNL in Item G)
instead.

2.3.23.10 The values in qualifiers ‘Lower’ and ‘Upper’ of the Item Q) must correspond to the
flight levels or altitudes specified in Items F) and G). If Items F) and/or G) are
expressed as a height, the values specified in the 'Lower' or 'Upper' qualifiers in
Item Q) shall indicate the equivalent FL and may therefore require calculation. For
detailed conversion procedures see para 2.3.10.

2.3.23.11 Where an event is notified in a form such as ‘ACTIVITY UP TO FL040, AFTER

ATC APPROVAL UP TO FL080’, the higher value (FL80) shall be used in Item G)
and the 'Upper' qualifier in Item Q) shall read ‘080’.

2.3.23.12 Similarly, where the lower limit of activity is variable, the lowest limit shall be used
in Items Q) and F).

2.4 Creation of NOTAMR and NOTAMC

2.4.1 General Procedures Related to NOTAMR and NOTAMC Creation

2.4.1.1 NOTAMR and NOTAMC are issued in the same series as the NOTAM to be
replaced or cancelled.

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2.4.1.2 NOTAMR and NOTAMC respectively replace and cancel only one NOTAMN or
NOTAMR.

Example 1: A0124/08 NOTAMR A0106/08

Example 2: A0234/08 NOTAMC A4567/07

2.4.1.3 NOTAMR and NOTAMC deal with precisely the same subject as the NOTAM to be
replaced or cancelled. Therefore the 2nd and 3rd letters of the NOTAM Code in
Item Q) shall be the same as those in the NOTAM to be replaced or cancelled.

2.4.1.4 NOTAMR and NOTAMC have the same Item A) contents as the NOTAM to be
replaced or cancelled.

2.4.1.5 The date-time group in Item B) of a NOTAMR or NOTAMC shall be the actual date
and time that this NOTAMR or NOTAMC is created.

i.e. NOTAMR and NOTAMC shall take effect immediately and no future start of
coming in force is permitted. The replaced or cancelled NOTAM cease to be valid
from the very moment their replacing NOTAMR or NOTAMC are issued. This is
done to assure the correct processing in all systems no matter their design.

2.4.1.6 One of the following procedures shall be applied instead of issuing a NOTAMR or
NOTAMC with Item B) in the future.

2.4.1.7 If the condition described in a NOTAM to be replaced is to remain valid for a period
before being changed, then a NOTAMR shall be issued for the period up to the
intended date and time of the change provided the NOTAM to be replaced is in
force at the time of replacement. This NOTAMR shall immediately replace the
existing NOTAM and shall notify the same conditions but with a changed Item C).
A NOTAMN detailing the intended change in condition shall then be issued with a
future date and time in Item B).
Example:

261637 LIIAYNYX
(B1826/08 NOTAMN
Q)LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0801150500 C) 0803311100 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

On MAR 01 it is known that DTHR will be 200 M only from MAR 07 until about
APR 15. NOTAM are issued as follows:

011035 LIIAYNYX
(B1893/08 NOTAMR B1826/08
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803011035 C) 0803062359
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

011035 LIIAYNYX
(B1894/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803070000 C) 0804152359 EST
E) RWY 14 DTHR 200 M. REVISED DECLARED DIST AS FLW: ……)

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If the NOTAM to be replaced is not in force at the time of replacement, 2.4.1.9

applies.

2.4.1.8 If the condition described in a NOTAM to be cancelled is to remain valid for a

period before Item C) is reached, then a NOTAMR shall be issued with the new
end time in Item C).
Example:

261637 LIIAYNYX
(B1826/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B)0801150500 C) 0803311100 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

On MAR 01 it is known that the RWY will be back to normal from MAR 07. NOTAM
is issued as follows:

011035 LIIAYNYX
(B1893/08 NOTAMR B1826/08
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803011035 C) 0803062359
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)
2.4.1.9 If the condition described in a NOTAM to be replaced is a postponement, a
correction of Item B), an interruption or a temporary suspension (taking place
immediately) of the present situation, then a NOTAMC shall be issued to
immediately cancel the NOTAM. This shall be followed by a NOTAMN dealing with
the new situation and a new Item B).

Example:
(W0280/08 NOTAMN
Q) HECC/QRDCA/IV/BO/W/000/040/3024N03141E003
A) HECC B) 0806111300 C) 0806201500
D) 11-13 1300-1800, 15-20 0800-1500
E) D-AREA HE-D9 ACT.
F) GND G) FL040

On JUN 13 at noon D-Area is deactivated immediately and will be active again on

Jun 15. NOTAM are issued as follows:

131213 HECAYNYX
(W0285/07 NOTAMC W0280/07
Q) HECC/QRDXX/IV/BO/W/000/040/3024N03141E003
A) HECC B) 0706131213
E) D-AREA HE-D9 DEACTIVATED.

121214 HECAYNYX
(W0286/07 NOTAMN
Q) HECC/QRDCA/IV/BO/W/000/040/3024N03141E003
A) HECC B) 0706150800 C) 0706181600
D) 15-18 0800-1600
E) D-AREA HE-D9 ACT.
F) GND G) FL040
2.4.1.10 If the condition described in a NOTAM to be replaced is a temporary suspension or
change of the present situation for a certain period in the future, then a NOTAMR
shall be issued to immediately replace the NOTAM. This shall be followed by a

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NOTAMN dealing with the temporary change. NOTAMR to specify the dates/times
of activation for the periods the situation is as in the replaced NOTAM and
NOTAMN to cover dates/times dealing with the different situation. No NOTAMN is
issued in the case of a temporary 'back to normal' situation.

Example for a temporary suspension taking place in the future:

261637 LIIAYNYX
(B1826/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0801150500 C) 0803311100 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

On FEB27 it is known that the RWY will be made available for normal operations
for the next weekend (MAR 01+02):

Option 1 (Item D) including dates after the suspension):

271035 LIIAYNYX
(B1893/08 NOTAMR B1826/08
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0802271035 C) 0803312359
D) FEB 27 1035-2359, FEB 28-29 MAR 03-31 0000-2359
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

Option 2 (Separate NOTAM for dates after the suspension):

271035 LIIAYNYX
(B1893/08 NOTAMR B1826/08
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0802271035 C) 0802292359
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

271036 LIIAYNYX
(B1894/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803030000 C) 0803312359 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

For option 2, the second NOTAM should also be issued as soon as possible but
may also be done after FEB 27 (latest before Item B).
Depending on how well the situation is known, NOTAMR may deal only with the
situation until the change occurs, followed by two NOTAMN. One to cover the
period for the changed situation and one for the period afterwards.
Example for a temporary change taking place in the future:

261637 LIIAYNYX
(B1826/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0801150500 C) 0803311100 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

On FEB27 it is known that the DTHR will be reduced to 150 M for the next
weekend (MAR 01+02):

Option 1:
271035 LIIAYNYX
(B1893/08 NOTAMR B1826/08

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Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0802271035 C) 0803312359
D) FEB 27 1035-2359, FEB 28-29 MAR 03-31 0000-2359
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

271035 LIIAYNYX
(B1894/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803010000 C) 0803022359
E) RWY 14 DTHR 150 M. REVISED DECLARED DIST AS FLW: ……)

Option 2:
271035 LIIAYNYX
(B1893/08 NOTAMR B1826/08
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0802271035 C) 0802282359
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

271035 LIIAYNYX
(B1894/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803010000 C) 0803022359
E) RWY 14 DTHR 150 M. REVISED DECLARED DIST AS FLW: ……)

271035 LIIAYNYX
(B1895/08 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B) 0803030000 C) 0803312359 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……)

2.4.1.11 Any NOTAM which includes an ‘EST’ shall be replaced by NOTAMR or cancelled
by NOTAMC before the ‘estimated’ end date specified in Item C).

2.4.1.12 Refer also to the procedures for handling 'Multipart' NOTAM at Chapter 1.

2.4.2 Specific Procedures Related to NOTAMR Creation

2.4.2.1 NOTAMR are Replacement NOTAM.

2.4.2.2 NOTAM which are to become invalid before their given End of Validity, or did not
have a defined End of Validity (i.e. have ‘EST’ or ‘PERM’ in Item C) may be
replaced, provided they are ‘in force’ at the time of replacement.

2.4.3 Specific Procedures Related to NOTAMC Creation

2.4.3.1 NOTAMC are Cancellation NOTAM.

2.4.3.2 NOTAM which are to become invalid before their given End of Validity, or did not
have a defined End of Validity (i.e. have ‘EST’ or ‘PERM’ in Item C) may be
cancelled at any time.

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2.4.3.3 NOTAMC shall be published whenever NOTAM are incorporated in an AIP AMDT
(see chapter 2.6.3).

2.4.3.4 NOTAMC Qualifier ‘NOTAM Code’ shall be as follows:

Subject: 2nd and 3rd letters shall be identical to the original NOTAM (ref para
2.4.1.3)

Condition: permitted 4th and 5th letters are as follows:

Q - - AK = RESUMED NORMAL OPS

Q - - AL = OPERATIVE SUBJECT PREVIOUS CONDITION

Q - - AO = OPERATIONAL

Q - - CC = COMPLETED

Q - - XX = OTHER (Plain Language – ref para 2.4.3.8)

2.4.3.5 NOTAMC Qualifiers ‘Traffic’, ‘Purpose’, 'Scope', ‘Lower/Upper’ and

‘Coordinates/Radius’ shall be identical to the cancelled NOTAM. Maintaining the
original qualifiers allows additional use of NOTAMC for the preparation of
‘Updates’ to Pre-flight Information Bulletins.

2.4.3.6 NOTAMC shall not contain Items C), D), F) and G).

2.4.3.7 For all NOTAMC, the text of the decoded NOTAM Code shall be inserted in
Item E) together with details of the NOTAM subject.

Example: NOTAM Code = QNVAK

Item E) = VOR DKB RESUMED NORMAL OPS.

2.4.3.8 In order to facilitate work in manual environments, NOTAMC, which are to be

followed immediately by a NOTAMN (instead of using a NOTAMR), shall contain
XX as 4th and 5th letters of the NOTAM Code and, at the end of the text in
Item E), the remark: ‘NEW NOTAM TO FOLLOW’.

Example: NOTAM Code = QMRXX

Item E) = RWY 07L/25R NEW NOTAM TO FOLLOW.

2.4.3.9 Cancellation of NOTAM solely on the basis of a Checklist is not allowed (ref para
2.2.13).

2.4.3.10 Once the immediate cancellation has been effected, the cancelling NOTAMC
ceases to have validity.

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2.5 Checklist Production

2.5.1 Checklists – General

2.5.1.1 Checklists are issued as a NOTAM in the series that they refer to.

2.5.1.2 A separate Checklist shall be issued for each NOTAM Series.

2.5.1.3 The first Checklist in a new NOTAM series shall be issued as a NOTAMN.

2.5.1.4 Subsequent Checklists shall be issued as NOTAMR, replacing the previous

Checklist with immediate effect. Consequently Item B) is the issuing time of the
Checklist and supersedes the previous one immediately.

2.5.1.5 Item A) shall contain the FIR, or a list of all FIR, covered by the Checklist or the
location indicator of the issuing non-governmental agency. Third and fourth letters
‘XX’ shall not be used.

2.5.1.6 Item C) shall contain the estimated (EST) end of validity, normally not more than
one month after the Checklist is issued.

2.5.1.7 Checklists shall contain the numbers of the NOTAM incorporated in a normal AIP
AMDT or AIP SUP until the time that these NOTAM are specifically cancelled by
the publication of a NOTAMC.

2.5.2 Checklist Qualification – Item Q)

2.5.2.1 Qualifier ‘FIR’ shall be either:

- the FIR indicator, or

- the country or non-governmental agency nationality letters followed by ‘XX’ if

there is more than one FIR concerned, or

- the country or non-governmental agency nationality letters of the Publishing NOF

followed by ‘XX’ if publishing for FIR in different countries.

2.5.2.2 Qualifier ‘NOTAM Code’ shall be the special dedicated code ‘QKKKK’.

2.5.2.3 Qualifiers ‘Traffic’, ‘Purpose’ and ‘Scope’ shall be given the artificial value ‘K’.

2.5.2.4 Qualifiers ‘Lower’/’Upper’ shall be the default values ‘000/999’.

2.5.2.5 Qualifier ‘Geographical Reference’ shall always contain the geographical co-
ordinates of the centre of the FIR(s) listed in Item A), followed by the default radius
‘999’.

Example: Q) LIXX/QKKKK/K/K/K/000/999/4323N01205E999

2.5.2.6 Qualifiers ‘QKKKK’ (NOTAM Code) and ‘K’ (‘Traffic’, ‘Purpose’, ‘Scope’) are used
to allow selective retrieval of the Checklist. This also prevents the Checklist from
appearing in a Pre-flight Information Bulletin.

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2.5.3 Checklist Format – Item E)

2.5.3.1 Item E) shall be divided into two sections.

2.5.3.2 First Section, identified by the keyword ‘CHECKLIST’

a) This contains the list of the valid NOTAM numbers which have been
promulgated in the same series as the Checklist, in a specific format. Note
that the list shall not contain the number of the replaced NOTAM checklist nor
its own NOTAM checklist number.

b) The text in Item E) shall start with the word ‘CHECKLIST’

c) The numbering of NOTAM is grouped by year (indicated by 4 digits) using the

word ‘YEAR’ plus ‘=’ sign, followed by the year of publication without blanks
(e.g. YEAR=1999)

d) Each NOTAM number (always 4 digits) is separated by a blank with no other

punctuation mark.

e) Each indicator of a different year shall start on a new line.

2.5.3.3 Second Section, identified by the keywords ‘LATEST PUBLICATIONS’

a) This contains the list of the latest publications issued, in a format suitable for
manual processing.
Example:
A0467/08 NOTAMR A0396/08
Q) LIXX/QKKKK/K/K/K/000/999/4323N01205E999
A) LIBB LIMM LIRR B) 0803310900 C) 0804300900EST
E) CHECKLIST
YEAR=2006 0244 0288 0511
YEAR=2007 0104 0347 0601 0653 0687
YEAR=2008 0004 0073 0109 0256 0312 0315 0394 0418 0425 0447
0459 0464 0465
LATEST PUBLICATIONS
AIRAC AIP AMDT 4/08 EFFECTIVE 10 APR 2008
AIP SUP 27/08
AIP AMDT 513
AIC A012/08
b) Additional possibilities to differentiate between IFR or VFR publications
(volumes) can be stated, if so required:

AIP SUP VFR 015/08

AIP SUP IFR 38/08

AIRAC AIP AMDT IFR 5/08 EFFECTIVE 08 MAY 2008

Note: Whenever the numbering of AIP AMDT takes place on a yearly basis, a
reference to the year of publication will be added to the number.

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2.5.4 Checklist Errors

2.5.4.1 When the publication of the Checklist contains an error, the following procedures
will apply.

2.5.4.2 Whenever a valid NOTAM number was omitted from the Checklist:

a) if the omitted NOTAM is in force, a NOTAMR shall be issued replacing the

omitted NOTAM with the new number;

b) if the omitted NOTAM is not yet in force, a NOTAMC and NOTAMN shall be
issued.

This procedure will allow consistency of the data in the database of all recipients,
whatever the method of processing of Checklists.

2.5.4.3 Whenever an invalid NOTAM number was erroneously inserted in the Checklist, a
revised Checklist (NOTAMR replacing the erroneous Checklist) will be published
without the invalid NOTAM number (no correct version).

2.6 Publication of Information by NOTAM, AIP Amendment or AIP Supplement

2.6.1 Permanent information shall not be distributed by means of a NOTAM only. This
information shall be incorporated in an AIP Amendment.

2.6.2 Publication of permanent information by NOTAM

2.6.2.1 When the urgency of publication of an Amendment to the AIP is such that the
‘normal’ AIRAC or Non-AIRAC Amendment publication is considered to be
unsuitable, the responsible NOF will issue a NOTAM ‘PERM’ according to the
following rules.

2.6.2.2 Item Q) shall be completed according to the NOTAM Selection Criteria.

2.6.2.3 Item B) of the NOTAM shall contain the effective date of the change.

2.6.2.4 Item C) of the NOTAM shall contain the term ‘PERM’ to indicate that the change
itself is of a permanent nature. Note that Item C) shall never include the expected
publication date or the effective date of the Amendment.

2.6.2.5 Item E) shall contain the operational changes as for normal NOTAM. Special care
shall be taken to assure that the phrasing is clear without AIP consultation. For the
benefit of users specifically interested in NOTAM that will later be transferred to the
AIP, a reference to the AIP is added at the end of Item E).

AIP references shall include AIP section/sub-section/paragraph numbers, not the

page number(s) alone.

For examples refer to paragraphs 2.3.22.4, 2.3.22.5 example 2, 2.3.22.18 and

2.3.22.19.

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2.6.2.6 In cases where a NOTAM is issued to correct a mistake in an AIP AMDT, Item E)
shall remind of the operational content of the AMDT and not only of the mistake.

Example text shall read correctly:

E) RWY 08/26 EXTENSION, AIRAC AIP AMDT 10/08 PART AD: EGNX 2-
12 RWY 08 READ 1850M INSTEAD OF 1805M.
Instead of:
‘E) AIRAC AIP AMDT 10/08 PART AD : EGNX 1-12 RWY 08 READ 1850M
INSTEAD OF 1805M’
This allows users to be aware of the subject when reading the PIB and to refer to
the AIP AMDT content only if necessary.

2.6.3 Incorporation of NOTAM information in AIP Amendment

2.6.3.1 Permanent information should be incorporated in AIP within 3 months after

NOTAM publication. As re-issuing of NOTAM with the same contents is not
permitted, the interim use of an AIP SUP should be considered. (ICAO Doc 8126
Ref. [2] paragraph 6.1.3 and Table 6-1 refers).

2.6.3.2 When permanent (PERM) information has been published in a NOTAM, the
NOTAM will require cancellation after an appropriate AIP Amendment has been
issued to formally amend the AIP (ref para 2.4.3.3).

In this case, the NOF shall issue a NOTAMC which cancels the NOTAM ‘PERM’,
15 days after the effective date of the AIP Amendment that contains the ‘PERM’
information.

Note 1: ‘Effective date’ in this instance can be equal to an AIP Amendment

publication date. This broadens the Annex 15 use of this expression which relates
currently to AIRAC AIP Amendments only.

Note 2: It is assumed that the AIP Amendments will be available at all receiving
units by the time the NOTAMC is sent.

2.6.3.3 The NOTAMC shall contain in Item E) a reference to the AIP Amendment that
incorporates the originally published NOTAM.

Example:

‘INFORMATION INCORPORATED IN AIP AMDT 4/08 WEF 14 APR 2008

2.6.3.4 The numbers of the NOTAM incorporated in the AIP Amendment shall be
published on the cover page of the AIP Amendment.

2.6.3.5 The date on which NOTAMC will be issued to cancel NOTAM incorporated in the
AIP Amendment shall be published on the cover page of the AIP Amendment.

Example: ‘NOTAM incorporated to this AMDT will be cancelled by

NOTAMC on the 29 APR 2008’.

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2.6.4 Incorporation of NOTAM information in AIP Supplement

2.6.4.1 Publication of an AIP Supplement to replace and/or modify information in an

existing NOTAM may occur at any time. A Trigger NOTAMN shall be published to
refer to this AIP Supplement (ref para 2.7.4).

2.6.4.2 The previously published NOTAM containing the affected information shall be
cancelled by a NOTAMC.

2.7 Trigger NOTAM and Related Procedures

2.7.1 Trigger NOTAM – Definition

2.7.1.1 NOTAM used to announce the existence and subject contents of AIRAC AIP
Amendments or AIP Supplements of operational significance are referred to as
‘Trigger NOTAM’.

2.7.1.2 The text of Trigger NOTAM is included in Pre-flight Information Bulletins (PIB) to
ensure that pilots and operators are advised or reminded that permanent changes
of operational significance take effect from the given date or that details of
temporary changes of operational significance are to be found in an AIP
Supplement.

2.7.2 Trigger NOTAM – General Rules

2.7.2.1 AIRAC AIP Amendments and AIRAC AIP Supplements shall always be triggered
by a NOTAM. Note that information concerning any circumstances listed in Annex
15 (Ref. [1]), Appendix 4, Parts 1 and 2, shall be disseminated under the regulated
‘AIRAC’ system, either as an AIRAC AIP Amendment or as an AIRAC AIP
Supplement.

2.7.2.2 The text in Item E) should not exceed 300 characters and must always start with
the words “TRIGGER NOTAM” (followed only in the case of an AIP Amendment by
the abbreviation PERM), a reference number of the published AIP Amendment or
AIP Supplement concerned, the effective date and a brief description of its content.
Effective time will be omitted in Item E) unless it differs from the default AIRAC
effective time of 0000 UTC.

2.7.2.3 Trigger NOTAM must come in force on the effective date and time of the
Amendment or Supplement they refer to. The Trigger NOTAM shall be issued as
soon as possible, preferably at the publication date of the AIRAC AIP Amendment
or the AIP Supplement.

2.7.2.4 Trigger NOTAM shall remain in force for 14 days.

Example:

B) 0801170000 (AIRAC effective date and time)

C) 0801310000 (AIRAC effective date and time + 14 days)

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2.7.2.5 Trigger NOTAM shall be issued in the appropriate NOTAM series, according to the
information to be promulgated.

2.7.2.6 Trigger NOTAM shall follow the normal NOTAM procedures (but see following
paragraphs for exceptions).

2.7.2.7 The NOTAM Code 2nd and 3rd letters (= ‘Subject’) shall be selected from the NSC
and shall never be ‘XX’. If no suitable 2nd and 3rd letter combination exists then
use ‘FA’ for Aerodrome or ‘AF’ for FIR.

2.7.2.8 The NOTAM Code for a Trigger NOTAM shall always contain ‘TT’ as 4th and 5th
letters (= ‘Condition’). This exclusive ‘TT’ ‘Condition’ indicator shall be used with all
subjects of the NOTAM Codes, even if not explicitly listed in the NSC tables.

2.7.2.9 The exclusive ‘TT’ ‘Condition’ indicator can be used to retrieve specific Trigger
NOTAM from any Publishing NOF, and can additionally be used for the inclusion
(or non-inclusion) of Trigger NOTAM in PIB, at a specific time before their effective
date.

2.7.2.10 In the case of Amendments or Supplements containing information dealing with

different subjects and/or locations, a single Trigger NOTAM dealing with multiple
subjects and/or locations may be issued [Note exception to Basic Rule – ref para
2.2.4].

2.7.2.11 For FIR, Publishing NOF may group all the information that relates to one or
several FIR, regardless of the subject, in order to reduce the amount of NOTAM to
be published [Note exception to Basic Rule – ref para 2.2.4].

Example:

Q) LEXX/QAETT/IV/BO/E/065/660/4229N00152E999
A) LECB LECM B) 0702150000 C) 0703010000
E) TRIGGER NOTAM - PERM AIRAC AIP AMDT 2/07 WEF 15 FEB 2007.
CHANGES TO AIRSPACE CLASSIFICATION AND UPPER LIMIT OF
CONTROLLED AIRSPACE.

2.7.2.12 For Aerodromes, a separate Trigger NOTAM shall be issued for each aerodrome.
Different subjects relating to the same aerodrome, may however be grouped in the
same NOTAM [Note exception to Basic Rule – ref para 2.2.4].

Example:
Q) EFIN/QPATT/I/BO/A/000/999/6031N02216E005
A) EFTU B) 0702150000 C) 0703010000
E) TRIGGER NOTAM-PERM AIRAC AIP AMDT 2/07 WEF 15 FEB 2007.
CHANGES TO STAR and to WGS 84 coordinates.
2.7.2.13 In the case of Amendment or Supplements containing information about a new
location indicator or a changed one, the related Trigger NOTAM has to be issued
as FIR information: Scope E, Item A) location indicator of the FIR affected and
Item E) information about the new or changed location indicator. Other information
related to this aerodrome and subject to trigger procedures is published in
accordance with 2.7.2.12, Item A to contain the new location indicator.

2.7.2.14 In the cases described in paragraphs 2.7.2.10-2.7.2.12, the NOTAM qualifiers

‘Traffic’, ‘Purpose’ and ‘Scope’ shall be filled according to the subject of highest
operational importance.

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When grouping different subjects it may happen that the subject of highest
operational importance does not cover qualifiers ‘Traffic’ and ‘Scope’ for all the
subjects. For example, the Q-lines for two AD subjects (ILS, VFR APCH PROC)
read as following: …/QICTT/I/BO/A/… and …/QPKTT/V/BO/A…. Whichever is
taken as highest, both traffic types (I and V) concerned are never covered. In this
special case a deviation from NSC is permitted to guarantee necessary bulletin
entries.

Example: In the following case, the ‘Traffic’ qualifier ‘IV’ is a combination to cover
both subjects (QICTT and QPKTT):
Q) EFIN/QICTT/IV/BO/A/000/999/6240N02937E005
A) EFJO B) 0801170000 C) 0801310000
E) TRIGGER NOTAM - PERM AIRAC AIP AMDT 91/08 WEF 17 JAN 2008.
INTRODUCTION OF ILS RWY 28 AND REVISED VFR APCH PROC.

2.7.3 Trigger NOTAM relative to AIRAC AIP AMDT

2.7.3.1 AIRAC Amendments represent permanent changes to the AIP on a predefined

date.

2.7.3.2 Effective Date: AIRAC AIP Amendments become effective on the AIRAC cycle
date. Item B) shall always contain the AIRAC effective date and time.

2.7.3.3 Example:
Q) LOVV/QARTT/I/BO/E/245/999/4720N01330E999
A) LOVV B) 0801170000 C) 0801310000
E) TRIGGER NOTAM - PERM AIRAC AIP AMDT 3/08 WEF 17 JAN 2008.
IMPLEMENTATION OF NEW ATS ROUTE UA15.
Note that the term ‘PERM’ is inserted in Item E) to stress that Item C) contains an
artificial end-date and that the information is of a permanent nature.

2.7.4 Trigger NOTAM relative to AIP SUP (AIRAC and Non-AIRAC)

2.7.4.1 Whilst current ICAO SARPs do not specify a requirement for Non-AIRAC AIP
Supplements to be triggered, Publishing NOF shall trigger all Operationally
Significant AIP SUP to ensure that all relevant elements of the integrated
aeronautical information package are available for inclusion in PIB.

2.7.4.2 Effective Date: AIP Supplements become effective at the date and time stated in
the Supplement. Information to be published under the AIRAC system does not
always start on an AIRAC cycle date (e.g. major works, large air exercises etc. ...).
Consequently, both the AIP Supplement and the Item B) of the Trigger NOTAM
shall contain the effective date and time of the start of the information.

2.7.4.3 Triggering of AIRAC information in Non-AIRAC Supplements: Due to time

constraints, AIP Supplements are sometimes published to promulgate information
that should have been published as an AIRAC AIP Supplement. In such
exceptional cases, the operational nature of the information shall prevail and a
Trigger NOTAM shall be issued for this Non-AIRAC AIP Supplement. The ‘Subject’
and ‘Condition’ shall relate the information to at least the ‘Purpose’ ‘BO’, according
to the NOTAM Selection Criteria.

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2.7.4.4 Period of Validity: The general rule as stated in Para 2.7.2.4 will apply. However, if
the information has a duration that is shorter than 14 days, Item C) shall reflect the
date and time when the information published in the AIP Supplement will expire. If
the information has a duration that is longer than 14 days, the period for which the
SUP is in force shall be indicated in Item E).

2.7.4.5 Example 1:

Q)EFIN/QRDTT/IV/BO/W/000/040/6637N02825E016
A) EFIN B) 0702152200 C) 0702201200
E)TRIGGER NOTAM - AIP SUP 68/07 WEF 15 FEB 2007.
TEMPO DANGER AREA EF D148 SALLA ACT.
F) SFC G) 4000FT AMSL

Example 2:

Q) EFIN/QRDTT/IV/BO/W/000/040/6637N02825E016
A) EFIN B) 0801172200 C) 0801312200
E) TRIGGER NOTAM - AIP SUP 68/08 WEF 17 JAN 2008 TIL 20 FEB
2008. TEMPO DANGER AREA EF D148 SALLA ACT.
F)SFC G)4000FT AMSL

2.7.4.6 Supplements requiring activation: Some (AIRAC) SUP require activation by

NOTAM, such as: description of major works at aerodromes, establishment of
large-scale military exercise areas or other related (AIRAC) SUP covering work
progress or modifications.
These SUP usually cover long periods and are published with remarks such as:
‘detailed dates and times of activation will be published by NOTAM’, ‘individual
phases will be activated by NOTAM", ‘operational limitations will be published by
NOTAM’.

Such (AIRAC) SUP are triggered according to procedures for Trigger NOTAM.

If required, one or more additional activation NOTAM are issued according to

NOTAM procedures for the periods the restrictions apply.

2.7.5 Notification of changes to AIP SUP

2.7.5.1 Changes: Any change to an AIP Supplement and its associated Trigger NOTAM,
shall be published by the Publishing NOF in a way that the information itself is
always clear and without any ambiguities.

Normally, changes to an AIP Supplement (such as corrections) are announced by

replacing the AIP Supplement in due time by another Supplement. The procedure
described in 2.7.5.3 shall be applied to announce the cancellation of the replaced
SUP. The new SUP will be triggered according to the normal procedure.

The same procedure applies to Supplements of ‘unknown’ or ‘estimated’ duration

or in the case of notifications of a postponed end date/time.

If time constraints do not allow a replacement by another SUP, the change is

published by NOTAM. Refer to 2.7.5.2 for details.

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2.7.5.2 Notification of changes by NOTAM: Changes on short notice as well as temporary

suspensions of a SUP are published by NOTAM. The Q-line is completed
according to normal NOTAM rules. Item B) is the effective date of the Supplement
or current date/time, Item C) the published end of validity of the SUP. If the change
is only of temporary nature, Item C) is limited to the validity of the change. Apart
from the change, Item E) contains a reference to the Supplement.
Example:

(A0115/08 NOTAMN
Q) ESAA/QMDCH/IV/BO/A/000/999/5739N01217E005
A) ESGG B) 0804120637 C) 0805112359
E) RWY 03/21 TORA 2800M. REF AIRAC AIP SUP 14/08.

Long-term changes issued by NOTAM shall be replaced by a SUP in due time.

2.7.5.3 Notification of an earlier end date or time: exceptionally, the original end date
specified in the AIP SUP may be changed to an earlier date by NOTAM. If such
earlier cancellations are known well in advance they are treated as changes to a
SUP and the rules of paragraph 2.7.5.1 apply.

The cancellation of a SUP on short notice is always published by NOTAMN (ref

2.7.5.3.1). If necessary, in addition to the NOTAMN the associated Trigger
NOTAM has to be cancelled or replaced (ref 2.7.5.3.2) and the validity of any other
existing NOTAM referring to the SUP must be verified (ref 2.7.5.3.3).

2.7.5.3.1 A NOTAMN shall be issued according to NOTAM procedures to announce the

cancellation of a SUP on short notice.

Item B) is the new expiring date/time of the SUP.

Item C) is the original end of validity of the SUP or the next AIP SUP checklist or
printed plain-language list of valid NOTAM or AIP GEN 0.3 if it serves as checklist
of SUP, whichever is the most suitable means.
Example:
NOTAMN 151830 EUECYIYN
A0127/08 NOTAMN
Q) ESAA/QFALT/IV/BO/A/000/999/5739N01217E005
A) ESGG B) 0804230000 C) 0805112359
E) REF AIRAC AIP SUP 14/08 WORKS COMPLETED. RESTRICTIONS ON
THE USE OF AERODROME NO LONGER IN FORCE.
Note that Item E) shall always contain text clearly indicating that the planned end
date has been brought forward.

Note that if the AIP SUP was not originally triggered, a NOTAMN may also be
issued exceptionally to announce the cancellation in accordance with the above
validity and Item E) procedures.

Note the use of Condition ‘LT’ (instead of ‘TT’) in the NOTAMN to indicate more
precisely the nature of the information.

2.7.5.3.2 If the Trigger NOTAM is still valid at the time the information about the early
cancellation is received, the Trigger NOTAM is cancelled or replaced, depending
on the new expiry date/time. The Trigger NOTAM is not affected by the

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cancellation of the SUP if the new expiry date is later than Item C) of the Trigger
NOTAM.
Example:
Original Trigger:
A0034/08 NOTAMN
Q) ESAA/QFATT/IV/BO/A/000/999/5739N01217E005
A) ESGG B) 0804100600 C) 0804240600
E) TRIGGER NOTAM – AIRAC AIP SUP 14/08 WEF 10 APR 2008 TIL 11
MAY 2008. USE OF AERODROME RESTRICTED DUE TO MAJOR
CONSTRUCTION WORKS.

New end of SUP: after 24 April 2008: Trigger not affected.

New end of SUP: before 24 April 2008: Trigger replaced or cancelled

Example: Notification about early cancellation received 15 APR 2008,

SUP cancelled as of 22 APR 2008 2359.

Replacement:
(APR 2008)
151828 EUECYIYN
A0126/08 NOTAMR A0034/08
Q) ESAA/QFATT/IV/BO/A/000/999/5739N01217E005
A) ESGG B) 0804151828 C) 0804222359
E) TRIGGER NOTAM – AIRAC AIP SUP 14/08 WEF 10 APR 2008. USE
OF AERODROME RESTRICTED DUE TO MAJOR CONSTRUCTION WORKS. AIP
SUP VALID TIL 22 APR 2008.

2.7.5.3.3 If the SUP is subject of a valid activation NOTAM or any other NOTAM referring to
it (e.g. temporary suspensions, changes published by NOTAM), the validity of
these NOTAM have to be verified. If necessary, these NOTAM are cancelled or
replaced depending on the new expiry date and time. If an activation NOTAM or
any other NOTAM referring to the SUP is not in force yet at the time the earlier end
is known, the activation NOTAM is cancelled and a new one is published reflecting
the new date/time.
Example:

151830 EUECYIYN
(A0128/08 NOTAMR A0115/08
Q) ESAA/QMDCH/IV/BO/A/000/999/5739N01217E005
A) ESGG B) 0804151830 C) 0804222359
E) RWY 03/21 TORA 2800M. REF AIRAC AIP SUP 14/08.

2.8 NIL Notification

2.8.1 A NIL Notification to announce that an AIRAC AIP Amendment will not be
published at the established interval or publication date, shall be distributed by
Trigger NOTAM or by NOTAM checklist or by both (ICAO Annex 15 para 4.3.7,
para 5.2.13.3, para 6.1.3 - Ref. [1]).

2.8.2 The distribution of a NIL Notification shall be done at least 42 days in advance of
the AIRAC date (compliant with ICAO Annex 15 para 6.2.1 - Ref [1]).

2.8.3 If the use of a Trigger NOTAM for the distribution of a NIL notification is preferred,
this NOTAM shall use:

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- NOTAM Code 2nd and 3rd letters ‘OA’

- NOTAM Code 4th and 5th letters ‘TT’ to identify that it relates to information
about the announcement of availability (in this case non-availability) of printed
publication; and

- Purpose ‘M’ to ensure that it will not be included in the pre-flight information
bulletin unless specifically required; and

- Scope ‘E’; and

- Item B) shall contain the AIRAC effective date; and

- Duration shall be 14 days like for the regular Trigger NOTAM.

Note: The use of scope E for subject OA as well as purpose M for this type of
message is an intentional deviation from the NSC for the benefit of PIB retrieval.

Example: Italian NOTAM issued in August

160900 LIIAYNYX
A1000/07 NOTAMN
Q) LIXX/QOATT/IV/M/E/000/999/4323N01205E999
A) LIMM LIBB LIRR B) 0709270000 C) 0710112359
E) AIRAC EFFECTIVE DATE 27 SEP 2007 NIL

2.8.4 If the use of a NOTAM checklist for the announcement of a NIL notification is
preferred, this notification shall be included into NOTAM checklist with following
guidance:

- be published at least 42 days before AIRAC effective date; and

- The text will clearly identify which AIRAC effective dates are affected by the NIL
notification

Example: Latvian checklist issued in May

010920 EVRAYNYX
(A1000/07 NOTAMR A0890/07
Q) EVRR/QKKKK/K/K/K/000/999/5702N02322E999
A) EVRR B) 0705010920 C) 0706011500EST
E) CHECKLIST
YEAR=2007 0016 0021 0023 0024 0025 0028 0029 0032 0036 0040
0042 0043 0044
LATEST PUBLICATIONS
AIRAC AIP AMDT 03/07 WEF 10 MAY 07
AIP AMDT 1/06
AIRAC AIP SUP 01/07 WEF 10 MAY 07
AIP SUP 8/06
AIC A 05/06 01 NOV 06
AIRAC EFFECTIVE DATE 07 JUN 07 – NIL
AIRAC EFFECTIVE DATE 05 JUL 07 – NIL.

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3 NOTAM PROCESSING

3.1 Introduction

3.1.1 The current standard NOTAM format was introduced in ICAO Annex 15, 8th
Edition promulgated on 14th of November 1991. All NOTAM should be produced in
this format, following the procedures on NOTAM creation explained in Chapter 2 of
this Manual.

3.1.2 However, some NOTAM continue to be published in the former NOTAM Class I
format and these need to be converted in order to allow their automatic
processing.

3.1.3 Some States are also not adhering completely to the Integrated Aeronautical
Information Package and do not publish Trigger NOTAM for operationally
significant publications.

3.1.4 Other states are publishing those of their NOTAM selected for international
distribution in an official ICAO language other than English. In order to make this
information available to the NOTAM Processing Unit (NPU) Clients in accordance
with Annex 15 (Ref [1]) paragraph 5.2.2.1, a translation into English is required.

3.1.5 Conclusively, there are differences in the interpretation of ICAO standards and
recommended practices and guidelines causing inconsistent, inaccurate or even
false PIB output.

3.1.6 As a result, differences and discrepancies exist internationally in published

NOTAM. NOTAM have to pass through a series of phases where their conformity
to the ICAO format is analysed and their contents are assessed prior to their
storage in automated NOTAM processing systems. The purpose of this Chapter on
NOTAM processing is to define and describe the principles and detailed
procedures applied throughout these different phases.

3.2 Objective

3.2.1 The goal of NOTAM processing, is to process all received NOTAM in accordance
with the procedures laid down in Chapter 2 of this Manual on NOTAM creation, so
as to allow their storage in automated systems in order to provide correct and
harmonised PIB output for the benefit of the end user.

3.2.2 Processed NOTAM shall be distributed or made available to NPU Clients as soon
as possible after receipt of the original NOTAM by the NOTAM Processing Unit.

3.2.3 NOTAM processing should result in a standardised level of service, regardless of

which Unit was responsible for the processing.

3.2.4 In order to ensure the quality of the NOTAM and the consistency of the database,
Quality review procedures shall be agreed between Client NOF and NOTAM
Processing Unit.

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3.2.5 It is essential that NOTAM Processing Units ensure that their Clients are made
fully aware of the NOTAM processing procedures being applied.

3.2.6 This Chapter addresses NOTAM processing principles and procedures which
support NOTAM storage, their consequent potential retransmission and the
production of harmonised pre-flight information bulletin.

3.3 Applicability

3.3.1 Chapter 3 links the NOTAM publication with the retrieval of NOTAM (chapter 7
PIB). The processing of incoming NOTAM constitutes therefore an essential part in
order to achieve correct and harmonised PIB. Chapter 3 provides guidelines for
the processing of NOTAM deviating from ICAO or OPADD standards as outlined in
chapter 2 (NOTAM creation).

3.3.2 However, non-adherences vary a lot and not every specific case can be covered.
Incoming messages must be modified whenever they cannot be processed or
when they would otherwise have a negative impact on the production of the pre-
flight information bulletin.

3.3.3 Compliance with chapter 3 is strongly recommended in order to assure

harmonised system PIB output. This also requires a PIB system to be designed in
line with OPADD chapters 2 and 7. For systems where this is not the case different
procedures or workarounds may have to be applied in order to achieve the
expected results.

3.4 Procedures for the processing of NOTAM

3.4.1 The procedures described in this Chapter refer to NOTAMN (New NOTAM). Most
of them apply also to NOTAMR and NOTAMC.

3.4.2 Specific procedures relative to NOTAMR (Replacement NOTAM) and NOTAMC

(Cancellation NOTAM) and the particulars of their processing are described in this
Chapter after the NOTAMN procedures.

3.5 General Principles

3.5.1 Whilst it is expected that most Clients will work with the processed version of the
NOTAM, the NOTAM Processing Unit shall be able to make the original version
available in accordance with the requirements of its Clients.

3.5.2 The NOTAM Processing Unit shall keep track of any message (free text or ‘correct
version’ NOTAM) which is related to the original NOTAM.

3.5.3 NOTAM processing functions are as follows:

conversion into the standard format;

triggering of information of operational significance;

translation into English;

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syntax correction of obvious detected mistakes in syntax;

data correction of detected mistakes in data;

editing text in order to clarify it;

3.5.4 A NOTAM Processing Unit shall perform all of the above listed functions.

3.5.5 The following table shows the applicable processing functions to be performed on
the respective NOTAM data and Items (Note that the matrix is not applicable to
Triggering:

NOTAM Items Conversion Translation Syntax Data Editing

Correction Correction
Series/Nr/Type No No Yes Yes No
Ref Series/Nr No No Yes Yes No
FIR Yes No Yes Yes No
NOTAM Code Yes No Yes Yes No
Traffic Yes No Yes Yes No
Purpose Yes No Yes Yes No
Scope Yes No Yes Yes No
Lower/Upper Yes No Yes Yes No
Lat/Long Yes No Yes Yes No
Radius Yes No Yes Yes No
Item A) No No Yes Yes No
Item B) No No Yes Yes No
Item C) No No Yes Yes* No
Item D) No Yes** Yes Yes No
Item E) Yes Yes Yes Yes Yes
Items F) & G) No No Yes Yes No

Yes = Processing function to be performed, if necessary

No = Processing function not applicable
* = exc. EST/PERM
** = Only if names of weekdays, months etc., are not used in English language

3.6 Conversion of original NOTAM Class I

3.6.1 Conversion - the transposition of a NOTAM received in the old format into a
correctly formatted ICAO NOTAM.

3.6.2 On reception of NOTAM from countries that do not adhere to the NOTAM format,
the NOTAM Processing Unit shall transform these into the correct ICAO Annex 15
(Ref. [1]) NOTAM format before storing and making them available.

3.6.3 In converted NOTAM, each Item of the original NOTAM shall be transposed into
the appropriate standard NOTAM Item, and those not present (e.g. Item Q) shall
be added.

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3.6.4 Converted NOTAM shall be qualified according to the NOTAM Selection Criteria
published in ICAO Doc 8126 (Ref. [2]). For this purpose, the NOTAM Code must
be identified from Item E):

3.6.4.1 If the NOTAM Code is present in Item E), it shall be moved into the Item Q) for
further qualification, and decoded in Item E) according to the text provided in the
NOTAM Selection Criteria.

3.6.4.2 If no NOTAM Code is contained in Item E), the subject and condition shall be
derived from the NOTAM contents.

Example 1: Incoming original NOTAM

A1324/08 NOTAMN
A) KJFK
B) 0807231000
C) 0807231700
E) QMRLC 13L/31R CLSD)
Corrected NOTAM
(A1324/08 NOTAMN
Q) KZNY/QMRLC/IV/NBO/A /000/999/4038N07347W005
A) KJFK B) 0807231000 C) 0807231700
E) RWY 13L/31R CLOSED)

Example 2: Incoming original NOTAM

231639 KDZZNAXX
(A1326/08 NOTAMC A1324/08
A) KJFK)
Corrected NOTAM
(A1326/08 NOTAMC A1324/08
Q) KZNY/QMRXX/IV/NBO/A /000/999/4038N07347W005
A) KJFK B) 0807231639
E) REF RWY 13L/31R
NOTAM CANCELLED)

3.7 Triggering of printed publications

3.7.1 Triggering - the issuing of a Trigger NOTAM in Series ‘T’, by the NOTAM
Processing Unit, relative to AIRAC AIP Amendments and operationally significant
AIP Supplements for which no Trigger NOTAM has been issued by the Publishing
NOF.

3.7.2 The NOTAM Processing Unit cannot use any of the Publishing NOF's NOTAM
series because the NOTAM numbering consistency would not be preserved.
Therefore, the Series ‘T’ is allocated and reserved for this type of Trigger NOTAM.

3.7.3 A Trigger NOTAM in Series ‘T’ shall be created on the initiative of the NOTAM
Processing Unit whenever an AIRAC AIP Amendment or AIP Supplement
containing operationally significant information is received for which it is
established that no associated Trigger NOTAM is normally issued by the
responsible NOF (paragraph 2.7 refers).

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3.7.4 The NOTAM Processing Unit shall provide its Clients with a clear indication of
those States that do not normally issue their own Trigger NOTAM and for which
the issue of these Trigger NOTAM in Series ‘T’ is to be expected.

3.7.5 Refer to paragraph 3.13.2 for details of the procedures to be applied.

3.8 Translation of NOTAM

3.8.1 Translation - rendering the text of a NOTAM originated in French or Spanish, into
the English language, while maintaining the original sense of the text.

3.8.2 Translation shall be carried out in the same spirit as translation of a technical
document. The objective is to provide a text in the English language which
corresponds as closely as possible to the original.

3.8.3 In Europe, NOTAM received in a language other than French or Spanish are not
usually translated and shall therefore be subject to the paragraph 3.12 procedures
for ‘NOTAM Subject to Query’.

3.9 Syntax correction

3.9.1 Syntax correction - changing the published format structure of the NOTAM where
these are obviously wrong.

This may be carried out automatically by a system or manually by an operator.

3.9.2 Correction of syntax shall be based on the format described in ICAO Annex
15 (Ref. [1]) and in Chapter 2 of this Manual.

Example 1: Incoming original (incorrect) NOTAM

A00123/2008 NOTARM A00122/08
Q) EDGG/QQMRLC/IV/NBO/A/000/999/4841N00913E005
EDDS A) 0801121000 C) 0801131800
E) RWY 17 CLOSED
Corrected NOTAM
A0123/08 NOTAMR A0122/08
Q) EDGG/QMRLC/IV/NBO/A/000/999/4841N00913E005
A) EDDS B) 0801121000 C) 0801131800
E) RWY 17 CLOSED

Example 2: Incoming original (incorrect) NOTAM

A0101/08 NOTAMR A0100/08
Q) OJAC/QXXXX/IV/M/E/000/999/3116N03706E999
A) OJAC B) 0801010001 C) 0801310001EST
E) THE FOLLOWING NOTAM ARE STILL IN FORCE:
2006 :- 0020.
2007 :- 0023.
2008 :- 0052 0066 0067 0068 0069 0070
LAST AIP AMDT :- 32/08.

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Corrected NOTAM
A0101/08 NOTAMR A0100/08
Q) OJAC/QKKKK/K/K/K/000/999/3116N03706E999
A) OJAC B) 0801010001 C) 0801310001EST
E) CHECKLIST
YEAR=2006 0020
YEAR=2007 0023
YEAR=2008 0052 0066 0067 0068 0069 0070
LATEST PUBLICATIONS
AIP AMDT 32/08

3.10 Data correction

3.10.1 Data correction - changing data elements where these are obviously wrong.

This may be carried out automatically by a system or manually by an operator (it

does not include correction by the Publishing NOF).

3.10.2 Correction of data shall only be carried out when the error is such that there can be
no possible ambiguity. Where appropriate, corrections will be made using validated
Static data. Where there is ambiguity or any doubt whatsoever the Publishing NOF
shall be consulted and the paragraph 3.12 procedures for ‘NOTAM Subject to
Query’ shall be applied.

Example: Incoming original NOTAM

A0100/08 NOTAMN
Q) EDGG/QMRXX/I/BO/A/000/999/4841N00913E999
A) RDDS B) 0801011000 C) 0801011800
E) RWY 007 AVAILABLE FOR LANDINGS ONLY
Corrected NOTAM
A0100/08 NOTAMN
Q) EDGG/QMRLT/IV/NBO/A/000/999/4841N00913E005
A) EDDS B) 0801011000 C) 0801011800
E) RWY 07 AVAILABLE FOR LANDINGS ONLY

3.11 Editing

3.11.1 Editing - changing the Item E) wording and/or layout to make it clearer or to more
explicitly express ideas that are implicit in that text.

E.g. correcting spelling or abbreviation errors and editing layout or changing line
length in order to make it more readable.

3.11.2 Editing might be carried out in order to clarify text, or to draw specific attention to
important elements which are implied by the original text but not stated explicitly.
Under no circumstances shall editing change the sense of the original NOTAM.

Example: Incoming original NOTAM (Item E only)

E) MIL PJE WILL TAK PLAC AT BLOHFELD 471940N
0111300E RDS 10NM. INF ABOUT THE DROPING
ZONE MAY

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BE OBTAI-
NED BY LOWI TWR 120.100MHZ OR BY WIEN
INFORMATION ON 124.400MHZ.
Corrected NOTAM (Item E only)
E) MIL PJE WILL TAKE PLACE AT BLOHFELD 471940N0111300E RADIUS
10NM. INFORMATION ABOUT THE DROPPING ZONE MAY BE OBTAINED BY
LOWI TWR 120.100MHZ OR BY WIEN INFORMATION ON 124.400MHZ.
Note: The line lengths in this example (maximum number of characters per line) do
not reflect real NOTAM processing because of the format used to present the
example; nevertheless, the erroneous carriage returns/line feeds in the example of
the incoming NOTAM are made intentionally to show editing needs.

3.11.3 When the sense of the original NOTAM is not clear, the paragraph 3.12
procedures for ‘NOTAM Subject to Query’ shall be applied. For examples of
unclear NOTAM refer to 2.3.22.18.

3.12 Procedures for dealing with NOTAM Subject to Query

3.12.1 If a received NOTAM contains ambiguities that cannot be clarified by the NOTAM
Processing Unit, a query shall be addressed to the Publishing NOF. However,
such NOTAM shall be stored and made available as ‘NOTAM Subject to Query’ by
the NOTAM Processing Unit without delay to all relevant addressees.

3.12.2 The NOTAM Processing Unit shall add the reason for the query after the statement
‘NOTAM Subject to Query’ in Item E). In this case the original Item E) should not
be altered until a clarification on the intended content and meaning has been
reached with the publishing NOF.

3.12.3 If the Publishing NOF follows ICAO procedures the corrected version will consist of
a NOTAMR (if the queried NOTAM is already in force) or a NOTAMC followed by a
NOTAMN (if the queried NOTAM is not in force). In either case the new NOTAM
shall be processed normally by the NOTAM Processing Unit.

3.12.4 If the reply is in the form of a ‘Correct Version’ NOTAM retaining the Series and
Number of the queried NOTAM, the NOTAM Processing Unit shall store it
overwriting the original NOTAM and make it available as an ordinary NOTAM. The
words ’Correct Version’ shall be removed.

3.12.5 When this newer version of the NOTAM is received by a Client, the latter must
recognise that:

- it is a duplicate Series and Number; and

- it was made available by a NOTAM Processing Unit; and automatically use it to

overwrite the previous version in their NOTAM database.

3.12.6 If the reply is in the form of a free text message, the NOTAM Processing Unit shall
edit the last processed version of the queried NOTAM in accordance with the
information provided, and the statement ‘NOTAM Subject to Query’ shall be
removed. The corrected NOTAM shall then be made available retaining the Series
and Number of the original.

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3.12.7 The Client shall treat this newer version of the NOTAM as in the previous case.

3.13 Procedures for the creation of NOTAM Series ‘T’

3.13.1 General procedures

3.13.1.1 NOTAM Series ‘T’ shall be created by the NOTAM Processing Unit in accordance
with OPADD rules.

3.13.1.2 The NOTAM Processing Unit is responsible for the follow-up of the NOTAM Series
‘T’ that it issues, and, if appropriate, may replace it with a NOTAMR and in due
course shall cancel it with a NOTAMC unless the information time expires
beforehand.

3.13.1.3 The NOTAM Processing Unit shall make NOTAM Series ‘T’ available to their
Clients only.

3.13.1.4 No monthly checklist of Series ‘T’ NOTAM is issued by the NOTAM Processing
Unit. Automatically produced ‘ad hoc’ Checklists, shall be made available upon
request at any time.

3.13.1.5 In addition to normal NOTAM creation rules (Chapter 2 refers), the basic
procedures listed in the following paragraphs (3.13.2 and 3.13.3) shall be
observed:

3.13.2 Trigger NOTAM in Series ‘T’

3.13.2.1 Trigger NOTAM in Series ‘T’ are created by the NOTAM Processing Unit to trigger
specific printed AIS publications, for which no Trigger NOTAM is normally issued
by the Publishing NOF.

3.13.2.2 The State to which the Trigger NOTAM Series ‘T’ relates shall be identified by the
FIR in Item Q) and by the content of Item A).

3.13.2.3 Item B) of a Trigger NOTAM in Series ‘T’ for AIRAC AIP Amendments should
contain the effective date of the Amendment. If the information is received after the
effective date of the Amendment, the date in Item B) shall be the issue date of the
Trigger NOTAM. In other words, the date in Item B) cannot be in the past, even
when the information contained in the printed publication was already effective
before the day of its triggering by the NOTAM Processing Unit.

3.13.2.4 Item C) of a Trigger NOTAM in Series ‘T’ for AIRAC AIP Amendments shall
contain the effective date +14 days (or the issue date of the Trigger NOTAM +14
days if information is received after the effective date of the Amendment) (ref para
2.7.3).

3.13.2.5 Item C) of a Trigger NOTAM in Series ‘T’ for AIP Supplements shall contain the
effective date + 14 days (ref para 2.7.4).

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3.13.2.6 The Item Q) NOTAM Code shall be compiled in accordance with the guidance at
paragraphs 2.7.2.8 and 2.7.2.7. The Qualifiers shall then be chosen according to
the prevailing association.

3.13.3 NOTAM in Series ‘T’

3.13.3.1 NOTAM in Series ‘T’ are created by the NOTAM Processing Unit to deal with
exceptional formatting errors, if the format of a received NOTAM does not allow
standard processing.

3.13.3.2 The Original Publishing NOF shall be identified by the FIR in Item Q) and by the
content of Item A).

3.13.3.3 A reference to the original NOTAM shall be included at the end of Item E).

3.13.3.4 A NOTAM series 'T' shall be system linked to the original NOTAM to keep track of
the source and to assure its replacement or cancellation.

3.13.3.5 If multiple aerodrome location indicators are listed in Item A), the original NOTAM
shall be processed keeping only the first AD. In addition, NOTAM Series ‘T’ shall
be created for the remaining aerodromes with data identical to the original
NOTAM.

3.13.3.6 If more than 7 FIR are listed in Item A), the original NOTAM shall be processed
keeping the first 7 FIR. In addition, NOTAM Series ‘T’ shall be created for the
remaining FIR, with data identical to the original NOTAM.

3.13.3.7 If combinations of Aerodrome and FIR are listed in Item A), the original NOTAM
shall be processed, according to the relevance of the NOTAM and based on the
operational experience, for the FIR or aerodromes. In addition, NOTAM Series ‘T’
may be created for the other entities, if applicable.

Example: Incoming original NOTAM:

(A0131/08 NOTAMN
Q) LSAS/QNMAS/IV/BO/AE/000/999/4628N00627E100
A) LSAS LSGG LSGC LSGS B) 0804210700 C) 0804211400
E) ST PREX VOR/DME SPR 113.900 MHZ/CH86X U/S)
This original NOTAM is “subject to query” as 3 aerodromes and 1 FIR are stated
in Item A).
Corrected NOTAM:

(A0131/08 NOTAMN
Q) LSAS/QNMAS/IV/BO/AE/000/999/4628N00627E100
A) LSGG B) 0804210700 C) 0804211400
E) NOTAM SUBJECT TO QUERY. MULTIPLE LOCATIONS IN
ITEM A) ST PREX VOR/DME SPR 113.900 MHZ/CH86X U/S.

(T0009/08 NOTAMN
Q) LSAS/QNMAS/IV/BO/A/000/999/4628N00648E005
A) LSGC B) 0804210700 C) 0804211400
E) ST PREX VOR/DME SPR 113.900 MHZ/CH86X U/S
REF NOTAM A0131/08)

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(T0010/08 NOTAMN
Q) LSAS/QNMAS/IV/BO/A/000/999/4627N00640E005
A) LSGS B) 0804210700 C) 0804211400
E) ST PREX VOR/DME SPR 113.900 MHZ/CH86X U/S
REF NOTAM A0131/08)
3.13.3.8 In the example at paragraph 3.13.3.7, NOTAM A0131/08 was processed in
accordance with the paragraph 3.12 ‘NOTAM Subject to Query’ procedure for AD
LSGG and FIR LSAS (‘Scope’ ‘AE’) and the 2 NOTAM Series ‘T’ were created for
AD LSGC and LSGS (‘Scope’ ‘A’) giving a reference to the original at the end of
Item E).

3.13.3.9 Note that, in the example at paragraph 3.13.3.7, if the FIR stated in Item A) of the
original NOTAM is identical to the one in the Item Q) and the aerodromes are
located in this FIR, then the NOTAM Processing Unit shall delete it.

3.13.3.10 When a NOTAM Series ‘T’ is published by a NOTAM Processing Unit, the related
Publishing NOF shall be informed.

3.14 Procedures for Correction of NOTAM

3.14.1 If an error is detected by the NOTAM Processing Unit, appropriate action shall be
taken to correct the received NOTAM and a query shall additionally be sent to the
Publishing NOF.

3.14.2 If the NOTAM Processing Unit detects re-occurring errors, it shall inform the
Publishing NOF, indicating the correct procedure.

3.14.3 If a NOTAM Processing Unit is alerted that an error has occurred in a NOTAM that
it has processed, the NOTAM Processing Unit shall determine the origin of the
error, and:

- if the error was made by the NOTAM Processing Unit: re-send the NOTAM after
correction; or

- if the error was already contained in the original NOTAM: proceed with a request
to the Publishing NOF (Paragraph 3.12 rules for ‘NOTAM Subject to Query’ shall
be applied).

3.14.4 All NPU Clients shall be aware that only the last version received from the NOTAM
Processing Unit is the valid version.

3.15 NOTAM Verification

3.15.1 All NOTAM Items shall be checked according to the rules described in Chapter 2
on NOTAM Creation.

3.15.2 In addition to the rules described in Chapter 2, the following general verification
shall be performed by the NOTAM Processing Unit:

a) Check if the NOTAM has already been received and differentiate between a
‘Dupe’ and a ‘Correct Version’ NOTAM.

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b) Check if there is a logical sequence in the origin time of the AFTN messages
whenever an ‘identical’ NOTAM is received.

c) NOTAM Series/Number/Year/Sub-number, relative to the Publishing NOF, are

valid and in logic ascending sequence. If not, appropriate request for missing
NOTAM is sent by the NOTAM Processing Unit to the Publishing NOF (see
Chapter 1).

d) NOTAM Number referred to in a NOTAMR or NOTAMC is a valid NOTAM from

the same Publishing NOF.

3.15.3 Additional specific verification shall be performed as explained in the following sub-
paragraphs.

3.16 NOTAM Identification

3.16.1 For storage in automated systems, the NOTAM identification consists of

establishing the relation between the NOTAM series, number and the “Numbering
Reference” it refers to, which is the issuing publishing NOF.

Establishing correct relations and storage allows a unique identification of a

NOTAM and easy tracking of missing numbers.

3.16.2 Publishing NOF Identification

3.16.2.1 The identification of the Publishing NOF is not straightforwardly contained

in the NOTAM format but is usually identified by the Publishing NOF's AFTN
message origin (a 4-letter location indicator).

3.16.2.2 Whenever third parties are transmitting or making available a NOTAM via AFTN on
behalf of the publishing NOF, that station enters its own AFTN address into the
message origin line according to ICAO Annex 10 SARPs. As a consequence, the
information about the ‘Numbering reference’ is not present in the origin. For such
NOTAM, the information about the ‘Numbering reference’ must be deduced from
the FIR Qualifier in the Q) line and Item A) of the NOTAM instead. Additionally, the
NOTAM number sequence and/or NOTAM series in use by a publishing NOF may
provide further help when allocating the NOTAM to the publishing NOF.

Similar identification and allocation procedures may have to be applied for NOTAM
issued by a publishing NOF not in possess of a unique designated 4-letter location
indicator or for states also using origins other than that of the publishing NOF.

3.16.3 NOTAM Series Allocation

3.16.3.1 The NOTAM Processing Unit retains the Series and NOTAM Number of the
original NOTAM when transmitting it or making it available.

3.16.3.2 If the NOTAM Series letter has been omitted, the NOTAM Processing Unit shall try
to derive it from the NOTAM sequence number and include this series.

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3.16.3.3 If the Publishing NOF does not use a NOTAM Series letter, the NOTAM
Processing Unit shall automatically allocate a Series letter (normally ‘A’) for such
NOTAM.

3.16.4 NOTAM Number

3.16.4.1 If a NOTAM is received that is out of the numerical sequence, a query for the
missing NOTAM number(s) shall be initiated, according to Chapter 1 procedures
(Database Completeness and Coherence Messages).

3.16.4.2 If the NOTAM number consists of less than 4 digits the NOTAM Processing Unit
shall add the leading zeros. If the ‘Year’ indicator is missing, it shall also be added.

3.16.4.3 If a NOTAM with the same number is received twice but with different contents,
paragraph 3.12 rules for ‘NOTAM Subject to Query’ shall be applied.

3.16.5 NOTAM Sub-Number (Multi-part NOTAM)

3.16.5.1 If a Multi-part NOTAM is received without having the format specified in paragraph
6.1.2, it shall be converted into this format by the NOTAM Processing Unit if the
AFTN is to be used when transmitting or making available the processed NOTAM.

3.17 NOTAM Type

3.17.1 If the Publishing NOF did not include the NOTAM type in the original NOTAM, the
NOTAM Processing Unit shall insert the appropriate NOTAM type letter.

3.17.2 If the Publishing NOF wrongly allocated the NOTAM type in the original NOTAM,
the NOTAM Processing Unit shall insert the appropriate type.

3.17.3 In both cases, the Publishing NOF shall be informed about the change.

3.18 NOTAM Qualification (Item Q)

3.18.1 General rule

3.18.1.1 If the Item Q) is missing, it shall be inserted by the NOTAM Processing Unit.

3.18.1.2 If Item Q) is obviously wrong, it shall be changed by the NOTAM Processing Unit
in accordance with the following paragraphs (3.18.2 to 3.18.8).

3.18.2 Qualifier ‘FIR’

3.18.2.1 Item Q) may contain Location Indicators that indicate applicability to more than one
FIR. In this case, the ICAO location indicators of all FIR concerned should appear
in Item A).

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3.18.2.2 The NOTAM Processing Unit shall check that this field correctly applies to the
location indicator(s) of the FIR(s) entered in Item A). If not, the correct location
indicator will be inserted.

3.18.2.3 Note that ‘dummy’ FIRs, such as UUUU, ZBBB, KFDC and KNMH, may
sometimes be used for those countries with more than 7 FIR (i.e. the permitted
maximum in Item A).

3.18.3 Qualifier ‘NOTAM CODE’

3.18.3.1 The NOTAM Selection Criteria are the basis for NOTAM Code allocation and
qualification as described in paragraph 2.3.6.

3.18.3.2 If the NOTAM Code is not entered in the Item Q), the NOTAM Processing Unit
shall include the NOTAM Code, corresponding to the Item E) content, together
with the appropriate Qualifiers.

3.18.3.3 If the NOTAM Code does not correspond to the text of Item E), and the text of Item
E) is clear and unambiguous, the Code may be brought into line with the text,
provided that this does not imply a downgrading of the ‘Purpose’ Qualifier.

Example: Incoming original NOTAM

Q) EDXX/QAFXX/I/B/W/000/120/5023N01021E030
A) EDGG EDMM B) 0803011000 C) 0804011800
E) ATS ROUTE XYZ11 CLOSED BETWEEN XXX and YYY BETWEEN GND AND
FL120
Corrected NOTAM
Q) EDXX/QARLC/IV/NBO/E/000/120/5023N01021E030
A) EDGG EDMM B) 0803011000 C) 0804011800
E) ATS ROUTE XYZ11 CLOSED BETWEEN XXX and YYY BETWEEN GND AND
FL120
3.18.3.4 Overwriting of the original Qualifiers (‘Traffic’, ‘Purpose’ and ‘Scope’) (in
accordance with paragraphs 3.18.4 to 3.18.6) should be avoided, unless to correct
obvious mistakes.

3.18.3.5 If the original NOTAM has been coded ‘QXXXX’ and a more appropriate NOTAM
Code exists, the NOTAM Processing Unit shall replace the Code and its
associated Qualifiers (subject to the limitations specified in paragraphs 3.18.4 to
3.18.8).

3.18.3.6 The NOTAM Processing Unit may also use ‘QXXXX’ to upgrade 'Scope' and
'Purpose' Qualifiers or for NOTAM where 'AG', 'CO' or 'RC' have been used as 2nd
and 3rd letters (Note also the possibility of using ‘FA’ for Aerodrome or ‘AF’ for
FIR).

3.18.3.7 For NOTAM received with a NOTAM Code that is not contained in the NSC, the
NOTAM Processing Unit shall allocate a Code in accordance with the subject and
the condition of that subject specified in the Item E) text (refer to paragraph 2.3.6
for further guidance).

3.18.3.8 If a Trigger NOTAM is received without the 4th and 5th letter ‘Condition’ indicator
‘TT’, the NOTAM Processing Unit shall replace it with ‘TT’. Similarly, if the 2nd and

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3rd letter ‘Subject’ indicator is received as ‘XX’, the NOTAM Processing Unit shall
change it in accordance with paragraph 2.7.2.7 (Note also the guidance at
paragraphs 2.7.2.8 and 2.7.2.14).

Example: Incoming original NOTAM

Q) EDMM/QXXTT/I/BO/E/000/240/4841N00913E250
A) EDMM B) 0805080100 C) 0805220100
E) TRIGGER NOTAM – PERM AIRAC AMDT 05/08 WEF 08 MAY
2008: NEW ATS ROUTE XYZ123 ESTABLISHED.
Corrected NOTAM
Q) EDMM/QARTT/I/BO/E/000/240/4841N00913E250
A) EDMM B) 0805080100 C) 0805220100
E) TRIGGER NOTAM – PERM AIRAC AMDT 05/08 WEF 08 MAY
2008: NEW ATS ROUTE XYZ123 ESTABLISHED.

3.18.4 Qualifier ‘TRAFFIC’

3.18.4.1 If the ‘Traffic’ Qualifier is missing, it shall be filled according to the NOTAM
Selection Criteria, or, if not specified therein, according to the NOTAM contents.

3.18.4.2 If the ‘Traffic’ Qualifier is not according to the NOTAM Selection Criteria, the
NOTAM Processing Unit may adapt it to the NSC, taking into account the entry in
Item E) and guidance at paragraphs 2.3.7.3 and 2.7.2.14.

3.18.5 Qualifier ‘PURPOSE’

3.18.5.1 If the ‘Purpose’ Qualifier is missing, it shall be filled according to the NOTAM
Selection Criteria, or, if not specified therein, according to the NOTAM contents.

3.18.5.2 The ‘Purpose’ Qualifier of a NOTAM shall not be modified by a NOTAM

Processing Unit, unless it implies an upgrading. i.e. Purpose ‘M’ may be changed
to ‘B’, ‘BO’, ‘NB’2 or ‘NBO’; Purpose ‘B’ may be changed to ‘BO’, ‘NB’2 or ‘NBO’;
purpose ‘BO’ may be changed to ‘NB’2 or ‘NBO’; and purpose ‘NB’2 may be
changed to ‘NBO’.

3.18.6 Qualifier ‘SCOPE’

3.18.6.1 If the ‘Scope’ Qualifier is missing or is not filled according to the NOTAM Selection
Criteria, it shall be filled according to the NOTAM contents, following the
procedures described in para 2.3.9.

3.18.7 Qualifiers ‘LOWER/UPPER’

3.18.7.1 The logical order of the vertical limits indicated in Qualifiers ‘Lower’ and ‘Upper’
shall be verified and corrected; these should also correspond to the values
specified in Items F) and G) for Navigation Warnings and Airspace Reservations.

2
Note that, whilst change is expected, the use of ‘NB’ remains prescribed in the ICAO NSC at the time of writing
this edition.

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Example: ‘F) GND’ and ‘G) 7500FT AMSL’ = ‘Q) (Lower/Upper)

000/075’

3.18.7.2 If vertical limits have been entered in Items F) and G) and:

- the limits in Item Q) extend beyond those given in Items F) and G), they shall be
left unchanged unless the 000/999 default has been used;

- the limits in Item Q) do not equate but lie between the limits given in Items F) and
G), they shall be modified to correspond to Items F) and G):

- if the limits in Item Q) are 000/999, they shall be modified to correspond to Items
F) and G) if the actual limits stated there are in FL or in FT or M AMSL (i.e. not for
those stated in FT or M AGL – see below);

- if the limits in Items F) and G) are given as FT or M AGL (or FT or M SFC), Item
Q) shall be left unchanged unless the LOWER/UPPER limits are obviously wrong
or are missing, then the default value 000/999 shall be inserted.

Example: Incoming original NOTAM:

A0564/08 NOTAMN
Q) EDGG/QXXCA/IV/NBO/W/000/200/4841N00900E050
A) EDGG B) 0803011000 C) 0804011800
E) AREA XYZ11 ACTIVATED
F) 5500FT G) 12000FT AGL
Corrected NOTAM
A0564/08 NOTAMN
Q) EDGG/QXXCA/IV/NBO/W/055/200/4841N00900E050
A) EDGG B) 0803011000 C) 0804011800
E) AREA XYZ11 ACTIVATED
F) 5500FT AMSL G) 12000FT AGL
3.18.7.3 The NOTAM Processing Unit shall define the values used to amend NOTAM in
accordance with the procedures specified in para 2.3.10.

3.18.7.4 If vertical limits also appear in Item E), these shall be cross-checked and
consolidated with Items Q), F) and G).

Example: Incoming original NOTAM:

A0564/08 NOTAMN
Q) EDXX/QARLC/IV/NBO/E/000/999/5023N01021E030
A) EDGG EDMM B) 0803011000 C) 0804011800
E) ATS ROUTE XYZ11 CLOSED BETWEEN XXX and YYY BETWEEN FL055
AND FL120
Corrected NOTAM
A0564/08 NOTAMN
Q) EDXX/QARLC/IV/NBO/E/055/120/5023N01021E030
A) EDGG EDMM B) 0803011000 C) 0804011800
E) ATS ROUTE XYZ11 CLOSED BETWEEN XXX and YYY BETWEEN FL055
AND FL120

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3.18.8 Qualifier ‘GEOGRAPHICAL REFERENCE’

3.18.8.1 The Geographical Reference shall be present in each NOTAM made available by
a NOTAM Processing Unit. If this value is not contained in a received NOTAM, the
NOTAM Processing Unit has to add it, following the procedures described in para
2.3.11 (General Rules), 2.3.12 (Co-ordinates) and 2.3.13 (Radius).

3.18.8.2 If co-ordinates and radius are given, the NOTAM Processing Unit shall only
change the entry if it contains an obvious error and the area covered by the given
values is greater or less than necessary (e.g. when the whole FIR default 999 is
used for a small danger area located within it or when an insufficient radius is used
for a Navaid coverage).

3.18.8.3 If a NOTAM is received without geographical reference, and no positional

information appears in Item E), the entry in Item A) should permit the coordinates
to be derived from the Unit’s available Static Data.

3.18.8.4 If a NOTAM is received without a radius, it shall be derived from the Static
Database whenever possible. If the radius cannot be derived, the NOTAM
Processing Unit shall include a default radius, as specified in the table at para
2.3.13.3 for Europe and dense areas or ‘999’ for other areas.

3.18.8.5 If Item E) contains a reference to a published area or facility or the definition of a

temporary area or facility, this shall be used to correct or determine an appropriate
entry in Item Q).

3.19 NOTAM Items

3.19.1 Item A) – Location ‘FIR/AD’ – General

3.19.1.1 The given aerodrome or FIR(s) should be valid for the country and for the
Publishing NOF. If not, the para 3.12 ‘NOTAM Subject to Query’ procedure shall
be applied.

3.19.1.2 If the location indicator is not filled or contains a typing error, the NOTAM
Processing Unit shall try to deduce it from the Item Q) and from the Item E)
content. The para 3.12 ‘NOTAM Subject to Query’ procedure shall be applied.

3.19.1.3 If the location indicator is unknown to the NOTAM Processing Unit (i.e. the
aerodrome location indicator is not listed in ICAO Doc 7910 or the national AIP,
SUP or NOTAM), the NOTAM Processing Unit shall replace the location indicator
by the nationality indicator followed by ‘XX’ or ‘XXX’ (e.g. EDXX or CXXX). The
para 3.12 ‘NOTAM Subject to Query’ procedure shall be applied, mentioning ‘ICAO
LOCATION INDICATOR UNKNOWN’.

3.19.1.4 If a new location indicator or a change of a location indicator is announced by a

NOTAM, the Processing Unit shall proceed as follows:

1. Store NOTAM with scope E to assure that users are informed about the change.
Item A) to contain the location indicator of the FIR and Item E information about
the new or changed location indicator as well as other information from NOTAM.
Additionally, insert an instruction in Item E to retrieve NOTAM by selecting the new

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and old location indicator until all valid NOTAM have been replaced or cancelled
by the publishing NOF.

2. Add the new or changed location indicator to the database.

3. Delete old location indicator from database as soon as there are no more valid
NOTAM for this Item A and delete retrieval instruction from the NOTAM
announcing the change of location indicator.

3.19.1.5 If the Publishing NOF has no discrete FIR (e.g. Swaziland FD, Lesotho FX, Macau
VM), Item Q) shall contain the appropriate overlying FIR Indicator. If an aerodrome
is used in Item A) and the NOTAM subject/contents is Enroute or nav-warning, the
NOTAM Processing Unit shall also change Item Q) ‘Scope’ to read 'AE' or 'AW'.

3.19.1.6 If a CTA or TMA indicator is used as pseudo FIR in Item A), the NOTAM
Processing Unit shall replace it with an indicator that reflects the Item E) text (for
example by using the main aerodrome within a TMA or the area affected).

Example: Incoming original NOTAM:

A7333/08 NOTAMN
Q) RJJJ/QRACH/IV/NBO/EW/220/230/
A) RJTD B) 0812272315 C) 0812280515
E) FUKUOKA FIR MULTIPLE U.S.MIL ACT WILL BE CONDUCTED WI
FUKUOKA FIR AS FLW, BOUNDED BY THE POINTS 3201N12633E,
3230N12650E, 3230N12712E, 3025N12752E, 3015N12708E, TO POINT
OF ORIGIN. ATC WILL NOT CLEAR NON-PARTICIPATING IFR FLT THRU
THIS AREA.
F) FL220 G) FL230)
Corrected NOTAM
A7333/08 NOTAMN
Q) RJJJ/QRACH/IV/NBO/W/220/230/3533N15022E999
A) RJJJ B) 0812272315 C) 0812280515
E) FUKUOKA FIR MULTIPLE U.S.MIL ACT WILL BE CONDUCTED WI
FUKUOKA FIR AS FLW, BOUNDED BY THE POINTS 3201N12633E,
3230N12650E, 3230N12712E, 3025N12752E, 3015N12708E, TO POINT
OF ORIGIN. ATC WILL NOT CLEAR NON-PARTICIPATING IFR FLT THRU
THIS AREA.
F) FL220 G) FL230
3.19.1.7 If a NOTAM is received with ‘Scope’ ‘A’ and an FIR in Item A), and if Item E)
confirms the NOTAM applicability to an FIR, the NPU shall modify the ‘Scope’ to
‘W’ or ‘E’, whichever is more appropriate. If the NSC do not provide for ‘Scope’ ‘W’
or ‘E’ to be applied, the 2nd and 3rd letters shall be modified to read ‘XX’.
However, if Item E) indicates applicability to an Aerodrome, changes to Item A)
and to Item Q) (‘Scope’ ‘AE’ or ‘AW’) might be necessary.

3.19.1.8 If a NOTAM is received with ‘Scope’ ‘E’ or ‘W’ and an aerodrome in Item A), and if
Item E) confirms the NOTAM applicability to an aerodrome, the NPU shall modify
the ‘Scope’ to ‘AW’ or ‘AE’, whichever is more appropriate. However, if Item E)
indicates applicability to an FIR, a change to Item A) might be necessary.

Example: Incoming original NOTAM:

A2222/08 NOTAMN
Q) MUFH/QRACA/IV/BO/W/000/180/1918N10013W025
A) MUHA B) 0801211500 C) 0801312359

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D) DAILY 1500-2359
E) AIRSPACE RESERVATION BTN UNG AND UCA, ACTIVITY COORD. WITH
TWR MUHA.
F) GND G) 18000FT AMSL
Corrected NOTAM
A2222/08 NOTAMN
Q) MUFH/QRACA/IV/BO/AW/000/180/1918N10013W025
A) MUHA B) 0801211500 C) 0801312359
D) DAILY 1500-2359
E) AIRSPACE RESERVATION BTN UNG AND UCA, ACTIVITY COORD. WITH
TWR MUHA.
F) GND G) 18000FT AMSL

3.19.2 Item A) – Location ‘FIR/AD’ – Single-Location NOTAM

3.19.2.1 This shall always be the ICAO Location Indicator of one aerodrome or FIR.

3.19.2.2 In the case of one FIR, the entry must be identical to the Qualifier ‘FIR’ in the Item
Q). If not, this entry shall be corrected by the NOTAM Processing Unit.

3.19.2.3 If an aerodrome indicator is given, it must be an aerodrome situated in the FIR

inserted in the Item Q). If not, the FIR in the Item Q) shall be changed according to
the Static Database.

3.19.2.4 For aerodromes without ICAO location indicator Item A) shall contain the
nationality indicator followed by ‘XX’ or ‘XXX’ (e.g. EDXX or CXXX), with the full
name of the aerodrome as first element in Item E).

3.19.2.5 If Item A) of a received NOTAM contains the full name of an aerodrome, the
NOTAM Processing Unit shall replace it by a 4–letter code consisting of the
nationality indicator followed by ‘XX’ or ‘XXX’ (e.g. LFXX or CXXX), and shall enter
the full name in Item E).

Examples: A) EBBU (ICAO location indicator for a single FIR)

A) LFPO (ICAO location indicator for an aerodrome)

A) FBXX (no location indicator published by Botswana)

In the latter example, Item E) shall contain the full name of the aerodrome as its
first element, e.g.:

E) BOTTLEPAN …..

3.19.3 Item A) – Location ‘FIR/AD’ – Multi-Location NOTAM

3.19.3.1 According to the current NOTAM format there can be only up to 7 FIR location
indicators in Item A). If more than 7 FIR were entered, only the first 7 listed shall
remain in Item A). One or more NOTAM Series ‘T’ shall be issued with identical
data as in the original NOTAM until all original FIR have been covered.

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3.19.3.2 If multiple aerodromes are inserted in Item A), the NOTAM Processing Unit shall
retain only the first indicated aerodrome. For the remaining aerodromes, one or
more NOTAM Series ‘T’ shall be issued with identical data as in the original
NOTAM until all original indicated aerodromes are covered.

3.19.3.3 Such NOTAM Series ‘T’ shall follow the rules described in paragraph 3.13.

3.19.3.4 In cases where a NOTAM contains ‘supra-regional’ information covering several

FIR belonging to more than 1 country, the Qualifier ‘FIR’ in Item Q) shall contain
the Publishing NOF’s nationality Code followed by ‘XX’ or ‘XXX’ (e.g. EDXX or
CXXX). If this procedure is not applied by the Publishing NOF, the NOTAM
Processing Unit shall correct the Item Q).

3.19.4 Item B) – Start of Activity

3.19.4.1 This shall be a 10-figure date-time group, giving year, month, day, hour and
minutes at which the NOTAM comes in force (paragraph 2.3.16 refers).

3.19.4.2 If ‘WIE’ (With Immediate Effect) appears in Item B), the NOTAM Processing Unit
shall replace it with a 10 figure date/time group corresponding to the time of origin
of the original NOTAM.

3.19.4.3 If Item B) contains ‘SR’ or ‘SS’ and the NOTAM Processing Unit can calculate an
actual time, it shall replace the letters with that time. If, however, the actual time
cannot be calculated, the NOTAM Processing Unit shall insert ‘0000’ and add or
complete an Item D) with the given ‘SR’ or ‘SS’.

3.19.5 Item C) – End of Validity

3.19.5.1 This shall be a 10-figure date-time group, giving year, month, day, hour and
minutes at which the NOTAM ceases to be in force and becomes invalid (ref para
2.3.17).

3.19.5.2 If ‘UFN’ (Until Further Notice) appears in Item C), the NOTAM Processing Unit
shall process the NOTAM with an Item C) changed to an ‘EST’ time of 48 hours
added to the DTG indicated in Item B).

3.19.5.3 If ‘APRX DURATION’ appears in Item C), the NOTAM Processing Unit shall
change it into a Date/Time Group of 10 figures, corresponding to the approximate
duration given, followed by ‘EST’.

3.19.5.4 If the end of the day is expressed as ‘2400’, the NOTAM Processing Unit shall
change it to read ‘2359’ (in accordance with ICAO Annex 5 provisions).

3.19.5.5 If Item C) contains ‘SR’ or ‘SS’ and the NOTAM Processing Unit can calculate an
actual time, it shall replace the letters with that time. If, however, the actual time
cannot be calculated, the NOTAM Processing Unit shall insert ‘2359’ and add or
complete an Item D) with the given ‘SR’ or ‘SS’.

3.19.5.6 NOTAM containing ‘EST’ or an approximate duration should, at the end of the
estimated validity, be replaced by NOTAMR or cancelled by NOTAMC. If the
Publishing NOF does not react at the end of the estimated validity, the NOTAM

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Processing Unit shall request action from all Publishing NOF concerned at least
once a month.

3.19.6 Item D) – Day/Time Schedule

3.19.6.1 If the Item D) of the original NOTAM is not structured according to the procedures
as detailed in para 2.3.18 till 2.3.21, and if no ambiguity about the originator’s
intention is present (for example Item E) may contain clear specification), it shall
be edited by the NOTAM Processing Unit in accordance with these specifications.

3.19.6.2 If PIB service is provided based on active NOTAM, it is recommended to assure

that Item D) does not contain operating hours or other dates/times where the
NOTAM would appear at date/times for which there is no restriction.

3.19.6.3 Item D) shall not exceed 200 characters. If it does, then the Item D) time schedule
shall be removed and inserted at the end of Item E). This procedure will however,
exclude automatic retrieval into Pre-flight Information Bulletins on the specified
days and times.

3.19.7 Item E) – NOTAM Text

3.19.7.1 The NOTAM Processing Unit shall check the correspondence between the Item E)
text and the NOTAM Code.

3.19.7.2 If a NOTAM is received in a non-standard format, the NOTAM Processing Unit

must identify the subject and select the relevant NOTAM Code. If Item E) contains
more than one subject, the subject of highest operational importance, based on
the appropriate ‘Purpose’ Qualifier, shall be inserted in Item Q).

3.19.7.3 If the NOTAM Code is already present in Item E) of the original NOTAM, it shall be
moved to Item Q) and decoded in Item E); using the text provided in the NOTAM
Selection Criteria.

3.19.7.4 If the text in Item E) contains clear restrictions or limitations for an aerodrome or
FIR not covered by Item A), the NOTAM Processing Unit shall add the missing FIR
in Item A and/or shall issue one or more NOTAM Series ‘T’ with identical data as in
the original NOTAM until all originally indicated aerodromes and/or FIR are
covered and with reference to the original NOTAM. Refer also to para 3.13 for the
creation of NOTAM Series ‘T’.

3.19.7.5 All navigational data, navigation aids, frequencies, location indicators, heights and
any logical combinations shall be verified.

3.19.7.6 If the text in the Item E) is ambiguous, the NOTAM Processing Unit shall make the
original NOTAM available with the text ‘NOTAM Subject to Query’ added to the
beginning of Item E) according to the procedures described in paragraph 3.12.

3.19.8 Items F) and G) – Lower and Upper Limit

3.19.8.1 If Item F) and G) appear in the NOTAM, refer to guidance at paragraph 2.3.23.

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3.19.8.2 NOTAM Processing Unit shall make sure that Lower and Upper limits in Items F)
and G) are inserted for Navigation Warnings and Airspace Reservations (NOTAM
Codes ‘QW...’ or ‘QR…’). If these Items are missing, the NOTAM Processing Unit
shall add them after verification of the data in Item E), or in the Item Q)
’Lower/Upper’ Qualifiers, or in the Static Database, and/or after consultation with
the Publishing NOF. Use of the paragraph 3.12 ‘NOTAM Subject to Query’
procedure may be required.

3.19.8.3 If NOTAM other than Navigation Warnings and Airspace Reservations are
received with Items F) and G), the vertical limits shall be transferred to Item E)
using the keywords ‘FROM’ and ‘TO’ followed by the appropriate values (e.g.
‘FROM 1000FT AMSL TO FL100’).

3.19.8.4 If the values specified in Items F) and G) do not cover the limits mentioned in Item
E), the NOTAM Processing Unit shall:

- change the values in Item F) or in Item G) to correspond to the lowest (Item F) or

the highest (Item G) value mentioned Item E); and

- the paragraph 3.12 ‘NOTAM Subject to Query’ procedure shall be used, and the
Publishing NOF shall be contacted to clarify the content of the NOTAM.

3.19.8.5 The values specified in Items F) and G) shall not be changed, whenever the limits
in Item F) or G) are respectively lower or higher than the limits specified in Item E).

3.19.8.6 If no Item F) (Lower limit) has been specified in a NOTAM that contains an Item
G), but from Items Q) or E) it is obvious that the Lower limit is sea or ground, then
the term ‘SFC’ (surface) shall be inserted in Item F). ‘SFC’, will be used instead of
‘GND’ because precise topographic information concerning the area of influence of
the NOTAM may not be available.

3.19.8.7 If ‘AGL’ or ‘AMSL’ is omitted and the datum cannot be determined, the NOTAM
Processing Unit shall add ‘AMSL’ to the lower limit and ‘AGL’ to the upper limit.

3.20 Procedures Related to NOTAM ‘R’ Processing

3.20.1 NOTAMR should be issued in the same series as the NOTAMN or NOTAMR
referred to. If this is not the case, the NOTAM Processing Unit shall verify whether
the Items of the ‘to be replaced’ NOTAM correspond to the NOTAMR. If the Items
correspond, the NPU shall make the NOTAM available as a NOTAMN and shall
delete the ‘to be replaced’ NOTAM. The paragraph 3.12 procedure for ‘NOTAM
Subject to Query’ shall be applied.

3.20.2 NOTAMR should replace only one NOTAMN or NOTAMR. If more than one
NOTAM are replaced by one NOTAMR, the NOTAM Processing Unit shall change
the NOTAMR to replace only the first one in the list and shall delete all the others.
If it is identified that this is a recurring error, the Publishing NOF shall be requested
to adhere to the published ICAO standards (ICAO Annex 15, Ref [1] para 5.2.7
and Doc 8126, Ref [2] Table 6-1 refer).

3.20.3 NOTAMR should relate to the same subject (2nd and 3rd letters of the NOTAM
Code) as the NOTAMN or NOTAMR referred to. If this is not the case the NOTAM
Processing Unit shall compare the two NOTAM subjects, and make the potential
necessary changes, when these are obvious from the message contents.

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3.20.4 NOTAMR shall have the same Item A) content as the NOTAMN or NOTAMR
referred to. If this is not the case, the NOTAM Processing Unit shall compare the
Item A) of both NOTAM with the data in Item E) and make any necessary changes.
If Item A) of the NOTAMR should be changed to the same value as the NOTAM it
replaces, the change will be done in the processed NOTAMR. If however, Item A)
of the NOTAMR cannot be changed (e.g. if the activity has moved to a separate
FIR), this NOTAMR shall be processed as a NOTAMN and the 'to be replaced'
NOTAM shall be deleted. If Item Q) ‘Scope’ contains ‘A’, the paragraph 3.12
procedure for ‘NOTAM Subject to Query’ shall be applied.

3.20.5 According to 2.4.1.5, Item B of a NOTAMR is equal to the date/time the NOTAMR
is created. The NOTAM replaced by a NOTAMR ceases to exist the moment its
replacing NOTAM is received.

ICAO currently allows the creation of NOTAMR that come in force at a future
date/time but does not provide clear rules regarding the status of the replaced
NOTAM. If a NOTAMR is received that contains an Item B) in the future, an
automated processing of the NOTAM shall be discontinued for further analysis and
to assure correct database storage.

3.20.5.1 In a first step, NOTAM Items B, C, D and E (and F/G if present) of the new
NOTAM shall be compared with the replaced or cancelled NOTAM to analyse the
intention of the originator with respect to the validity of the replaced or cancelled
NOTAM. The following possibilities exist:

a) Case 1:

The replaced NOTAM ceases to exist the very moment the NOTAMR is created.
The replaced NOTAM does not appear in a PIB or checklist anymore.

Case 1 usually applies if item B) of the replaced NOTAM and Item B) of the
NOTAMR are identical or if no other changes can be identified apart from the
changes in Item B (and D) between the replaced NOTAM and the NOTAMR. The
NOTAM can be considered as referring to a situation where the activity is
suspended.

b) Case 2:

The replaced NOTAM remains valid until item B of the NOTAMR/C is reached. In
PIB, the replaced NOTAM will appear until item B of the replacing NOTAM is
reached. Item C) of the replaced NOTAM shows the new end date/time. Both
NOTAM appear in a checklist created before Item B) of the NOTAMR.

Example:
012056 OSDIYNYX
(A0111/07 NOTAMN
Q) OSTT/QXXXX/IV/M/E/000/999/……..
A) OSTT B)0711010001 C) 0803312359 EST
E) WINTER LOCAL TIME UTC PLUS 2HR WILL BE USED.)

NOTAM created 29 MAR 2008:

290908 OSDIYNYX
(A0038/08 NOTAMR A0111/07
Q) OSTT/QXXXX/IV/M/E/000/999/………...
A) OSTT B) 0804032200 C) 0810312100 EST

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E) SUMMER LOCAL TIME UTC PLUS 3HR WILL BE USED.)

In this specific example case 1 can be excluded as the content of the NOTAM
describes a phenomena that is globally known, the NOTAMR can be considered
as referring to a situation where the condition in the replaced NOTAM remains
valid for a certain period before being replaced by a new situation and that the new
situation ends earlier or later than originally planned. Case 2 has to apply or no
time is applicable between MAR 29 0908 and APR 03 2200 or the time published
in AIP which is not likely to be the case.

Note: for the example provided, this means that as soon as A0038/08 is stored in
the database, Item C of A0111/07 is replaced by item B of the NOTAMR and
shows the new expiring date C) 0804032200.

c) Case 3:

The situation is unclear. The operator is unable to identify if case 1 or 2 applies

and the originator's system design is unknown.

Example:
NOTAM created 26 DEC 2007:
261637 LIIAYNYX
(B3326/07 NOTAMN
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B)0801150500 C) 0803311100 EST
E) RWY 14 DTHR 300 M. REVISED DECLARED DIST AS FLW: ……..)

NOTAM created 01 MAR 2008:

011035 LIIAYNYX
(B1893/08 NOTAMR B1826/07
Q) LIMM/QMRLT/IV/NBO/A/000/999/4525N01019E005
A) LIPO B)0803070000 C) 0804101800
E) RWY 14 DTHR 200 M. REVISED DECLARED DIST AS FLW: ……..)
Note: The situation could refer to a situation where the condition in the replaced
NOTAM remains valid for a certain period before being replaced by a new situation
and that the new situation ends later than originally planned or it could refer to a
situation where the planned works are suspended (or item B was incorrect) and
restart from a later date with changed limitations (or 300 M was a typing error).

3.20.5.2 In a second step appropriate action is taken by the operator to assure correct
storage. Different procedures apply for cases 1 and 2. No specific further
procedures are provided for these cases as all actions depend on what the system
is designed to do without operator intervention and on the extend of manual
intervention a system allows. Any operator action should be traceable.

For case 3, the ‘NOTAM Subject to query’ procedure shall be applied to clarify the
situation. Depending on the analysis, clarification must be reached with the
originating NOF whether the NOTAMR was intended to be a continuation of the
NOTAM to be replaced, a suspension, an error, a completely different time
schedule etc.

3.20.6 In case a NOTAMR is received that replaces only an individual part of a Multi-part
NOTAM, the NOTAM Processing Unit shall amend the original Multi-part NOTAM
and make all parts of it available to its Client as NOTAMR. If ambiguity is detected
the paragraph 3.12 procedure for ‘NOTAM Subject to Query’ shall be applied.

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3.20.7 In case of a NOTAMR replacing an AIP Supplement, the NOTAM Processing Unit
shall change the original NOTAMR into a NOTAMN; and, if appropriate, issue a
NOTAMC in Series ‘T’ to cancel any previously issued Trigger NOTAM in Series
‘T’.

3.21 Procedures Related to NOTAM ‘C’ Processing

3.21.1 NOTAMC should be issued in the same series as the NOTAMN or NOTAMR
referred to. If this is not the case, the NOTAM Processing Unit shall verify whether
the Items of the ‘to be cancelled’ NOTAM correspond to the NOTAMC. If the Items
correspond, the NPU shall make the NOTAM available as a NOTAMN and shall
delete the ‘to be cancelled’ NOTAM.

3.21.2 NOTAMC should cancel only one NOTAMN or NOTAMR. If more than one
NOTAM are cancelled by one NOTAMC, the NOTAM Processing Unit shall
change the NOTAMC to cancel only the first one in the list and shall delete all the
others.

3.21.3 NOTAMC should come in force at the time they are issued, and immediately
cancel the NOTAMN or NOTAMR referred to.

3.21.4 According to 2.4.1.5, Item B of a NOTAMC is equal to the date/time the NOTAMC
is created. The NOTAM replaced by a NOTAMC ceases to exist the moment its
cancelling NOTAM is received.

ICAO currently allows the creation of NOTAMC that come in force at a future
date/time. If a NOTAMC contains an Item B) in the future, an automated
processing of the NOTAM shall be discontinued.

3.21.4.1 Contrary to NOTAMR with an Item B) in the future, a NOTAMC with Item B) in the
future is always a change of item C of the cancelled NOTAM and may be a
prolongation or a shortening. Item B) of the NOTAMC is equal to or later than Item
B) of the cancelled NOTAM.

Similar procedures as for case 2 for NOTAMR with Item B) in the future can be
applied (the cancelled NOTAM remains valid until Item B) of the NOTAMC is
reached).

However, ‘NOTAM Subject to query’ procedure shall be applied to obtain

confirmation from the publishing NOF and to exclude that item B) of the NOTAMC
had been a typing error.

3.21.4.2 If Item B) of the NOTAMC is later than the date/time of reception but earlier than
Item B) of the cancelled NOTAM, procedures in force for case 1 have to be applied
and the cancelled NOTAM is cancelled with immediate effect. The NOTAMC was
obviously issued in error or should have been a NOTAMR instead. ‘NOTAM
Subject to query’ procedure applies to clarify the status of the cancelled NOTAM
with the publishing NOF.

If clarification results in a reply that the NOTAMC should have been a NOTAMR
instead, a NOTAM series ‘T’ has to be issued if the publishing NOF does not
correct the erroneous NOTAMC by publishing a NOTAMN. The same applies if a
'correct version' is published instead of NOTAMN. The series ‘T’ NOTAM contains

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all data from the erroneously cancelled NOTAM, Item B) the date and times from
the NOTAMC.

3.21.5 For all NOTAMC, the text of the decoded NOTAM Code shall be inserted in Item
E) together with details of the NOTAM subject. If no text is inserted by the
Publishing NOF, the NOTAM Processing Unit shall insert a reference to the
cancelled NOTAM subject followed, in a new line, by the text ‘NOTAM
CANCELLED’.

3.21.6 If a NOTAMC contains an Item A) but does not contain Items Q), B) or E), the
NOTAM Processing Unit shall fill the missing compulsory Items.

- Item Q) NOTAM Code 2nd and 3rd letters shall be derived from the NOTAM to
be cancelled.

- Item Q) NOTAM Code 4th and 5th letters shall be ‘XX’ (unless an Item E) text
had been provided to confirm use of ‘AK’, ‘AL’, ‘AO’ or ‘CC’).

- Item Q) other Qualifiers shall be identical to those in the cancelled NOTAM

(ref para 2.4.3.5).

- Item B) shall be the date and time of filing of the NOTAMC.

- Item E) shall contain a reference to the cancelled NOTAM subject followed, in

a new line, by the text ‘NOTAM CANCELLED’.

Example: Incoming original NOTAM

231639 KDZZNAXX
A1326/08 NOTAMC A1324/08
A) KJFK
Corrected NOTAM
A1326/08 NOTAMC A1324/08
Q) KZNY/QMRXX/IV/NBO/A/000/999/4038N07347W005
A) KJFK B) 0807231639
E) RWY 13L/31R
NOTAM CANCELLED
3.21.7 In case of a NOTAMC cancelling an AIP Supplement, the NOTAM Processing Unit
shall:

- change the original NOTAMC into a NOTAMN;

- insert an Item C) according to para 2.7.5.3.1;

- issue a NOTAMR or a NOTAMC in Series ‘T’ in accordance with the rules

described in para 2.7.5 to cancel previously issued Trigger NOTAM in Series ‘T’, if
any.

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3.22 Checklist Processing

3.22.1 General Principles

3.22.1.1 A received Checklist shall be processed and, unless otherwise agreed, made
available to all Clients by the NOTAM Processing Unit without undue delay.

3.22.1.2 NOTAM Processing Units shall advise their Clients that certain States (which shall
be specified) may issue Checklists that relate to more than one NOTAM Series.

3.22.1.3 Checklists may also be received as NOTAMN and/or without an ‘EST’ indication in
Item C) (ref para 2.5.1.6 and 3.22.2.9).

3.22.1.4 Checklists are edited and corrected and presented in the correct format to the
Client.

3.22.1.5 In case of any ambiguities, e.g.:

- a valid NOTAM is not included in the Checklist; or

- a NOTAM included in the Checklist is not in the database, etc.

The NOTAM Processing Unit shall request clarification from the Publishing NOF
and analyse the differences (paragraph 3.12 procedures for ‘NOTAM Subject to
Query’ refers).

Procedures described in 3.23 and 3.24 are applied in order to resolve the
ambiguities.

3.22.2 Checklist Received as a NOTAM

3.22.2.1 If a Checklist is received as a NOTAM, but it is not in the agreed NOTAM Checklist
format (paragraph 2.5 refers), the NOTAM Processing Unit shall convert it as
described hereafter:

3.22.2.2 NOTAM Series, Number and Type shall be retained.

3.22.2.3 Item Q) ‘FIR’ Qualifier shall be:

- the FIR of the Publishing NOF, if responsible for only 1 FIR; or

- the 2–letter country indicator of the Publishing NOF followed by ‘XX’, if the
Publishing NOF is responsible for multiple FIR (in the same or in different
countries).

3.22.2.4 The NOTAM Code shall always be ‘QKKKK’.

3.22.2.5 Item Q) ‘Traffic’, ‘Purpose’ and ‘Scope’ Qualifiers shall be given the artificial value
‘K’, even if another Qualifier was included by the Publishing NOF.

3.22.2.6 Item Q) ‘Lower/Upper’ Qualifiers shall be the default values ‘000/999’.

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3.22.2.7 Item Q) geographical reference and radius Qualifiers are required and, if missing,
they shall be entered by the NOTAM Processing Unit.

3.22.2.8 Item A) should contain the list of all valid FIR for the Publishing NOF and, if any
are missing, they shall be added by the NOTAM Processing Unit.

However, for States with a NOF but no own FIR (e.g. Swaziland, Lesotho, Macao),
the location indicator of the main aerodrome will be entered in Item A). Otherwise
the Checklist cannot be associated to the publishing NOF (e.g. Lesotho would
have a Series A Checklist with Q-FIR + Item A FAJS which is the same as for
South African A series).

3.22.2.9 Item C) should indicate the estimated time of validity, usually exactly one month
after the date and time of the publication of the current Checklist, followed by
‘EST’. Whenever another date/time group is entered by the Publishing NOF, the
NOTAM Processing Unit shall not change it.

3.22.2.10 Item E) should be divided into two parts:

NOTAM Number Part, identified by ‘CHECKLIST’

Should contain a list of the valid NOTAM issued in a particular series, in a format
suitable for automatic and manual processing as described in paragraph 2.5.

If necessary, the NOTAM Processing Unit shall convert the Checklist into this
format.

Latest Publication Part, identified by ‘LATEST PUBLICATIONS’

Should contain a list of the latest publications (Amendments, Supplements and

AIC).

This part shall be made available as received. If this part is not present in the
original NOTAM, the NOTAM Processing Unit shall make the Checklist available
without this Latest Publication Part.

3.22.3 Checklist Not Received as a NOTAM

3.22.3.1 If a NOTAM Checklist is not received as a NOTAM (i.e. when no NOTAM number
has been allocated to the Checklist), the NOTAM Processing Unit shall adapt the
received AFTN message to the ‘ad-hoc' Checklist format, as described in
paragraph 4.6.

3.22.3.2 The processed checklist shall also be made available as an AFTN message. The
message shall start with the word ‘Checklist’, the 4-letter indicator of the Publishing
NOF or any other location indicator to which the numbering of the NOTAM refers
and the corresponding NOTAM Series. The valid NOTAM numbers shall be
included in the next line(s) according to the format described in para 2.5.3, but
retaining the latest publication part only if included in the original message.

Example:
CHECKLIST RJAA A
YEAR=2007 1678 1789

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YEAR=2008 0012 0022 0056 0057 0058 0073 0099 0102 0123 0124
0125
LATEST PUBLICATIONS
AIRAC AIP AMDT 5/08 EFFECTIVE 20 APR 2008
AIP SUP 1/08
AIP AMDT 413
AIC A001/08

3.23 Missing NOTAM

3.23.1 If NOTAM are missing, the NOTAM Processing Unit shall request them from the
Publishing NOF using a Request message. Chapter 1 refers but the syntax
requirements of the Publishing NOF shall be observed.

3.23.2 Time parameters for initiating the first request message and succeeding repetition
of the message shall be defined by the NOTAM Processing Unit and may vary
depending on the Publishing NOF.

3.24 NOTAM Deletion

3.24.1 The processing of NOTAM not adhering to the ICAO Standard may force a
NOTAM Processing Unit to delete NOTAM by means other than a NOTAMR or a
NOTAMC if:

a) the NOTAM is cancelled by a printed publication (AIP AMDT, AIP SUP, etc.);

b) the NOTAM is cancelled by a checklist;

c) the NOTAM is cancelled by an AFTN free text message from the Publishing
NOF;

d) the NOTAM is cancelled or replaced by a NOTAMC or a NOTAMR with more

than one NOTAM to be cancelled or replaced;

e) the NOTAM is deleted because an updated/corrected version of the NOTAM

shall follow.

3.24.2 NPU Clients shall receive notification of deletion of a NOTAM (see chapter 1 for
notification mechanism).

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4 DATABASE COMPLETENESS AND COHERENCE MESSAGES

4.1 General Principles

4.1.1 The maintenance of dynamic data is essential for the efficient operation of a
NOTAM Processing Unit, a Publishing NOF or for an aeronautical database
administrator. The application of ‘query messages’ is required to ensure the
database completeness and coherence. Query messages based upon the use of
AFTN (but not restricted to AFTN) are described in this Chapter. They were
developed so as to permit automatic and manual processing of queries.

4.1.2 The basic requirements for messages destined for the maintenance of the dynamic
data are:

- request for one or more NOTAM;

- request for the original version of a NOTAM;

- request for an intermediate Checklist of valid NOTAM.

4.1.3 In order to facilitate automatic processing, the requests and the replies to the
requests are identified by means of 3–letter identifiers.

Request for NOTAM: ‘RQN’

Request for ‘original version’ NOTAM: ‘RQO’

Request for ASHTAM: ‘RQA’

Request for an intermediate Checklist: ‘RQL’

Reply to these requests: ‘RQR’

4.1.4 For the avoidance of network overload, the number of requested NOTAM in a
single request message shall be limited in ‘RQN’ or in ‘RQO’. It is recommended
that the maximum is set to 100.

4.1.5 Request shall include the 4-letter indicator of the Publishing NOF or any other
location indicator to which the numbering of the required NOTAM refers (e.g.
USA).

4.1.6 A reply message shall contain only one NOTAM (or several messages in case of a
multi-part NOTAM), or a status text regarding the requested NOTAM, normally
followed by the requested NOTAM.

4.1.7 Request shall refer to only one Publishing NOF.

4.1.8 If a request contains a syntax error, the recipient of the request will inform the
originator that an error has been detected in the request message.

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4.2 Request for the Repetition of NOTAM (RQN)

4.2.1 Codes and Symbols used

4.2.1.1 Note that no brackets will be used when transmitting a ‘Request NOTAM’
message. The following codes and symbols are used in requests for repetition:

‘RQN’ is the designator for ‘Request NOTAM’.

‘LFFA’ 4-letter indicator of the Publishing NOF or other location

indicator to which the numbering of the NOTAM refers.

‘A0123/00’ NOTAM Series Identifier and NOTAM Number.

‘-‘ (hyphen) is used to indicate ‘TO’ or ‘FROM-TO’.

‘ ‘ (blank) is interpreted as ‘AND’.

‘RQR’ is the designator for the reply.

4.2.2 Examples of the Request for NOTAM

4.2.2.1 Request of a single NOTAM

Example 1: French NOF requests from Italian NOF the Italian NOTAM A0123/08.

Request: ZCZC ...

GG LIIAYNYX
160830 LFFAYNYX
RQN LIIA A0123/08

Reply: ZCZC ...

GG LFFAYNYX
160835 LIIAYNYX
RQR LIIA A0123/08
(A0123/08 NOTAMN
Q) .../..../.... etc.)

Example 2: French NOF requests from German NOF the Polish NOTAM A1253/08.

Request: ZCZC ...

GG EDDZYNYX
160900 LFFAYNYX
RQN EPWW A1253/08

Reply: ZCZC ...

GG LFFAYNYX
160905 EDDZYNYX
RQR EPWW A1253/08
(A1253/08 NOTAMN
Q) .../..../.... etc.)

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4.2.2.2 Request of several NOTAM with continuous numbering

Example 3: French NOF requests from German NOF the Cypriot NOTAM between
A0199/08 and A0210/08.

Request: ZCZC ...

GG EDDZYNYX
281030 LFFAYNYX
RQN LCNC A0199/08-A0210/08

Reply: ZCZC ...

GG LFFAYNYX
281035 EDDZYNYX
RQR LCNC A0199/08
(A0199/08 NOTAMN
Q) .../..../.... etc.)

Note: The full Reply consists of 12 messages containing one NOTAM each.

4.2.2.3 Request of several NOTAM with discontinuous numbering

Example 4: French NOF requests from German NOF the Russian Federation NOTAM
A0400/08, A0410/08 and NOTAM between A0420/08 and A0425/08.

Request: ZCZC ...

GG EDDZYNYX
281530 LFFAYNYX
RQN UUUU A0400/08 A0410/08 A0420/08-
A0425/08

Reply: ZCZC ...

GG LFFAYNYX
281540 EDDZYNYX
RQR UUUU A0400/08
(A0400/08 NOTAMN
Q) .../..../.... etc.)

Note: The full Reply consists of 8 messages containing one NOTAM each.

4.3 Request for the original version of NOTAM (RQO)

4.3.1 General Specification

4.3.1.1 A NOTAM Processing Unit will normally transmit only the processed version of
NOTAM to its clients. Whenever a NPU client needs the original version of a
NOTAM, it can be obtained by sending a ‘Request for Original NOTAM’ message
(RQO) to the NOTAM Processing Unit.

4.3.1.2 RQO is only to be used in data exchange between NPU Client and NOTAM
Processing Unit.

4.3.1.3 A reply message shall contain the ‘status line’: ‘ORIGINAL NOTAM’, followed by a
single NOTAM.

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4.3.1.4 The reply message of an original NOTAM shall always include the original origin
line (DTG + Publishing NOF address).

4.3.2 Codes and Symbols used

4.3.2.1 The following Codes and Symbols are used in requests for the original version:

‘RQO’ is the designator for ‘Request Original NOTAM’.

‘LFFA’ 4-letter indicator of the Publishing NOF or other location

indicator to which the numbering of the NOTAM refers.

‘A0123/00’ NOTAM Series Identifier and NOTAM Number.

‘-‘ (hyphen) is used to indicate ‘TO’ or ‘FROM-TO’.

‘ ‘ (blank) is interpreted as ‘AND’.

‘RQR’ is the designator for the reply.

4.3.3 Example of the Request for Original NOTAM

Example 5: French NOF requests from German NOF the Original NOTAM KJFK
A0553/08.

Request: ZCZC ...

GG EDDZYNYX
160900 LFFAYNYX
RQO KJFK A0553/08

Reply: ZCZC ...

GG LFFAYNYX
160910 EDDZYNYX
RQR KJFK A0553/08
ORIGINAL NOTAM
052255 KDZZNAXX
(A0553/08 NOTAMN
A) KJFK B) WIE C) UFN
E) ...etc.

4.4 Request for the Repetition of ASHTAM (RQA)

4.4.1 Codes and Symbols used

4.4.1.1 Note that no brackets will be used when transmitting a ‘Request ASHTAM’
message. The following codes and symbols are used in requests for repetition:

‘RQA’ is the designator for ‘Request ASHTAM’.

‘SAEF’ 4-letter indicator of the FIR to which the numbering of the

ASHTAM refers.

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‘0134’ ASHTAM Number.

‘-‘ (hyphen) is used to indicate ‘TO’ or ‘FROM-TO’.

‘ ‘ (blank) is interpreted as ‘AND’.

‘RQR’ is the designator for the reply.

4.4.1.2 RQA followed by the 4-letter indicator of an FIR will result in the repetition of all
valid ASHTAM for the FIR requested.

4.4.1.3 RQA followed by the 4-letter indicator of an FIR and ASHTAM number will result in
the repetition of the requested ASHTAM only.

4.4.2 Examples of the Request for ASHTAM

4.4.2.1 Request of all valid ASHTAM for an FIR

Example 6: French NOF requests from Italian NOF all valid ASHTAM for SAVF.

Request: ZCZC ...

GG LIIAYNYX
161600 LFFAYNYX
RQA SAEF

Reply: ZCZC ...

GG LFFAYNYX
161601 LIIAYNYX
RQR SAEF
VASA0123 SAEF 08161515
ASHTAM 0123
A) ... etc.

ZCZC ...
GG LFFAYNYX
160835 LIIAYNYX
RQR SAEF
VASA0121 SAEF 08152225
ASHTAM 0121
A) ... etc.

Example 7: French NOF requests from Italian NOF all valid ASHTAM for WAAF.

Request: ZCZC ...

GG LIIAYNYX
161600 LFFAYNYX
RQA WAAF

or ….. /
Reply: ZCZC ...
GG LFFAYNYX
161601 LIIAYNYX
RQR WAAF
NO VALID ASHTAM IN DATABASE

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4.4.2.2 Request of a single ASHTAM

Example 8: French NOF requests from Italian NOF the SAEF ASHTAM 0123.

Request: ZCZC ...

GG LIIAYNYX
161600 LFFAYNYX
RQA SAEF 0123

Reply: ZCZC ...

GG LFFAYNYX
161601 LIIAYNYX
RQR SAVF 0123
VASA0123 SAEF 08161515
ASHTAM 0123
A) ... etc.

4.5 Content of the Reply Messages (RQR)

4.5.1 General Specification

4.5.1.1 A Reply message to RQN and RQO contains only one NOTAM (or one part of a
Multi-part NOTAM).

4.5.1.2 A single ‘RQN’ or ‘RQO’ request for multiple NOTAM shall result in multiple reply
messages unless the requested NOTAM are not available for a reply (exception
4.5.1.7 refers).

4.5.1.3 In reply to a RQN, if the NOTAM queried has been processed by the NPU, the
reply message shall contain the location indicator of the NPU as the originator
instead of the code of the Publishing NOF.

4.5.1.4 In reply to a RQO, the status line with the status expression 'ORIGINAL NOTAM'
shall precede the original NOTAM. No additional information about the current
status/validity of this NOTAM shall be provided.

4.5.1.5 If the queried NOTAM is no longer valid or not available, this status will be
communicated through the reply as follows:

a) if the NOTAM is no longer valid, a ‘Status line’ will precede the transmission of
the requested NOTAM.

b) if the NOTAM is not available, only a relevant ‘Status line’ will be transmitted.

4.5.1.6 Only one ‘Status line’ shall be included in the reply and it shall contain only one
status expression.

4.5.1.7 In order to limit the number of RQR messages in reply to a RQN for more than one
NOTAM and when these NOTAM are not available in the NPU’s database, the
RQR shall contain all NOTAM numbers concerned by the same reply: ‘NOTAM
REQUESTED’ or ‘NOTAM NO LONGER IN DATABASE’ or ‘NOTAM NOT
ISSUED’. For example, instead of 99 RQR messages with ‘NOTAM NOT ISSUED’,
only one RQR shall be sent.

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4.5.1.8 Database should allow repetition of no longer valid NOTAM for a period of 3
months.

4.5.1.9 NOTAM Processing Unit shall provide their NPU Clients with a list of the available
NOTAM series for each Publishing NOF. This list shall contain the 4-letter
indicators that uniquely identify the Publishing NOF or any other location indicator
to which the numbering of the NOTAM in the series refers to.

4.5.2 Standard Expressions in Reply Messages

4.5.2.1 The following mandatory statements shall be mentioned in the reply when
appropriate:
‘NOTAM EXPIRED’ Item C time was reached

‘NOTAM REQUESTED’ The NOTAM Processing Unit has

requested the requested
NOTAM but not yet received it.

‘NOTAM CANCELLED BY A1324/08’ NOTAM was cancelled by a

NOTAMC

‘NOTAM DELETED’ NOTAM was deleted by the NOTAM

Processing Unit. Reasons for deletion
might be for example that the NOTAM
was omitted from Checklist, deleted by
printed publication, or other information
received from publishing NOF.

‘NOTAM NO LONGER IN DATABASE’ NOTAM was either expired, replaced,

cancelled or deleted since more than 3
months

‘NOTAM NOT ISSUED’ The Publishing NOF has not

issued the requested NOTAM

‘NOTAM REPLACED BY C3042/08’ NOTAM was replaced by a

NOTAMR

‘ORIGINAL NOTAM’ Original version of the NOTAM

‘NO VALID NOTAM IN DATABASE’ For reply on a RQL if no valid NOTAM is

available.

‘NO VALID ASHTAM IN DATABASE’ For reply on a RQA if no valid ASHTAM

is available.

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4.5.3 Examples for Status of NOTAM

Example 9: The requested Egyptian NOTAM A0400/08 is expired.

Reply: ZCZC ...

GG LFFAYNYX
281600 LIIAYNYX
RQR HECA A0400/08
NOTAM EXPIRED
(A0400/08 NOTAMN
Q) .../.../.... etc.)

Example 10: The requested Senegal NOTAM A0213/08 was not received at the NOTAM
Processing Unit.

Reply:

If a gap in the NOTAM numbers is detected :

ZCZC ...
GG EDDZYNYX
091430 LFFAYNYX
RQR GOOO A0213/08
NOTAM REQUESTED

or if the NOTAM number is greater than the last one received :

ZCZC ...
GG EDDZYNYX
091430 LFFAYNYX
RQR GOOO A0213/08
NOTAM NOT ISSUED

or if the NOTAM was cancelled, replaced or deleted

ZCZC ...
GG EDDZYNYX
091430 LFFAYNYX
RQR GOOO A0213/08
NOTAM CANCELLED BY A0222/08
or … NOTAM REPLACED BY A0233/08
or … NOTAM DELETED

Example 11: The requested Tahiti NOTAM A0021/08 was cancelled.

Reply: ZCZC ...

GG LIIAYNYX
301235 LFFAYNYX
RQR NTAA A0021/08
NOTAM CANCELLED BY A0023/08
(A0021/08 NOTAMR A0017/08
Q) .../.../.../ etc.

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Example 12: The requested Cuban NOTAM A1577/08 was not issued.

Reply: ZCZC ...

GG EDDZYNYX
110925 LEANYNYX
RQR MUHA A1577/08
NOTAM NOT ISSUED

Example 13: The requested Korean NOTAM A0449/08 was replaced.

Reply: ZCZC ...

GG LFFAYNYX
282055 LIIAYNYX
RQR RKRR A0449/08
NOTAM REPLACED BY A0452/08
(A0449/08 NOTAMN
Q) ../../../ etc.)

The importance of transmitting the requested NOTAM is emphasised, even

when it is already cancelled, replaced or deleted. Otherwise, there might be
inconsistencies in the database, as NOTAM could not be removed then,
(NOTAM A0017/08 in Example 8).

In the exceptional case that a cancelled, replaced or deleted NOTAM was not
received the RQR shall contain the status line only.

Example 14: The requested (RQO) United States NOTAM A0092/08 is an Original NOTAM.

Reply: ZCZC ...

GG LIIAYNYX
031755 EDDZYNYX
RQR KJFK A0092/08
ORIGINAL NOTAM
010025 KDZZNAXX
(A0092/08 NOTAMN
A) KJFK B) ...C) ... etc.)

4.6 Request for a List of valid NOTAM (RQL)

4.6.1 General Specification

4.6.1.1 The ‘List of valid NOTAM’ is a free text message. Contrary to the regular checklist,
this intermediate checklist is not a NOTAM itself, as it does not receive a number
of the series it refers to.

4.6.1.2 Note that the last regular checklist is a valid NOTAM and therefore, its number
shall appear in the RQL.

4.6.1.3 Multiple series of the same Publishing NOF may be requested in one message.

4.6.1.4 A reply message shall contain the checklist of only one NOTAM Series.

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4.6.1.5 A request for multiple NOTAM series shall result in multiple reply messages each
containing one series checklist.

4.6.1.6 The reply message is identified by the unique 4-letter indicator and the NOTAM
series identifier. The ‘List of valid NOTAM’ according to the NOTAM Processing
Unit database content is provided in a way similar to the structure of Item E of a
regular NOTAM checklist, without the latest publication part.

4.6.1.7 Whenever the regularly published NOTAM checklist is requested, the Client should
use the RQN procedure, clearly indicating both NOTAM series and number.

4.6.2 Codes and Symbols used

4.6.2.1 The following Codes and Symbols are used in requests for a list of valid NOTAM:

‘RQL’ is the designator for ‘request list’.

‘LFFA’ 4-letter indicator of the Publishing NOF or other location

indicator to which the numbering of the NOTAM refers to.

‘A’ NOTAM Series Identifier.

‘ ‘ (blank) is interpreted as ‘AND’.

‘RQR’ is the designator for the reply.

4.6.3 Examples of the request for a List of valid NOTAM

4.6.3.1 Request of a single NOTAM Series

Example 15: French NOF requests from Italian NOF the list of valid Cypriot NOTAM in
series Alpha:

Request: ZCZC ...

GG LIIAYNYX
281040 LFFAYNYX
RQL LCNC A

Reply: ZCZC ...

GG LFFAYNYX
281055 LIIAYNYX
RQR LCNC A
YEAR=2007 0322 0452
YEAR=2008 0001 0006 0010 0015 0016
0021 0035 0039

or ….. /
Reply: ZCZC ...
GG LFFAYNYX
281055 LIIAYNYX
RQR LCNC A
NO VALID NOTAM IN DATABASE

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Example 16: French NOF requests from Italian NOF the list of valid Guyana NOTAM in
series Alpha, but last Checklist A0011/08 is the only valid NOTAM.

Request: ZCZC ...

GG LIIAYNYX
281040 LFFAYNYX
RQL SYCJ A

Reply: ZCZC ...

GG LFFAYNYX
281055 LIIAYNYX
RQR SYCJ A
YEAR=2008 0011

4.6.3.2 Request of multiple NOTAM Series

Example 17: Italian NOF requests from German NOF the list of valid NOTAM from the
United Kingdom in series Bravo and Golf:

Request: ZCZC ...

GG EDDZYNYX
310840 LIIAYNYX
RQL EGGN B G

Reply: ZCZC ...

GG LIIAYNYX
310850 EDDZYNYX
RQR EGGN B
YEAR=2007 1678 1789
YEAR=2008 0012 0022 0056 0057 0058
0123 0124 0125

The full Reply consists of 2 Messages containing one NOTAM Series in each.

4.7 Incorrect Requests (RQN, RQO, RQL)

4.7.1 General Specification

4.7.1.1 If a RQN, RQO, RQA or RQL message has been received that does not adhere to
the published syntax format or content, the recipient of the request will send a
reply message informing about the error.

4.7.2 Standard Expressions

4.7.2.1 For a request received with an incorrect format

INCORRECT REQ MSG FORMAT PLEASE The recipient of the request

CORRECT AND RPT. FOR DETAILS SEE has detected an error in the
http://www.eurocontrol.int/aim/op format of the RQ message
add

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4.7.2.2 For a request received referring to an unknown or incorrect NOF designator or

series

REQUESTED NOF OR SERIES NOT The recipient of the request

MANAGED has received a request for a
NOF or series which is not
contained in the database

4.7.2.3 For a request exceeding maximum number allowed for a single request

YOUR REQ MSG EXCEEDS MAX NR OF Number of requested

100 NOTAM limit is exceeding.

4.7.2.4 Examples

Example 18:
Request: ZCZC …
GG LEANYNYX
151030 EDDZYNYX
RQN LEMD LEBL

Reply: ZCZC …
GG EDDZYNYX
151035 LEANYNYX
RQR
RQN LEMD LEBL
INCORRECT REQ MSG FORMAT PLEASE CORRECT AND
RPT. FOR DETAILS SEE
http://www.eurocontrol.int/aim/opadd

Example 19:
Request: ZCZC …
GG EBBRYNYN
151030 LOWWYNYX
RQN EBBR A0523/08-A0626/08

Reply: ZCZC …
GG LOWWYNYX
151035 EBBRYNYN
RQR
RQN EBBR A0523/08-A0626/08
YOUR REQ MSG EXCEEDS MAX NR OF 100 NOTAM

Example 20:
Request: ZCZC …
GG EBBRYNYN
151030 LOWWYNYX
RQN EBBA A0523/08-A0626/08

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Reply: ZCZC …
GG LOWWYNYX
151035 EBBRYNYN
RQR
RQN EBBA A0523/08-A0626/08
REQUESTED NOF OR SERIES NOT MANAGED

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5 PROCEDURES FOR SNOWTAM, ASHTAM AND SPECIAL CONDITIONS

5.1 Introduction

5.1.1 Two types of operationally relevant messages are described in ICAO

documentation and distributed via the AFS. As these messages are operationally
relevant, their processing is required to enable database storage and consequently
further retrieval for their incorporation in PIB. The concerned messages are:

SNOWTAM and

ASHTAM

5.1.2 SNOWTAM and ASHTAM are expected to be received in their defined format.
Therefore, it is anticipated that they shall neither be edited nor corrected nor
summarised. If a message is detected as received obviously incorrect (e.g.
garbled), a query shall be addressed to the originator for clarification. This
processing can be done by individual or centralised Units.

5.1.3 Hazardous winter conditions or bird hazards (if operationally significant) can also
be published by means of NOTAM.

5.2 SNOWTAM

5.2.1 Definition

5.2.1.1 ‘A special series NOTAM notifying the presence or removal of hazardous

conditions due to snow, ice, slush or standing water associated with snow, slush
and ice on the movement area by means of a specific format.’3

5.2.1.2 During periods when deposits of snow, ice, slush or water associated with these
conditions remain on the aerodrome pavements, information on such conditions
should be disseminated to all to whom the information is of direct operational
significance. Use of the ICAO Doc 8400 abbreviations (Ref [7]) and plain language
is also permissible.

5.2.1.3 For details of SNOWTAM Items refer to the ICAO Annex 15 (Ref. [1]), Appendix 2
and Doc 8126 (Ref [2]), Ch 6 Appendix A.

Note: For details on clearing requirements refer to ICAO Doc 9137 AN/898/Airport
Service Manual, Part 2.

3
Source: Annex 15, 12th Edition, chapter 2.

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5.2.2 Procedures for SNOWTAM creation

5.2.2.1 SNOWTAM identification shall appear in the first line of the AFTN message text
and shall start with the SNOWTAM indicator ‘SW’ followed by the designator for
the State e.g. ‘EF’, and a serial number in a four-figure group. The aerodrome to
which the SNOWTAM refers to is indicated with its four-letter location indicator.
The observation time is shown as an eight-figure group.

Example: SWEF0001 EFTP 11250800

5.2.2.2 The maximum validity of an SNOWTAM is 24 hours.

5.2.2.3 Examples

Example 1:
GG EFCC….
291225 EFTPZTZX
SWEF0587 EFTP 11291215
(SNOWTAM 0587
A) EFTP B) 11291215 C) 06 E) 40
F) 47/47/47 G) 3/3/3 H) 75/78/75 SKH N) 7 R)47
T) RWY CONTAMINATION 100 PER CENT. SURFACE FRICTION:
ON TWY MEDIUM TO GOOD, ON APRON MEDIUM TO POOR)

Where the header is composed of:

GG = priority indicator.
EFCC…. = addresses.
291225 = origin time.
EFTPZTZX = originator.
SWEF0587 = SW is the data designator for SNOWTAM;
EF are the nationality letters for the state (in this case Finland);
0587 is a four digits serial number.
EFTP = 4-letter location indicator of the aerodrome to which the
SNOWTAM refers.
11291215 = date/time of observation as month, day, hour and minute in
UTC, all by two digits (in this case 29th of November, 1215 UTC).

Where the message is composed of:

SNOWTAM = designator for the SNOWTAM.

0587 = the SNOWTAM number (the same four digits serial number as
in the header).
A) EFTP = Item A) aerodrome location indicator (the same as in the
header).
B) 11291215 = Item B) date/time of observation (same as in the header
section).
C) 06 = Item C) lower runway designator number (for RWY 06/24 the
lower runway designator number is 06).
E) 40 = Item E) cleared runway width in metres, if less than published
width (in this case, the published width is 45 metres and cleared
width is 40 metres only).

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F) 47/47/47 = Item F) deposits over the total runway length, observed on

each third part of the runway starting from the threshold with
lower runway designator number (in this case a combination of
dry snow (4) and ice (7) on each third part).
G) 3/3/3 = Item G) depth of the deposit(s) in millimetres for each third of
the total runway length (in this case the mean depth of the
deposits is 3 millimetres on each third part).
H) 75/78/75 SKH = Item H) friction measurements on each third of the runway and
friction measuring device (in this case the measured friction
coefficient values for each third part of the runway are 75, 78 and
75 - starting from the threshold with lower runway designator -
and the measurement device used is skiddometer with high-
pressure tyre)
N) 7 = Item N) taxiway conditions (in this case ice – deposit code for
ice is 7 as described in Item F of the SNOWTAM format)
R) 47 = Item R) apron conditions (in this case a combination of dry
snow and ice – deposit codes for dry snow (4) and ice (7) as
described in Item F of the SNOWTAM format)
T) RWY CONTAMINATION 100 PER CENT. SURFACE FRICTION: ON
TWY MEDIUM TO GOOD, ON APRON MEDIUM TO POOR
= Item T) plain language field for any additional information (in
this case the extent of the runway contamination (Item F above)
is between 51 and 100 %. The estimated surface friction for
taxiways and apron are also given)
Example 2:

‘When reporting on two or three runways, repeat Items C) to P) inclusive’:4

GG EDZZ.... ........
300645 EDDKYDYX
SWED0012 EDDK 12300630
(SNOWTAM 0012
A) EDDK B) 12300630
C) 14L F) 2/2/2 G) 30/30/40 H) 5/5/5
C) 14R F) 5/5/5 G) 30/30/40 H) 9/9/9
C) 07 F) 5/5/5 G) 40/30/30 H) 9/9/9
R) 2 S) 12300800
T) RWY CONTAMINATION 100 PERCENT. SNOW REMOVAL IN
PROGRESS)
Example 3:
GG EKZZ…. ........
130429 ESSAYNYX
SWES0051 ESSA 01130400
(SNOWTAM 0051
A) ESSA B) 01130400
C) 01L E) 50 F) 17/17/17 G) 01/03/02 H) 74/70/73 SFH
L) TOTAL M) 0500 N) 127/GOOD
C) 08 D) 2300 E) 30 F) 17/17/17 G) 01/01/01 H) 71/72/66 SFH
J) 60/5LR K) YESL L) 2500/45 M) 0500 N) 127/GOOD P) YES8
R) 127/MEDIUM-GOOD S) 01131000
T) RWY 01L CONTAMINATION 10 PERCENT, RWY EDGES CONTAMINATION 60
PERCENT F) 5 G) 30,
RWY 08 CONTAMINATION 50 PERCENT UNCLEARED PARTS CONTAMINATION
100 PERCENT F)5 G) 50,
TWY CONTAMINATION 10 PERCENT 1MM.
4
Doc 8126 (Ref [2]) page 6-A-14 para 1 a).

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TWY S CONTAMINATION 50 PERCENT F)56 G)20 H)40 SFL,

APRON CONTAMINATION 25 PERCENT 1MM.
DEICING CHEMICALS USED ON RWY 01L AND 08. RWY 01R CLSD.

Note: Item D is rarely used in SNOWTAM as the RWY is normally cleared full
length. A reduction in length for IFR RWY affects declared distances.

5.2.3 Procedures for SNOWTAM processing

5.2.3.1 The format detailed in Annex 15 (Ref [1]) Appendix 2 shall be strictly adhered to.

5.2.3.2 A list of aerodromes for which SNOWTAM are likely to be issued shall appear in
an AIS publication (AIP, AIP SUP or AIC) together with details of the originators
and of the numbering system to be used.

5.2.3.3 It is recommended to adopt a numbering sequence starting at the beginning of the

year.

5.2.3.4 It will be necessary for systems to identify the latest SNOWTAM for each affected
aerodrome by reference to the serial number and observation time.

5.2.3.5 Only one SNOWTAM can be valid for each affected aerodrome at any one time.

5.2.3.6 The next planned observation may be declared in Item S), but whenever a
significant change of the weather condition occurs, a new SNOWTAM shall be
published and will completely replace any SNOWTAM previously issued.

5.2.3.7 On aerodromes where snow removal is not organized and not expected to be
performed (e.g. in maritime climate areas), information about hazardous winter
conditions may be issued by NOTAM.

5.2.3.8 The maximum validity of a SNOWTAM is 24 hours.

5.2.3.9 The incorporation of SNOWTAM in PIB is highly recommended, as it improves pre-

flight briefing and provides airline operators with more comprehensive information.

5.3 ASHTAM

5.3.1 Definition

5.3.1.1 “A special series NOTAM notifying by means of a specific format change in

activity of a volcano, a volcanic eruption and/or volcanic ash cloud that is of
significance to aircraft operations.” 5

5.3.1.2 When notification of such activity is made, the ASHTAM provides information on
the status of activity using a ‘volcano level of alert colour code’.

5.3.1.3 The ASHTAM also provides information on the location, extent and movement of
the ash cloud and on the air routes and flight levels affected.

5
Source: Annex 15 (Ref [1), 12th Edition, chapter 2.

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Example:
161143 WRRRYNYX
VAWR0004 WAAF 05161137
(ASHTAM 0004
A) WAAF
B) 0805161137
C) AWU 0607-04
D) 0340N12530E
E) YELLOW
F) 1320M/4331FT
G) SFC/FL100 WINDS SFC/FL100 260/10KT
I) CTN ADZ OVERFLYING FOR R590 R342
J) YMMCYMYX
5.3.1.4 For details of the format refer to ICAO Annex 15 (Ref. [1]), Appendix 3.

5.3.2 Procedures for ASHTAM creation

5.3.2.1 ASHTAM identification shall appear in the first line of the AFTN message text and
shall start with the ASHTAM indicator ‘VA’ followed by the designator for the State
e.g. ‘LI’, and a serial number in a four-figure group. The FIR to which the ASHTAM
refers is indicated with its four-letter location indicator. The observation time is
shown as an eight-figure group.

Example: VALI0001 LIRR 11250800

5.3.2.2 Item C) shall contain both, volcano name and its unique identification number as
contained in ICAO Doc. 9691 (Ref. [7]), Manual on Volcanic Ash, Radioactive
Material and Toxic Chemical Clouds, Appendix F.

Name and identification number shall be separated by one blank.

Example: C) AWU 0607-04

5.3.2.3 The maximum validity of an ASHTAM is 24 hours.

5.3.2.4 Whenever there is a change in the level of alert, a new ASHTAM shall be
published.

5.3.2.5 If an ASHTAM has to be created for a volcano not listed in ICAO Doc. 9691, the
'existence' of the volcano shall be promulgated by normal NOTAM, Item C) to
contain PERM.

Any observations on its volcanic activities shall also be published by normal

NOTAM until ICAO Doc. 9691 (Ref. [7]), Appendix F is updated. NOTAM on
observations remains in force for 24 hours (Item C) as for ASHTAM.

In the case that information on observations are nevertheless intended to be

published by means of ASHTAM instead, this intention shall be clearly stated in
the NOTAM containing the general information of the volcano, so that the list of
existing volcanoes can be manually updated in processing systems to allow auto-
processing.

5.3.2.6 Information about volcanic activity or the presence of volcanic ash plumes may
also be reported by NOTAM.

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Item B) actual date/time of NOTAM creation;

Item C) actual date/time of NOTAM creation + 24 hours;

Item E) the relevant information as contained in the ASHTAM.

To ensure speedy transmission of initial information to aircraft, the first

ASHTAM or NOTAM issued may simply contain information that an eruption
and/or ash cloud has been reported and the date/time and location. For further
details and additional distribution addresses refer to ICAO Doc 9766 (Ref. [8])
International Airways Volcano Watch, part 4.

5.3.3 Procedures for ASHTAM processing

5.3.3.1 The incorporation of ASHTAM in PIB is highly recommended, as it improves pre-

flight briefing and provides airline operators with more comprehensive information.

5.3.3.2 An ASHTAM is normally auto-processed. Its abbreviated heading, Item C) and

Item A) are checked before storage.

5.3.3.3 The identification (name and number) of the volcano in Item C) of an incoming new
ASHTAM is compared with the volcanoes listed in ICAO Doc. 9691 (Ref. [7]),
Appendix F.

5.3.3.4 A volcano is identified if name and identification number refer to the same volcano.
The ASHTAM is stored in the database and made available for the FIR indicated in
the abbreviated heading. Its storage will completely replace any ASHTAM
previously issued for the same volcano. ASHTAM of other volcanoes remain valid
instead.

5.3.3.5 An incorrect syntax in an ASHTAM Item used for the identification or storage is
corrected before further processing.

5.3.3.6 Item A) is roughly checked by the system before storage. If the system recognises
FIR location indicator(s) in Item A rather than plain-language, automated
processing of ASHTAM is discontinued if the FIR location indicator is different from
the one in the abbreviated heading or if Item A) contains more than one FIR.

If the location indicator indicated is different, it is either corrected or ‘NOTAM

SUBJECT TO QUERY’ procedure applies. If the ASHTAM is received with more
than one FIR in Item A, a NOTAM series T shall be created for all FIR except for
the one given in the abbreviated heading. Item E) of this series T NOTAM shall
contain all Items from and incl. A) to and incl. K). Items not completed by the
publishing NOF in the original ASHTAM shall be left blank.

5.3.3.7 An ASHTAM is self-expiring 24 hours after its creation unless it is replaced earlier
by a new ASHTAM.

5.3.3.8 If the volcano can not be clearly identified, ‘NOTAM SUBJECT TO QUERY’
procedure shall be applied by a new Ashtam for the same volcano.

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5.4 Bird Hazards

5.4.1 Definition

5.4.1.1 A bird hazard designates the presence of birds constituting a potential hazard to
aircraft operations.

5.4.1.2 The permanent presence of birds is contained in the AIP, whereas the notification
of such activities on short notice shall be published by NOTAM.

5.4.2 Procedure

5.4.2.1 Bird hazards, if published, can be communicated by means of NOTAM.

5.4.2.2 The 4th and 5th letter 'HX' of the NOTAM Code serves as means of identification for
the publication of bird hazards, e.g. QFAHX.

5.4.2.3 Item E shall contain clear text with standard ICAO abbreviations. Specific bird
related abbreviations should be avoided to facilitate readability and to prevent
queries.

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6 OTHER PROCEDURES

6.1 Multi-Part NOTAM

6.1.1 General Principles

6.1.1.1 ‘Each NOTAM shall be as brief as possible’ 6. However, there are cases where a
NOF wishes to produce a NOTAM exceeding the AFTN message length (normally
1800 characters including non-printing characters, but as few as 1200 in some
countries). In these cases, a Multi-part NOTAM may be unavoidable.

6.1.1.2 Even though the recommendation is that every endeavour should be made in order
to avoid the creation of Multi-part NOTAM, a standard numbering scheme will
facilitate the processing of Multi-part NOTAM when they are used.

6.1.2 Procedures for Multi-Part NOTAM

6.1.2.1 Each part of the Multi-part NOTAM is a separate NOTAM Message with each Item
present from Item Q) to Item D) (if present) inclusive, and Item E) continuing text.
Each part shall have the same NOTAM type and has the same NOTAM number
followed by a sub-number. If present, Items F), G) and X) are transmitted with the
last part only.

6.1.2.2 NOTAMR is not permitted for the replacement of an individual part of a Multi-part
NOTAM.

6.1.2.3 In case of cancellation of a Multi-part NOTAM, all parts are cancelled by the
NOTAMC. Cancellation of individual parts is not permitted.

6.1.2.4 The sub-number is placed immediately behind the year of the number/year
combination, without a space.

6.1.2.5 The sub-number is identified by one letter ('part identifier' e.g. A = Part 1, B = Part
2, etc.) and a number, always consisting of 2 digits (‘number of parts’, e.g. 05 = 5
parts). This enables up to 26 part Multi-part NOTAM.

6.1.3 Examples

A1234/08A02(means Part 1 of 2)

B1235/08B05(means Part 2 of 5)

A5678/08C03(means Part 3 of 3)

B6453/08D06(means Part 4 of 6)

6
ICAO Annex 15 (Ref [1]) para 5.2.9.

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The following example shows the NOTAM Identification of a Multi-part NOTAM

consisting of 4 parts.

(A1234/08A04 NOTAMN
Q) .........................
A) ......
B) ......
C) ......
E) ...... )

(A1234/08B04 NOTAMN
Q) ...........................
A) ......
B) ......
C) ......
E) ...... )

(A1234/08C04 NOTAMN
Q) ...........................
A) ......
B) ......
C) ......
E) ...... )

(A1234/08D04 NOTAMN
Q) ...........................
A) ......
B) ......
C) ......
E) ......
X) ...... )

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7 GUIDELINES FOR THE CREATION AND PROVISION OF PRE-FLIGHT

INFORMATION BULLETINS (PIB)

7.1 Introduction

This chapter is intended to present guidelines concerning the provision of Briefing primarily in
form of the PIB, to elucidate on:

• Bulletin types;
• filtering for NOTAM based on the NSC and other related filters; and the
• main PIB structure and layout when integrating various messages into the PIB.
Additionally, some aspects in relation to ‘Integrated Briefing’ are presented in order to enable
addressing key user requirements for enhanced briefing services.

Relevant links are provided to existing EUROCONTROL documents covering the function of
‘Integrated Briefing’. Requirements for automated aeronautical information systems are
contained in ICAO Annex 15 (Ref. [1]) paragraphs 3.1, 8.1, 8.2 and ICAO Doc 8126 (Ref. [2])
chapter 9. Where chapter 9 did not provide any guidelines, chapter 8 has been taken into
consideration even though primarily intended for manual or semi-automated environment.

7.1.1 Understanding and Background

An aeronautical information service (AIS) is obliged to provide relevant aeronautical

information (AI) which is mainly available in the form of the Integrated Aeronautical
Information Package (IAIP). The pilot is obliged to obtain and prepare him/herself before
conducting a flight.

The process where a user, depending on flight intent or an ad-hoc need, is supplied with or
supplies himself with all relevant aeronautical information (AI) in order to plan or to execute a
flight or to obtain generic information related to flight operations, is known as briefing. The
facts and knowledge obtained support the process of taking the decision if a flight or flight
related action can be performed safely and efficiently or not.

Note: Refer to ‘Integrated Briefing High-Level Concept Document’ chapter 2.2. Reference
material at: http://www.eurocontrol.int/aim/public/standard_page/interop_ib_intro.html

In an automated environment, AIS is often not personally present at aerodromes and the
provision of relevant data is assured through (self) briefing systems supported by means of
consultation.

The typical system output of a briefing process concerning dynamic data (NOTAM and
related special series NOTAM such as SNOWTAM and ASHTAM) is the ‘Pre-flight
Information Bulletin (PIB)’. Additionally, static data such as AIP, AIP SUP or AIC is either
provided through consultation or in electronic form through briefing systems or is made
available in paper form at the AIS or/and ARO offices.

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7.1.2 The basic user requirements related to Briefing

Many users are currently ‘over-supplied’ with a large amount of information. Therefore, the
duty for any briefing function, whether automated or not, is to be able to support the pilot
(user) with specific and relevant information whilst avoiding information overload through
maximum customisation support.

The basic user requirements for a briefing facility/service can be summarised as follows:

• Enable a standard product to be produced as a minimum service.

• Provide the pre-flight information which is relevant to a flight (user), on request.
• Enable the pilot to obtain a briefing that is structured to suit their particular needs.
• Improve the ways briefings are conducted and delivered.
• Reduce the amount of time taken to obtain a briefing.
• Provide easy access to information incl. updates thereafter.
• Provide this information at any time and location the pilot wishes.
Note: Based on the European Convergence and Implementation Plan (ECIP) objective
INF04 ‘Integrated Briefing’ (and to some extend Annex 15 para 8.2.2 and Doc 8126 para 9.6
and Appendix B, page 9-B-2) services go beyond this scope in order to integrate several
data sources, namely: AIS, ARO, MET and ATFCM information. Any detail is beyond the
scope of this chapter, however, some more information is contained in paragraph 7.12
addressing ‘Integrated Briefing’.

7.2 Data Selection Layers

The user will be able to select the information that will be included in the PIB at various
levels. Those levels are:

• PIB type
• Message types
• Message filters
• User data / input.
In order to retrieve NOTAM from a database a range of criteria and so-called filters shall be
applied to enable customised and tailored briefing output based on individual user
requirements. On top of that, default settings would cater for standardised / generic output.
The following figure shows the relationship between the different information selection levels
that may be employed by the User for the retrieval of a PIB.

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Type of PIB
Flight User
Data Templates
User Message type(s) User -
Data Data User
Input Input Profiles
Query Filter

Definition of
Presentation/Output

PIB

7.3 Types of Bulletins - PIB

Following main bulletin types are defined by ICAO.

• Area type Bulletin;

• Route type Bulletin;
• Aerodrome type Bulletin;
• Administrative Bulletins.
A general description of each of these types is given below. For further reference see ICAO
Doc 8126, chapter 8.

7.3.1 Area type Bulletin

Area or FIR type bulletins consist of relevant information such as NOTAM, SNOWTAM,
ASHTAM containing information on facilities, services, procedures and possible hazards
related to FIR(s) or country or specified area. It may also include selected aerodromes
situated inside a selected area. The PIB will only present NOTAM inside the selected FIR(s)
or country or area.

An Area type PIB may present:

• An FIR or selected FIRs

• Groups of FIRs or pre-defined (adjustable) areas or groups of countries (e.g.
Benelux, Alpine, Central Europe).
• A user defined area by:
o Given airspace or special areas (special areas, TMA, CTR, ACC
sectors etc.).
Note 1: Such areas are only available for selection if defined by
coordinates in the database of the PIB system.

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o single aerodrome information plus information from surrounding

vicinity (selection of AD, range plus ground up to selected flight
level). If range is requested, NOTAM irrespective of national
boundaries are to be provided, including those of relevant
‘dummies’.
o coordinates or AD names or AD location indicators plus radius.
o a polygon defined by coordinates, AD names, AD location indicators
or Navaids.
Note: An area type PIB provides at least the options: area info only, area info and AD info for
selected area, AD info for selected AD within the area.

Concerning NOTAM, PIB will present NOTAM containing, if selected:

• NSC scope for Enroute information: E, W, AE, AW

• NSC scope for aerodrome information: A, AE, AW
• Requested FIR or country location indicator in Item A) or a geographical reference
intersecting with the defined area.
• Qualifying criteria in accordance with the filters applied (refer to 7.5)
• For inclusion of Aerodrome information refer to 7.3.3.
Note: When a ‘dummy’ FIR is selected or if an area intersects an FIR that is part of a
'dummy' FIR location indicator (e.g. UUUU, ZBBB, KFDC or KNMH), the information of the
dummy FIR shall be provided (dummy FIR see 3.18.2.3).

7.3.2 Route type Bulletin

Route type bulletin is a bulletin based on a generalised route of flight that may also be the
route information as contained in FPL field 15. It provides relevant messages such as
NOTAM, SNOWTAM and ASHTAM containing information on facilities, services, procedures
and possible hazards along the specific route flown. It presents the crossed FIRs in the
sequence of flight plus the selected aerodromes.

For route type bulletins based on FPL for IFR and mixed FPL, the acknowledged (ACK) route
shall be taken into account, whenever possible.

A Route PIB presents information based on the following principle:

• Aerodrome information: aerodrome of departure, destination, alternate(s).

• Route information. FIR or the sequence of FIRs crossed by the intercepted flight
route (source FPL/RPL or user input).
Concerning NOTAM, PIB will present NOTAM containing, if selected:

• NSC scope for Enroute information: E, W, AE, AW

• NSC scope for aerodrome information: A, AE, AW
• Requested FIR or country location indicator in Item A)
• Qualifying criteria in accordance with the filters applied (ref. 7.5)
For inclusion of Aerodrome information refer to 7.3.3.

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Note: When selecting ‘dummy’ FIRs this shall be taken into account by the system (ref.
7.3.1).

7.3.2.1 Narrow Route type Bulletin:

A Narrow Route Bulletin is a bulletin based on a specific route of flight usually based on the
route information as contained in FPL field 15. It may also be based on a flight path with a
defined width along: significant points, airways, Navaids, coordinates, direct between
aerodrome of departure (DEP) and aerodrome of destination (DEST). Only NOTAM that
intersect with the narrow route path and meet other related filter criteria are included in the
‘Narrow Route (path) PIB’.

The recommended default value for a route width is 20 NM (meaning 10NM left and right of
the calculated flight path).

A Narrow Route PIB presents information based on the following principle:

• Aerodrome information: aerodrome of departure, destination, alternate(s).

• Route information (source FPL/RPL or user input).
Concerning NOTAM, the PIB will present only those NOTAM containing:

• A geographical reference intersecting with the defined route corridor

• NSC scope for Enroute information: E, W, AE, AW
• NSC scope for aerodrome information: A, AE, AW
• A geographical reference intersecting with the route to the first alternate AD (ALTN) if
not on the intersected flight path (by user input unless RIF/ is indicated in FPL/RPL).
• Qualifying criteria in accordance with the filters applied (refer to 7.5).
For inclusion of Aerodrome information refer to 7.3.3.
Note: Departure and Arrival aerodrome must be taken into account. Depending on the level
of the briefing system, special filtering is to be applied so that either the flight level filtering
takes full account of the SID/STAR flown, or within a radius or cylinder around the AD of
DEP/DEST the flight level limitation is neglected (irrespective of FIR boundaries).
Note: When selecting ‘dummy’ FIRs this shall be taken into account by the system (ref 7.3.1).

7.3.3 Aerodrome type Bulletin

Aerodrome type bulletins consist of dynamic messages such as NOTAM and SNOWTAM
containing information on facilities, services and procedures related to an aerodrome or its
vicinity.

This bulletin provides messages for aerodromes at least covering following options:

• single aerodrome information only (selecting aerodrome name or location indicator)

• all aerodromes within an FIR (or other predefined area) or a group of FIRs
• a list of all or specified aerodromes within a given airspace or special area, e.g. ACC
sector (aerodrome information only).

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Concerning NOTAM, the PIB will present only those NOTAM containing:

• NSC scope for aerodrome information: A, AE, AW.

• an aerodrome indicator in Item A) plus those with country code and XX in item A.
Refer to 7.7.3 for the selection of aerodromes with country code and XX.
• if selected, NSC scope AE, AW if the geographical reference is intersecting with the
defined area surrounding an AD.
• qualifying criteria in accordance with the filters applied (refer to 7.5).
Note 1: When selecting ‘dummy’ FIRs this shall be taken into account by the system (ref
7.3.1).

Note 2: The term ‘aerodrome(s)’ includes heliport(s).

7.3.4 Administrative Bulletins

Administrative bulletins are reports for specialised users and provide a list of valid NOTAM
offering further selection options. This type of bulletins is foreseen mainly for AIS/NOF
officers but also other specialised users who are familiar with NOTAM procedures, the
NOTAM format and the query procedures for PIB/reports.

Specialised functions should allow additional filter criteria enabling to retrieve by e.g.:

• NOTAM number or range of numbers

• All NOTAM in force
• Country(ies)
• NOF
• NOTAM series
• all PERM NOTAM
• Trigger NOTAM (all valid; effective from (AIRAC date or user defined)
• Obstacle NOTAM (subject codes 'OB' and 'OL')
• Company profile (or as option in user profiles)
• NOTAM by subject
• EST NOTAM.
• Checklist
• NOTAM processed (since a specified date-time group / by whom)
• History: system history of changes, retrieved bulletins/ID
• Administrator functions.

7.4 Types of Messages/elements to be included in the PIB

Following types of dynamic messages shall be selectable for inclusion in the PIB.

• Civil / Military NOTAM (if available), or combinations;

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• International series or national series, or combinations;

• National NOTAM in national language;
• Types of messages:
• NOTAM
• SNOWTAM
• ASHTAM
• Other (pre-defined service notes)
• Other elements such as predefined maps or local information.

7.5 Criteria for PIB Customisation – Query Filters

Apart from the selection based on PIB types and type specific entries (FIR(s) and/or AD,
selection or definition of area or route), the following filters are applied to reduce the PIB
output:

• Time window for PIB validity

• NSC qualifiers applied
• Related PIB output
• Vertical criteria (flight levels)
• Geographical criteria

7.5.1 Time window for PIB validity:

• At a given date and time = current.

Content: NOTAM valid.
Main purpose: overview/general planning.
Main users: airport authorities and other NOTAM originators,
dispatcher/station manager/business aviation and other long term
planning units, NOF, CAA.
PIB types: all PIB types and administrative bulletins (e.g. checklists).
• FPL based, i.e. for a given EOBT, all NOTAM active between this time and in the next
given number of hours.
Content: NOTAM active.
Main purpose: performing a flight.
Main users: crew/pilots.
PIB types: FPL based PIB (usually Route or Narrow Route PIB).
Possible default setting for a FPL based time window:
PIB validity by default: (EOBT-1 HR) till (ETA + 4HR).
A system should offer the possibility to adjust the default for a FPL based
time window.

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• For time periods e.g. current date/time plus ‘x’ hours, from-to.
Content: NOTAM active.
Main purpose: performing a flight, specific overview.
Main users: crew/pilots, dispatcher/station manager/business aviation for
short-term planning.
PIB types: all PIB types except for administrative bulletins.
Note 1: For administrative bulletins the default values depend on the type of bulletin.

Note 2: For systems not offering the query of active NOTAM, all NOTAM in force for the
selected time window may be provided instead, irrespective if active or not during the
requested time window.
Further selection options for PIB types:
• Excluding those NOTAM active since more than a given time period.
Note: This option shall not be available if the filtering is done based on active
NOTAM.
• Including those NOTAM that expired since a given number of hours.

7.5.2 NSC qualifiers applied

For NOTAM, NSC qualifiers and NOTAM code act as retrieval filters to tailor PIB content.

• Traffic:
o IFR: IFR PIB to include all NOTAM with traffic I and IV;
o VFR: VFR PIB to include all NOTAM with traffic V and IV;
o Combination IFR/VFR: PIB to include all NOTAM with traffic I, V and
IV;
o Mixed flight rules (ref. FPL): for each portion of the flight only
NOTAM with the traffic corresponding to the flight rules of the
respective portion of flight shall be included.
• Purpose:
o N - NOTAM for the immediate attention of aircraft operators,
o B - NOTAM for standard PIB entry,
o O - NOTAM concerning flight operations,
o M - NOTAM carrying miscellaneous information.
• Scope:
This qualifier relates the NOTAM subject (2nd and 3rd letter) to a specific scope.
This qualifier is used to determine under which category/section a NOTAM is
presented inside a PIB.
o A (Aerodrome information) refers the NOTAM to the scope of
aerodromes.
o E (Enroute) refers the NOTAM to the scope of ‘Enroute information’.
o W (Warning) refers the NOTAM to the scope of ‘Navigation
Warnings’.

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o or the combinations AE, AW.

• Exclusion of Trigger NOTAM as option (system selection by condition 'TT').
• Exclusion of obstacles (system selection by subjects 'OB' and 'OL').

7.5.2.1 Purpose related PIB output

• Immediate Notification: filters set to NBO, (NB7);

• Operationally significant information: filters set to NBO, BO;
• Bulletin: filters set to B, BO, NBO, (NB);
• All NOTAM: filters set to B, BO, NBO, (NB), M;
• Miscellaneous: filters set to M.
In a ‘default briefing’ (default filter setting; modifiable by a user) no filtering is performed by
the system on the qualifier ‘Purpose’ and the PIB will display all NOTAM (M, B, BO, (NB),
NBO).

Note: NSC in their current form raise numerous concerns with service providers and users.
Shortcomings have been observed with respect to the qualification of the purpose for some
subjects and revisions have been identified and were forwarded to ICAO with pending global
resolution. For example: ‘Rapid Exit Taxiways’ according Doc 8126 need to be qualified as
Taxiway with ‘M’ only. Due to this fact OPADD, for the time being, suggests providing 'all
NOTAM' as default PIB setting with a possibility that users may change the setting at any
time on their own discretion. The application of this default is left to the individual service
provider at their own discretion in interaction with their clients.

7.5.3 Vertical Criteria (Flight Levels)

Flight levels will enable to tailor the PIB content whenever appropriate (lower/upper). System
selection is based on lower and upper limits of the Q-Line.

7.5.3.1 Departure and Arrival

Departure and Arrival aerodrome must be taken into account. Depending on the briefing
system, special filtering is to be applied so that either the flight level filtering takes full
account of the SID/STAR flown, or within a radius or cylinder around the AD of DEP/DEST
the flight level limitation is neglected (irrespective of FIR boundaries).

7.5.4 Geographical criteria

System selection is done by the geographical reference of the Q-Line (coordinate and radius)
and applies only to those area or route type PIB requiring more precise information about the
location than Item A) provides, e.g. Narrow Route, user or system defined areas. NOTAM

7
Whilst change is expected, the use of ‘NB’ remains prescribed in the ICAO NSC at the time of writing
this edition.

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are only provided if the geographical reference intersects with the location of the selected
area.

‘Dummy’ FIRs or NOTAM applicable to a whole country (radius 999) shall also be taken into
account by the system if the area or route intersects with this country.

Note: For systems supporting PIB types based on the geographical reference, plausibility
check of the geographical reference is recommended before NOTAM storage.

7.6 Principle structure of a PIB

A PIB (report) should be structured into the following main sections/parts and sequence:

• The PIB header:

PIB header informs about the service provider, date and time of the PIB
query, PIB validity, requested PIB type and content (e.g. requested
aerodromes), selection criteria/filters applied as well as any other
information regarding the PIB content, special symbols used, if applicable,
e.g. PIB ID.
The chosen time window must be clearly indicated in the PIB header as
PIB validity, e.g.: From 10 DEC 2008 11:55 To 12 DEC 2008 06:00
For examples of a possible PIB Header refer to chapter 4 of Integrated
Briefing – iPIB Guide [AIM/AEP/BRIEF/0029] available on
http://www.eurocontrol.int/aim/gallery/content/public/pdf/ib_ipib.pdf
• The Aerodrome section:
• Departure
• Destination
• Alternate(s) according the FPL
• The Enroute (FIR) section:
• FIR of departure
• FIRs in sequence of the flight
• FIR of destination
• Additional Information (further Enroute alternates etc.).

7.6.1 NOTAM sorting

Based on the above main PIB sections further default sorting criteria apply:

• NOTAM shall be grouped inside the PIB section: Aerodrome, FIR, Additional
Information.
• According to user requirements the newest NOTAM shall be given on top.
• Enroute NOTAM to be differentiated between enroute NOTAM (scope E and AE)
and navigation warnings (scopes W and AW).

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• The same NOTAM text should appear only once (no duplicates over different
FIRs). In further FIRs, if relevant, only a reference to the NOTAM number shall be
provided. The (online) system may offer a hyperlink to this NOTAM.
• On top of the default settings further sorting options shall be offered for all PIB
types e.g.: sorting according to effective date, NOTAM Codes’ by subject groups,
by flight route, default by briefing type or user preferences etc.

7.7 PIB - specific presentation considerations

PIB sections cluster the message sub-sections (see also 7.12.2.2) which themselves contain
the message groups. Messages are integrated depending on the actual PIB type e.g. a RWY
NOTAM does not appear in the FIR section.

7.7.1 General layout considerations

The PIB shall be produced based on queried types of messages/elements, selected PIB type
on the basis of the chosen time window, other customisation criteria and query filters applied.

In general all Items are presented in a self-explanatory form with the following exceptions:

• the Q-line which only serves as filtering feature and may be confusing for
users; and
• Item A which is already present in the header and/or item E).
For the printed PIB, the pages have to be clearly indicated in the form of ‘page of pages’ e.g.
01/15.

If no NOTAM is valid for a requested aerodrome or FIR, the PIB would indicate 'no data
available’ for a requested aerodrome or FIR or area.

A ‘disclaimer’ section at the end of the PIB should remind of other parts of the IAIP also
clearly indicating that trigger NOTAM will be listed for a period of 14 days only. Afterwards
other means than the PIB will have to be used to get access to the IAIP full information.
Example: ‘Permanent and long term information as well as short term information containing extensive
text and/or charts are not included. Consult AIP and AIP SUP in force for this type of information. A
reminder (trigger NOTAM) of such data is usually only provided in PIB for 14 days.’

‘End of PIB’ is to be indicated.

7.7.2 Presentation of dates/times

Dates/times shall be generally encoded, example: 8th August 2008 at 6h35 in the morning
would be displayed in the PIB as: 08 AUG 2008 06:35.

7.7.3 Location Indicators

Those should be translated into plain language whenever possible. System help functions
must be provided to enable flexible entry of: plain name or ICAO code or IATA code
supported by search features.

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Aerodromes without allocated location indicator can not be identified by Item A) of the
NOTAM (country code and XX/XXX). They are stored by their plain name which is provided
on the first line of Item E). Selection is in this case done by the aerodrome's plain name.
System features may also allow entering a country code and XX and provide a list of
available aerodromes for further selection.

7.8 Delivery of PIB

A choice of different ways or interfaces for (automatic) PIB delivery shall be provided to the
customers e.g.:

• Fax
• World Wide Web
• Email
• Remote print
• Scheduled delivery for large scale customers.

7.9 PIB - additional elements to be considered

7.9.1 Provision of AIP-SUP in relation to PIB

In order to remain compliant with Annex 15 pilots need access to relevant AIP-SUP. Different
means may apply and in the first instance it is the briefing officer who selects those elements
for a briefing. However, considering extensive use of location independent means or
selfbriefing systems, a more user friendly approach is required.

Recommendation: The system shall enable the user to select further elements such as AIP
SUP.

In relation to automated systems it is to be noted that SUP do not have a structured field
usable by a system which enables selective retrieval of this kind of information for a given
pre-flight information bulletin.

The eAIP may be serving such a need concerning rapid and easy access enabled by
hyperlinked information. However, this is only relevant if those elements are integrated
through the selfbriefing system or relevant portal. On the contrary, it may be that a briefing
service pre-selects specific SUP which may then be automatically annexed to PIB.

Further considerations should be given as to whether special selection features can be

provided to enable an end user to access SUP directly e.g. through the inclusion of an URL
in Trigger NOTAM.

7.9.2 Special areas

Special areas (incl. shooting areas) in graphical form may either be directly attached to the
PIB by default or may be referred through the system via web links, trigger NOTAM or by

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storing SUP in briefing systems including associated criteria such as NOTAM subject code(s)
and traffic for direct inclusion in PIB if SUP selected.

7.9.3 User information

An automated PIB system shall provide at least user information on: service provision,
available PIB types, default settings and explanations of selection options. Further useful
information should be considered e.g. explanation of IAIP package, list of subjects (plain
name) included in the available PIB types indicating the NSC qualifier purpose, list of ICAO
abbreviations, NOTAM/SNOWTAM/ASHTAM explanations. For systems allowing FPL filing,
other information may be of help, e.g. ICAO aircraft type abbreviation, Route Availability
Document (RAD), explanations on the FPL form.

Help desk: contact details shall be provided for further enquiries and/or where relevant parts
of the IAIP not contained in the briefing system may be obtained from.

7.10 Update Services

7.10.1 Notification

An immediate automatic notification service may either be offered to supplement a PIB or for
the provision of specific messages. It covers messages issued since the retrieval of a PIB or
since subscribing to the notification service and consists of single messages informing users
directly for example about a hazard.
If a 'notification service’ is available, it will provide single messages received after the initial
briefing (lag time). For example a NOTAM received after the initial PIB production, which fits
the filtering criteria, will automatically be forwarded via the means specified by the user. The
end date/time of the notification service is based upon the initial PIB query. All underlying
notification criteria (type of message, type of event, filter, scope, end of notification period
etc.) must be defined by the user through an appropriate user profile. It should be possible to
specify the transmission means for the notification e.g. Fax, SMS, e-mail or even data link
once available.
The maximum lag time should be limited to a certain (default) number of hours and be
adjustable by the user.
A typical example may be the event of a Runway closure at a defined aerodrome or a
SNOWTAM published for a defined aerodrome. Automatic notification also will provide
NOTAMR and NOTAMC, in the case of NOTAM being selected. They are forwarded
displaying also the relevant NOTAM number of the replaced/cancelled NOTAM.

Note: The ICAO term used for 'update notification service' is 'Immediate automatic
notification of items of urgent operational significance'. This term suggests a limitation to
NOTAM containing purpose 'N' only and would exclude other NOTAM of operational impact.
Using the more general term ‘Update Services’ better reflects the use of the purpose letters
and allows a wider, more user friendly provision of such a customised service.

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7.10.2 Update PIB

More sophisticated systems should support updates to previously requested PIBs in form of
an update briefing. If ‘Update PIB’ is selected the user will have to specify the ‘Master PIB
reference’ for which the update shall be generated.

Creation of an Update PIB will only be possible if:

• The same briefing system has been used for production of the Master PIB.
• the Master PIB has not been retrieved longer than a certain number of hours or days
in the past (e.g. 12 hours or 1 day).
Note: The definition of hours/days will depend on storage capabilities of the Master
PIB and the relevant underlying NOTAM. Considering the mass of messages
published, maximum should be limited to a few days.
• the basic filter settings are unchanged (e.g. traffic, route or level bands).
• the user specifies the criteria and type of transmission inside the master PIB.
For Update briefings NOTAMR as well as NOTAMC will have to be displayed with relevant
numbers of the replaced/cancelled NOTAM.

7.11 User specific Data

Modern briefing facilities are capable of providing a vast amount of information. It is essential
to avoid overloading users as preparation time is limited.

This may be achieved by providing means whereby users may pre-select the type of
information they receive in response to PIB query. For example, high-level wind information
is not likely to be of any interest to a pilot flying VFR, whereas visibility condition information
is essential.

Once set-up by a user, such settings should be maintained as part of the 'user’s profile' so
that this user can apply them again for any next briefing. Profiling addresses:

• Personal Information (e.g. contact details).

• Product relevant information (e.g. predefined PIB queries, sorting criteria) in the form
of templates accessible at any time to the user.
• Standard message types being part of the PIB.
• Default filters applied.
• Display Format of messages and PIB structure (specific sorting of main parts e.g. AD
of DEP – ENR – AD of DEST, ALTN etc.)
• Notification/Update criteria.
More detailed reference on those data may be found in chapter 5.3 of ‘Integrated Briefing -
Technical Concept Document’ [AIM/AEP/BRIEF/0025] available at:
http://www.eurocontrol.int/aim/gallery/content/public/pdf/ib_technical.pdf

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7.12 Possible Evolution of Briefing services

7.12.1 Integrated Briefing - the Concept of the ‘One Stop Shop’

Integrated Briefing is a system or service fulfilling the generic Briefing process and enhancing
it by integrating access to and provision of additional data elements such as AIS, ARO (FPL),
MET, ATFCM or other information, as required.
Note: By providing Integrated Briefing the process will appear to the end user to function as
“single entity”.
Today, the following briefing infrastructure prevails and it
maybe described as ‘Distributed Briefing Service’:

• Facilities / services are often in different locations

(offices);
• Each ‘facility’ has to be visited at least once;
• Time taken to visit each facility may be extensive;
• Multiple entry of flight details may lead to errors;
• Multiple (briefing) reports are complex for a user.

The ultimate future solution may be the ‘Integration’ of services at the system layer (portals)
having the following advantages:

• Facilities / services with one application at one terminal (on-stop-shop);

• Single entry of flight details reducing the possibility of errors;
• Enabled user profiling and online services;
• Single, tailored briefing reports.

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7.12.2 The following data elements should be integrated:

• AIS (NOTAM, SNOWTAM, ASHTAM, Static data elements of AIP, SUP etc.);
• ARO (flight plan and all related messages);
• MET (SIGMET, METAR, SPECI, TAF, Upper Wind and temperature, etc.);
• ATFCM (Flow messages related to the flight plan such as AIM, CRAM or flightplan
updates); if update notification service or update briefing is available this would
include also slot messages (SAM, SRM, FLS etc.).
• Other information such as local service notes etc.

7.12.2.1 Integrating AIS and MET messages

The different message entities are selected differently for PIB entry.

For example:

• SNOWTAM and METAR are retrieved on the basis of their existence for a specific
aerodrome and are presented in the PIB section for that specified aerodrome.
• SIGMET and TAF are retrieved on the basis of their existence for a specific area or
FIR and are presented in the PIB section for that specified area/FIR.
• NOTAM allow most selective retrieval, such as Area (Aerodrome and FIR), Traffic,
Purpose, Scope. They also allow specific output based on message, subject or
condition if required as defined by the NOTAM selection criteria.
Note: The MET data/messages required for Integrated Briefing are described in EUROCAE
standards (ED151) which should be applied for system development.

7.12.2.2 Message subsections and the relevant message groups

Messages are integrated depending on the actual PIB type e.g. a METAR does not appear in
the FIR section.

A user may prefer to sort subsections differently. Following default structure applies but
should be customisable through user profiles.
For examples of a possible integrated PIB refer to ‘Integrated Briefing – iPIB Guide’
[AIM/AEP/BRIEF/0029] available on:
http://www.eurocontrol.int/aim/gallery/content/public/pdf/ib_ipib.pdf

7.12.2.2.1 MET messages:

• METAR
• SPECI
• TAF
• SIGMET
• GAMET

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• AIRMET (IFR, Turbulence, Icing).

7.12.2.2.2 AIS messages:

• SNOWTAM
• ASHTAM
• NOTAM

7.12.2.2.3 ATFCM information:

• CRAM
• AIM
• ANM

7.12.2.2.4 Other information:

• Specific message text (domestic procedures, Local service notes etc.)

• Charts MET charts and AIP charts
• Etc.

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APPENDIX A1 – SYSTEM PARAMETERS

Data Definition

In order that procedures for NOTAM Creation (Chapter 2), NOTAM Processing
(Chapter 0) and NOTAM storage can be performed, the associated database must
contain the necessary data.

Static Data

The data usually designated by the term ‘Static Data’ is the Data known to the
aviation world and documented in publications like AIP, e.g. FIR(s), Aerodromes,
Navaids, Areas, Maps, Rules, Subjects to which a NOTAM may be related and
other aeronautical information like AIC etc.

and,

Data required to enable NOTAM creation and processing, e.g. reference lists,
standard routes, distribution files, selection criteria, association criteria etc.

Dynamic Data

The data usually designated by the term ‘Dynamic Data’ is the data conveyed by
the means of NOTAM, SNOWTAM, ASHTAM, Checklists received or coherence
messages.

The list of static data which might be used for NOTAM processing is contained in
Chapter 9.5 'database content' of ICAO Doc 8126 (Ref. [2]). Elements of this list
will also be used for NOTAM Creation, as well as for ASHTAM and SNOWTAM.

System Parameters

NOTAM database management is governed by a certain number of system

parameters.

System Parameters for Data Storage

NOTAM are stored in the database from their publication/reception until their
indicated end of validity, replacement or cancellation (including. removal from the
monthly checklist).

Expired, replaced or cancelled NOTAM shall no longer appear in Pre-flight

Information Bulletins, nor in the checklist.

Expired, replaced or cancelled NOTAM shall remain available from the database
for a period of at least 30 days after their deletion. Note that for NOTAM
Processing Units this period shall be at least 60 days.

SNOWTAM and ASHTAM shall also be stored for a period of at least 30 days from
their expired validity.

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System Parameters for Data Archiving

When NOTAM and other Messages are no longer valid for operational database
needs (e.g. Pre-flight Information Bulletin production) storage is required to comply
with legal obligations.

Long-term storage is possible on various media. The duration of the storage can
vary from one Administration to another, depending upon the type of data and
upon national legal requirements.

It is recommended that a NOTAM Processing Unit will store NOTAM for a period of
time (one to several years) to be defined, depending upon the source of
information, i.e.:

- NOTAM produced by a client-NOF and retransmitted by the NPU;

- Original NOTAM received from non-client NOF;

- Processed NOTAM version from the NOTAM Processing Unit.

Processing of ‘EST’ NOTAM by the Publishing NOF

NOTAM that contain ‘EST’ in the Item C (end of validity) require an action by the
Publishing NOF for their replacement or cancellation before the ‘EST’ time is
reached.

The NOF System shall ensure that a reminder is provided before the ‘estimated’
end of validity, to produce a NOTAMR or a NOTAMC. Individual parameters can
be installed, depending upon the type of information, and the operational
possibilities of the Unit.

The following parameters are indicative, depending on the estimated validity of the
NOTAM:

- up to 1 day : 6 hours before EST time

- more than 1 day and up to 1 month : 1 day before EST time

- more than 1 month and up to 3 months : 3 days before EST time

Processing of ‘EST’ NOTAM by a NOTAM Processing Unit

See Chapter 0.

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APPENDIX A2 - GLOSSARY

ACTIVE NOTAM
A NOTAM is active between the dates and times stated in Items B) and C) subject to the
time schedule in Item D).

AIRAC AIP AMENDMENT

Permanent changes to operationally significant information contained in the AIP which are
published in accordance with AIRAC procedures.

AIRAC AIP SUPPLEMENT

Temporary changes to operationally significant information contained in the AIP which are
published by means of special pages in accordance with AIRAC procedures.

AIRSPACE RESERVATION
Term used in the NSC to define a group of Navigation Warning activities.

AIRSPACE RESTRICTION
Any changes to the limits, structure and/or availability of airspace.

AIS MESSAGE
AFTN Message composed according to the rules in Annex 10, made up of a maximum of
1800 characters and containing a single NOTAM or an ASHTAM or a SNOWTAM or an
unformatted service message inherent to AIS operative requests interchanged between
NOF, originators, clients and/or NPU

AUTOMATIC PROCESSING
The processing and storing of NOTAM received from Publishing NOF without any human
intervention.

CANCELLED NOTAM
A NOTAM that has been cancelled by another NOTAM before the Item C) date and time has
been reached.

CFMU
Central Flow Management Unit (Europe).

CHECKLIST
A NOTAM published regularly in each NOTAM series containing a list, grouped by year, of
valid NOTAM numbers promulgated in that series.

CONVERSION
Transposition of a NOTAM received in the old format into a correctly formatted ICAO
NOTAM.

DATA CORRECTION
Changing data elements where these are obviously wrong.

DEFAULT VALUES
A predetermined and agreed value to be inserted in fields that need to be filled but for which
a specific value could not be defined.

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EAD
European AIS Database.

EDITING
Changing the Item E) wording and/or layout of a NOTAM to make it clearer or to more
explicitly express ideas that are implicit in that text.

END OF VALIDITY (NOTAM Item C)

The ten figure date-time group at which the NOTAM ceases to be in force and valid.

EST
Suffix added to the ten figure date-time group in Item C) for NOTAM with an estimated date
and time of end of validity.

EXPIRED NOTAM
A NOTAM whose date and time of end of validity stated in Item C) has been reached.

GEOGRAPHICAL REFERENCE
Eighth field of the NOTAM Item Q) which contains one set of co-ordinates and a radius.
Associates the NOTAM with the geographical co-ordinates of a centre point and a radius (to
a precision of 1 nautical mile) that defines the sphere of influence to which the NOTAM
refers.

MULTI-PART NOTAM
A NOTAM exceeding the AFTN message length (normally 1800 characters) and therefore
requiring more than one message.

NOF
A NOTAM Office.

NOTAM CODE
A code group containing a total of five (5) letters, always starting with ‘Q’, to indicate the
coding of information regarding the establishment, condition or change of radio aids,
aerodrome and lighting facilities, dangers to aircraft in flight, or search and rescue facilities.

NOTAM CONDITION
Defined by the 4th and 5th letters of the NOTAM Code, which decode to describe the status
of the NOTAM Subject (2nd and 3rd letters of the NOTAM Code) being reported on.

NOTAM IN FORCE
A NOTAM is in force once it has reached the date stated in Item B) and has neither been
cancelled nor replaced nor reached its end of validity stated in Item C).

NOTAM PROCESSING UNIT (NPU)

Any Unit that is responsible for the reception, processing and further distribution of AIS
Messages to its Clients.

Note that this Unit may perform these functions for its own purposes only or may act on
behalf of one or more Client.

The EAD (European AIS Database) is an example of a NOTAM Processing Unit.

NOTAM SELECTION CRITERIA (NSC)

The basis for the assignment of NOTAM Codes. The association criteria defined provide a
subject related association of NOTAM with the qualifiers ‘Traffic’, ‘Purpose’ and ‘Scope’.

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NOTAM SUBJECT
Defined by the 2nd and 3rd letters of the NOTAM Code, which decode to identify the facility,
service or hazard being reported upon.

NOTAM SUB-NUMBER
In the case of Multi-part NOTAM, a 3-character group placed immediately behind the year of
the number/year combination and composed of one letter and a number consisting of 2
digits.

NPU
See ‘NOTAM PROCESSING UNIT’.

NPU CLIENT
Any organisation which has subscribed to the services provided by a NOTAM Processing
Unit.

NSC
See ‘NOTAM SELECTION CRITERIA’.

OPERATIONAL SIGNIFICANCE
Information essential for the safe and efficient conduct of a flight.

ORIGINAL NOTAM
A NOTAM as received by the NOTAM Processing Unit.

PROCESSING
The examination of NOTAM received from Publishing NOF in order to verify suitability for
acceptance into an automated AIS system; undertaking conversion, translation, syntax
correction, data correction, editing and/or summarising as required.

PUBLISHING NOF
The NOF (NOTAM Office) or non-governmental agency responsible for the creation of the
original NOTAM.

QUALIFIER LINE (NOTAM Item Q).

This Item is divided into eight fields, each separated by a stroke, and contains the necessary
qualifiers to facilitate data retrieval.

RADIUS
A three digit figure in Nautical Miles to be used in Item Q) that, together with the co-
ordinates, defines a circle which encompasses the whole area of influence of the NOTAM.

REPLACED NOTAM
A NOTAM that has been replaced by another NOTAM before the Item C) date and time has
been reached.

SUMMARISING
Reducing text in order to make it more readable in a Pre-flight Information Bulletin (PIB).

SUPRA-NATIONAL INFORMATION
Information concerning an activity or condition which affects the airspace/FIR of two or more
States.

SYNTAX CORRECTION
Changing the published format structure of the NOTAM where these are obviously wrong.

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START OF ACTIVITY

The ten figure date-time group indicating the date and the time at which the NOTAM comes
in force.

START OF VALIDITY

The date and time at which the NOTAM message is published or issued.

TRANSLATION
Rendering the text of a NOTAM originated in French or Spanish, into the English language,
while maintaining the original sense of the text.

TRIGGER NOTAM
A NOTAM alerting recipients and PIB users of the existence and subject content of AIP
Amendments and Supplements.

VALID NOTAM
A NOTAM which has been published and has not yet reached the end of its validity and has
neither been cancelled nor replaced.

- End of Document -

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USE OF THE INTERNET FOR
INFORMATION TRANSFER

Use of Internet for Information Transfer 4-1

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Use of Internet for Information Transfer 4-2

 APPENDIX A
INTERIM GUIDANCE FOR
THE TRANSITION FROM AIS
TO AIM

Interim Guidance for the Transition A-1

from AIS to AIM
INTERIM AIM TRANSITION GUIDANCE

Introduction

1.1 The Ninth Meeting of the Asia/Pacific Region AIS – AIM Implementation Task
Force (AAITF/9, Pattaya, Thailand, 24 – 27 June 2014), recognized that the lack of AIM
transition guidance material was a matter of significant concern to Administrations. There
had been delays in the production of global ICAO guidance documents, those of most
immediate significance being the updated Doc 8126 AIS Manual, the new Doc 9839 Quality
Manual and Doc 9991 AIS Training Manual.

1.2 The lack of global guidance material was proving to be a significant obstacle in
States’ AIM implementation progress. This would present considerable challenges to their
efforts to implement AIM transition steps within timeframes defined by the applicability of
Standards and Recommended Practices (SARPS) defined in Annex 15 to the Convention on
Civil Aviation, and the performance objectives of the Asia/Pacific Seamless ATM Plan.

1.3 AAITF/9 noted that any independently developed regional guidance material
could risk encouraging States to implement AIM in ways that may be divergent from
anticipated global guidance. However, also noting that availability of global guidance
material had been progressively delayed from Q1/2 2012 to Q3/4 2013 then Q2/3 2014, the
Task Force agreed to continue work on Regional AIM transition guidance material for key
AIM transition steps from the ICAO Roadmap for Transition from AIS to AIM.

1.4 4 priority AIM transition steps were identified:

• P-17 – Quality;

• P-16 – Training;

• P-18 – Agreements with data originators;

• P-11 – Electronic AIP.

1.5 The following guidance material is provided in the form of a checklist of

considerations, together with brief explanatory material, for each of the four identified steps.
References to SARPS and existing guidance material are provided. Contributions provided
by Australia, India, Japan, Malaysia, Singapore and Thailand were reviewed and agreed by
AAITF/10 (Bangkok, Thailand, 27 – 30 April 2015), and subsequently agreed by the 26th
Meeting of the Asia/Pacific Air Navigation Planning and Implementation Regional Group
(APANPIRG/26, 7 – 10 September 2015).

1.6 Global AIM guidance documents, when published, will be reviewed by AAITF.
The outcomes of that review will determine the need for continuing regional guidance
material.

…………………………

Interim Guidance for the Transition A-2

from AIS to AIM
P-17 – Quality

Roadmap for Transition from AIS to AIM

Quality management measures will be re-enforced to ensure the required level of quality of
the aeronautical information. In order to assist States in the implementation of an efficient
quality management system, guidance material for the development of a quality manual will
be developed.

The transition step P-17 – Quality is one of four steps in AIM Transition Phase 1 –
Consolidation. In this phase States were expected to enhance the quality of their existing AIS
products, to conform to SARPS existing at the time of publication of the Roadmap.

Along with the other Phase 1 transition steps, P-17 – Quality is a prerequisite for
commencement of the transition from AIS to AIM.

Annex 15 – Aeronautical Information Services

1.1 Amendment 30 to Annex 15, applicable from 2 November 2000, introduced the
following Standard:

3.2 Quality system

3.2.1 Each Contracting State shall take all necessary measures to introduce a
properly organized quality system containing procedures, processes and
resources necessary to implement quality management at each function stage as
outlined in 3.1.7 above. The execution of such quality management shall be
made demonstrable for each function stage, when required.

1.2 The wording of the paragraph was subsequently simplified in Amendment 36 to

the Annex, applicable from 18 November 2010:

3.2 Quality management system

3.2.1 Quality management systems shall be implemented and maintained

encompassing all functions of an aeronautical information service, as outlined
in 3.1.7. The execution of such quality management systems shall be made
demonstrable for each function stage, when required.

Interim Guidance for the Transition A-3

from AIS to AIM
P-17 – Quality

1.3 The following Annex 15 references specify addition SARPS for aeronautical
information quality, and quality management systems:

1.1 Definitions

Aeronautical information management (AIM). The dynamic, integrated

management of aeronautical information through the provision and exchange of
quality-assured digital aeronautical data in collaboration with all parties.

Data quality. A degree or level of confidence that the data provided meet the
requirements of the data user in terms of accuracy, resolution and integrity.

Metadata. Data about data (ISO 19115*).

Note.— A structured description of the content, quality, condition or other
characteristics of data.

Quality. Degree to which a set of inherent characteristics fulfils requirements

(ISO 9000*).
Note 1.— The term “quality” can be used with adjectives such as poor, good or
excellent.
Note 2.— “Inherent”, as opposed to “assigned”, means existing in something,
especially as a permanent characteristic.

Quality assurance. Part of quality management focused on providing confidence

that quality requirements will be fulfilled (ISO 9000*).

Quality control. Part of quality management focused on fulfilling quality

requirements (ISO 9000*).

Quality management. Coordinated activities to direct and control an

organization with regard to quality (ISO 9000*).

Requirement. Need or expectation that is stated, generally implied or obligatory

(ISO 9000*).
Note 2.— A qualifier can be used to denote a specific type of requirement, e.g.
product requirement, quality management requirement, customer requirement.

Traceability. Ability to trace the history, application or location of that which is

under consideration (ISO 9000*).
Note.— When considering product, traceability can relate to:
— the origin of materials and parts;
— the processing history; and
— the distribution and location of the product after delivery.

Validation. Confirmation, through the provision of objective evidence, that the

requirements for a specific intended use or application have been fulfilled (ISO
9000*).

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P-17 – Quality

Verification. Confirmation, through the provision of objective evidence, that

specified requirements have been fulfilled (ISO 9000*).
Note 1.— The term “verified” is used to designate the corresponding status.
Note 2.— Confirmation can comprise activities such as:
performing alternative calculations;
— comparing a new design specification with a similar proven design
specification;
— undertaking tests and demonstrations; and
— reviewing documents prior to issue.

Chapter 2. Responsibilities and Functions.

2.1 State responsibilities
2.1.4 Each Contracting State shall ensure that the aeronautical data and
aeronautical information provided are complete, timely and of required quality
in accordance with 3.3.

Chapter 3. Aeronautical Information Management

3.2 Aeronautical data and aeronautical information validation and verification
3.3 Data quality specifications(Accuracy, Resolution, Integrity)
3.4 Metadata
3.5 Data Protection
3.7 Use of Automation
3.7 Quality management system
3.8 Human Factors Considerations

Chapter 8. Pre-Flight and Post-Flight Information

8.2 Automated pre-flight information systems

Chapter 10. Electronic Terrain and Obstacle Data

10.4 Terrain and obstacle data product specifications

Chapter 11. Aerodrome Mapping Data

11.1 Aerodrome mapping data – requirements for provision

Appendix 7. Aeronautical Data Publication Resolution and Integrity

Classification

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P-17 – Quality

Annex 4 – Aeronautical Charts

Chapter 5. Aerodrome Terrain and Obstacle Chart – ICAO (Electronic)

5.8 Chart data product specifications

Chapter 20. Electronic Aeronautical Chart Display – ICAO

20.4. Provision and updating of data

Appendix 6. Aeronautical Data Quality Requirements

ICAO Doc 8126 – AIS Manual

1.4 Guidance material for Quality Systems is included in the current edition of ICAO
Doc 8126 – AIS Manual (Eighth Edition, published in 2003 and last amended in September
2009).

Chapter 1. Introduction
1.3 Quality System
1.6 Use of Automation

Chapter 9. Organization of an Automated Aeronautical Information Services

System
9.2 Basic Principles
9.3 Users’ Operational Requirements in an Automated AIS System

ICAO Doc 9674 – WGS-84 Manual

1.5 In addition to quality requirements for accuracy, resolution and integrity, the
WGS-84 Manual provides detailed guidance for quality assurance of aeronautical data:

Chapter 6. Quality Assurance

Regional Guidance Material

1.6 Detailed Regional guidance material for Quality Systems is included in the
Guidance Manual for Aeronautical Information Services (AIS) in the Asia/Pacific Region,
and available on the ICAO Asia/Pacific Regional Office website at
http://www.icao.int/APAC/Pages/edocs.aspx.

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Checklist of Considerations

Regulatory Considerations

1.7 Regulations supporting aeronautical information quality must be

established:

Requirements for aeronautical information quality, and for formal agreements

defining roles and responsibilities of data originators, AIS, aeronautical
information production organizations (e.g. charting) and end users.

1.8 Examples of Regulations for Aeronautical Information may be found at:

Civil Aviation Safety Authority (Australia)

http://www.casa.gov.au/scripts/nc.dll?WCMS:PWA::pc=PARTS175.

1.9 Clearly define the separate roles and responsibilities of regulator and
service provider.

Resources, Infrastructure and Systems

1.10 Provision of resources

Appropriate deployment of resources to ensure that the AIM management

system is capable of meeting ongoing business needs. Sufficient resources are
allocated toward maintaining and improving the quality management system,
and enhancing customer/client satisfaction.

- an assessment of the training needs of staff

- provision of training and the maintenance of currency/effectiveness

- the appropriate number of persons

- availability of equipment and systems

- staff facilities and reference materials.

1.11 Infrastructure

Appropriate infrastructure such as buildings, equipment and systems (hardware

and software) are provided to enable personnel to deliver quality products and
services commensurate with their role and responsibilities. The plant and
equipment used is supported by service contracts administered by dedicated
support groups. System specialists maintain configuration, access, security, virus
control and disaster recovery of computer based systems.

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Processes and Procedures

1.12 Develop a Quality Manual

A quality manual forms part of a hierarchy of policy, procedures and work

instructions ensuring the robust application of quality management:

• Quality Manual – Quality management policy and requirements covering

all work domains of the organization;

• Quality Procedures – developed for each department/unit of an

organization to ensure compliance with the provisions of the Quality
Manual;

• Work Instructions – the detailed instructions for the conduct of the

operations of the section/unit (e.g. AIS), which include Quality Procedures.

Development of a quality manual should include the following:

1. Organizational commitment at all levels to implement a quality management

system;

2. A work plan including necessary approvals and budget allocation;

3. Engagement of a QMS consultant to assist in understanding of quality

management concepts and terms;

4. Defined quality policy and quality objectives (quality objectives renewed

every year);

5. AIS process diagram including quality control connections;

6. Non-punitive reporting system to ensure true data on non-conformance;

7. Define corrective and protective actions;

8. Annual internal audit plan to ensure correct implementation of the QMS;

9. Bi-annual management review meetings;

Guidance on the development of a Quality System for Aeronautical Information,

and a sample Quality Manual, are provided in the Guidance Manual for
Aeronautical Information Services (AIS) in the Asia/Pacific Region. Detailed
global guidance for quality management will be provided in the new ICAO
Document 9839 – Aeronautical Information Quality Manual.

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P-17 – Quality

1.13 Documented Procedures.

Documented procedures ensure that controlled documents are identifiable,

legible, readily available and retrievable. Documents are regularly reviewed for
adequacy and approved by the relevant document owner.

Ensure that:

- relevant and current documents are issued and are available at points of use ;

- unauthorized or obsolete documents are removed from points of use;

- hard copies of controlled documents are assumed to be (and are treated as)
‘Uncontrolled Copy’; and

- changes to documents are reviewed and approved and identified in the

document.

1.14 Control of records

AIM should have legal and regulatory requirements to keep complete, reliable
and accurate records as evidence that it is operating within regulatory and
legislative requirements.

Policy should ensure that detailed records associated with any change to
published information are maintained and are traceable back to the originator of
the change.

1.15 Quality management of data input to aeronautical information databases

during migration from aeronautical information products (i.e. paper AIP).

Ensure quality management processes are in place to ensure the quality of data is
validated during the migration of information into databases.

1.16 Regular reviews of the entire Integrated Aeronautical Information Package

Regular reviews of all elements of the Integrated Aeronautical Information

Package should be undertaken to ensure the consistency, accuracy and
timeliness of information, and the timely removal of redundant information.

The Integrated Aeronautical Information Package is defined in Annex 15 as a

package in paper, or electronic media which consists of the following elements:

- AIP, including amendment service;

- Supplements to the AIP;

- NOTAM and PIB;

- AIC; and

- checklists and lists of valid NOTAM.

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P-17 – Quality

1.17 The AIP document set is reviewed and updated at regular intervals (at least
once per year, in accordance with AIRAC cycle)

1.18 Ensure compliance with AIRAC publication and effective dates, and with
advance notification requirements specified in Annex 15.

Ensure data originators for planning purpose to ensure timely publication of

operationally significant aeronautical data and information to allow sufficient
time for follow-up actions by users.

Publish AIRAC publication and effective dates in AIC and / or AIP yearly

1.19 Data Quality (Accuracy, Resolution and Integrity):

Formal agreements must be in place between data originators, the AIS, data
production organizations (e.g. charting) and end users, relating to the quality
requirements, maintenance and amendment of data, and the procedures for
coordination and communication.

Before submitting data for publication, data originators must ensure that data is
accurate and is in conformity with the specifications.

AIS Section to ensure that the data has been entered into the system, for
publication, as received.

Data originators to ensure that data is in conformity with the data forwarded.

Data originators should cross check the published data at each AIRAC date to
ensure it remains valid.

Data originators to take immediate action to notify the AIS of any correction to
data provided.

Data originators and AIS to assess the causes of error committed may be
inadverntly and to take preventive measures.

1.20 Proof reading and peer review of AIP amendments, AIP Supplements and
AIC before publication.

Check for typographical and other errors, and for inconsistency between
elements of the Integrated Aeronautical Information Package.

Review by data originators and aeronautical information service providers.

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1.21 AIP Amendment Distribution Checks.

Conduct surveys and other checks to ensure that end users of AIP are receiving
AIP Amendments, SUPPS and AIC in accordance with the AIRAC and Annex
15 requirements for distribution.

1.22 Annex 15 and Doc 8126 Compliance checks for all NOTAMS.

Standards, recommended practices and guidance for the compilation and

distribution of NOTAMS are defined in Annex 15 and Doc 8126 AIS Manual.

Asia/Pacific Region OPADD procedures should be used to complement the

procedures specified in ICAO docs to ensure concise, consistent NOTAMS.

1.23 Corrective Action on Errors Identified after Publication.

- Verify the nature of the error;

- Where necessary verify the correct information with the data originator;

- Take initial NOTAM action where appropriate, and initiate amendment to

AIP and/or re-issue of AIP Supplement or AIC.

1.24 Handling of multi-part NOTAMs

Standardized format to indicate multi-part NOTAMs, to allow automatic

processing

1.25 Standard format for NOTAM query (RQN)

Standardized format to request repeat of missing / corrupted to allow automatic

processing by automated system to provide accurate and complete aeronautical
information to users.

1.26 Single, published address and contact information for NOF

To ensure that queries and corrections on NOTAMs are correctly routed for
timely follow-up action.

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Human Performance

1.27 Ensure complete understanding of Aeronautical Information Management

concepts including training of relevant staff in:

- National obligations under Annexes 4 and 15 to the Convention on Civil

Aviation;.

- National regulations supporting annexes 4 and 15;

- AIRAC cycle and Annex 15 requirements for advance notification of major

changes;

- Definition of major changes;

- Quality requirements for accuracy, resolution and integrity; and

- Quality management concepts and processes.

Train staff in Quality Management requirements

1.28 Regular Proficiency Checks

Ensure all staff in the aeronautical information chain are suitably trained,
competent and diligent, and are familiar with any changes in processes or
requirements.

Annex 1 to the Convention on Civil Aviation (Personnel Licensing) does not

specify license requirements for Aeronautical Information Personnel. States
may consider implementing a Certificate of Competency, together with a
performance standards and assessment methodology, for the regular assessment
of competency.

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P-18 – AGREEMENTS WITH DATA ORIGINATORS

Roadmap for Transition from AIS to AIM

Data of high quality can only be maintained if the source material is of good quality. States
will be required to better control relationships along the whole data chain from the producer
to the distributor. This may take the form of template service level agreements with data
originators, neighbouring States, information service providers or others.

The transition step P-18 – Agreements with Data Originators is one of eight steps in AIM
Transition Phase 3 – Information Management. While the Asia/Pacific Region’s current
focus is on implementation of Phases 1 and 2, it is recognized that formal agreements between
stakeholders in the aeronautical information chain are a critical component of robust end-to-
end quality management. Step P-18 is one of four complementary Roadmap steps related to
the quality management of aeronautical data:

- P-17 – Quality;

- P-01 – Data Quality Monitoring;

- P-02 – Data Integrity Monitoring; and

- P-18 – Agreements with Data Originators.

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P-18 – AGREEMENTS WITH DATA ORIGINATORS

Annex 15 – Aeronautical Information Services

2.1 The current provision in Annex 15 relating to agreements with data originators
include:

3.7. Quality management system

3.7.1 Quality management systems shall be implemented and maintained

encompassing all functions of an aeronautical information service, as outlined
in (section) 2.2. The execution of such quality management systems shall be
made demonstrable for each function stage.

Note.—Guidance material is contained in the Manual on the Quality

Management System for Aeronautical Information Services (Doc 9839).

3.7.2 Recommendation.— Quality management should be applicable to the

whole aeronautical information data chain from data origination to distribution
to the next intended user, taking into consideration the intended use of data.

Note 1.— Quality management may be provided by a single quality management

system or serial quality management systems.

Note 2.— Letters of agreement concerning data quality between originator and
distributor and between distributor and next intended user may be used to manage the
aeronautical information data chain.

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P-18 – AGREEMENTS WITH DATA ORIGINATORS
2.2 The updated Annex 15, and new PANS-AIM currently being drafted by the
ICAO AIS-AIM Study Group (AIS-AIM/SG) are expected to provide SARPS and/or
procedures supporting agreements with data originators.

Checklist of Considerations

Regulatory Considerations

2.3 Regulations for Data Quality and Timeliness

States must Establish regulations detailing requirements and responsibilities for

all data originators for the quality and timeliness of the provision of data, and the
maintenance of data, and to ensure data quality as specified in Annex 15;

Owner of the facility to have agreement with the surveyor regarding

conformance of required standards and practices.

2.4 Regulations for Formal Agreements

States should establish regulations requiring formal agreements for the exchange
of aeronautical data between data originators, AIS, aeronautical data service
providers and end users.

Process and Procedures

2.5 Identify a complete list of authorized originators of AIS Information (static

and dynamic).

A list of authorized data originators will clearly identify the organizations and
stakeholders responsible for supplying specific information to the AIS
organization, and avoid duplication or conflicting information from multiple
origination points supplying the same information.

- Airport Operators;

- Military Organizations;

- Air Navigation Service Providers;

- Surveyors; etc.

2.6 Specify the format for data to be provided by data originators.

Ensure standardization of the format and presentation of data provided .

Templates or pro-formas could be used to ensure standardized presentation of
data by originators, and to ensure data complies with Annex 15 quality
requirements for accuracy, resolution and integrity.

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P-18 – AGREEMENTS WITH DATA ORIGINATORS

2.7 Surveyed Geospatial Data.

Agreements should clearly specify the responsibility of all parties to the

agreement regarding ownership, maintenance and update of the data.

Facility owners such as airport operators should have formal agreements with
surveyor organizations to ensure the data conforms with the required standards
and practices.

2.8 Formal Agreements

Agreements may be in the form of a Contract, a Service Level Agreement

(SLA), Memorandum of Understanding (MOU) or Letter of Agreement (LOA).

Formal agreements should include:

- Applicable national regulatory requirements;

- The scope of the data to be provided;

- Data Quality and Quality Management requirements;

- Data maintenance requirements;

- Method and format of provision of data, including the information exchange

model;

- Clear requirements for originators to comply with Annex 15 requirements for

advance notification of new or amended data;

- Accountabilities and responsibilities of data originators and AIS;

- Error reporting and rectification procedures;

Human Performance

2.9 Conduct regular workshops and training courses for data originators.

Ensure complete understanding of Aeronautical Information Management

concepts including:

- National obligations under the Annexes to the Convention on Civil Aviation;

- National regulations supporting the Annexes;

- AIRAC cycle and Annex 15 requirements for advance notification of major

changes;

- Definition of major changes; and

- Quality requirements for accuracy, resolution and integrity

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P-16 – Training

Roadmap for Transition from AIS to AIM

The training of personnel will be adapted to the new requirements on skill and competencies
introduced by the transition to AIM.

The AIM Transition Step P-16 – Training is included in Phase 3 of the Roadmap for Transition
from AIS to AIM. While current Asia/Pacific Regional focus is on Transition Phases 1 and 2, the
Task Force has identified the need for AIS/AIM Training.

The new ICAO Doc 9919 – AIM Training Development Manual, currently undergoing pre-
publication editorial review, will provide detailed guidance on training for personnel in the
aeronautical information data chain.

Regional guidance for AIS training is included in the Guidance Manual for Aeronautical
Information Services (AIS) in the Asia/Pacific Region

Annex 15 – Aeronautical Information Services

3.1 Annex 15 States:

3.7.4 Within the context of the established quality management system, the
competencies and the associated knowledge, skills and abilities required for each
function shall be identified, and personnel assigned to perform those functions shall be
appropriately trained. Processes shall be in place to ensure that personnel possess the
competencies required to perform specific assigned functions. Appropriate records
shall be maintained so that the qualifications of personnel can be confirmed. Initial
and periodic assessments shall be established that require personnel to demonstrate
the required competencies. Periodic assessments of personnel shall be used as a
means to detect and correct shortfalls.

Regional Guidance Material

3.2 The Guidance Manual for Aeronautical Information Services (AIS) in the Asia/Pacific
Region is available on the ICAO Asia/Pacific Regional Office website at:

http://www.icao.int/APAC/Pages/edocs.aspx,

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P-16 – Training
3.3 The manual includes detailed guidance for the selection and training of AIS personnel
Doc 8126 references provide guidance for the training of AIS personnel, including:

- Selection Principles;
- Selection Process;
- Training and Training Courses;
New Entrant Selection;
Core Training;
Training Assessment;
Task Specific OJT;
Performance Assessment; and
Career Development
- Sample Selection and Training Process;
- Sample Training Checklists;
- Sample Trainee Assessment Debrief Form;
- Sample Competency Grading Criteria;
- Sample Performance appraisal;
- Training guidelines for NOTAM handling and PIB

Checklist of Considerations

Regulatory Considerations

3.4 Regulations must be established supporting the requirements for training for AIS
personnel, specified in Annex 15 section 3.7.4.

Processes and Procedures

3.5 Training Needs Analysis

Training Needs Analysis (TNA) is a generic term used to describe the process for
determining the training required in order to satisfy a specified outcome. A TNA may
apply to an individual, a business unit or a broader target audience.

Development of the TNA involves comparing existing knowledge and skill against the
required knowledge and skill, the results of which will enable a relevant Training Plan
to be developed.

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P-16 – Training

3.6 Process for developing the TNA

The general requirement for all TNAs is to determine:

- What knowledge and skill does the candidate currently have?

- What knowledge and skill does the candidate require?

- What gap exists between current and required? (i.e. what training is needed to
fill the knowledge and skill gap/s).

3.7 Training Development for Aeronautical Information Users

Ensure that AIS user organizations or their representatives (e.g. IATA) are fully
informed of changes in process, procedures and products, to permit modification of
their training and procedural requirements and harmonization/interoperability of
procedures and interfaces.

3.8 Recognition of Prior Learning (RPL)

RPL is a form of assessment used to determine whether a trainee has the required
knowledge, skills and application (or combinations of these) that have been acquired
previously through life experience, formal training and previous work experience
needed to meet the standards of the course.

Human Performance

3.9 Develop requirements and procedures for AIS initial and periodic competency
assessment.

Annex 1 to the Convention does not specify licensing requirements for AIS personnel.
States may consider issuing a Certificate of Competency, and developing rules and
procedures for initial and periodic competency assessment.

States may consider a requirement for English Language competency at Level 3 or

higher.

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3.10 Training of Senior Management

Senior Management personnel of all data originator, AIS and data aeronautical
information production organizations should be trained in relevant aspects of AIS/AIM
including

- State obligations under the Annexes to the Convention on Civil Aviation;

- State regulations supporting the Standards and Recommended Procedures (SARPS)

of the Annexes;

- Quality Management Systems for Aeronautical Information;

- Requirements for advance notification of new or amended aeronautical information

3.11 Understanding Transition

Evolution from AIS to AIM will occur over an extended period, with present and
future styles of operation proceeding in parallel, until staff eventually cease to be
involved in detailed day-to-day information product provision.

In the near to medium term re-training of existing staff will need to be undertaken,
taking into account new skill requirements during recruitment and selection processes,
to reflect the transition to an information management process rather than the current
information product environment.

3.12 AIS to AIM People Strategy Guidance Material

ICAO DOC 7192-AN/857 Part E3

- Training Manual for Aeronautical Information Services Personnel Preliminary

Edition 2005

Eurocontrol Human Factors

- AIS Training Development Guidelines Edition 1, 2007

- Eurocontrol Common AIS Staff Profiling

Annex 15 Quality Assurance System ISO 9000

- Within the Quality System, the objectives of skills and competency management
must include

- Identification of functions to be performed;

Interim Guidance - Establishment

for the Transition of the knowledge
A - 20and skills required for each step of the process; and
from AIS to AIM
- Assurance that the personnel assigned to those functions have the required
knowledge and skills and that they are competent to perform those functions.
P-16 – Training

3.13 Competency Considerations

Behaviour Strengths

• Adaptable • Business • Innovator • Resourceful

sense
• Analytical • Multi-Tasker • Service
• Fast learner Orientated

Core Competencies

 Critical examining  Judgement and decision making

 Information analysis  Reliability
 Operational knowledge  Accuracy
 Professional expertise  Methodical
 Adherence to procedure  Selective attention

 Safety culture  Quality focussed

 ATC safety conscious  Customer focused
 Language skills

Business Competencies

Critical Secondary
 Communication skills  Administration
 Conflict management  Business/operations awareness
 Continual learning  Cultural awareness
 Planning and organisation/Time  Human resource management
management
 Technical credibility
 Technology management

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Other Considerations

3.14 Career Planning for AIS/AIM Staff:

AIS/AIM should be established as a separate specialization, with structured career

development and progression and other incentives.

AIS/AIM should not be used as an ongoing rotational deployment option for personnel
from other specializations for whom AIS/AIM is not an employment goal.

3.15 Recruiting and retaining the right mix of skills required for AIS

The AIS organizations should ensure that recruitment and retention objectives include
an appropriate mix of personnel with the following skills, qualifications and/or
experience:

• Aeronautical knowledge and experience (e.g. AIS, pilot, ATC, airport operator or
airline ops);
• Information Technology qualifications and experience;
• Technical writing, document production and editing skills

3.16 Enhance the motivation by achieving mastery of operational processes

Ensure complete understanding of the purpose and context of operational processes to

enhance the motivation to achieve the objectives:

- Quality management of AIS static and dynamic data including robust processes for
cross checking;

- The purpose and context of setting numerical targets; and

- The critical importance of adhering to process, and of reporting and rectifying

process gaps.

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P-11 – Electronic AIP

Roadmap for Transition from AIS to AIM

The integrated aeronautical information package will not be phased out. On the contrary, it
will be adapted to include the new data products needed during the transition to AIM.

The electronic version of the AIP will be defined in two forms: a printable document and one
that can be viewed by web browsers.

Annex 15 – Aeronautical Information Services

4.1 Annex 15 specifies Standards and Recommended Practices (SARPS) for

Electronic AIP:

4.6 Electronic AIP (eAIP)

4.6.1 Recommendation.— The AIP, AIP Amendment, AIP Supplement and AIC
should also be published in a format that allows for displaying on a computer
screen and printing on paper.

Note 1.— This composite electronic document is named “Electronic AIP”

(eAIP) and may be based on a format that allows for digital data exchange.

Note 2.— Guidance material for the production and provision of the eAIP is
contained in Doc 8126.

4.6.2 When provided, the information content of the eAIP and the structure of
chapters, sections and sub-sections shall follow the content and structure of the
paper AIP. The eAIP shall include files that allow for printing a paper AIP.

4.6.3 Recommendation.— When provided, the eAIP should be available on a

physical distribution medium (CD, DVD,etc) and/or online on the Internet.

Note.— Guidance material on the use of the Internet is contained in Guidelines

on the Use of the Public Internet for Aeronautical Applications (Doc 9855).

ICAO Doc 9750 - Global Air Navigation Plan

4.2 Aviation System Block Upgrades Block 0 includes:

B0-DATM – Service Improvement through Digital Aeronautical Information

Management

Initial introduction of digital processing and management of information by the

implementation of AIS/AIM making use of AIXM, moving to electronic AIP and
better quality and availability of data.

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P-11 – Electronic AIP

Checklist of Considerations

4.3 eAIP Content

States should ensure the eAIP includes all components of the integrated
aeronautical information package defined in Annex 15, and complies with the
Annex requirements for content and structure.

4.4 Accessibility

The eAIP should be accessible on the public internet.

Open access to the eAIP should be permitted, either without the need for
registration or, if registration is required, with access to eAIP being
automatically and immediately available.

4.5 Authorization

Ensure the eAIP has the unconditional authority of the State, without disclaimers
referring to a separately published paper product

4.6 Reporting to ICAO Regional Office

eAIP implementation and its internet hyperlink should be reported to the ICAO
Asia/Pacific Regional Office.

On receipt of notification from the ICAO Asia/Pacific Regional Office,

discontinue the forwarding of paper or CD copies of AIP, AIP SUP, AIC and
NOTAM Checklists to the Regional Office. (Requirements for distribution to
ICAO Headquarters remain unchanged)

4.7 Electronic AIP (eAIP)

eAIP should be generated from a digital database of aeronautical information.

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P-11 – Electronic AIP

4.8 Preparation for Information Exchange

Design and development of digital databases of aeronautical information used

for the generation of eAIP should include consideration of:

a) The development of an integrated aeronautical information database (Step P-

06 of Phase 2 of the Roadmap for Transition from AIS to AIM); and

b) Future requirements for digital data and information exchange under Phase 3
of the Roadmap, using AIXM.

Note: Annex 15 recommends that the AIP, AIP Amendment, AIP Supplement
and AIC should also be published in a format that allows for displaying on a
computer screen and printing on paper, and that when provided, the eAIP
should be available on a physical distribution medium (CD, DVD,etc) and/or
online on the Internet.

eAIP is information from the Integrated Aeronautical Information Package

(IAIP) presented for display on a computer screen, and for printing. It may
therefore be a simple rendering of information drawn from existing IAIP
products, such as pdf files, or it may be information extracted from a digital
database of aeronautical information.

Noting the need to prepare the Asia/Pacific Region for transition through
Phases 2 and 3 of the Roadmap for Transition from AIS to AIM, the Asia/Pacific
Region AIS – AIM Implementation Task Force considered that eAIP should be
generated from a digital database.

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