Managing your IOSA Audit - iata.org 2018/managing-your-io… · Assurance Program Focus on Implementation ... •1S and 4Ps •Importance of the ... The process may include an evaluation

Managing your IOSA Audit

Nathalie Calenge, Auditor, Quali Audit

Catherine Chan, Group Safety Manager – Operational Safety (Cabin), Cathay Pacific Group

Welcome & Introduction

Your facilitators today

Nathalie Calenge Catherine Chan

Why are you here?

What difference would you make to your organization?

SMS & Quality Safety

Performance Indicator

(SMS)

• Safety Reporting

• Hazard Identification

Quality reports

(QMS)

• Internal Audits

• Documentation

• Implementation

IOSA: A tool to support SMS

Benchmark for global safety management

Drive advancement of

SMS implementation

Remain current in industry standards

2014

20152016

Objective

+400 Organizations

Improve Operational Safety

Efficiency

Safety Assurance

Progress- What is new in IOSA?

Focus-Best Practices

Resources

Benchmark

IOSA as tool

for Quality Management

Quality Management Beyond E-IOSA

Continuity

Reliability of Quality Assurance Program

Focus on Implementation

Systemic Standardization

Your Quality Team

• Gatekeeper

• Communicator

It has to work for you and your BUs

Your Gatekeeper

Your resources

IOSA Standard Manual, ISMWhat is being audited

IOSA Program Manual, IPM How the audit is performed (IATA , AO,

Auditee)

IOSA Audit Handbook, IAH How audit is performed + report is prepared

(Auditor)

IATA Reference Manual, IRM List of Abbreviation and terms

Cabin Ops Safety Best Practice Guide – 4th Edition Jan 2018

• Escaped wildlife in the cabin

• Non-certified comfort devices

• Unruly passenger management

• Safe use of dry ice

• Smart baggage containing lithium batteries

Your other resources

Preparing for your IOSA

CAB SECTION

Your Audit : First Thing First…

Initial or Renewal Audit?

The preparation of your audit will be different, as the pre-requisites differ.

1. Initial Audit

2. Renewal Audit

Conventional auditing and presentation ofConformance Report as a record of assessmentactivities

• Work as a group; not in silosWhat you write or do might affect other disciplines….

• The Core IOSA Principle of ‘Documented / Implemented’1. Documents must be controlled by the Operator

2. Implementation is Assessed based on processes, procedures, etc..

(Controlled Documents)

How to Best Prepare for your IOSA Audit…

When completing the IOSA Checklist…

Understand how is the provision assessed?

• Reading the ISARP

Misinterpretation and Incorrect evidence

• Recording Evidence

• Recording Document Reference

• Auditor Narrative

How to Best Prepare for your IOSA Audit…

As Internal Auditor

• Ensure the discipline (s) you have audited is (are) ready (controlled documents, evidences, etc)

• For Renewal Audit,Conformance Report (CR) thatwill be sent to the AuditOrganization (AO) is ready andfully completed

• Be available at all times duringthe onsite audit… AO auditorsmight want to ask you to roleplay: ask you to audit how youaudited the discipline.

As Auditee• Complete your checklist with

the latest controlled documents

• Link the references to themanual/documents

• Have all the implementationevidences ready for review bythe IOSA Auditor

• DO not translate the ISARPs

Avoid being nervous….. YOUARE READY… just take it as astep towards continuousimprovement

Tea Break

Understanding the ISARPs… What are We looking for as Auditors?• 1S and 4Ps

• Importance of the conditional phrase in CAB

• The Guidance Material (GM)

• The importance of the Auditor Actions

• The references to various tables inside ISARPs

• Where are the Cabin Equipment Tables?

Interpretation of ISARPS (ISM Ed 12)

Find the Key Words in the ISARPS

Start with defining if it applies

to your organization


Example

• Find the Key Words in the ISARP• What are the auditors looking for?

• A policy?

• A process?

• A procedure?


• 1 S and 4 Ps

• S = SYSTEM

• P = Policy

• P = Program

• P = Process

• P = Procedure


Policy Program

Procedures

Procedures

Procedures

System

Why a System?

What is a Process?

• The AA – a great tool towards documenting and implementing the ISARP


Remember The Tables


Remember the Tables



Changes in Cabin Equipment

CAB > MNT

Cabin Equipment Tables…… Something new in ISM 12


• Cabin Equipment Tables…… How to record the Equipment?

Use the Excel sheet and fill in for EACH FLEET.


A/C Type Registration Nb as per OpsSpecs

What is new in ISM Ed 12?

ORG 1.6.6 (recommended practice) to address SMS training

for operational personnel of the operator and of external service

providers

ORG 1.6.6 If the Operator outsources operational functions to external

service providers, the Operator should have a program that ensurespersonnel of external service providers are trained and competent toperform SMS duties. The scope of such training should be appropriateto individual involvement in the Operator’s SMS. [SMS] (GM)►

Cabin EquipmentCAB to MNT

ELIMINATED

Products and Functions…

Most Mis-Assessed ISARPS

Operational Function • Training is considered a function.

• If you outsource training, using an instructor who is NOT on your airline’s payroll, you are outsourcing a “FUNCTION”

Example:

✓Instructor for First Aid Training

✓Instructor for AVSEC

✓What else can you think about?


Product – what could it be?

Examples of products that could have a negative effect on operations if the operator's technical standards are not met:• Training devices such as door trainers• Cabin safety cards or videos;• Cabin service carts or trolleys;• Onboard safety equipment (e.g. PBE, life jackets);

To ensure technical specifications are met, a process may focus on the supplier, the product or a combination of both.The process may include an evaluation of suppliers, with the selection of suppliers based on their ability to supply products in accordance with the operator's requirements and technical specifications.


• Monitoring and Auditing of Service Suppliers

• SMS and QMS implementation


Training Issues• Mistakes in Course Hours

• Omission of periodicity of the courses

• Lack of Joint Training sessions with cockpit crew etc. (even though only an observation)

• Promotion training for Leaders

• Records not updated


Not Documented or Not ImplementedSMS related

CAB 1.11.1 / 1.11.2 / 1.11.5

Operation Manual

CAB 1.6.4 / 1.6.5

Training Program

CAB 2.1.5 / 2.1.8 / 2.4.1

ISARPs with Most Findings (Source IATA 2016-2017)

Cabin Crew Policies and Procedures

CAB 3.2.9

Pre-Flight Inspection

CAB 4.1.1

ISARPs with Most Findings (Source IATA 2016-2017)

• Documentation System and Records System

CAB 1.5.1 / 1.5.3 / 1.7.1

• Quality Assurance ProgramCAB 1.9.1 to 1.9.4

• Quality Control of OutsourcedFunctions and Products

CAB 1.10.1 / 1.10.2

• Cabin Operations Policies and Procedures

CAB 3.4.14

ISARPs with Most Findings on Implementation(Source IATA 2016-2017)

Underused documents• IATA Cabin Operations Safety Best Practices Guide Ed 4

• IAH 11 – Interlinked ISARPs

• IAH 8 – Procedures and Guidance

Interlinked ISARPs

• Cross-Reference Table with your Regulation…

Comply first with the Authority

• Standardization meetings with other disciplines

Where do you go from here?

Regulators

Flight Operations

Cabin Crew Airports

Engineering

Training

Documentation Accepted or Approved by Authority before the audit

Where do you go from here?