GACAEL Document No: GAT/QA/DOC/005

ISSUE 03 DATED 02 DEC 2019

REVISION 00 DATED

GMR AIR CARGO AND AEROSPACE ENGINEERING

LIMITED(GACAEL)*.

*The abbreviated Term of (GACAEL) will be used to identify the organization

name wherever reflected in this manual.

SAFETY MANAGEMENT SYSTEM MANUAL

Controlled Copy

GMR Air Cargo & Aerospace Engineering Limited

Address:
# 1, GMR Hyderabad SEZ Limited,
Rajiv Gandhi International Airport,
Shamshabad, Hyderabad 500 108
Telangana – India.
Phone: +91 40 6725 1021
Fax: +91 40 6725 1010
 GACAEL SAFETY MANAGEMENT SYSTEM MANUAL GAT/QA/DOC/005
PART 0 CHAPTER 1
INTRODUCTION ISSUE 03 2 DEC 2019
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0.1 TABLE OF CONTENTS

Part 0 - INTRODUCTION
0.0 - Title Page
0.1 - Table of Contents
0.2 - Records of Revision
0.3 - List of Effective Pages
0.4 - Distribution List
0.5 - Definitions
0.6 - Abbreviations

Part 1 - POLICY
1.1 - Quality & Safety Policy
1.2 - Safety Objective
1.3 - Statement of Commitment
Part 2 - GENERAL
2.1 - Scope and Control of Manual
2.2 - Introduction to Safety Management system
2.3 - Organization Safety Chart
2.4 - Safety Management System
2.5 - Duties and Responsibilities

Part 3 – PROCEDURE
3.1 - SMS Implementation
3.2 - Non-Reprisal Reporting Policy
3.3 - Safety Risk Management
3.4 - Safety Management System Process
3.5 - Hazard Identification & Reporting
3.6 - Risk Control and Mitigation
3.7 - Internal Safety Investigation
3.8 - Management of Change
3.9 - Safety Promotion
3.10 - Documentation and Control

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0.1 TABLE OF CONTENTS (Contd.)

3.11 Control of Contracted Activities

3.12 Hazard Reporting & Risk assessment Process
3.13 Emergency Response Plan
3.14 Reporting, Investigation of Occurrences and Remedial Action

Part 4 – APPENDICES
4.1 Voluntary/Hazard Reporting Form

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0.2 RECORD OF REVISION

Issue Revision No. Revision Date Inserted by Inserted Date Signature

Initial Revision 0 13/03/2013 Vijayan Panikkar 13/03/2013 Sd/-

Initial Revision 0 01/12/2014 Suneel Ekheliker 01/12/2014 Sd/-

1 Revision 0 02/02/2015 Suneel Ekheliker 02/02/2015 Sd/-

1 Revision 0 12/08/2015 Suneel Ekheliker 12/08/2015 Sd/-

1 Revision 2 20/01/2017 Suneel Ekheliker 20/01/2017 Sd/-

1 Revision 3 18/07/2017 Suneel Ekheliker 18/07/2017 Sd/-

1 Revision 4 01/09/2017 Ajmer Singh 10/10/2017 Sd/-

2 Revision 0 05/11/2018 Aboo Backar 05/11/2018 Sd/-

3 Révision 0 02/12/2019 Kunwar Ji Srivastava 02/12/2019 Sd/-

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0.4 DISTRIBUTION LIST

COPY
HOLDER MEDIUM OF COPY
NUMBER
1 Safety Manager / Deputy Safety Manager Hard copy
2 DGCA – Head quarters Soft Copy

3 DGCA – Regional Office Soft Copy

4 DGCA – Sub Regional Office Soft Copy

Circulation for GACAEL staff shall be through Intranet Soft copy

Circulation for external agencies or organizations shall be
through E-mail attachment in pdf format under prior Soft copy
approval of Safety Manager.

Master Copy of this document shall be held with Safety Manager. As a part of “Go Green” concept, the copy of
the manual shall be published in soft copies, either in CD format or in pdf format uploaded to Company Intranet
for GACAEL employees.

The soft copies which are published through CD format shall be clearly labelled by Technical Publication with
Edition / Revision number with date.

N.B. –
1. This document is being published in soft copy.
2. Any printout from the published document, other than the Master Copy held by the Safety Manager,
shall be an uncontrolled copy.

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0.5 DEFINITIONS

1. Acceptable level of safety (ALoS):

It is the minimum degree of safety that must be assured by a system in actual practice;

2. Consequence
A consequence is defined as the potential outcome (or outcomes) of a hazard.

3. Change Management:
A formal process to manage changes within an organization in a systematic manner, so that changes which
may impact identified hazards and risk mitigation strategies are accounted for, before the implementation
of such changes.

4. Defenses:
Specific mitigating actions, preventive controls or recovery measures put in place to prevent the
realization of a hazard or its escalation into an undesirable consequence.

5. Errors:
An action or inaction by an operational person that leads to deviations from organizational or the
operational person’s intentions or expectations

6. Gap Analysis:
A gap analysis is basically an analysis of the safety arrangements already existing within the organization as
compared to those necessary for the SMS to function

7. Hazard:
A hazard is a potential situation or condition, event, or circumstance that could cause adverse
consequences, lead to or contribute to an unplanned or undesired event (incident or accident) –
degradation, injury, illness, death or damage to or loss of equipment or property

8. Risk:
Risk is the assessed potential for adverse consequences resulting from hazard if its potential to cause harm
is realized. A hazard has the potential to cause harm, while risk is the likelihood of that harm being realized
within a specific time scale.
A risk event can be summarized as the product, whether it to be a major accident or a minor reportable
incident, as a consequence of the combination of probability or frequency of occurrence of a designed
hazard. Risk is an expression of the impact of an undesired event in terms of event severity and event
likelihood.

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0.5 DEFINITIONS (Contd.)

9. Risk management:
It is the process by which Risk Assessment results are integrated with political, social, economic, and
engineering considerations for decisions about need/methods for risk reduction. It is the logical process of
weighing the potential costs of risks against the possible benefits of allowing those risks to stand
uncontrolled

10. Risk Mitigation:

If the result of the risk assessment is that the system under review does not satisfy the safety assessment
criteria, it will be necessary to find some means of modifying the system in order to reduce the risk. This
process is called risk mitigation

11. Safety Management System

It is a management tool for the management of safety by an organization, reflecting an organized and
orderly approach.

12. Safety Performance:

A State’s or service provider´s safety achievement as defined by its safety performance targets and safety
performance indicators.

13. Safety Performance Indicator:

A data-based safety parameter used for monitoring and assessing safety performance.

14. Safety Performance Target:

The State or service provider’s planned or intended target for a safety performance indicator over a given
period that aligns with the safety objectives.

15. Service Provider:

It refers to any organization providing aviation services. The term includes approved training organizations
that are exposed to operational safety risks during the provision of their services, aircraft operators,
approved maintenance organizations, organizations responsible for type design and/or manufacture of
aircraft, air traffic service providers and certified aerodromes, as applicable.

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0.6 ABBREVIATIONS

APS - AIRPORT SERVICES

ASC - AIR SAFETY CIRCULARS
CAR - CIVIL AVIATION REQUIREMENTS
CEO - CHIEF EXECUTIVE OFFICER
COO - CHIEF OPERATING OFFICER
DGCA - DIRECTORATE GENERAL OF CIVIL AVIATION / DIRECTOR GENERAL OF CIVIL AVIATION
ECC - EMERGENCY CONTROL CENTRE
ERP - EMERGENCY RESPONSE PROCEDURES
FOD - FOREIGN OBJECT DEBRIS / FOREIGN OBJECT DAMAGE
OSS - OTHER SUPPORT SERVICES
HO - HEAD OFFICE
HOD - HEAD OF THE DEPARTMENT
ICAO - INTERNATIONAL CIVIL AVIATION ORGANIZATION
QCI – QUALITY CONTROL INSTRUCTION
SAG - SAFETY ACTION GROUP
SARPs - STANDARDS AND RECOMMENDED PRACTICES
SMS - SAFETY MANAGEMENT SYSTEM
SOPs - STANDARD OPERATING PROCEDURES
SRC - SAFETY REVIEW COMMITTEE
SPI – SAFETY PERFORMANCE INDICATOR
SPT – SAFETY PERFORMANCE TARGET

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GMR AIR CARGO AND AEROSPACE ENGINEERING

LIMITED.

PART – 1
POLICY

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1.2 SAFETY OBJECTIVE

Safety objectives shall be determined by considering what safety performance levels are desirable, realistic
and achievable for an individual department. Safety targets which are measurable, acceptable to
stakeholders and consistent with SMS shall be set as a goal. Safety objectives shall be devised by Safety
Review Committee (SRC) after analysis of Safety performance indicators (SPI) and safety performance
targets (SPT). The departmental objectives may be redefined by the respective departmental heads in
concurrence with Safety Manager. The objectives shall:

1. Ensure the safety of staff, aircraft and equipment.

2. Maintain and improve safety performance, standards & practices throughout GACAEL operations.
3. Provide safety awareness training for management and staff.
4. Ensure compliance with procedures and safety standards.
5. Apply Human Factor principles to achieve the desired safety standards.
6. Establish that procedures are current such that those reflect best practices within the organization and
encourage personnel to report any differences between procedure and practice via internal
occurrence reporting mechanism.
7. Establish procedures to detect and rectify errors that could endanger safety of aircraft and equipment.
The procedure shall identify the method of capturing errors and the processes concerned.
8. Reduce the probability and consequences of unsafe maintenance occurrences.
9. Reduction of safety risks through the identification of those operations that fall below accepted levels,
thus mitigate such risks and enable return to an acceptable level of safety.
10. Implement and maintain the safety management system in the organization.

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1.3 STATEMENT OF COMMITMENT

GACAEL is committed to:

1. Implement the safety policy of the company.
2. Implement the safety management system in the company.
3. Set realistic safety performance indicators, targets and actions plans.
4. Establish and operate hazard identification and risk management process, including a hazard,
voluntary/ incident/ accident reporting system, in order to eliminate or mitigate the safety risks of the
consequences of hazards resulting from our operations.
5. Initiate effective and timely corrective action for all the observed noncompliance/ conformances.
6. Comply with and wherever possible, exceed, legislative and regulatory requirements, international
standards and best industry practices.
7. Adequate resources required for implementation of the safety policy and achievement of the safety
objectives will be made available.
8. Ensure that sufficient skilled and trained personnel and other resources including the appropriate
quality assurance processes are available to implement safety strategies and processes.
9. Manage changes in relation to safety management and performance.
10. Continually improve our safety performance through management processes that ensures that
relevant safety action is taken and is effective.
11. Educate all staff of safety critical information and safety promotion materials.
12. Coordinate the emergency plan with internal and external stakeholders.
13. Enforce the management of safety as primary responsibility of all managers and employees
14. Effective and disciplined document control.

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GMR AIR CARGO AND AEROSPACE ENGINEERING

LIMITED.

PART - 2

GENERAL

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2.1 SCOPE AND CONTROL OF THE MANUAL

While the elimination of serious incidents & accidents remains the ultimate goal, it is recognized that the
Aviation Industry cannot be completely free of hazards and associated risks. Human activities or human-
built systems cannot be guaranteed to be absolutely free from operational errors and their consequences.
This Safety Management System (SMS) Manual has been developed to direct all personnel in the safe
operations of GACAEL. This policy enables us to adapt the proactive and integrated approach to safety
management.

The GACAEL SMS Manual is developed in compliance with the applicable regulatory requirements.

This Manual shall be reviewed annually as a minimum or whenever it becomes necessary, to keep it
abreast with latest changes in regulation, company requirements, in service experience etc. The manual
will be revised by the Safety Manager, as required. The SMS Manual shall be approved by DGCA. The
manual shall be published in soft copy through Technical Publication.

Note –The following terms in this manual shall have the meaning as outlined below:

SHALL: Means the application of a procedure (or) provision is MANDATORY. MUST is as an

alternative to SHALL.

SHOULD: Means that the application of a procedure (or) provision is RECOMMENDED.

MAY: Means that the application of a procedure (or) provision is OPTIONAL

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2.2 INTRODUCTION TO SAFETY MANAGEMENT SYSTEM

SMS is a systematic and comprehensive process for the proactive management of safety risks that
integrates the management of operations and technical systems with financial and human resource
management.

All HOD and staff shall maintain and ensure adherence to the safety management system. It lays down the
SMS procedures and policies, consistent with the regulatory provisions.

Safety Review Committee chaired by Accountable Manager shall be convened at least once in 6 months.

Safety Action Group chaired by Safety Manager shall be convened at least once in a Quarter.

Safety Manager is the driving force of SMS implementation and processes.

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2.3 ORGANIZATIONAL SAFETY CHART

Accountable
Manager SRC
Quality & Safety HOD Purchase &
Head of Maintenance CFO HOD HR HOD BD
Manager Stores

BMM LMM HOD Workshop HOD Planning

Deputy Safety
Manager Safety Coordinator SAG

SAG Member SAG Member SAG Member SAG Member SAG Member / Safety Officer -
SAG Member OSS SAG Member BMM SAG Member LMM
Workshop Planning Stores Quality finance/Purchase/HR/BD

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2.4 SAFETY MANAGEMENT SYSTEM

2.4.1 General

1. Safety management system is defined as a systematic application of specific technical and managerial
skills to identify, assess and eliminate or control safety related hazards and risks associated with
maintenance activities to acceptable levels of safety.

2. SMS is systematic as safety management activities are carried out in accordance with a pre-
determined plan, and applied in a consistent manner throughout the organization. It is proactive by
taking an approach that emphasizes prevention, through hazards identification, mitigation measures
and risk control, before events that affect safety occur. It is also explicit, in that all safety management
activities are documented, visible and performed as an essential component of management activities.

3. GACAEL Safety Management System is designed to integrate its personnel, work-processes,

environment, safety, health requirements and decision making into all GACAEL work activities in Base
& Line Stations.

2.4.2 Purpose

1. To establish a comprehensive and systematic approach to the management of aviation safety within
the organization.

2. Integration of safety considerations into business via application of management controls to all
aspects of business critical to safety.

3. To inculcate safety culture in the employees.

2.4.3 Key Elements and constituents of Safety Management System

1. The successful management of safety is a cooperative responsibility and it requires the participation of
the senior management and all employees of the organization. As such each employee is required to
strictly adhere to the standard operating procedures in their respective area of activity and is
accountable to their supervisor / manager for ensuring safe operations.

2. The following shall be the key safety personnel at GACAEL:

a. Accountable Manager/Executive
b. Safety Manager
c. Deputy Safety Manager
d. Safety Coordinator
e. Safety Review Committee Members
f. Safety Action Group Members

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2.5 DUTIES AND RESPONSIBILITIES

2.5.1 Safety Manager

1. Although the Accountable Executive is ultimately responsible for the safety management system,
Safety Manager is the driving force for the implementation as well as maintenance of SMS activities
department and shall have direct reporting to Accountable Executive concerning the implementation
and operation of SMS. Safety Manager’s primary responsibility is to facilitate and administer across the
organization.

2. The Safety Manager shall:

a. Manage the SMS implementation plan;
b. Facilitate hazard identification and risk assessment activities;
c. Monitor the effectiveness of mitigation actions;
d. Provide periodic reports on safety performance;
e. Ensure safety training is provided to all personnel;
f. Provide independent advice on safety matters;
g. Coordinate and communicate with DGCA and other service providers on issues relation to safety;

3. GM Quality and Safety is the designated Safety Manager.

2.5.2 Deputy Safety Manager:

The Deputy Safety Manager will assist Safety Manager to –
a. Ensure GACAEL Safety Policy is developed and updated in compliance with applicable regulations,
as amended.
b. Ensure the process of hazard identification and risk management is adequately developed and
promulgated to all concerned.
c. Ensure periodical / random safety audits are carried out to identify hazards in work place and
establish appropriate mitigation actions.
d. Ensure the verification of mitigating actions implemented as a part of HIRM is adequate to
preclude recurrence.
e. Develop adequate measures for safety promotion and to verify effectiveness of promotional
measures.
f. Establish SPIs and associated SPTs for GACAEL maintenance environment and to verify the trend
for required course correction as the case may be.
g. Establish annual budget with regards to SMS, if any.
h. Actively participate in assessing the risk of reported/identified hazards and to identify the
appropriate mitigation actions.
i. Conduct periodical SAG meeting and circulate the minutes of meeting to all concern for further
necessary actions.
j. Provide periodic Safety reports on SMS performance to Senior Management.
k. Ensure Safety related documentation and records are available and kept up to date.
l. Any other task assigned by Safety Manager on case to case basis.

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2.5.3 Safety Review Committee (SRC)

1. The composition of SRC is depicted in Para 2.3 of this manual.

2. The responsibilities of SRC is to monitor:

a. Safety performance against the safety policy and objectives;
b. Main safety priority for each operational domain in terms of the Key Risk Areas and Safety
Issues are identified;
c. Effectiveness of the SMS;
d. Effectiveness of the safety oversight of contracted or sub contracted organization, if any;
e. Corrective or mitigating actions are being taken in a timely manner;
f. Effectiveness of the organization’s safety management processes.

3. SRC members are identified in intranet SMS portal.

2.5.4 Safety Action Group (SAG)

1. The SAG comprises of the nominated members from representative department of GACAEL.

2. Nominated SAG member shall be the nodal person to review SMS implementation, evaluate its
effectiveness in their respective department and update SAG committee.

3. The SAG shall:

a. Responsible for Effective management of risk;
b. Assess risks and develop risk reduction alternatives;
c. Define safety performance indicators and set safety performance goals;
d. Take decision regarding safety risk tolerability and recommend the same to Safety review
committee;
e. Review safety performance and ensure that corrective actions are taken in a timely manner
and monitor the SMS implementation process;
f. Appropriate resources are allocated to achieve the established safety performance;
g. Make recommendations regarding safety to Safety Review Committee;

4. SAG members are identified in intranet SMS portal.

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2.5.5 Safety Coordinator

1. Safety Coordinator shall be nominated by the Safety Manager and will be reporting to Deputy
Safety Manager for assisting and supporting with the implementation of safety management
system in the organization.

2. Safety coordinator shall:

a. Collating of information related to SMS;
b. Following the hazard reporting and mitigating workflow and organize meetings to ensure
maximum efficiency;
c. Maintaining files and archiving of records with effective filing systems;
d. Supporting other teams with various safety administrative tasks;
e. Any other task assigned by Deputy Safety Manager on case to case basis.

2.5.6 Safety Action Group (SAG) Member

1. SAG Member shall be nominated by the respective functional heads of the department for
overseeing the day to day operation of SMS.

2. Dedicated SAG member from concerned department will also function as a Safety Officer.

3. Support and assist the Safety Action Group in conducting safety Risk Management.

4. The SAG Members are the initiators of SMS in their respective department.

5. SAG Members shall report to Deputy Safety Manager for issues pertaining to SMS. They are
responsible for implementing the functions as identified below.

a. Identifying safety concerns.

b. Proposing solutions.
c. Encourage hazard reporting in their functional area
d. Participating in the implementation of the solutions.
e. Monitoring the effectiveness of the mitigation action taken and update SAG member.

6. SAG Members are identified in intranet SMS portal.

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GMR AIR CARGO AND AEROSPACE ENGINEERING

LIMITED.

PART – 3

PROCEDURE

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3.1 SMS IMPLEMENTATION

SMS shall comprise of the following components:

a. Safety Policy and Objectives.
b. Safety Risk Management.
c. Safety Assurance.
d. Safety Promotion.
e. Management of change.
f. Performance measurement and continuous improvement.

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3.2 NON-REPRISAL REPORTING POLICY

GACAEL fully supports and encourages a culture of openness and trust between all employees. Employees
are encouraged to identify and report unsafe conditions without fear of retribution.

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3.3 SAFETY RISK MANAGEMENT

1. Safety is a condition in which the risk of harm or damage is limited to an acceptable level. Safety
management is centered on a systematic approach to hazard identification and Risk Management. The
hazards creating risks can be identified through SMS processes. The process of moving from hazard
identification to risk assessment and risk mitigation is a risk management process.

Hazard identification  Risk assessment  Risk mitigation

2. Safety Risk Management process shall identify safety hazards existing in the all departments, Access and
develop elimination / mitigation strategies and take corrective actions to control risk.

3. Responsibility
a. As part of GACAEL Safety Management System, Risk management decisions will be made at the
highest practical level. Decisions on whether or not to accept risk will be based strictly on the
magnitude of the risk and the benefits of accepting it. Personal convenience and emotions will not
enter the equation.

4. The responsibility of implementation of risk management functions are delegated within each functional
area.

5. Risk management shall be carried out by SAG / SRC

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3.4 SAFETY MANAGEMENT SYSTEM PROCESS

Collect Data

Identify Latent/unsafe
condition

Analyze data

Priorities unsafe
condition

Develop strategies

Approve strategies

Assign Responsibilities

Implement Strategies

Collect data to evaluate

result of the strategy

Unsafe condition not

Unsafe condition eliminated
eliminated

Collect additional data

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3.5 HAZARD IDENTIFICATION & REPORTING:

1. Risks cannot always be eliminated, nor are all conceivable safety management measures economically
feasible. Risk management facilitates this balancing act, beginning with hazard identification.

2. A hazard identification process is the formal means of collecting, recording, analyzing, acting on and
generating feedback about hazards that affect the safety of the operational activities. Hazard identification
is an ongoing process.

3. The scope for hazards in aviation is wide, and may be related to:

a. Design factors, such as equipment and task design.

b. Procedures and operating practices, including their documentation and checklists and their validation
under actual operating conditions.
c. Communications, including the medium, type of terminology and language.
d. Organizational factors, such as company policies for recruitment, training, remuneration and allocation
of resources.
e. Work environment factors, such as ambient noise and vibration, temperature, lighting and availability
of protective equipment and clothing.
f. Defenses, such as detection and warning systems, and the extent to which the equipment is resilient
against errors and failures.
g. Human factors, such as medical conditions, circadian rhythms and physical limitations.
h. Regulatory oversight factors including the applicability and enforceability of regulations, certification
of equipment, personnel and procedures; and adequacy of surveillance audits.

4. The hazard identification and reporting process is open to all employees. It may be done through formal as
well as informal processes. It may be performed at any time as well as under specific conditions. Specific
conditions would include:
a. When there is an unexplained increase in safety-related events or infractions.
b. When there are abnormal audit or safety indicator trends.
c. When major operational changes are planned.
d. Before a new project, major equipment or facility is set up.
e. During a period of significant organizational change.

5. Any safety concern shall be reported to the Safety Manager. The safety concerns can be but not limited to:
 Inadequate tool or equipment control  Inadequate communication

 Inadequate checklists  Difficulty in obtaining parts

 Unsafe ground movements  Poorly designed task cards

 Lack of equipment, procedures  Lack of adequate training

6. Once an event has occurred or a hazard identified, it shall be reported as detailed in Para 3.5.2.

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3.5.1 Hazard Identification Process

Hazard identification shall be accomplished through predictive, proactive and reactive process.

1. Predictive Hazard Identification Process

Predictive hazard identification involves process of identifying hazard before introduction of a new system
/ procedure or change in existing system / procedure. Following tools shall be used as part of predictive
hazard identification processes.

System and task analysis is carried out to identify hazards related to:
a. Initial designs of systems, organizations, and/or products.
b. Changes to existing system designs.
c. Whenever new operations/procedures adopted.
d. Existing operations/procedures when modified.

2. Proactive Hazard Identification Process

Hazards are identified analyzing systems performance and functions for intrinsic threats and potential
failures. The most commonly applied proactive methods are the safety surveys, safety audits, safety
monitoring and safety assessments.

3. Reactive Hazard Identification Process

Hazards are recognized through trend monitoring and investigation of safety occurrences. Incidents and
accidents are clear indicators of systems deficiencies and should be therefore investigated to determine
the hazards that played role in that event.

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3.5.2 Hazard Reports

It is the responsibility of every employee at GACAEL to report any situation that, in his / her opinion could
be a hazard. The report may be briefly written identifying the specific hazard with suggestions for
improvement / rectification, if any using Form No. GAT/QA/077.

a. Anonymous / Voluntary Reports

GACAEL has introduced non-punitive Anonymous / voluntary reporting system. This is a system of hazard
reporting where employee can forward the details of a specific hazard with or without identifying himself
/herself.

Some of the events which may qualify for Anonymous Reporting are:
 Non – adherence to Standard Operating Procedures during
a. Aircraft Operations
b. Maintenance Operations
 Poor communication between Operational areas / units
 Lack of adequate training

b. Reporting Procedure

The Potential Hazards identified shall be reported by any GACAEL personnel to the Safety Action Group
member of the department or by filling the Voluntary/Hazard Reporting Form (Form No. GAT/QA/077).

The Safety report received will be handled with absolute confidentiality as far as the identity is concerned.
The reports, which are mandatory to be transmitted to Regulatory Authorities, would be transmitted and
followed up with a brief investigation report, wherever applicable.

In any case, each report would be analyzed, investigated in a timely manner and records maintained. A
trend analysis would be carried out and report forwarded to the concerned HODs. Based on the above
analysis the need to review or reassess any safety measure will be evaluated, documented and acted upon
accordingly by the Safety Action Group.

In order to ensure build-up of user confidence in the system, a feedback shall be given to the reporter,
when the identity of the reporter is available, on what action, if any, was taken on the report. Feedback
shall be given even when no action is taken since in the absence of any visible action, the user may lose
confidence in the system and stop reporting.

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3.5.2 (b) Reporting Procedure [Contd.]

The departmental head in association with the SAG shall analyze the reported hazard and develop
corrective action in a timely manner. Corrective action initiated shall be intimated to the Safety Manager
for analysis of the adequacy of the corrective actions and the results thereof.

Safety Manager after analyzing the corrective action may suggest further action if deemed necessary. Final
corrective action taken shall also be intimated to the person who reported the hazard (In case of non-
anonymous reporting).

The investigation report and associated corrective action/preventive action/root cause analysis of an
incident/accident will be shared with the concerned departments to raise awareness and to prevent
recurrence. The sole objective to the investigation of an occurrence at GACAEL will be prevention of
recurrence but not to apportion blame to individual.

The reports received from safety/quality audits or any other internal or external sources affecting the
safety of GACAEL maintenance environment will be analyzed to determine the root cause and to initiate
necessary corrective/preventive action. The finalized action taken report will be shared to the stakeholders
and the reporter(s).

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3.5.3 Safety Audits

a. Safety Audits will be conducted as part of GACAEL Quality Audits.
b. The Quality Audit checklist is customized to include the specific element of Safety Management
System.
c. The non-conformance if any will be addressed with applicable root cause, corrective and
preventative action.

3.5.4 Mandatory Reports

1. The reports of following occurrences (but not limited to) shall be used to identify hazards.
a. Ground Incidents.
b. Air Incidents.
c. Strip reports for those components which were involved in incident/accident.
d. Technical Snags which has resulted in incident/accident.
e. Customer report with regards to incident/accident.

2. Occurrence Reporting (Accidents/Incidents) procedure shall be followed as per 2.25 of MOE.

3. Industry Incident/Accident Reports:

a. All industry related incident reports from manufacturer / regulator shall be used to identify
hazards as part of reactive hazard identification process

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3.5.5 Internal Safety Investigation Reports.

1. The scope of internal safety investigations shall include occurrences which are safety significant.

2. Though often of a supposed minor nature, they could be indicative of a potential hazard that would
only be revealed through a systematic investigation.

3. The extent of the investigation shall depend on the actual or potential consequences of the occurrence
or hazard. Hazards that indicate high risk potential shall be investigated in greater depth than those
with low risk potential.

4. The sources of Safety Investigation information may include but not limited to
a. Documentation
b. Interviews
c. Simulation
d. Safety Database
e. Examples of Likely Hazards
f. Audit findings
g. Training feedbacks

5. The nature of hazards encountered will be different for different departments. A sample of hazards
that might be encountered by Maintenance departments is listed below and is not an exhaustive list.
a. Jet Blast.
b. Unattended tools/ equipment.
c. Unsecured equipment.
d. Unauthorized personnel entering the GACAEL premises.
e. Personnel not wearing safety/ protective equipment.
f. Improper handling of equipment.
g. Absence of placards / safety tags during maintenance activity.
h. Use of improper or unauthorized tools/ equipment’s.
i. Lack of coordination / communication between maintenance personnel during maintenance.

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3.5.6 Internal Safety Investigation Reports (Contd.)

6. All hazards identified either through predictive, proactive or reactive methods shall be investigated in
order to
a. Establish their root cause, which is the underlying initial contributing factor(s) that caused the
event, and identify actions to minimize the chance of recurrence.
b. Satisfy any regulatory requirements for reporting and investigation.
c. Provide a factual record of the circumstances of the event or hazard to allow others to learn
from the situation and categorize the underlying causes and establish the appropriate
remedial and continuous improvement action.

7. The extent of the investigation shall be based on the actual and potential consequences of the
occurrence or hazard determined through a risk assessment process.
8. Reports that demonstrate a high potential shall be investigated in greater depth than those with low
potential.
9. The investigation process shall be comprehensive and will attempt to address the factors that
contributed to the event, rather than simply focusing on the event itself.
10. Investigation tools such as MEDA (Maintenance Error Decision Aid) shall be used.

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3.5.7 Classification of Risks

1. Identified risk: That risk that has been determined to exist using analytical tools. The time and costs of
analysis efforts, the quality of the risk management program, and the state of the technology involved
affect the amount of risk that can be identified.

2. Unidentified risk: That risk that has not yet been identified. Some risk is not identifiable or
measurable, but is no less important for that. Mishap investigations may reveal some previously
unidentified risks

3. Total risk: The sum of identified and unidentified risk. Ideally, identified risk will comprise the larger
proportion of the two

4. Acceptable risk: The part of identified risk that is allowed to persist after controls are applied. Risk can
be determined acceptable when further efforts to reduce it would cause degradation of the
probability of success of the operation, or when a point of diminishing returns has been reached.

5. Unacceptable risk: That portion of identified risk that cannot be tolerated, but must be either
eliminated or controlled.

6. Residual risk: The portion of total risk that remains after management efforts have been employed.
Residual risk comprises acceptable risk and unidentified risk.

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3.5.8 Risk Management

1. Risk management is the identification, analysis and mitigation of risks associated with the hazards
encountered during operations. Risk assessment uses conventional breakdown of risk in its two
components – probability of occurrence and severity of the projected risk should it occur.

2. Acceptability of a risk is based on the use of a risk assessment matrix and its corresponding
acceptability / decision criteria.

3. Risk management is a key component of safety management system. It is a data- driven approach to
safety management resources allocation i.e. priority is accorded to activities based on their risk index.

4. Risk Management process involves the following steps.

a. Risk Analysis.
b. Risk Assessment.
c. Risk Control and Mitigation.
d. Risk Monitoring

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3.5.9 System and Task Analysis

System and Task Analysis shall be carried out as a part of Management of Change as specified in Para 3.8
of this manual.

3.5.10 Risk Analysis

Once a hazard has been identified, all the risks associated with the hazard shall be identified and the
amount of risk shall be estimated.

3.5.11 Risk Assessment

After a safety concern has been perceived, hazards underlying the safety concern have been identified and
risk assessment shall be carried out by the Safety Action Group to assess its potential for harm or damage.
The Risk Assessment shall involve the following considerations:
a. Risk Probability.
b. Risk Severity.
c. Risk Categories
d. Risk Tolerability

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3.5.12 Risk Probability

Risk Probability is the likelihood that a situation of danger might occur. The following questions (not an
exhaustive list) shall be used as guide to assess of probability of risk:
a. Is there a history of occurrences like the one being assessed, or is the occurrence an isolated
event?
b. What other equipment, or similar types of components might have similar defects?
c. How many maintenance personnel must follow the procedure(s) in question?
d. How frequently is the equipment or procedure under assessment used?
e. Is there organizational, management or regulatory implications that might generate larger threats
to public safety?

Risk Probability Table

Probability of Occurrence
Risk Probability Interpretation Value
Frequent Likely to occur many times (has occurred frequently) 5
Occasional Likely to occur sometimes (has occurred infrequently) 4
Remote Unlikely, but possible to occur (has occurred rarely) 3
Improbable Very unlikely to occur (not known to have occurred) 2
Extreme Improbable Almost inconceivable that the event will occur 1

3.5.13 Risk Severity:

Risk severity measures the possible consequences of a situation of danger, taking as reference the worst
foreseeable situation. Severity may be defined in terms of property, health, finance, liability, people,
environment, image, or public confidence. The following questions (not an exhaustive list) shall be used as
guide to assess the severity of risk:

 How many lives are at risk (e.g. employees, bystanders, general public)?

 What is the impact on environment (e.g. spillage of fuel or other hazardous products, physical
disruption of natural habitats)?

 What is the severity of property, financial damage (e.g. direct asset loss; damage to infrastructure, and
financial impact)?

 What is the damage to GACAEL reputation?

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Risk Severity Table

Severity of Occurrences
Risk Severity Interpretation Score
Complete destruction of facility/equipment
Catastrophic A
Multiple deaths
A large reduction in safety margins, physical distress or a reduction in the ability of
employees to cope with adverse operating conditions as a result of increase in
Hazardous workload, or of conditions impairing their efficiency B
Serious injury or death to a number of people
Major equipment damage
A significant reduction in safety margins, a reduction in the ability of employees to
cope with adverse operating conditions as a result of increase in workload, or of
Major conditions impairing their efficiency C
Serious incident
Injury to persons

Nuisance
Operating limitations
Minor D
Use of alternate/emergency procedures
Minor incident
Negligible Little consequence E

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3.5.14 Risk Assessment Matrix:

Risk Severity

Risk Probability
Catastrophic Hazardous Major Minor Negligible
A B C D E

Frequent 5 5A 5B 5C 5D 5E

Occasional 4 4A 4B 4C 4D 4E

Remote 3 3A 3B 3C 3D 3E

Improbable 2 2A 2B 2C 2D 2E
Extremely
Improbable 1 1A 1B 1C 1D 1E

3.5.15 Risk Tolerability Decisions

Risk Codes Criteria Accountability

HIGH Unacceptable under existing circumstances

SRC
(Intolerable) requires immediate action

Acceptable after review of the operation.

MEDIUM
Requires continued tracking and recorded SAG
(Tolerable)
action plans.

LOW Acceptable with continued data collection Departmental

(Acceptable) and trending for continuous improvement. Managers

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3.6 RISK CONTROL AND MITIGATION

Total elimination of risk is an unachievable goal. It is therefore important that systems be designed and
implemented in such a way that, to the maximum extent possible, errors and equipment failures do not
result in an incident or accident.

If the risk does not meet the predetermined acceptability criteria, an attempt shall be made to reduce it to
a level which is acceptable, or if this is not possible, to a level “as low as reasonably practicable” (ALARP),
using appropriate mitigation procedures.

When the acceptability of the risk has been found to be extreme or high, control measures shall be
introduced. The level of risk shall be lowered by reducing the severity of the potential consequences, by
reducing the likelihood of occurrence or by reducing the exposure to that risk.

The SAG shall identify feasible options to control or mitigate risk. The feasible options shall include:

a. Avoidance by selecting a different approach or not participating in the operation, procedure, or system
development.
b. Transfer and shift the risk to another area.
c. Assumption to accept the likelihood and probability, and consequences associated with the risk.
d. Research and knowledge to mitigate risk through expanding research and experience.
e. Control to develop options and alternatives and/or take actions to minimize, prevent recurrence or
eliminate the risk.

Based on the options available a desired approach shall be selected and implemented in consultation with
Safety Manager. Prior to operational use, the mitigation strategy shall be validated and verified.

Risk mitigation shall be achieved by:

a. Revision of the system design.
b. Modification of operational procedures – issuance of Quality Control instructions/Departmental
Circulars informing staff of the problem.
c. Establishment of contingency arrangements.
d. Changes to staffing roster/ arrangements.
e. Training of personnel to deal with the hazard.

Risk Control is a strategy of developing options and alternatives, and taking actions that lower or eliminate
the risk. Risk controls can be in three states of existence: Risk monitoring, Safety Assurance and Safety
performance measurement.

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3.6.1 Risk Monitoring

To ensure the effectiveness of the risk mitigation and control measures, the corrective actions shall be
monitored and evaluated on a regular basis.

Corrective action shall take into account any existing defenses and their inability to achieve an acceptable
level of risk. Corrective action shall be subject to further risk assessment in order to determine that the risk
is now acceptable and that no further risk has been introduced into operational activities.

Follow-up activity shall be conducted through the internal audit process. This shall include comprehensive
documentation of audit findings, corrective actions and follow-up procedures.

3.6.2 Safety Assurance:

The objective of safety assurance is to monitor the performance of safety management system. The three
aspects of safety assurance are:

(a) Safety performance monitoring, measurement and review.

(b) Management of change.
(c) Continuous improvement of safety system.

3.6.3 Safety Performance Measurement:

The safety performance shall be monitored, proactively and reactively in the form of Safety Performance
Indicators, Safety Performance Targets and Safety Requirements, to ensure that the objectives are
achieved.

Performance measurement is integrally linked to GACAEL stated overall objectives. This is done through
the development and implementation of a coherent set of safety performance measures of Safety
Performance Targets and Safety Performance Indicators.

3.6.4 Safety Performance Targets:

Safety performance targets shall be set with conformance of Safety Manager in relation to each safety
objective. These safety performance targets shall be measured and monitored with the use of safety
performance indicators. Examples of possible safety performance targets are as follows:

1. To increase the number of hazard reports received by X% over the next Y year.
2. To reduce number of maintenance error by X% over the next Y year.
3. To reduce the number of defects reported by the customer by X% over the next Y year
4. To reduce the number of technical incidents by X % over the next Y year.
5. To reduce the number of findings per external / internal audit by X % over the next Y year

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3.6.5 Safety Performance Indicators:

Safety performance indicators are data based expressions of the frequency of occurrence of safety related
events, incidents or reports. Examples of possible safety performance indicators are as follows:

a. Number of findings per audit.

b. Number of hazard reports received.
c. Number of incidents that result in damage to aircraft, vehicles or loss of life/serious injury to
personnel.
d. Incident involving component/system failures
e. Number of Maintenance errors
• Failure to follow published technical data or local instructions
• Using unauthorized procedure not referenced in technical data
• Supervisors accepting non-use of technical data or failure to follow maintenance instructions
• Failure to document maintenance properly in maintenance records, work package
• Inattention to detail/complacency
• Incorrectly installed hardware on an aircraft/engine
• Performing an unauthorized modification to the aircraft
• Failure to conduct a tool inventory after completion of the task
• Personnel not trained or certified to perform the task
f. Number of ground equipment damage

Criteria for validation of SPI

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3.6.6 Safety Performance Monitoring:

The safety performance of the operational departments of GACAEL will be monitored by the Safety Action
Group of the department using following process.

1. Safety performance indicators will be chosen in such a way so as to correspond to the relevant safety
objectives as defined.
2. Safety performance target will be set and action plan developed.
3. The performance of safety indicators will be reviewed and immediate action shall be taken for any
significant abnormal trend or breach of safety targets for any safety indicator.
4. The record shall be maintained in an appropriate manner to maintain tractability.

The performance of each indicator shall be reviewed with respect to the pre-established safety target.
Safety Performance Monitoring shall normally be done by the SAG.

Any significant abnormal trend or breech of the safety targets for any of the safety indicators shall warrant
an appropriate investigation into potential hazards or risks associated with such deviation.

The following tools shall be used to assess the safety performance:

a. Safety reporting systems
b. Safety studies
c. Safety reviews
d. Safety audits
e. Safety surveys
f. Internal Safety Investigation

3.6.7 Gap Analysis

A gap analysis is essentially a self-audit against the best-practices / standards that can be used as an
evaluating tool to

a) Identify how well implemented the GACAEL safety program is;

b) Be able to adequately plan for future SMS implementation;
c) Track and document continuous improvement of the SMS program; and
d) Discover inadequacies (i.e., “gaps”) in GACAEL safety program.

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3.6.8 Safety Studies:

When GACAEL experiences a safety concern which is of a global nature, and which has been addressed by
the aviation industry or DGCA, safety studies shall be conducted in-house on the global recommendations
and appropriate portions of the recommendations shall be adopted

3.6.9 Safety Reviews:

Safety Action Group (SAG) Meeting chaired by Safety Manager and attended by Safety Action Group
Members representing each department shall be held quarterly to review significant hazards, safety
performance & safety status and implementation issues.

Safety Review Committee Meeting chaired by Accountable Manager/CEO shall be held half yearly and
attended by HOD’s of all department.

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3.6.10 Audit of SMS

Audit of SMS shall be carried out to ensure that GACAEL is in compliance with the policy and procedure as
specified in the SMS manual. The protocol for conducting audit of SMS (from planning to final corrective
action and closure) shall be no different from any other system audit. The overall scope of the Audit of
SMS shall include:

a. Levels and accountability of staff towards safety;

b. Compliance with SMS hazard / risk evaluation procedure;
c. Adequacy of staff training for their technical/SMS roles;
d. Availability of safety performance targets and indicators;
e. Effective SMS component integration.

The Audit of SMS shall be undertaken annually either by a single individual or a team, depending on the
scope of the audit.

The staff selected to conduct the audit shall have practical experience in disciplines relevant to the area to
be audited and a good knowledge of the relevant regulatory requirements and the organization’s SMS.

The audit team members shall be independent of the area being audited. Wherever practical, these
functions shall be undertaken by persons who are not responsible for, and have not been involved in, the
design or performance of the tasks and functions being audited.

Audits shall address the following areas at minimum:

a. Compliance to DGCA SMS regulations;
b. Organizational safety policy and standards;
c. Structure of safety accountabilities;
d. Documentation, including SMS manual and records;
e. Hazard identification and risk management processes;
f. Provisions for assuring SMS integration with contractors where applicable;
g. Management of change;

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3.6.11 Safety Surveys:

Safety surveys shall be employed as a complementary procedure to safety audits for examining particular
elements, processes or a specific operation for any potential hazard/risk. Such targeted safety surveys may
be initiated in view of informal feedback or Voluntary/Hazard reports involving issues such as:

a. Problem areas or bottlenecks in daily operations.

b. Perceptions and opinions about personnel’s actions with possible safety implications.
c. Poor Teamwork and cooperation between employee groups or departments (especially involving
safety/operational/technical functions).
d. Areas of dissent or perceived confusion (especially involving safety/technical functions).
e. Unsafe working procedures or conditions.

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3.7 Internal Safety Investigation

Internal safety investigations shall be conducted for minor occurrences or events that are not required to
be investigated or reported to DGCA but has safety implications. Records of such investigation shall be
maintained in a controlled manner.

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3.8 MANAGEMENT OF CHANGE

Management of Change shall identify external and internal changes that may affect established processes
and services. Prior to implementing such changes, the new arrangements shall be assessed using the risk
management process or in relation to previously completed risk mitigation as applicable to ensure that
there is no adverse effect on safety.

External changes shall include change of regulatory requirements, security status/level etc. Internal
changes can involve management/organizational changes, major new equipment introduction or new
procedures, change in facility etc.

When a system change is proposed, SAG/SRC shall decide if Risk Management is required. The following
items shall be considered when determining whether a risk management is required:

a. If the change affects safety.

b. If safety is affected, then SAG/SRC must determine if the change would reasonably affect safety.
c. SAG/SRC shall make use of experiential knowledge / judgment to determine if risk management is
required.
d. If at any point it is determined that a risk analysis is not necessary, the decision shall be documented.
e. If an analysis is required, the risk management process shall be followed and documented.

When making changes, the following shall be done to minimize the potential of increasing risk:

a. Analyze changes in operational procedures or processes to identify any required changes in training,
documentation or equipment.
b. Changes in location, equipment or operating conditions shall be analyzed for any potential hazards.
c. Ensure all maintenance manuals are kept posted with the most current changes.
d. Ensure that all personnel are made aware of and understand any changes in requirements, procedures
and applicable maintenance and operator manuals.
e. Define the level of management that must approve a change.

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3.8.1 Management of change Flow Chart

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3.9 Safety Promotion

The Safety Manager shall be responsible to promulgate safety promotion to ensure that staff has adequate
understanding of the Safety Management System.

The safety promotion shall be done by the means of trainings, awareness and communication

All staff shall receive safety training as appropriate for their safety responsibilities to create awareness of
the Safety Policy and Objectives set and the importance of developing a safety culture

For new employees, the safety training shall be conducted within 6 months of joining.

All GACAEL staffs are given recurrent training on SMS once in two years. Such recurrent training may be a
standalone or a part of continuation training.

During SMS audit, training need analysis (TNA) will be carried out for all staff of GACAEL. The TNA report
shall be reviewed for necessary action.

Safety Manager shall develop system to broadcast safety issues through notice, circulars, meetings etc.

Safety shall be promoted through communication modes such as:

a. Safety policies and procedure as laid down in MOE, SMS Manual and display of the same through
posters at prominent places.
b. Quality Control Instruction/Departmental circulars.
c. Presentations and newsletter.
d. Display of safety posters
e. Safety notices.
f. Informal meetings at workplace between staff and senior management.
g. Circulation of Incident accident reports from the industry.
h. Recurrent/ Refresher training and staff email system.

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3.10 Documentation and Control:

SMS generates significant amount of data, documents and reports. Proper management and record
keeping of such data is crucial for sustaining an effective SMS.

All such documentation regarding SMS shall be a part of Quality Department records. Safety Manager,
shall be responsible for Control and management of SMS documentation.

The following documents shall form part of the Safety documentation:

a. Safety Policy and Objectives:

b. SMS implementation plan
c. SMS Manual
d. Voluntary/Hazard Reporting
e. Risk Management reports
f. Investigation Reports (Incidents, Occurrences, Etc.)
g. Safety Audit & Inspection Reviews
h. Action Taken Reports (Investigation, Audits, etc.)

All documents shall be maintained either in electronic format or hard copies and located in such a way
that they are readily available for reference to the concerned personnel.

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3.11 CONTROL OF CONTRACTED ACTIVITIES

The control over contacted activities shall be monitored through the processes as mentioned below:

a. All contracting companies shall meet GACAEL SMS standard or an equivalent.

b. SMS requirements shall be incorporated in the bidding process and documented.
c. Continuous monitoring of operational data for products and services received from contractors.
d. Audits of safety related operational processes that are performed by contractors.
e. Entry level training for all contracted staff.
f. Include and involve contracted staff in all safety awareness programme.

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3.12 Hazard Reporting & Risk Assessment Process

Risk Assessment

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3.12.1 GACAEL safety Management System:

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3.13 EMERGENCY RESPONSE PLAN (ERP)

For detailed emergency response plan refer Emergency Response and Evacuation Plan Manual
(GAT/ADMIN/FIRESAFETY/001)

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3.14 REPORTING, INVESTIGATION OF OCCURRENCES AND REMEDIAL ACTION

3.14.1 Purpose

This chapter shall serve the purpose of explaining the process of identifying the safety hazards existing in
the functional environment and take appropriate corrective action to mitigate the hazards.

3.14.2 Policy

1. All occurrences and near misses in departments affecting safety of aircraft, equipment or personnel
shall be reported to the Safety Manager/SAG Member.

2. Additionally, all GACAEL personnel are encouraged to report any event occurred or hazard existing in
the system through hazard reporting system.

3. All such reported occurrences/event/safety hazards shall be investigated, if necessary by Safety

Manager/SAG committee, to identify the root cause and take appropriate corrective action.

4. The objective of investigation shall be to find out the cause of occurrence (what caused occurrence
than who caused it) and implement corrective and preventive action to avoid recurrence of the same.

5. The investigation shall take in to consideration various factors contributed to occurrence, while
establishing root cause and based on just culture, every personnel involved shall be given a fair chance
of being heard.

6. Voluntary reporting of occurrences / hazards existing in all departments and system shall be
encouraged and no or minimum disciplinary action shall be taken, for failures reported through this
system.

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3.14.3 Procedure

1. All occurrences and near misses shall be reported, with relevant details of the event for the purpose of
investigation, to the Safety Manager by head of respective department or in-charge of activities such
as shift in-charge, section in-charge etc.

2. In the event of observing any occurrence or hazards, prevailing the departments, the personnel are
requested to report the same to Safety Manager, through voluntary reporting system.

3. Voluntary Occurrence / Hazard Report Form and Human factor & safety Concerns boxes shall be place
at convenient locations throughout the facility for easy accessibility to personnel and the report shall
be collected for review and action.

4. Voluntary Report in the prescribed form shall be made to Safety Manager by any of the following
means.
a. Email to [email protected] or.
b. Depositing SMS Hazard reporting form in SMS Drop boxes placed at various locations.

5. The occurrences/ near misses/ hazards prevailing referred above shall be investigated by Safety
Manger/SAG Committee. A representative from the concerned department shall associate with the
investigation.

6. The investigation cell shall apply MEDA concept during investigation to establish root cause of
occurrence.

7. Investigator shall identify the root cause based on evidences collected, interviewing of personnel
involved and investigation findings. The investigation report shall contain recommendation for
corrective and preventive measures

8. When the root cause is identified as a system / machine failure, appropriate corrective and preventive
action to mitigate the hazard shall be implemented by the head of concerned department.

9. When the root cause of occurrence is identified to have originated due to factors beyond the control
of the personnel, the concerned personnel may be counseled

10. When the root cause of occurrence is identified to have originated due to callous attitude,
noncompliance of approved standard procedures, repeat violations etc., the personnel shall be liable
to disciplinary action.

11. Depending on gravity of violation Safety Manager may take appropriate disciplinary action against
personnel concerned, after giving a fair chance of being heard

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GACAEL SAFETY MANAGEMENT SYSTEM MANUAL GAT/QA/DOC/005
PART 3 CHAPTER 14
GENERAL ISSUE 03 02 DEC 2019
REVISION 0

3.14.3 Procedure (Contd.)

12. The disciplinary actions if at all necessary may constitute any one or combination of the following:
a. Counseling
b. Advisory Letters
c. Caution Letter
d. Warning Letter
e. Suspension of authorization
f. Recommendation for termination of services, if situation warrant
Note: if violations are the causes of aircraft incident/authority findings, and prima-facie, the personnel
violations is evident, then the certification privileges of the person concerned may be suspended until
investigation is completed.

13. Whenever any disciplinary action is taken the records of such action will be kept the personal records
and the same shall be taken in to consideration while annual assessment.
14. For the purpose of corrective measures, including disciplinary action, Investigation report shall also
be considered as base document.

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GACAEL SAFETY MANAGEMENT SYSTEM MANUAL GAT/QA/DOC/005
PART 4 CHAPTER 0
GENERAL ISSUE 03 02 DEC 2019
REVISION 0

GMR AIR CARGO AND AEROSPACE ENGINEERING

LIMITED.

PART - 4

APPENDICES

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 GACAEL SAFETY MANAGEMENT SYSTEM MANUAL GAT/QA/DOC/005
PART 4 CHAPTER 1
GENERAL ISSUE 03 02 DEC 2019
REVISION 0

4.1 VOLUNTARY HAZARD REPORTING FORM

GACAEL
VOLUNTARY HAZARD REPORTING FORM

GAT/SMS/
Report Number
(To be filled by the Safety Coordinator)

NOTE: The information supplied in this form will only be used to promote safety. The reporter’s identity shall be
kept confidential by the Safety Manager. The reporter may opt not to disclose the identity, in which case the
reporter may not receive the feedback.

HAZARD REPORTING
LOCATION OF HAZARD:
DESCRIPTION OF HAZARD:
SECTION - A

SUGGESTIONS TO IMPROVE:

REPORTING PERSONNEL INFORMATION: (OPTIONAL)

Name: E-mail:
Date: Time: MR ID:

Form No: GAT/QA/077, Issue 2, Rev 1, Dated 07/08/2019 Page 1 of 3

This form shall be deposited at the designated drop box or mailed to [email protected]

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 GACAEL SAFETY MANAGEMENT SYSTEM MANUAL GAT/QA/DOC/005
PART 4 CHAPTER 1
GENERAL ISSUE 03 02 DEC 2019
REVISION 0

GACAEL
VOLUNTARY HAZARD REPORTING FORM

GAT/SMS/
Report Number
(To be filled by the Safety Coordinator)
RISK ASSESSMENT
(TO BE COMPLETED BY SAG MEMBER IN COORDINATION WITH DEPUTY SAFETY MANAGER)
FACTORS CONTRIBUTION TO HAZARD
People (Lack of training, inadequate
communication, inadequate hygiene
practices, etc.):
Equipment (Lack of
repair/maintenance, inadequate
clearance, inadequate PPE):
Materials (incorrect use, inadequate
supply, poor repair/maintenance,
improper storage):
Environment (noise, temperature,
poor air quality or lighting, physical
layout and structure, poor
housekeeping):
Process (work design/flow, incorrect
work practices, inconsistent policies
SECTION - B

and procedures):
Relevant previously Reported Incident
related to reported Hazard.

Risk  Extremely Improbable (1)  Improbable (2)  Remote (3)

Probability:  Occasional (4)  Frequent (5)

 Catastrophic (A)  Hazardous (B)  Major (C)

Risk Severity:
 Minor (D)  Negligible (E)

Risk Index: Risk Tolerability: Intolerable / Tolerable / Acceptable

Proposed Mitigation Action:

Date: Date:

HOD Signature: SAG Member (Name & Signature)

Form No: GAT/QA/077, Issue 2, Rev 1, Dated 07/08/2019 Page 2 of 3

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 GACAEL SAFETY MANAGEMENT SYSTEM MANUAL GAT/QA/DOC/005
PART 4 CHAPTER 1
GENERAL ISSUE 03 02 DEC 2019
REVISION 0

GACAEL
VOLUNTARY HAZARD REPORTING FORM

GAT/SMS/
Report Number
(To be filled by the Safety Coordinator)

Deputy Safety Manager

Comments:

Feed Back Given to Reporter:  Yes  No

SECTION - C

Review Period (If required) :  Yes  No Review Period Duration:

Recommendation for Acceptance:  Yes  No
Signature: Date:
Safety Manager

Accepted  Yes  No  Forward to SRC (If applicable)

Signature: Date:

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