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Planning/setting up your SMS
Planning for implementation of your SMS may involve reviewing your organisations activities to determine how an SMS will function in your organisation and what safety goals and objectives you want to include or maintain. During your planning you could research SMS information, consider what resources (funds, IT software, staffing) you may need and think of your vision for an effective implementation of your SMS.
Identify roles and responsibilities of safety personnel
Once general planning is underway identifying roles and responsibilities of key safety personnel (e.g. identify the Safety Manager and Accountable Manager) is a good next step. The key safety personnel should then spend time educating themselves about the finer points of SMS. This will ensure they have a good understanding of what the system aims to achieve and what needs to be built or purchased. You should also be considering what committees and members you will need to setup to successfully implement your SMS.
When adding safety management responsibilities to duty statements or position descriptions of personnel, you should always contain information and direction relevant to the proposed SMS and the current status of implementation.
Managing your safety data
Another planning task could be to determine if you require external software to manage your safety data or if software programs you already have can cater for that. Keeping accurate records throughout the life of your SMS is important as it will allow you to effectively review safety issues and to be able to predict potential safety issues.
Your implementation plan will be a detailed guide on how you are going to setup your SMS and also reflect the changes and growth of SMS in your organisation.
The implementation plan should be established by your organisations implementation team e.g. the Safety Manager, Accountable Manager, Responsible Manager and staff representatives.
Once established, the implementation team could consider the following actions:
- determine the vision for safety management (safety policy and objectives)
- arrange for a gap analysis to be conducted
- setup communications channels to inform staff and external providers about your SMS and their roles in the organisations SMS
- develop an emergency response plan including role descriptions, training requirements and contacts in case of an emergency
- prepare a training needs analysis.
Importantly, your implementation plan is not a one-off design document. It is your living plan for the implementation of your SMS. [ICAO Doc 9859]
Preparing your gap analysis
A gap analysis provides valuable information about which parts of your SMS you already have in place (possibly without even realising it) and which parts you should add or modify to meet your own organisation's and regulatory requirements.
You can create a gap analysis relevant to your organisation or you can utilise the gap analysis example in the CASA SMS Resource kit or the ICAO SM Manual. Results of your gap analysis will identify any SMS related items that are missing or deficient in your organisation and assist with further developing your SMS.
Our SMS Resource kit Booklet 2 (1.71MB) provides a comprehensive gap analysis checklist for your use if required.