Components of a Quality Management System

4.1 The following summarises the main elements needed for a QMS to be developed where required under the Overseas Territories Aviation Requirements (OTARs).  There are many similarities with the content and structure of a safety management system.  Wherever possible the systems should be integrated, see OTAC SMS-1 for comparison.

4.2 The relationship between SMS and QMS, as described by ICAO, is provided in Table 1.

Table 1. Summary comparison of QMS and SMS

QMS

SMS

Quality

Safety

Quality assurance

Safety assurance

Quality control

Hazard identification and risk control

Quality culture

Safety culture

Compliance with requirements

Acceptable level of safety performance

Prescriptive

Performance-based

Standards and specifications

Organizational and human factors

Reactive greater than Proactive

Proactive greater than Predictive

Source:  ICAO Doc 9859 (edition 3) Safety Management Manual Table 5-1

4.2.1 Quality policy

A clear statement of the organisation's policy, management principles and intentions, for a continuous process of improvement to the safety performance.

4.2.2 Roles and responsibilities

Defined in writing for all personnel; and a process for ensuring that everyone is aware of their responsibilities.

4.2.3 Non-compliance, error or deviation

Proactive - an initial hazard identification process; a reporting scheme; and assessments conducted at regular intervals, and whenever changes are planned.

Reactive - collating information from failed or unsafe condition/error reports and accident and incident reports, and ensuring that the requirements of relevant OTARs are met.

4.2.4 Rectification and mitigation

A method for the analysis of risks, and deciding how these will be mitigated; and ensuring implementation, communication and feedback to staff.

4.2.5 Monitoring and evaluation

Conducting reviews or audits of the organisation’s processes, and applying conventional QA principles, ensuring that remedial actions have been implemented as planned and that the organisation’s systems remain effective and relevant to the operation.  Reports made to the Accountable Manager to enable management review.

4.2.6 Objectives for improvement

Planning the quality objectives, and choosing effective methods for quality performance measurement.

4.2.7 Documentation

Documenting all the QMS processes - either as a component of existing manuals or in a separate QMS manual.  Include a description of each component of the system and describe the interrelationships between each of these components; and coordination with external service providers and contactors, if necessary.  Detailed local procedures in other documents can be cross-referenced, so the QMS manual is likely to be thin.

Documenting the regulations, standards and exemptions by which the organisation is regulated.

Training provisions for all staff, including QMS training.

The components of the Quality Management System can be seen to form a continuous cycle of improvement.

Figure 2 – The Quality and Safety Management Cycle

Figure-2-–-The-Quality-and-Safety-Management-Cycle.jpg

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