In an aviation organization that has an implemented Safety Management System (SMS), it is crucial to ensure all activities under that SMS program are conducted efficiently and in a timely manner. Some of such activities can be as follows:

1. SMS Trainings

2. Safety Action Groups, Safety Committee Meetings, Safety Review Boards etc.

3. Safety Risk Assessments

4. Change Management

5. Corrective Action Planning & implementation

In an airline, for example, key management personnel (Directors, Managers, SMEs) from multiple operational departments (Flight Operations, Ground Operations, Engineering, Cabin Operations etc) are required to conduct/participate in some of the above activities under the SMS. As these activities are either planned well in advance or could be recurring, it might not be a problem for the key management personnel to participate and contribute to these activities. 

But there can be situations where key management personnel move into emergency operations following an aircraft accident, bomb threat, etc. During such situations, it is not prudent to cancel/delay normal SMS activities which are crucial for functioning of the airline. For example, because multiple key management personnel moved into emergency operations assuming emergency response roles (GO Team, Family Assistance, Technical Investigation etc), it is not possible to cancel or indefinitely delay a Safety Action Group meeting which is entrusted with the duty to act upon systemic hazards/safety concerns that are affecting the safety performance of the airline. This article talks about how to avoid such situations and continue normal SMS functions during emergencies using emergency operations proxies.

While aviation regulators of certain countries have guidance around how to ensure smooth SMS function during emergencies, aviation regulators of certain countries don’t. The intent of this article is to create awareness regarding “emergency operations proxies” for smooth functioning of SMS.

Below is a list of chronological events the SMS Manager of an airline may follow to implement emergency operations proxies:

1. Identify key management personnel (Department Heads, Directors, General Managers, and Managers) who have an assigned role (Go Team, Family Assistance, Technical Investigation etc) in the Emergency Response Team/Committee as per the Emergency Response Manual.

2. Ask such key management personnel to nominate their respective proxy who shall assume the former’s SMS responsibilities upon former’s transition into emergency operations. A sample nomination form shown in Image 1 may be used. 

3. Ensure the nominated proxies receive initial and recurrent SMS training on at least the following, in addition to the annual recurrent SMS Awareness Training:

- Safety Performance Indicators

- Safety Risk Assessment

- Safety Risk Mitigation & Controls

- Safety Risk Acceptance

- Root Cause Analysis

- Corrective Action development & implementation

- Incident/occurrence Investigation

- Relevant groups, committees, boards under SMS Program

4. Document the application/usage of nominated proxies under the Emergency Response Plan section of the SMS Manual.

About the Author

Revanth Gattupalli is one of the topmost experts in the field of Aviation Safety. His work experience managing safety programs in the airline industry spans across two different parts of the world and both in rotorcraft and fixed wing operations. He holds a master’s degree in Aeronautical Science specializing in Aviation Safety from Embry Riddle Aeronautical University and a bachelor’s degree in mechanical engineering. He was trained at National Transportation Safety Board (NTSB) training centre on On-scene aircraft accident investigation and airport disaster recovery.