USFS Safety Management Audit Version 3.0 Company: 0 N Number: 0 Date: January 0, 1900 Company Rep: 0 Type Acft: 0 Location: 0 Exclusive Use Option Period: 0 Call When Needed HELICOPTER MAINTENANCE, FIELD While interviewing personnel allow them to explain how their system works. Try not to lead or prime them. This is not an interrogation so there can be periods of uncomfortable silence. Many of the questions are not related to specific contractual requirements, but instead emphasize Safety Management best practices as defined in the International Standard for Business Aircraft Operations (IS BAO). By measuring both areas we can get a sense of how the contract is being complied with while in action and ultimately how safe the operations will be executed. This audit is not meant to be a re carding of the aircraft. Essentially what you want to do is find out for the various areas being investigated, "What" is being done. This can include finding out "When" or how often is it supposed to be done? "Who" is responsible for getting it done? And "How" is it to be done, with emphasis on determining whether there is a formal or informal process, since formal processes increase the likelihood of successful performance. Then the most important question "Is it being done?" If not, why? Finally, the audit should not be used as a "witch hunt", or "gotcha". Instead use it as a process to help vendors improve how they operate and to improve how we provide oversight. The first column in the charts below provide reference material. Items in Blue represent IS BAO 2012 references, items in Red represent Contract requirements. Contract references provided are from the Large Fire Support Solicitation AG 024B S 11 9001. The majority of items audited have a 14 CFR requirement which are incorporated by reference in the contract. The "N/A" column provides the same information with indicating an IS BAO Best Practice, and a Contract Requirement. For the most part if the "N/A" column has one of these annotations, then either the "Yes" or "No" column should be checked. Contact Gil Elmy, (801 620 1875) for any recommendations for improving this checklist. Forest Service Auditor Name(s): Manager Name: email address: 0 0 0 0 Telephone No. 0 0 Primary Technician Name: 0 Seasonal? Yes No Secondary Technician Name: 0 Seasonal? Yes No What is the Maintenance Crew Duty Period? 0 1.0 Aircraft Status 2.0 Mmgt & Cntrl 3.0 Maint Cntrl 4.0 Tech Data 5.0 Org & Personnel 6.0 Training 1 of 20 Helicopter, Field
5(a)(16) 5(a)(16) 2(b)(1) 9.1.7 USFS Safety Management Audit Ref. Requirement Y N N/A Remarks 1.0 AIRAFT CURRENT STATUS 5(a)(16) 5(a)(14) 5(a)(16) 5(a)(15) MNT 1.1 Weight & Balance a. Is the Equipment List complete and accurate? Does all equipment easily removed have Weight & Arm data? Has the aircraft been weighed within the last 2 years? Were calibrated scales used? c. Is the Equipment Change Record complete and accurate, if applicable? Does all equipment easily removed have Weight & Arm data? d. Are miscellaneous items such as unuseable fuel, survival kits, PFD's, extra engine oil, tools, etc., accounted for? e. Are multiple configurations accounted for, if applicable? f. Is the aircraft within 1% of its Bid Weight (at or below its Bid Weight for the first year)? MNT 1.2 Inspection and Maintenance Status a. Is a Flight Log available, current and accurately filled out, if applicable? Is the current time annotated? Are duplicate copies removed? Are inspections and maintenance properly documented? Is it the same as the one approved in the Ops Manual? Rating 1 Unsatisfactory 2 Satisfactory 3 Best Practice When only a Pilot is available select "N" and enter in Remarks sections "Unknown" as applicable If a HOS is available some of the items in MNT 1.1 will be checked by the HOS in HEMG 10.1. 5(a)(10) 6.9.1 6.9.1 Are AD's and mandatory S/B's current, properly annotated and signed off? c. Are Scheduled and Unscheduled maintenance actions being completed on time and properly annotated and signed off? 2 of 20 Helicopter, Field
USFS Safety Management Audit 9.1.11 9.1.9 4(a)(2) 9.1.9 d. Are life limits identified in the Airworthiness Limitations Section current and up to date? MNT 1.3 Aircraft Status Sheet(s) a. Is there a formal written procedure for tracking aircraft status? Are Status Sheet(s) available and current? As a minimum does the list provide the current status of all inspections, life limited components, AD's and mandatory S/B's? How often are current times/cycles sent to the home facility? How often are updates received in the field? c. Are Status Sheet(s) updated following 4(a)(2) completion of an Inspection or 9.1.9 Scheduled/Unscheduled Maintenance, as applicable? d. Are all life limited components, 4(a)(2) Airworthiness Directives and mandatory 9.1.9 Service Bulletins listed on the Status Sheet(s)? MNT 1.4 Current Status Reporting a. Are SAFECOMs being submitted when 3.2.2 required? Are reporting procedures being followed? 5(c) (i.e. Mx. Inspector notified, Company 9.1.6 policy, etc.) MNT 1.0 Aircraft Current Status {Summary of Observations} MNT 1.0 Aircraft Current Status {Summary of Findings} Will be shown on Summary Sheet provided to Vendor 3 of 20 Helicopter, Field
2.0 MANAGEMENT AND CONTROL USFS Safety Management Audit Ref. Requirement Y N N/A 2(b)(1) 8.3.1 MNT 2.1 Operating Manuals / Specifications a. Is an Operations Manual (or GMM) available? Remarks 2(a)(1) 8.3.1 2(b)(1) 8.3.1 Are the Part 133 and Part 137 Operating Certificates available, as applicable? Are FAA Ops Specs available, if applicable? 5(a)(3) 9.1.1 3.2.3 c. Is the Repair Station Manual available, if applicable? Are RS workorders available and being used, if applicable? Are technicians familiar with the RS Manual and its requirements? Check if Not Applicable or Unknown ## MNT 2.2 Management Oversight a. Is there a formal written policy/procedure for conducting management audits/oversight of field operations? 3.2.3 c. Are management audits performed on a regularly scheduled basis? Does the company have procedures in place for obtaining Special Flight Permits? 3.2.3 Is someone designated who can obtain ferry permits? Are there management processes in place to ensure the safety of ferry operations? MNT 2.3 Leased Aircraft a. If the aircraft is leased from another Company/Contractor: Who's maintenance program is used? Who is responsible for tracking status? Who performs the maintenance? MNT 2.4 Quality Assurance a. Is there a formal written Quality Assurance Program? 4 of 20 Helicopter, Field
USFS Safety Management Audit 3.2.3 Is there a Continuing Analysis and Surveillance Program (CASP)? Does the program have a structured process for monitoring the performance and effectiveness of the inspection, maintenance, preventive maintenance program. It should consist of a system of surveillance and control of the processes, analysis of data collected during the surveillance process, the process for taking corrective actions, and follow up. c. Is there a formal written RII / Dual Check policy or procedure? Is the list of RII/Dual Check items welldefined 3.2.3 and include how to accomplish the process? Is there a procedure to ensure only qualified personnel preform these tasks? d. Is there a program for performing scheduled Quality Assurance audits of field operations? Is there a method to schedule and track 3.2.3 audits? How are discrepancies tracked and followed up? Do discrepancies noted on previous audits have corrective actions, or anticipated dates for taking corrective action? e. Do audits of field operations ensure that maintenance is performed in accordance with: 3.3.1 i) Federal Aviation Regulations? ii) Ops/RS/GM Manual? iii) FAA Ops Specs? iv) Manufacturer's Maintenance Manuals? 3.2.3 f. Is there a formal written process for addressing findings that result from audits which ensures: i) determination of root cause(s)? ii) identification of potential hazards to operations? iii) development of corrective actions? iv) implementation of corrective actions? v) evaluation of corrective actions to determine effectiveness? 5 of 20 Helicopter, Field
3.2.1 3.2.2 3.2.3 3.2.4 MNT 2.5 Safety Management Systems a. Does the company have an implemented SMS Program? Does it clearly provide employees with the program's policy and objectives; a process for hazard identification, assessment and mitigation (risk management); performance monitoring and measurement (safety assurance); and training in related duties (safety promotion)? USFS Safety Management Audit 3.2.4 Have employees been trained in company SMS procedures? c. Are employees provided feedback on 3.2.3 reported problems, incidents, mishaps, etc.? MNT 2.0 Management and Control {Summary of Observations} MNT 2.0 Management and Control {Summary of Findings} Will be shown on Summary Sheet provided to Vendor 6 of 20 Helicopter, Field
3.0 MAINTENANCE CONTROL Ref. USFS Safety Management Audit Requirement MNT 3.1 Control System a. Does the Ops Manual provide details of the Maintenance Control System? Is it detailed and appropriate for the operation? Does it contain a description of the MEL procedures, personnel 9.1.1 qualification and training requirements, record keeping processes, maintenance procedures to be followed, and emergency plans, etc.? Are employees familiar with the content and procedures? Y N N/A Remarks Is the Maintenance Control System sufficient and appropriate for the number of aircraft and type of operations? 5(a)(1) 9.1.1 Are there procedures in place for monitoring field operations? Are procedures in place to ensure aircraft are not operated unless they are in an airworthy condition? Are discrepancies tracked and monitored? Is current aircraft status tracked? MNT 3.2 Parts and Supplies a. Is there a formal written procedure to ensure only approved parts are installed, to include processes to ensure traceability and minimum documentation requirements? Is there a procedure for obtaining parts when away from Home Station? Are Serviceable and Unserviceable Parts properly stored and segregated, if applicable? Is suitable storage and packing provided? c. Can all parts on hand be positively identified and traced, if applicable? Are Company approved tags being used? d. Is there a formal written procedure for disposing of Life Limited parts? 7 of 20 Helicopter, Field
9.1.5 MNT 3.3 Repair Station Procedures a. Is the Repair Station Manual (RSM) available and current? Is the manual complete, with a Table of Contents, List of Effective Pages & Record of Revisions? Are forms identified in the RSM being used? Are technicians familiar with the procedures outlined in the RSM? USFS Safety Management Audit 9.1.5 Are general inspection procedures identified in the RSM being followed in field operations? Are procedures for reporting malfunctions and defects being followed? Is continuity of inspection responsibility being assured? Are repairable and non repairable articles being properly tagged, identified and segregated? 9.1.5 9.1.5 9.1.5 c. d. e. Are Incoming Inspection procedures identified and followed for field operations? Is technical data used? How are shelf life items handled? What is done with nonconforming items? Is traceability of items being verified? Are items being properly stored? Are In Process Inspection procedures identified and followed for field operations? Is technical data used? Are RSM procedures followed? Are Final Inspections being completed in accordance with the procedures in the RSM? Are maintenance actions, other records and forms being checked for completeness and accuracy prior to the Final Inspection? Are inspections to ensure Tool Control and FOD Prevention being performed? 8 of 20 Helicopter, Field
USFS Safety Management Audit 9.1.5 f. Are procedures for signing off work on RS workorders being followed? Are only authorized personnel signing off work? If electronic recordkeeping is being used, are proper security procedures in place to prevent unauthorized access? 9.1.5 g. Are aircraft properly Approved for Return to Service? Are only authorized personnel performing RTS? Do maintenance releases fulfill the requirements of the RSM, 43.9 and 43.11? 9.1.6 9.1.6 9.1.6 9.1.6 MNT 3.4 Defect Reporting and Tracking a. Is there a formal written procedure for reporting and documenting failures, defects and malfunctions that occur inflight and during maintenance? Is there a formal written procedure for reporting and documenting failures, defects and malfunctions that occur inflight to the FAA, in accordance with 135.415? c. Is there a formal written procedure for reporting failures, defects and malfunctions to the FAA through the SDR or MDR program? d. Is there a formal written procedure for reporting and tracking chronic or repetitive unserviceable items? Does the documentation include troubleshooting history, and instructions for implementing corrective actions? Is information about recurring defects disseminated between field and base units, and to flight and maintenance crews going and coming off shift? 4(a)(3) 9.1.6 4(a)(3) 9.1.6 e. f. Is there a formal written procedure (MEL) for deferring discrepancies and are they being followed, if applicable? Are deferred (MEL) discrepancies repaired in the time intervals specified, if applicable? 9 of 20 Helicopter, Field
USFS Safety Management Audit MNT 3.5 Tools a. Is there a formal written tool control program? Are there procedures to ensure tools are calibrated as required? Are tools in calibration? If employees own special tools and equipment is there a procedure to ensure they are calibrated and serviceable? c. Are tools in the pod/trailer properly/neatly stored? MNT 3.0 Maintenance Control {Summary of Observations} MNT 3.0 Maintenance Control {Summary of Findings} Will be shown on Summary Sheet provided to Vendor 4.0 TECHNICAL DATA Ref. Requirement Y N N/A Remarks 9.1.5 MNT 4.1 Technical Data a. Is there a formal written procedure for ensuring completeness and currency of technical manuals? Are technical manuals complete and current? Are they maintained in good condition? c. Are technical manuals periodically audited and inventoried to ensure completeness and currency? 10 of 20 Helicopter, Field
USFS Safety Management Audit d. Are all the inspection forms, AD's, mandatory S/B's and manuals necessary to perform maintenance available on site? e. Are maintenance, parts and wiring diagrams available at the aircraft? 5(a)(1) f. g. Are ICA's available for modifications that have been perfromed to the aircraft? Have ICA's been incorporated into the Inspection/Maintenance Program? Is electronic Technical Data properly used and updated? Is access password protected? Can technicians determine currency of data? Are there alternate procedures for those times when electronic tech data/access is unavailable? MNT 4.0 Technical Data {Summary of Observations} MNT 4.0 Technical Data {Summary of Findings} Will be shown on Summary Sheet provided to Vendor 11 of 20 Helicopter, Field
5.0 ORGANIZATION AND PERSONNEL USFS Safety Management Audit Ref. Requirement Y N N/A Remarks 5(a)(1) 4.1 MNT 5.1 Organizational Structure a. Is the organizational structure and manning adequate for the number and location of aircraft operated? Is there an adequate number of trained and experienced field technicians? 5(a)(1) 4.1.1 What is turnover like? What is the average employees time with the company? How close to contract start date are seasonal employees brought on? 12(h) 4.4 c. Do maintenance personnel have the requisite qualifications for the duties they perform? Does the primary mechanic have 12 months experience maintaining similar aircraft, or attended a manufacturer's training course on the aircraft? MNT 5.2 Personnel Programs a. Is there a Drug and Alcohol Program in 4.6.1 place? Does the company provide Drug and Alcohol training and counseling? 6.13 Does the company have a formal written policy to counter fatigue? c. Are employees required to work more than 16(e) 14 hours a day for extended periods of 6.13 time? MNT 5.0 Organization and Personnel {Summary of Observations} 12 of 20 Helicopter, Field
USFS Safety Management Audit MNT 5.0 Organization and Personnel {Summary of Findings} Will be shown on Summary Sheet given Vendor 6.0 TRAINING Ref. Requirement Y N N/A Remarks 5.1.2 5.1.1 MNT 6.1 Company Specific Training a. Is there a formal written maintenance training program? Are maintenance employees trained on the company policies / manual procedures? c. Have employees been trained in Return To 9.1.5 Service (RTS) procedures? Are employees familiar with the FAA regulations and RS procedures for RTS? 3.2.3 d. Are employees trained in RII/Dual Check procedures, if applicable? 5.1.6 e. Are employees trained in MEL procedures, if applicable? MNT 6.2 Aircraft Specific Training a. Are maintenance employees provided aircraft specific training? 5.1.6 Is the training provided appropriate and sufficient for the operation? What type training is provided; OJT, factory, in house classroom, etc.? Are training requirements tracked and recorded? 5.1.6 Do maintenance employees receive annual or bi annual recurrent training? 13 of 20 Helicopter, Field
5.2.2 USFS Safety Management Audit MNT 6.3 Ancillary Training a. Do maintenance employees receive Human Factors Training? Does training include the impact human factors can have on accomplishing every day tasks? Does it include training on communication processes, decision making, teamwork, time management and effects and countermeasures against fatigue and stress? 5.1.6 Do employees receive Safety Training? 5.1.6 c. Do employees receive training in HAZMAT procedures? d. Do maintenance employees receive training in computer programs and 5.1.6 Have employees been trained in electronic tech data usage and how to determine currency of electronic manuals? e. Do employees receive training in 5.3.1 emergency response procedures such as fire, fuel spills, accident, etc.? MNT 6.0 Training {Summary of Observations} MNT 6.0 Training {Summary of Findings} Will be shown on Summary Sheet provided to Vendor 14 of 20 Helicopter, Field
7.0 AIRAFT MAINTENANCE USFS Safety Management Audit Ref. Requirement Y N N/A Remarks 10.1 9.1.5 MNT 7.1 Aircraft maintenance procedures a. Is there a formal written procedure for documentation of aircraft records? Are inspections and maintenance being performed in accordance with current inspection forms, AD's, mandatory S/B's and prescribed technical data? Are inspections and maintenance being completed on time and in accordance with proper tech data? Are AD's documented with AD number, revision date, method of compliance and whether it is recurring? 9.1.7 c. Is maintenance being documented as required? Are approvals for Return To Service being completed IAW Part 43 and the RSM? Are only authorized personnel performing RTS? Are RII/Dual Checks properly documented? 5(a)(5) 9.1.7 9.2.2 d. Are checklists used and signed off during inspections, if applicable? Are all blocks completed? Can initialed items be traced back to the technician who performed the work? e. Are records being maintained in accordance with the 14 CFR Part 91, Company Ops Manual, RSM, GMM, etc., as applicable? Are aircraft records, logs, forms such as 8130 3 and other approved forms and records properly filed? Are Repair Station workorders/logs properly maintained and filed? Are inspection and maintenance forms being used the same as those identified in the RSM? MNT 7.2 Out Source maintenance a. Are there formal written procedures for out sourcing maintenance functions (other than major overhauls suchas engines), if applicable? 15 of 20 Helicopter, Field
9.2.2 USFS Safety Management Audit Are there procedures for ensuring outsourced maintenance is performed in accordance with: i) 14 CFR? ii) Ops/RS/GMM Manual? Do out sourced maintenance facilities have a drug testing program? MNT 7.0 Aircraft Maintenance {Summary of Observations} MNT 7.0 Aircraft Maintenance {Summary of Findings} Will be shown on Summary Sheet provided to Vendor 8.0 AIRAFT, EQUIPMENT & AIRWORTHINESS Ref. Requirement Y N N/A Remarks 2(a)(2) 8.3.1 2(b)(1) 6.12.1 2(b)(1) 6.11.5 2(b)(1) 8.3.1 4(a)(3) 8.3.1 2(b)(1) 9.1.6 MNT 8.1 Operational & Required Information a. Is the aircraft Flight Manual available? c. d. e. f. Are Cockpit checklists available? Are Passenger Briefing Cards available, if applicable? Is the Ops Manual available, if applicable? Is the aircraft MEL available, if applicable? Is the Flight Log available with the aircraft, if applicable? 16 of 20 Helicopter, Field
4(d)(5) 8.5.1 4(d)(12) 8.5.1 4(d)(6) 8.7 4(d)(8) 6.15.1 4(d)(27) 6.16 8(c), 8(d) 8.13 8(a)(5) MNT 8.2 Emergency Equipment a. Are first aid kit(s) available? c. MNT 8.3 Aircraft and Equipment a. Are seats, seat belts and shoulder harnesses in serviceable condition? Are there provisions for adequately securing baggage and equipment? c. Are all items of equipment, manuals, etc. in the cockpit or cabin secured to prevent injury to occupants? MNT 8.4 Avionics Equipment a. Are 91.411 & 91.413 Pitot Static and Transponder Reporting Systems current? Are fire extinguisher(s) available? Is a Survival Kit available. Is the AFF installed and operational? USFS Safety Management Audit 4(a)(1) 8.1 8.14 c. e. Is the ELT Annual Inspection and Battery current? Are the CVR and/or FDR being maintained in accordance with the manufacturers recommendations and/or Ops Manual? 4(a)(3) 9.1.6 5(a)(1) 9.1 MNT 8.5 Aircraft Inspection a. Are there any open deferred discrepancies? Are there any open deferred discrepancies that are not on the MEL? Are discrepancies being corrected in a reasonable amount of time? Are deferred discrepancies repaired within the Repair Interval specified in the MEL? Are deferred discrepancies re deferred at each inspection, if applicable? Is the aircraft being maintained in accordance with 14 CFR, manufacturer's recommendations, Company and/or RSM Manuals, and industry standards? 17 of 20 Helicopter, Field
USFS Safety Management Audit MNT 8.0 Aircraft, Equipment & Airworthiness {Summary of Observations} MNT 8.0 Aircraft, Equipment & Airworthiness {Summary of Findings} Will be shown on Summary Sheet 9.0 OSHA, ENVIRONENMTAL & HAZMAT Ref. Requirement Y N N/A Remarks MNT 9.1 Occupational Safety and Health 13.1 13.1 a. Are there formal written procedures provided for workplace safety? Are safety and personal protective equipment available? 13.1 c. Is safety information available to employees? 12.1 d. Are MSDS sheets available for materials on hand? MNT 9.2 Environmental Management 12.1 12.1 a. Are there formal written aircraft fueling procedures? Are there formal written spill containment procedures? c. Are environmental requirements being 12.1 taken into consideration when storing and disposing of hazardous and toxic substances? 18 of 20 Helicopter, Field
USFS Safety Management Audit d. Are there formal written procedures to ensure compliance with environmental 12.1 requirements regarding the disposal of hazardous and waste materials such as fuel, oil, etc.? MNT 9.3 HAZMAT a. Are there formal written procedures 14.1 provided for transporting HAZMAT? MNT 9.0 OSHA, Environmental and HAZMAT {Summary of Observations} MNT 9.0 OSHA, Environmental and HAZMAT {Summary of Findings} Will be shown on Summary Sheet 10.0 WEIGHT & BALANCE and LOAD CALCULATIONS Ref. Requirement Y N N/A Remarks 5(a)(15) 5(a)(16) 10(a)(4) HEMG 10.1 Aircraft Load Calc a. Is the aircraft at or below its Bid Weight, or less than 1% above the Bid Weight for Options Years? With Tank Without Tank Are all items accounted for: Un useable fuel? Engine oil (when weighed) First Aid Kit Survival Kit Extra engine oil, tools bags, etc. Other easily removable Equipment c. Is the proper Rotorcraft Flight Manual Performance Chart being used? 19 of 20 Helicopter, Field
USFS Safety Management Audit d. Are multiple configurations being used? Equipped Configuration Weight #1 #2 #3 #4 10.0 WEIGHT & BALANCE and LOAD CALCULATIONS {Summary of Observations} 10.0 WEIGHT & BALANCE and LOAD CALCULATIONS {Summary of Findings} Will be shown on Summary Sheet Overall Findings, Comments and Recommendations Will be shown on Summary Sheet provided to Vendor 20 of 20 Helicopter, Field