Template: Organisation Management Manual (OMM), Organisational Review (OR)

Appendix 02 to FOCA CL «Management System»

Source: imago GmbH, 13127 Berlin

OMM-OR Scope	Operations Management Manual (OMM), containing the safety risk management and compliance monitoring accomplished by an Organisational Review (OR), published as a template in Word format, based on ORA.GEN.200 and associated Guidance Material (GM).
Who is concerned	Training organisations providing training only for the LAPL, PPL, SPL or BPL and the associated ratings or certificates wishing to establish a manual system in order to become an Approved Training Organisation (ATO)
Valid from	30.05.2023
Purpose	The purpose of this template is to assist an approved training organisation (ATO) with organisational review structure to compile their manual system. It covers the major aspects of the required structure and content of an Organisation Management Manual (OMM) and has been developed on the basis of the FOCA Certification Leaflet (CL) «Management System».

Document Reference	59-10
Version	Issue 1 / Revision 4
Registration No	GEVER 331.01-00001/00003
Prepared by	SBFL
Released by	AFS 30.05.2023
Distribution	Internal/External

Completion guidance

The information provided solely represent a possible means of how to provide the required information. An organisation must add further information or adapt the template to their specific needs.

The first two pages of this Word template is to be deleted by the organisation when adapting this template. This can be done by clicking the red button below.

Text shown in blue italic indicates where the organisation needs to provide its own specific information or data.

In addition, all references to manuals, chapters and sub-chapters are shown in blue and are to be verified to ensure compliance with the ATO specific and own documentation.

LoR Log of Revision

Date	Issue	Revision	Highlight of Revision
18.11.2016	1	0	Initial issue.
10.10.2017	1	1	List of Attachments and Programme schedule amended to include a reference to the Organisational Review Checklist and Report.
08.02.2022	1	2	List of Abbreviations updated, System of Amendment and Revision corrected, Emergency Management Plan renamed into Emergency Response Plan to be consistent with FOCA CL MS, Reference to Basic Regulation updated.
28.06.2022	1	3	Organisational Review programme mentioned in the Introduction text, Safety policy amended with Just Culture, Flexibility Provisions in terms of Exemptions corrected, Analysis revised within the corrective- and preventive action process, Chapter contracting revised, Overall term «change management» replaced by «management of change» and editorial corrections.
30.05.2023	1	4	Updated follow-up process for handling of occurrences

Cover Page

Name of organisation

Address

Contact information

LEFT BLANK

LoR	Log of Revision

LoR	REV0 / TBD

Date	Issue	Revision (REV)	Changes
dd.mm.yyyy	1	0	First Issue
…

LoC	List of Effective Chapters

LoC	REV0 / TBD

LoR	REV0 / TBD

LoC	REV0 / TBD

LoAtt	REV0 / TBD

LoApp	REV0 / TBD

ToC	REV0 / TBD

LoA	REV2 / TBD

1	REV0 / TBD

1.1	REV3 / TBD

1.2	REV0 / TBD

1.3	REV3 / TBD

1.4	REV0 / TBD

1.5	REV0 / TBD

1.6	REV3 / TBD

1.7	REV0 / TBD

1.8	REV3 / TBD

1.8.1	REV3 / TBD

1.9	REV3 / TBD

1.9.1	REV0 / TBD

1.10	REV0 / TBD

1.11	REV3 / TBD

2	REV0 / TBD

2.1	REV2 / TBD

2.1.1	REV0 / TBD

2.2	REV0 / TBD

2.3	REV0 / TBD

2.3.1	REV0 / TBD

2.3.2	REV3 / TBD

2.4	REV0 / TBD

2.4.1	REV0 / TBD

2.5	REV0 / TBD

3	REV0 / TBD

3.1	REV0 / TBD

3.2	REV0 / TBD / APP

3.3	REV0 / TBD

3.3.1	REV0 / TBD

3.3.2	REV0 / TBD

3.3.3	REV2 / TBD

3.3.4	REV0 / TBD

4	REV0 / TBD

4.1	REV0 / TBD

4.2	REV0 / TBD

4.2.1	REV0 / TBD

4.2.2	REV0 / TBD / APP

4.2.3	REV0 / TBD

4.2.4	REV0 / TBD

4.2.5	REV0 / TBD

4.2.6	REV0 / TBD

4.2.7	REV0 / TBD / APP

4.3	REV3 / TBD

4.3.1	REV3 / TBD

4.3.2	REV0 / TBD

4.3.3	REV0 / TBD

4.4	REV0 / TBD

4.4.1	REV0 / TBD

5	REV0 / TBD

5.1	REV0 / TBD

5.1.1	REV0 / TBD / APP

5.2	REV0 / TBD

5.2.1	REV0 / TBD

5.2.2	REV3 / TBD

6	REV0 / TBD

6.1	REV0 / TBD

6.2	REV0 / TBD

6.2.1	REV0 / TBD

6.2.2	REV4 / TBD

6.2.3	REV0 / TBD / APP

7	REV2 / TBD

7.1	REV2 / TBD

7.2	REV2 / TBD / APP

8.0	REV0 / TBD

8.1	REV0 / TBD

8.2	REV3 / TBD

8.3	REV0 / TBD

9	REV0 / TBD

9.1	REV0 / TBD

9.1.1	REV0 / TBD

9.1.2	REV0 / TBD

9.1.3	REV0 / TBD

9.1.4	REV0 / TBD

9.1.5	REV0 / TBD

10	REV0 / TBD

10.1	REV3 / TBD

10.1.1	REV2 / TBD

LoAtt	List of Attachments

LoAtt	REV0 / TBD

Attachment	Issue	Revision	Date
ATT1	Organisational review checklist and report	1	0	DD.MM.YY
ATT2	Reporting and Analysis Form
ATT3	List of persons responsible for the organisational review
…

LoApp	List of Appendices

LoApp	REV0 / TBD

List of effective forms

Index	Name/Labelling	Version	Revision	Effective Date
F01	…
F02	…
F03	Organisation conversion record form
…

LEFT BLANK

ToC	Table of Contents

ToC	REV0 / TBD

1	The Organisation and Scope of Activity	1

1.1	Safety Policy	1

1.2	The Organisation – Vision, Mission, Values and Strategy	1

1.3	Introduction	1

1.4	Scope of Activity – ATO Certificate CH.ATO.XXXX	1

1.5	Statement of Complexity	1

1.6	Relevant Standards and Requirements	2

1.7	Compliance Statement	2

1.8	Exemptions	3

1.8.1	List of Approved Exemptions	3

1.9	Alternative Means of Compliance	4

1.9.1	List of approved Alternative Means of Compliance	4

1.10	Location, Facilities and Infrastructure	4

1.11	Access and Power of Authorities	5

2	Organisation Documentation, System of Amendment and Revision	6

2.1	Overview of the Organisation Documentation	6

2.1.1	Common Language	6

2.2	System and Form of Distribution	6

2.3	System of Amendment and Revision	7

2.3.1	Responsibility Matrix	7

2.3.2	Revision/Amendment Process	7

2.4	Changes/Elements requiring prior Approval	9

2.4.1	List of Elements requiring prior Approval	9

2.5	Control of External/Foreign Documents	10

3	Organisational Structure, Duties, Responsibilities and Accountabilities	11

3.1	Organisational Structure	11

3.2	Management Personnel – Name and Contacts	11

3.3	Duties, Responsibilities and Accountabilities	11

3.3.1	Accountable Manager (ACM)	11

3.3.2	Person responsible for the Organisational Review Programme	12

3.3.3	Head of Training (HT)	12

3.3.4	Continuing Airworthiness Manager (CAM)	12

4	Safety Management	13

4.1	Safety Policy	13

4.2	Hazard Identification and Risk Management	13

4.2.1	Hazard Identification Process	13

4.2.2	Reporting Form	13

4.2.3	Probability Table	14

4.2.4	Severity Classification Table	15

4.2.5	Tolerability Matrix	16

4.2.6	Risk Tolerability Matrix	17

4.2.7	Risk-Assessment Checklist	18

4.3	Management of Change	21

4.3.1	Management of Change Process	22

4.3.2	Hazards Related to Changes	22

4.3.3	Continuous Improvement	23

4.4	Safety Promotion	23

4.4.1	List of Safety Communication Tools	23

5	Organisational Review	24

5.1	Organisational Review Programme	24

5.1.1	Programme Schedule	24

5.2	Findings, Corrective and Preventive Actions	25

5.2.1	Classification of Findings	25

5.2.2	Corrective and Preventive Action Process	26

6	Feedback and Reporting System	27

6.1	Reporting and Feedback System	27

6.2	Occurrence Reporting	27

6.2.1	Reportable occurrences	27

6.2.2	Follow-up process for handling occurrence reports	28

6.2.3	Reporting Form	28

7	Emergency Response Plan	29

7.1	Objectives and scope	29

7.2	Concept and Planning	29

8	Management System Training	30

8.1	Management System Basic Training	30

8.2	Management System Advanced Training	31

8.3	Management System Continuous Training	34

9	Record Keeping	35

9.1	Record Keeping and Archiving	35

9.1.1	Document Management Lifecycle	35

9.1.2	Student related Records	35

9.1.3	Management System related Records	36

9.1.4	ATO Personnel related Records	36

9.1.5	IT Backup-System	36

10	Contracting and Leasing	37

10.1	Contraction and Monitoring of Contractors	37

10.1.1	Continuous Monitoring	39

LEFT BLANK

LoA	List of Abbreviations

LoA	REV2 / TBD

The following abbreviations are used within this manual:

Abbreviation	Definition
(A)	Aeroplane
ACM	Accountable Manager
AFM	Aircraft Flight Manual
AIP	Aeronautical Information Publication
ALARP	As Low As Reasonably Achievable
Alt MOC	Alternative Means of Compliance
AMC	Acceptable Means of Compliance
ANS	Air Navigation Services
APP	Appendices
ATM	Air Traffic Management
ATO	Approved Training Organisation
ATT	Attachment
CAM	Continuing Airworthiness Manager
CAME	Continuing Airworthiness Management Exposition
CH	Confoederatio Helvetica (Switzerland)
CL	Certification Leaflet
CV	Curriculum Vitae
dd.mm.yyyy.	Date format - Day-Month-Year
e.g.	exemplī grātiā, for example
EASA	European Aviation Safety Agency
EC	European Commission
ED	European Decision
EDP	Electronic Data Processing
ERP	Emergency Response Plan
etc.	Etcetera
EU	European Union
FCL	Flight Crew Licence
FOCA	Federal Office of Civil Aviation
GEN	General
GM	Guidance Material
HT	Head of Training
i.e.	id est
ICAO	International Civil Aviation Organisation
IT	Information Technology
LoA	List of Abbreviations
LoAPP	List of Appendices
LoATT	List of Attachment
LoC	List of Effective Chapters
LoR	Log of Revisions
MS	Management System
NMR	Notification of Manual Revision
No.	Number
OM	Operations Manual
OMM	Organisation’s Management Manual
OR	Organisational Review
ORA	Organisation Requirements Air Crew
P x S = R	Risk-Probability x Risk-Severity = Risk-Score
PART M	Part Maintenance
POH	Pilot’s Operating Handbook
PRA	Proposed Revision Amendment
REV	Revision
TBD	To Be Defined
TM	Training Manual
VFR	Visual Flight Rules
X-check	Cross Check

The Organisation and Scope of Activity

1	REV0 / TBD

Safety Policy

1.1	REV3 / TBD

Students shall receive an effective and regulatory compliant training within a safe flight operation environment;

We provide appropriate resources and enforce safety as one of the primary responsibilities of all employees; and

We support non-blame and just culture especially for the reporting of occurrences, which would not otherwise have been detected.

Name	Signature
Accountable Manager	Signature

The Organisation – Vision, Mission, Values and Strategy

1.2	REV0 / TBD

we provide a wide frame of aviation training courses which include the initial assessments of professional aviation personnel;

we strive for highest standards in aviation training; and

focus on professional, honest and friendly relationship with customers and ensure confidentiality at all times.

Introduction

1.3	REV3 / TBD

This Approved Training Organisation Management Manual (ATO-OMM) for ATO Name, comprising the Management System (MS) as Organisational Review (OR) programme. It takes into account all aspects of the organisation, such as philosophies, policies, processes, guidelines and responsibilities.

It has been developed with considerations to the Regulation on Air Crew and relevant Acceptable Means of Compliance (AMC) and Guidance Material (GM). Refer to OMM, Chapter 1.6 «Relevant Standards and Requirements».

Scope of Activity – ATO Certificate CH.ATO.XXXX

1.4	REV0 / TBD

Refer to Training Manual (TM), LoApp List of Appendices, Subchapter «List of effective syllabi» for the list of training courses provided.

The training provided can be made available to the general public or be limited to club members only.

Statement of Complexity

1.5	REV0 / TBD

The ATO Name is to be considered as non-complex organisation.

Relevant Standards and Requirements

1.6	REV3 / TBD

The ATO ensures compliance with the following legal requirements (including their amendments):

Basic Regulation (EU) No. 2018/1139 of 04/07/2018 on common rules in the field of civil aviation and establishing a European Aviation Safety Agency;

Commission Regulation (EU) No. 1178/2011 of 03/11/2011 laying down technical requirements and administrative procedures related to civil aviation aircrew;

Commission Regulation (EU) No. 1321/2014 of 26/11/2014 on the continuing airworthiness of aircraft and aeronautical products, parts and appliances, and on the approval of organisations and personnel involved in these tasks;

Regulation (EU) No 376/2014 of the European Parliament and of the Council of 3 April 2014 on the reporting, analysis and follow-up of occurrences in civil aviation;

Commission Implementing Regulation (EU) 2015/1018 of 29 June 2015 laying down a list classifying occurrences in civil aviation to be mandatorily reported according to Regulation (EU) No 376/2014 of the European Parliament and of the Council;

…

Compliance Statement

1.7	REV0 / TBD

The undersigned declares:

that our organisation’s documentation (Management System) has been established and will be maintained in full compliance with the provisions of the legal requirements as stated in OMM Chapter 1.6 “Relevant Standards and Requirements” and that it complies with the terms and conditions of the company’s Approval(s) and Certificate(s);

to be responsible for the content of the Management System and confirms, that besides the requirements stated in OMM Chapter 1.6 “Relevant Standards and Requirements” all relevant national rules and regulations as well as ICAO standards and procedures are reflected in the different chapters;

to be familiar with and to understand the content and meaning of the Management System and that all duties will be performed in full accordance with it;

that the detailed knowledge of the relevant content is mandatory to all personnel concerned and that we commit to make sure that they comply with the instructions given in the Management System; and

to be aware of the fact, that FOCA does not approve/accept the organisation’s documentation as such, but only specific elements thereof, as indicated on the respective compliance list. The responsibility for the completeness and the correctness of the organisation’s documentation remains therefore solely with the organisation.

Name	Signature
Accountable Manager	Signature

Exemptions

1.8	REV3 / TBD

A flexibility provision is an exemption from (EU) 2018/1139 (Basic Regulation) and its Implementing Rules. If the organisation needs an exemption with or without limited duration, the following provisions apply:

The equivalent level of safety must be provided;

The organisation must not implement an exemption without having received the formal approval;

FOCA may prescribe conditions under which the organisation may process the work during the exemption;

Formal approval will be granted – with or without restriction/reservation/conditions on specific documentation issued by FOCA and become effective only after the organisation has received the respective documentation; and

The submission to FOCA must include:

A written application;

A full description of the exemption,

The proposed revision/amendment or temporary amendment of the manual system reflecting the exemption; and

A documented assessment including risk-assessment, demonstrating that Regulation (EU) No 2018/1139 and its Implementing Rules are met.

List of Approved Exemptions

1.8.1	REV3 / TBD

The organisation is the holder of the following approved exemptions:

Legal Reference	Short Description	Date of Approval	Reference
…

Alternative Means of Compliance

1.9	REV3 / TBD

Instead of Acceptable Means of Compliance (AMC), Alternative Means of Compliance (AltMoC) may be established to ensure compliance with the Implementing Rules, provided the same level of safety is ensured. If the organisation intends to use Alternative Means of Compliance, the following provisions apply:

The equivalent level of safety as the one established by the Acceptable Means of Compliance (AMC) adopted by the Agency must be reached;

The organisation must not implement Alternative Means of Compliance without having received the formal approval;

FOCA may stipulate conditions under which the organisation may process the work during the implementation of an Alternative Means of Compliance;

Formal approval will be granted on specific documentation issued by FOCA and become effective only after the organisation has received the respective documentation; and

The submission to FOCA must include:

A written application;

A full description of the Alternative Means of Compliance;

The proposed revision/amendment of the manual system reflecting the application of the Alternative Means of Compliance; and

A documented assessment, demonstrating that Regulation (EU) 2018/1139 and its Implementing Rules are met. In order to demonstrate that the Implementing Rules are met, the assessment shall include a documented risk-assessment. The result of this risk-assessment should demonstrate that an equivalent level of safety as the one established by the Acceptable Means of Compliance (AMC) adopted by the Agency is reached.

List of approved Alternative Means of Compliance

1.9.1	REV0 / TBD

The organisation uses the following approved Alternative Means of Compliances:

Legal Reference	Short Description	Date of Approval	Reference
…

Location, Facilities and Infrastructure

1.10	REV0 / TBD

Address	…	+41 …
+41 …
email@ATO.ch

The following facilities and infrastructure are available at ATO Name:

Describe the facilities provided to support activities in compliance with FOCA CL MS 3.14

Access and Power of Authorities

1.11	REV3 / TBD

For the purpose of determining compliance with the relevant requirements of Regulation (EU) No. 2018/1139 and its Implementing Rules, the organisation shall grant access to any facility, aircraft, document, records, data, procedures or any other material relevant to its activity subject to certification, whether it is contracted or not, to any person authorised by the Federal Office of Civil Aviation (FOCA).

Any person authorised by the Federal Office of Civil Aviation (FOCA) is permitted to board and fly in any aeroplane operated in accordance with the ATO at any time, and to enter and remain on the flight deck. Any person authorised by the competent civil aviation authority of an EASA Member State is permitted to enter the aircraft and to perform inspections on its territory.

Organisation Documentation, System of Amendment and Revision

2	REV0 / TBD

Overview of the Organisation Documentation

2.1	REV2 / TBD

OMM	Organisation Management Manual	The Approved Training Organisation’s Management Manual includes the Organisational Review, respective checklist, and documents for all superior aspects of the organisation such as philosophies, policies, processes, guidelines and responsibilities.
OM	Operations Manual	These manuals provide relevant information to particular groups of individuals, such as flight instructors, ground instructors, students and include general, technical, route and staff training information.
TM	Training Manual	These manuals state the standards, objectives and training goals for each phase of training that the students are required to comply with and address the following subjects: - training plan - theoretical knowledge training - flight instruction - simulator instruction (if applicable)
CAME	Continuing Airworthiness Management Exposition	The Continuing Airworthiness Management Exposition comprises instructions and procedures to be followed by the continuing airworthiness management personnel and the subcontracted CAMO/CAO.

Common Language

2.1.1	REV0 / TBD

Management System related documentation and manuals are issued in English. In addition, any Non- Approved Training Organisation Certificate or EASA related documents, manuals, working tools and forms may be issued in, or translated into, another language if and when required. The first choice of language for all verbal communication is German/French/Italian/English. An alternative choice of language may be used, provided all parties are in agreement.

System and Form of Distribution

2.2	REV0 / TBD

The Head of Training, or delegated person, provides the distribution of the organisation documentation and ensures electronic access, where applicable:

Document User Personal/Function/Location	Form	Personal Copy	Access only
EDP	Text –Paper
Federal Office of Civil Aviation	X	X	X
Accountable Manager	X	X
Head of Training	X	X
Flight Instructor	X	X
Theoretical Knowledge Instructor	X	X
Secretariat	X	X
Subcontractor	X	X
…

System of Amendment and Revision

2.3	REV0 / TBD

Responsibility Matrix

2.3.1	REV0 / TBD

Document	Owner	Content	Format	Content Owner
ACM	OR	HT	CAM
ATO-OMM	ACM	Safety Management	EDP	X
Safety Policy and Vision	EDP	X
Organisational Review Programme	EDP	X
Occurrence Reporting	EDP	X
Management System Training	EDP	X
Security Training	X
…
ATO-OM	HT	General	EDP	X
Technical	EDP	X
Standard Operating Procedures	EDP	X
Route and Aerodrome	EDP	X
Instructor Training	EDP	X
…
ATO-TM	HT	Syllabi	EDP/Text –Paper	X
ATO-CAME	CAM	EDP	X
…

Revision/Amendment Process

2.3.2	REV3 / TBD

Step	Remarks	Tool	Responsibility
Monitoring and Change Identification	Collection of suggestions and discrepancies Findings, corrective and preventive actions Changes in relevant standards and Requirements Management of Change	Rules and regulations ATT1 «Organisational Review Checklist and Report» Analysis/Report Form	Document Owner
Identification of elements requiring prior approval or not requiring approval	Identify elements requiring prior approval/acceptance Select administrative requirements for submission accordingly Ensure Compliance Check prior to FOCA submission	List of Acceptances and Approvals or Compliance List	Document Owner
Change Initialisation	Identify/define type of change: revision or new issue? Ensure that no actual revision/amendment is in process and/or pending by FOCA	Document Owner
Elements requiring prior approval	Identify elements requiring prior approval Verify administrative requirements	List of Elements requiring prior Approval, OMM Chapter 2.4.1 «List of Elements requiring prior Approval»	Document Owner
Establish draft of revision/amendment	Edit and establish change Mark any changes to previous version by a vertical line on the border of the page Eliminate change indicators from the previous revision of that page	ATO-OMM	Document Owner
Compliance check	Verify compliance, compatibility and completeness with standards, requirements and regulations, harmonisation with other documents, viability & appropriateness Conduct assessment of risks, if required Verify the requirement of a detailed organisational review Ensure traceability of changes Check completeness	Relevant Requirements and Standards Risk Assessment in case of Flexibility Provisions or Alternative Means of Compliance (AltMoC)	Document Owner
FOCA Submission with elements requiring prior approval	Prepare submission in accordance with the administrative requirement changes requiring prior approval/acceptance: submit revised pages as draft at least 30 days before the date of the intended changes in case of planned change of a nominated person: inform FOCA at least 10 days before the date of the proposed change in case of unforeseen changes: inform FOCA at the earliest opportunity	FOCA administrative requirements: FOCA Homepage Form 105 / PRA / Compliance List Proposed revision/ amendment/manual/document For nominated persons: Form 105 In Case of flexibility provisions/alternative means of compliance: Application Full description proposed revision amendment including documented assessment demonstrating compliance	Nominated Person of the department/Division
FOCA Submission without any element requiring prior approval	Prepare submission in accordance with the administrative requirements Confirm that no elements requiring prior approval are included submit revised pages at least 30 days before the date of the intended changes in case of unforeseen changes: inform FOCA at the earliest opportunity	FOCA administrative requirements FOCA Homepage PRA / Compliance List revised/amended/ manual/document/pages …	Nominated Person of the department/Division
Document Evaluation	Apply corrective actions Agree implementation or conditions with FOCA Implement FOCA prescribed conditions under which the organisation may process work during the implementation Agree effective date with FOCA	Document Evaluation Report Emails Phone	Document Owner FOCA
Distribution	If approval or acceptance by FOCA required, initiate distribution and implementation only after formal approval or approval/acceptance is received by FOCA Add effective date Complete list of highlights of revision Whenever possible update list of alternative means of compliance/flexibility provisions distribute new edition/revision/amendment (including FOCA) instruct/inform employees	Distribution list, OMM Chapter 2.2 “System and Form of Distribution”	ACM
Update document/manual	enter revision/amendment correctly	Revision/Amendment	Document user

Changes/Elements requiring prior Approval

2.4	REV0 / TBD

Any revision/amendment must be submitted to FOCA before any implementation of a change takes place;

The amendment/revision process includes the identification of elements requiring approval. Changes requiring prior approval may only be implemented by the organisation upon receipt of formal approval by the competent authority;

The application for the amendment of a certificate should be submitted at least 30 days before the date of the intended changes; and

In the case of a planned change of a nominated person, the organisation should inform FOCA at least 10 days before the date of the proposed change.

List of Elements requiring prior Approval

2.4.1	REV0 / TBD

For a list of elements requiring prior approval, refer to «ATO Compliance List».

Control of External/Foreign Documents

2.5	REV0 / TBD

Step	Remarks
1	Identification	Identify new issues and changes in external documents External documents are established and amended by third parties (e.g. law, international standards, etc.). They have an impact on the organisation’s activities. The amendment process shall ensure that new issues and revisions of foreign documents are identified.
2	Analysis	Verify the impact on the organisation processes
3	Amendment	Trigger the amendment of the organisation processes and documentation
4	Archive	Ensure that old versions of documents are stored to ensure traceability

Reference	Subject	Responsible
Basic Regulation	Common rules in the field of civil aviation and establishing a European Aviation Safety Agency	ACM
Commission Regulations	Technical requirements and administrative procedures related to regulation aircrew and air operations including Acceptable Means of Compliance (AMC) and Guidance Material (GM)	HT
Federal Office of Civil Aviation	Work instructions, terms of reference	HT
AIP Switzerland (VFR)	Information for safe aviation operations	HT
Aircraft Flight Manual (AFM)/Pilot’s Operating Handbook (POH)	Aeroplane technical description	CAM
Aeroplane operational description	HT
…

Organisational Structure, Duties, Responsibilities and Accountabilities

3	REV0 / TBD

Organisational Structure

3.1	REV0 / TBD

Insert the graphical presentation (without SM and CMM) of the structure of the Approved Training Organisation. The organisation’s subordination and reporting lines shall clearly show the relationship between divisions, departments and functions defined and shall represent the organisation as a whole. To ease revision processes complete details of management personnel should be noted in a table as shown under 3.2.

Management Personnel – Name and Contacts

3.2	REV0 / TBD / APP

Function	Name of Function Holder	Contact details
Accountable Manager	Street City Phone: Email:
Person responsible for Organisational Review
Head of Training
Continuing Airworthiness Manager
…

Duties, Responsibilities and Accountabilities

3.3	REV0 / TBD

Accountable Manager (ACM)

3.3.1	REV0 / TBD

The accountability, responsibilities and duties of the Accountable Manager are:

The duty to endorse the safety policy;

The responsibility of establishing and maintaining an effective Management System;

The authority to ensure that all activities can be financed and carried out in accordance with the applicable requirements;

The authority to designate the person responsible for the organisational review programme;

The duty to conduct the yearly organisational review and to lead the organisational review board;

The duty to grant direct access to nominated persons;

The duty to ensure that sufficient resources are allocated;

Ensuring that the personnel continually promotes the Safety Policy and demonstrates their commitment to it;

To determine the need for and initiate, as appropriate, further action to address deficiencies in or further improve the Organisation’s Management System, based on the results of the Organisational Review.

Person responsible for the Organisational Review Programme

3.3.2	REV0 / TBD

establishes, maintains and conducts the Organisational Review Programme;

monitors all corrective and risk mitigation actions;

records the action closure, along with a summary of action taken;

presents to the Accountable Manager all non-compliance findings and new risks identified during the review.

Head of Training (HT)

3.3.3	REV2 / TBD

manages and supervises the progress and completion of training within the organisation;

is subordinated to and reports to the Accountable Manager; and

the accountability, duties and responsibilities shall include that the Head of Training:

ensures that the training is in compliance with the appropriate requirements, mainly Part-FCL, Part-SFCL, Part-BFCL and internal requirements;

ensures satisfactory integration of flight training and theoretical knowledge instruction;

develops, implements and improves the training programme, syllabi and session plans, including training publications, documents and records;

ensures the correct and adequate content of the organisation’s documentation in the area of responsibility;

supervises the student’s overall progress and completion of training;

assures the appropriate use of infrastructure, training facilities, equipment and tools;

is responsible for the processing, storing and filling of all documents and records according to the provisions of the management system;

records and analyses any occurrences and deviations from the standards and ensures corrective and preventive action within the organisation;

promotes corporate culture of safety and compliance;

represents the ATO and liaises with FOCA regarding administration and coordination; and

manages and plans continuous education and career development of subordinates.

executes power and authority:

selects and nominates subordinates;

defines action to be taken if subordinates do not achieve or maintain the required standards of performance and/or associated behaviour;

defines disciplinary actions in case of student’s inadmissible behaviour,

has the authority to implement corrective action within the designated department.

Continuing Airworthiness Manager (CAM)

3.3.4	REV0 / TBD

Include a comprehensive reference to the applicable duties and responsibilities of the CAM.

Safety Management

4	REV0 / TBD

Safety Policy

4.1	REV0 / TBD

Refer to OMM Chapter 1.1 «Safety Policy»

Hazard Identification and Risk Management

4.2	REV0 / TBD

The hazard identification process is the formal means of collecting, evaluating and recording hazards, evaluate the associated risk and define related mitigation measures.

Definition of hazard and risk:

Hazard: Condition or object with the potential of causing injuries to people, damage to equipment or structures, loss of material, or reduction of ability to perform a stipulated function.

Risk: The assessment, expressed in terms of predicted probability and severity, of the consequence(s) of a hazard, taking as reference the worst foreseeable situation.

Starting with the Hazard Identification Process and the associated tables, the hazard identification and the associated risk assessment can be performed.

Hazard Identification Process

4.2.1	REV0 / TBD

Step	Tool	Responsibility
Identify hazard	Reporting Form	All personnel
Evaluate associated risk	Table for probability, severity, tolerability Matrix and Risk Assessment Checklist Risk Assessment Checklist	Organisational Review Board
Define mitigation action
Set duties on task list	Task list	ACM
Controlling/monitoring	Yearly organisational review	Person responsible for the organisational review programme

Reporting Form

4.2.2	REV0 / TBD / APP

Individuals can make a report on any safety related issues, accidents or incidents.

Refer to feedback and reporting system OMM Chapter 7.2.3 «Reporting Form»; or

Refer to Attachment ATT2 «Reporting-Analysis Form».

Just culture

Safe flight operations are the ATO’s most important commitment. To ensure that commitment, it is imperative to have uninhibited reporting of all incidents and occurrences that might compromise safety. Whilst negligence or deliberate violation of the rules is unacceptable, it is recognised that people make mistakes and systems must therefore be designed to allow for error tolerance.

Probability Table

4.2.3	REV0 / TBD

The probability of an individual risk will be determined by taking into account any mitigation measures that may already be in place. Determination of probability is not an exact science but relies on a logical, common-sense analysis of the risk, in order to arrive at a reasonable answer.

Risk probability is to be defined in accordance with the following table:

Probability Classification	Definition	Probability per year
Frequent 5	An event will almost certainly occur.	> 75%
Probable 4	An event is likely to happen.	> 50%
Occasional 3	An event will probably occur sometime.	< 50%
Remote 2	An event is unlikely to occur, but is possible.	~ 25%
Improbable 1	An event is highly unlikely to occur.	< 5%

Severity Classification Table

4.2.4	REV0 / TBD

The severity of risk will be determined by taking into account any mitigation measures that may already be in place. Severity should be assessed in terms of the worst possible realistic scenario.

Risk severity should be defined in accordance with the following table.

Severity Classification	Severity Indicators
Level of damage	Level of injury	Safety Barriers (e.g. Emergency procedures, technical systems)	Operational/Human Factors
Catastrophic 5	Loss of Aircraft Equipment destroyed	Multiple fatalities	No safety barriers remaining	Complete reduction of operational capability Complete loss of control Outcome is not under control Operator is unable to avoid accident
Hazardous 4	Substantial aircraft or equipment damage	Fatal or serious injuries to a number of people	None or very few safety barriers remaining	Large reduction of operational capability Physical distress Excessive workload such that operators cannot be relied upon to perform required tasks accurately or completely
Major 3	Minor damage to aircraft or equipment	Individual serious injuries but no fatalities	Several safety barriers remaining	A significant reduction in the capability of the operators to cope with adverse operating condition Significant increase in operator workload, and significant concern over the consequences of failure Conditions impairing operator efficiency or creating Significant discomfort Physical distress to passengers and operators
Minor 2	Insignificant damage to aircraft or equipment	Individual minor injuries	Multiple safety barriers remaining alternate/emergency procedures are able to compensate for functional loss/nuisance	Actions required by operators are well within their capabilities but cause slightly increased workload/operation limitations/loss of efficiency some physical discomfort to passengers (not to operators) Nuisance
No Significant Safety Effect 1	No damage to aircraft or equipment	No injury	Existing safety barriers come into play to avoid the event turning into a minor incident	Nuisance/Failure can be eliminated by routine action, or does not require action at all

Tolerability Matrix

4.2.5	REV0 / TBD

When severity and probability have been defined, the tolerability of the risk can be determined. Tolerability is defined as either acceptable, to be reviewed or unacceptable, allowing a suitable risk mitigation strategy to be developed if required.

Definitions of tolerability levels are as follows:

Classification	Definition
Unacceptable	A risk falling into this category is regarded as unacceptable whatever the level of benefits associated with the activity. Any activity or practice-giving rise to risks falling into this category would, as a matter of principle, be ruled out unless the activity or practice can be modified to reduce the degree of risk so that it falls into one of the classifications mentioned below, or there are exceptional reasons for the activity or practice to be retained.
Tolerable	Risks in this category are typical of the risks from activities that people are prepared to tolerate in order to secure benefits, in the expectation that: the nature and level of the risks are accurately assessed and the results used properly to determine control measures. The assessment of the risks needs to be based on the best available scientific evidence and, where evidence is lacking, on the best available scientific advice; the residual risks are not unduly high and are kept as low as reasonably practicable (the ALARP principle); and the risks are periodically reviewed to ensure that they still meet the ALARP criteria, for example, by ascertaining whether further or new control measures need to be introduced to take into account changes over time, such as new knowledge about the risk or the availability of new techniques in order to reduce or eliminate risks.
Broadly acceptable	Risks falling into this category are generally regarded as insignificant and adequately controlled. The levels of risk characterising this category are comparable to those that people regard as insignificant or trivial in their daily lives. They are typical of the risk from activities that are inherently not very hazardous or from hazardous activities that can be, and are, readily controlled to produce very low risks.

Risk Tolerability Matrix

4.2.6	REV0 / TBD

The tolerability of an individual risk is determined by use of the following risk tolerability matrix:

Risk probability	Risk Severity
Catastrophic	Hazardous	Major	Minor	No Significant Safety Effect
5	4	3	2	1
Frequent	5	25	20	15	10	05
Occasional	4	20	16	12	08	04
Remote	3	15	12	09	06	03
Improbable	2	10	08	06	04	02
Extremely Improbable	1	05	04	03	02	01

Risk-Assessment Checklist

4.2.7	REV0 / TBD / APP

Organisational risks

P = Probability, S = Severity, R = Risk Probability

Ref	Area	Hazards may stem from	Risk Assessment P x S = R	Mitigation Action	Risk post mitigation
P	S	R	P	S	R
1	Organisation – Management	rapid growth	…	…	…	…	…	…	…
recession or financial distress
limited or lack of management commitment
the management does not demonstrate support for the activity
limited or lack of resource availability or planning, including staffing
lack of or ineffective reporting policy (just culture)
high ratio of students to FIs
extensive use of part-time or freelance instructors
…
2	Contracted activities	contractual arrangements not clearly specified	…	…	…	…	…	…	…
contracted party not approved
unforeseen change in provider
…
3	Personnel requirements	unclear reporting lines	…	…	…	…	…	…	…
absence of arrangements for deputising in case of planned/unplanned absence
incorrect or incomplete or lack of training and knowledge transfer
absence of recurrent training programme
high rate of turnover
change of instructor during ongoing training
lack of or incomplete duty description
lack of, incorrect or incomplete control of necessary certificates of staff (licences, ratings, medical certificates).
…
4	Facility requirements & equipment	facilities shared between different organisations	…	…	…	…	…	…	…
facilities exposed to high level of noise, distraction, etc.
same facilities being used for flight planning and theoretical instruction
changes, upgrades or new equipment
…
5	Record keeping	unauthorised access	…	…	…	…	…	…	…
hardware or software changes
…
6	Processes & procedures	lack of incorrect, incomplete manuals or operating procedures	…	…	…	…	…	…	…
lack of incorrect, incomplete or complicated document update
existence of informal procedures
language barriers
difficulties to access procedures
…
7	Terms of approval and training courses	frequent changes	…	…	…	…	…	…	…
wide range of different approved training courses
inadequate supervision of distance learning
…
8	Human factors	combination of positions (workload and stress)	…	…	…	…	…	…	…
instructor fatigue
alcohol and substance abuse
medications
complacency
psycho-social stresses (financial, birth of child, divorce, bereavement, etc.)
…

Operational risks

Ref	Area	Hazards my stem from	Risk Assessment PxS=R	Mitigation Action	Risk post mitigation
P	S	R	P	S	R
1	Pre-flight preparation	lack of or poor airworthiness verification	…	…	…	…	…	…	…
lack or poor verification of equipment and instruments necessary for a particular training flight
lack of incorrect or incomplete aircraft performance limitations verification
lack of incorrect or incomplete flight planning
poor fuelling processes
lack of or poor aircraft dispatch or release
…
2	Aircraft loading	improper stowage of carry-on baggage	…	…	…	…	…	…	…
improper weight and balance calculations
…
3	Flight operations	use of obsolete documents	…	…	…	…	…	…	…
absence of or incorrect flight manuals or charts on board
improper execution of procedures in all flight phases due to instruction (e.g. stall and spin recovery), including taxiing and parking
inadequate or complicated procedures
equipment and instruments necessary for a particular flight or operation not available or malfunctioning
lack of or poor communication (ATC, dispatch etc.)
…
4	Special flight operations	use of aircraft not equipped/not approved for the particular training flight (e.g. IFR).	…	…	…	…	…	…	…
…
5	Aerodromes and operating sites	use of aerodromes or operating sites with high traffic volumes	…	…	…	…	…	…	…
use of uncontrolled aerodromes or operating sites
taxiway and runway system complexity
…
6	Refuelling	poor refuelling procedures	…	…	…	…	…	…	…
improper fuel
…
7	Parking	lack of, limited or incorrect type of aircraft parking and tie down procedures	…	…	…	…	…	…	…
..

Management of Change

4.3	REV3 / TBD

Management of Change is a process to manage safety risk related to a change. The related hazards are listed in the table Hazards Related to Changes» and are rated in the «Risk Assessment Checklist».

Changes that could have a negative impact on safety could stem from:

implementation of new, or modification of processes/procedures;

contracting new providers;

implementation of new or modification of tools;

evaluation of new external offices;

any kind of projects with safety relevance.

Management of Change Process

4.3.1	REV3 / TBD

Task	Note	Responsible
Identify scope of change	Responsible Manager (Project Manager)
Perform initial impact assessment (refer to table «hazards related to change»)	Work-instructions Infrastructure Equipment Personnel	Project Manager
Perform Safety Risk Analyses	Identify Hazards (refer to «Risk Assessment Check-list») add new hazards to the Risk-Assessment Checklist	Project Manager
Define mitigation actions	Preventive barriers	Accountable Manager
Identify key personnel	Key personnel who assist the implementation of the change	Project Manager
Define implementation plan	Timelines	Project Manager
Assess related financial costs	Budgeting	Project Manger
Controlling/monitoring	Check that everything is functioning	Person responsible for the organisational review programme

Hazards Related to Changes

4.3.2	REV0 / TBD

Area	Sub-Area	Hazard
Change of Location	Transport	Damaging equipment Losing important archive files
Implementation an introduction of new training aircraft/FSTD	Procedure	Procedures and checklist not compliant to AFM/POH.
Training	Training programme leading to inadequate experience of the aircraft
Implementation of new training course	Communication	Insufficient information to the instructors
Implementation or modification of procedures	Communication	Insufficient information to the instructors
Training	Inadequate training of the instructors
Quality	Incorrect application of new procedures
Contracting of new maintenance provider	Quality	Erroneous application of applicable standards
Procedures	Mix-up of important data
Change of personnel	Qualification	Missing review of the experience Expired ratings and certificates Mix-up of personal data
Introduction	Wrong application due to missing and/or incorrect initial training

For the assessment of the hazards, refer to the «Risk-Assessment Checklist».

Continuous Improvement

4.3.3	REV0 / TBD

ATO Name will continuously seek to improve its safety performance. Continuous improvement of safety performance will be achieved through the organisational review programme.

Safety Promotion

4.4	REV0 / TBD

The Safety Promotion is a process aimed to promoting a culture of safety by ensuring that, all personnel in an organisation are aware that, at their level and in their day-to-day activity, they are key players in safety and that everyone, therefore, contributes to an effective safety management.

Regular briefings and distribution of specific information including literature ensure that all personnel are aware of:

Safety management related activities;

The conveyance of safety critical information and the reporting of hazards; and

The importance of procedures.

List of Safety Communication Tools

4.4.1	REV0 / TBD

Tool	Information	Frequency/Year	Responsibility
Instructors’ meeting	New developments	1/year	HT
Organisational review	Status of the organisation and result of the organisational review	1/year	ACM
…

Organisational Review

5	REV0 / TBD

The primary objective of the organisational review is to enable the organisation to ensure that its management system remains effective by verifying that:

it has continually identified its aviation safety hazards;

it has effectively mitigated the associated risks; and

it monitors compliance with the applicable requirements.

Organisational Review Programme

5.1	REV0 / TBD

The «Organisational Review Programme» of the organisation comprises:

Review programme procedures including related documents	Refer to OMM Chapter 5.1.1 «Programme Schedule»
Scope and area of the review, including related checklist	Refer to ATT1 «Organisational Review Checklist and Report»
The schedule for the programme	Refer to OMM Chapter 5.1.1 «Programme Schedule»
Follow-up and corrective action procedures	Refer to OMM Chapter 5.2.2 «Corrective and Preventive Actions Process»
Feedback to the Accountable Manager	Refer to OMM Chapter 5.1.1 «Programme Schedule»
Record and archiving system	Refer to OMM Chapter 9 «Record Keeping»
Training of the Organisational Review Board	Refer to OMM Chapter 8 «Management System Training»

Programme Schedule

5.1.1	REV0 / TBD / APP

To ensure that all aspects of the organisation are reviewed periodically, the scope of the organisational review checklist is scheduled every 12 month:

Step	Remarks	Tool	Responsibility
Planning	Organisational Review: Establish review agenda according to programme schedule. Consider former : Review Schedule, Checklist; Changes in the organisation; Changes in regulatory requirement; Changes in activities; Findings and recommendations; Trends.	ATT1 «Organisational Review Checklist and Report».	Person responsible for the organisational review
Preparation	Study relevant documentation, manuals and procedures; Consider Feedback & Reporting system, former organisational review, actions and changes; Consider FOCA/EASA Standardisation Recommendations.	Organisation’s Documentation; List of pending items; ATT1 «Organisational Review Checklist and Report»; …
Execution	Organisational Review: Apply different techniques: Interviews; Witnessing of activities; Examination of evidences, records and review of documents; Observe and monitor; Analyse the completion; Compare with defined philosophies, policies and procedures.	ATT1 «Organisational Review Checklist and Report».	Person responsible for the organisational review
Reporting	Complete organisational review checklist and report; Store organisational review checklist and report.
Feedback to the ACM	Provide the ACM with the completed organisational review checklist and report.
Continue with the Corrective and Preventive Action Process

Findings, Corrective and Preventive Actions

5.2	REV0 / TBD

Correction is the action to eliminate a detected non-compliance/finding.

Corrective action is the action to eliminate or mitigate the root cause(s) and prevent reoccurrence of an existing detected non-compliance or other undesirable condition or situation. Proper determination of the root cause is crucial for defining effective corrective actions to prevent reoccurrence.

Preventive action is the action to eliminate the cause of a potential non-compliance or other undesirable potential situation.

Classification of Findings

5.2.1	REV0 / TBD

Level	Corresponds	Description
1	unacceptable	red zone	Safety standard of aviation medicine affected No further aviation examination activity until closure of Finding
2	tolerable	yellow zone	Safety standard of aviation might be affected Finding to be closed within the due date, maximum 2 months
3	note	green zone	Items not affecting the safety, but important for the company due to image, cost, etc.

Level 1 Findings must be reported to FOCA.

Corrective and Preventive Action Process

5.2.2	REV3 / TBD

Step	Remarks	Tool	Responsibility
Analysis	Identification of the root cause using the 5-WHY methodology Definition of: the corrective action / measurement including tasks, actions, steps, phases, time-lines / due dates and responsibilities; mitigation / preventive actions / measurements; means to measure the effectiveness. Development of the corresponding corrective action plan	FOCA Document/Audit/ or Inspection Report; Third Party Safety/measures information (e.g. EASA); Organisation Review Checklist Occurrence Report 5-WHY Form Risk Assessment Checklist	Person responsible for the organisational review
Initiation of actions and measures	Initiate corrective action and preventive action (who does what, when and due date): Correction to eliminate problem; Corrective action to eliminate root cause; Preventive action to eliminate potential root cause; Define measurement criteria to evaluate effectiveness.	Organisation Review Checklist List of pending items	Responsible management function of the area concerned
Monitoring of Effectiveness	Verify implementation of measures and the effectiveness.	Follow-up audit or inspection	Person responsible for the organisational review/ACM
Feedback to the ACM	Inform the ACM with data, facts and results.	Organisation Review Checklist	Person responsible for the organisational review

Feedback and Reporting System

6	REV0 / TBD

Reporting and Feedback System

6.1	REV0 / TBD

The reporting scheme is an essential part of the organisational review with the aim to improve aviation safety. And moreover, to increase product quality, efficiency, job satisfaction and adding value to the organisation’s efficiency. The overall purpose of a reporting scheme is to use reported information to improve the level of safety performance of the Approved Training Organisation and not to attribute blame. It is complementary to the normal day-to-day procedures and ‘control’ systems and is not intended to duplicate or supersede any of them. The procedures are there to ensure that knowledge of relevant occurrences is disseminated, so that other persons and organisations may learn from them.

All persons involved in civil aviation must report any occurrence endangering or potentially endangering safety.

Occurrence Reporting

6.2	REV0 / TBD

The occurrence reporting documentation consists of specific procedures to report occurrences as laid out in the OM Part A, Chapter 1.20.10 «Occurrence Reporting» and the follow-up process for the handling of occurrence reports as defined in Chapter 6.2.2 «Follow-up process for handling occurrence reports».

The reporting procedures in OM Part A, Chapter 1.20.10 «Occurrence Reporting» include the following guidance to the reporter:

responsibility;

party to be notified/reported;

dispatch time/time frames;

address;

means to be used.

Reportable occurrences

6.2.1	REV0 / TBD

For a list of mandatory reports refer to OM Part A, Chapter 1.22.10.2 «Occurrences to be reported».

Follow-up process for handling occurrence reports

6.2.2	REV4 / TBD

Step	Remarks	Tool	Responsibility
Report	Verify type of notification: verbally; or complete “Reporting/Analysis Form” Describe circumstance, issues, situation, occurrence rectification suggestion Within 24h assign report to: HT	Daily briefing; or Reporting/Analysis Form	Author/Sender
Initial Analysis	Evaluate the severity and the necessity of immediate corrective(mitigation)/preventive action Open issue on the Pending Item list Verify the requirement to report to FOCA	Verbal Information/Data Reporting/Analysis Form Risk Assessment Checklist Pending Item List	HT
Notification	Notify FOCA not later than 72 hours after becoming aware of the occurrence	Report by the most practicable means of communication	HT
Mitigation	Define corrective action and preventive measures	Risk Assessment Checklist	HT
Notification	If an actual or potential safety risk is identified, the organisation shall transmit to FOCA the preliminary results of an analysis performed within 30 days and the final results within three months.	Communication means	HT
Feedback	Provide the sender with a feedback	Reporting/Analysis Form or verbally	HT
Information	Notification of internal and external parties involved and/or interested	Reporting schemes of external parties and/or means as adequate to the case including investigation documentation or parts thereof	HT
Implementation	Implement corrective/mitigation action and preventive measures	HT
Monitor	Monitor the effectiveness	Person responsible for organisational review/ACM

Reporting Form

6.2.3	REV0 / TBD / APP

Refer to Attachment ATT2 «Reporting-Analysis Form».

Emergency Response Plan

7	REV2 / TBD

Objectives and scope

7.1	REV2 / TBD

ERP Scope:

The ERP Concept has been designed in order to systematically assist the organisation in handling an Aviation Emergency, Accident or Serious Incident or any other event requiring activation of the Emergency Response Team.

The Plan provides processes and guidelines to personnel performing essential tasks to ensure continuous operation, emergency handling and full recovery of the organisation, addressing both legal and moral responsibilities.

ERP Objectives: The ERP Concept has been designed in order to fulfil the following objectives:

Ensuring an orderly and safe transition from normal to emergency operations and return to normal operations;

Outlining a communication and notification plan, including communication and notification to the authorities and the emergency response team;

Defining composition, role and contact details of the emergency response team;

Providing guidelines and initial response procedures for the emergency response team members so that the initial tasks may be performed correctly;

Ensuring the welfare of employees, crew and passengers in a crisis situation.

Concept and Planning

7.2	REV2 / TBD / APP

Recognising that the Approved Training Organisation utilises the facilities of ATO Name, the respective emergency plan applies.

Refer to Name of Emergency Response Plan

Describe the emergency response plan in compliance with FOCA CL MS 12

Management System Training

8.0	REV0 / TBD

Training on aspects of the management system and associated procedures are provided as relevant to and required by the function and position within the Approved Training Organisation. The training comprises:

Basic Management System Training for all employees;

Advanced Management System Training for management personnel, auditors and inspectors; and

Continuous training for all employees.

Management System Basic Training

8.1	REV0 / TBD

The basic training is provided to all employees when joining the Approved Training Organisation. It is based on the ATO’s management system documentation.

The basic training consists of:

Training Subject	Level of Training	Standard of Performance	Instructor
The Approved Training Organisation and its Scope of Activity	overview instruction including facility walk-through	Knows the organisation, its facility and infrastructure and its fleet Names the scope of activity	HT
Organisation’s Strategic Planning and Safety Policy	in-depth collaborative instruction	Understands the safety standard of aviation medicine including objectives and is able to actively apply the elements thereof Names the organisation’s vision and strategy	ACM
Organisation’s Documentation and System of Revision and Amendment	in-depth instruction, self-study of content	Names the Approved Training Organisation’s documentation including manual system and knows the relevant documents, manuals and/or parts as required by the function	HT
Organisational Structure, Duties, Responsibilities and Accountabilities	in-depth collaborative instruction, self-study	Is able to find the defined organisational structures, management personnel including contacts and understands the role and function of the management personnel Understands and knows the duties and responsibility as defined for the function and is proficient to perform the respective duty	HT
Organisational Review	overview instruction, explanation	Understands and is able to explain the basic principles of the organisational review	ACM
Occurrence Reporting	in-depth collaborative instruction, case studies	Understands the different types of reporting and is able to report according to the defined reporting procedures Understands and knows the own role within the occurrence reporting system	HT
Emergency Management Plan	overview instruction, self-study	Is able to find the EMP relevant documentation Names the priority and is able to act accordingly	HT

Management System Advanced Training

8.2	REV3 / TBD

The advanced management system training shall ensure that the management personnel are able and skilled to establish, implement and maintain an effective management system. Additionally, all management functions shall have detailed and comprehensive knowledge of the Approved Training Organisation’s structure, vision, safety standard, scope of activity and procedures. Consequently, the content of the basic management system training shall be the prerequisite for advanced management system training.

Advanced Management System Training, as required by Management Function:

Training Subject	Accountable Manager	Person responsible for organisational review	Head of Trainings	Standard of Performance
Advanced Management System Training	X	X	X	Gets expertise and comprehensive knowledge of the organisation’s management system and associated procedures. Is competent to maintain an effective management system within the organisation. Is skilled to actively promote safety standards of aviation medicine, to analyse and evaluate data for the purpose to identify trends and systematic weaknesses within the organisation, and to maintain continuous improvement
Organisation Review Process	X	X	Is qualified and skilled to schedule and conduct organisational review Is competent to initiate measures and to monitor its effectiveness
Relevant Standards and Requirements	X	X	Gets expertise and comprehensive knowledge of the relevant standards and requirements. Names the structure and content and is able to find relevant paragraphs. Is skilled to interpret legal paragraphs to ensure legal compliance

Based on the organisation’s management system, the advanced management system training consists of:

Training Subject	Standard of Performance	Instructor
The Organisation and Scope of Activity	Safety standard and vision of the organisation Scope of Activity Statement of Complexity Relevant Standards and Requirements Compliance Statement Exemption and Derogation Alternative Means of Compliance Locations, Facilities and Infrastructure Power of Authority	The participant shall practically show the ability to create the safety standard and the organisation’s vision as well as the scope of activities. Additionally, the participant shall be able to define and/or fully understand the complexity, relevant standards requirements, compliance statements, exemption and derogation, alternative means of compliance, locations, facilities and infrastructure, and the power of the Authority.	ACM
Organisation Documentation, System of Amendment and Revision	Overview of the Organisation Documentation System and Form of Distribution System of Amendment and Revision Changes/Elements requiring prior Approval Changes/Elements not requiring prior Approval Control of External/Foreign Documents	The participant shall fully understand the requirement for the Approved Training Organisation’s documentation and its structures (including overview), distribution forms, and the control of external/foreign documents. Additionally, the system of amendment shall be explained together with the documentation “management of change”, also identifying items to be or not to be approved prior to the document’s publication. The participant shall be able to support and/or lead the organisation’s documentation needs and respective processes and document definitions, including changes.	HT
Organisational Structure, Duties, Responsibilities and Accountabilities	Organisational Structure Management Personnel – Name and Contacts Duties, Responsibilities and Accountabilities Accountable Manager Compliance Monitoring Manager	The participant shall know the required/applied organisational structure of the company in detail and shall be able to explain/define duties, responsibilities and accountabilities for the different management functions/posts.	HT

Organisational Review	Hazard Identification and Risk Management Hazard Identification Process Reporting/Analysing Form Severity classification Tolerability Matrix Risk Assessment Checklist Management of Change Safety standard Organisational Review Programme Findings, Corrective and Preventive Actions Classification of Findings	The participant shall fully support and enable the safety standard of aviation training and shall be able to define respective changes and policies to international standards. The participant shall furthermore practice hazard identification and risk management and shall enable or lead the processes for management of change. The participant shall fully understand respective organisational review processes, checklists, finding classifications and resulting corrective and preventive actions.	ACM/Person responsible for organisational review
Feedback and Reporting System	Reporting and Feedback System Occurrence Reporting	The participant is able to establish a reporting and feedback system including occurrence reporting and can explain data storage and evaluation, including the ways/consequences/influences to the management.	HT
Emergency Management Plan	Relevant documentation Objectives and Scope	The participant fully understands the requirements, objectives and scope of an emergency management plan and knows the relevant content of the applicable documentation.	HT
Management System Training	Basic Training Advanced Training Continuous Training	The participant explains the concepts for basic and advanced management system training, is able to define objectives of a general or actuality-based kind or, according to the managerial role, and practices both types of such training.	HT
Record Keeping	Record Keeping and Archiving	The participant designs a system for record keeping and archiving, respecting all requirements (i.e. storage periods, etc.) and is able to run it smoothly.	HT
Contracting	Contracting	The participant fully understands the concept of contracting and the processes required.	ACM

Management System Continuous Training

8.3	REV0 / TBD

The purpose of continuous management system training is:

to exchange data, information, knowledge and skills based on the organisation’s practical experience, expertise;

to ensure that knowledge of occurrences and their root causes are communicated;

the continuous learning, improving of skills and changing of behaviour;

to facilitate changes in Approved Training Organisation’s management, practices and procedures.

The HT ensures that any elements of systematic analysis of factual data and results of:

Hazard identification and Risk Management;

Organisational Reviews, especially Findings, Corrective and Preventive Actions;

Reporting and Feedback System;

Changes in relevant standards and requirements; and

Studies of aviation literature

are addressed adequately and promptly throughout the year during the ATO’s monthly management meeting and during instructor refresher trainings.

Record Keeping

9	REV0 / TBD

Record Keeping and Archiving

9.1	REV0 / TBD

The Approved Training Organisation’s system of record keeping allows the storage and reliable traceability of all its activities and related data. The record keeping system ensures that the records are always accessible and traceable throughout the required retention period and protection from damage, alteration and theft are ensured.

Document Management Lifecycle

9.1.1	REV0 / TBD

Student related Records

9.1.2	REV0 / TBD

Document	Responsibility	Type of Storage	Place of Storage	Storage period	Follow-up
Syllabus and related documentation	HT	File Folder	Office XY	5 years	Scan and destroy paper dossier
…

Management System related Records

9.1.3	REV0 / TBD

Document	Responsibility	Type of Storage	Place of Storage	Storage Period	Follow-up
Reporting and analysing form	ACM	EDP	P://…/Reporting	5 years	Archive
Organisational Review Checklist and Report	Person responsible for the organisational review programme	Paper	File-folder Office ACM	5 years	Scan and destroy paper-dossier
Risk Assessment Checklist	ACM	EDP	File-folder Office ACM	5 years	Scan and destroy paper-dossier
Revisions of the ATO-OMM	ACM	Paper	File-folder Office ACM	5 years	Scan and destroy paper-dossier
…

ATO Personnel related Records

9.1.4	REV0 / TBD

Document	Responsibility	Type of Storage	Place of Storage	Storage period	Follow-up
Approved Training Organisation’s introduction programme	ACM	File Folder	Office XY	until last day of employment	destroy
…

IT Backup-System

9.1.5	REV0 / TBD

Describe Organisation’s IT backup procedure.

Contracting and Leasing

10	REV0 / TBD

Contraction and Monitoring of Contractors

10.1	REV3 / TBD

Contracted activities include all activities within the organisation’s scope of approval that are performed by another organisation either:

itself certified as an ATO to carry out such activity with the corresponding approval(s); or

not certified, working under the ATO Name scope of approval.

The organisation ensures that when contracting or purchasing any part of its activity, the contracted or purchased service or product conforms to the applicable requirements.

Product/Service	Third Party	Agreement	Certificate holder
Maintenance	Maintenance Facility Address	contract	Yes	CH.CAMO.1234
Flight training Aircraft XY	Flight Training Academy Adress	Case-by-case contract	Yes	CH.ATO.1234
Teaching and Learning	TKI Training GmbH Adress	Short term contract	No
...

When contracting, the following process applies:

Step	Remarks	Tool	Responsibility
Definition of Requirements and Needs	Define the product, service, activity or task to be contracted Specify the criteria for safety of aviation standards and quality Establish budget and cap on costs	Office applications	ACM
Offer	Request firm offer including evidences of certificates, diplomas, government permissions, authorisations and approvals as applicable	Offer documentation	ACM
Release	Release and approval of offer, conditions, budget and cap on costs	Office applications	ACM
Evaluation	Verify that the contractor holds the required certificates, diplomas, government permissions, authorisations and approvals as applicable Verify the adequacy of the facilities and equipment as well as the availability of resources	Offer documentation Personal visit of facilities	ACM
Safety Impact	Decide whether risk assessment is necessary	Risk Assessment Checklist	ACM
Compliance Check	Decide whether a detailed organisational review is required	Organisational Review Checklist and Report	ACM
Decision and Closing	Decide upon suitability, adequacy and acceptability	Organisational Review Checklist and Report	ACM
Compile Contract	Issue of contract	Contract	Contractor
Contract Review	Evaluate contract, verify that the contracted activity, product or service is clearly defined Verify costs	Contract	ACM
Sign Contract	Signing of contracts	Contract	ACM

Continuous Monitoring

10.1.1	REV2 / TBD

When delegating tasks to third parties, the organisation ensures that necessary qualifications exist, are upheld and that resources and competences are affirmed.

Service/Product/Activity	Monitoring	Frequency	Responsibility
Continuous education and Training	Ensuring the validity of necessary certificates, authorisations and syllabus approvals	According to the individual education and training needs	HT
Analysis of trainee's feedback	Each training	HT
Examiner	Ensuring that the examiner is qualified and holds the relevant certificate Refer to FOCA examiner list [On-line] Available (09.03.2021) https://app02.bazl.admin.ch/web/bazl/de/#/examiner/search	Each exam	HT
…