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SM ICG Terms of Reference

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Category: Safety Management Safety Management
Content source: Safety Management International Collaboration Group (SM ICG) Safety Management International Collaboration Group (SM ICG)
Content control: Safety Management International Collaboration Group (SM ICG) Safety Management International Collaboration Group (SM ICG)


Purpose

The purpose of the Safety Management International Collaboration Group (SM ICG) is to promote a common understanding of safety management principles and requirements and facilitate their application across the international aviation community.

Background and Benefits

Safety Management System (SMS) is the standard for aviation safety worldwide. The International Civil Aviation Organization (ICAO) requires SMS for the management of safety risk in air operations, maintenance, air traffic services, and aerodromes. These requirements have recently been expanded to include flight training and design and production of aircraft. Furthermore, ICAO has published safety management requirements for States by mandating that States establish a State Safety Programme (SSP) in order to achieve an acceptable safety performance in their civil aviation systems. As such, it is beneficial for civil aviation authorities (CAAs) to harmonize their SMS and SSP requirements and implementation activities and collaborate on common topics of interest.

CAAs will benefit from collaboration and sharing of lessons learned and best practices. This collaboration will help CAAs avoid duplication of efforts, and enable them to better share information and provide oversight of multinational organizations. Aviation industry organizations will also greatly benefit from SMS requirement harmonization among regulators, since many companies own multiple certificate types in multiple nations. Additionally, sharing methods and tools will assist in developing robust and affordable safety management systems.

Membership

  1. Steering Committee
    Steering Committee membership comprises the three initiating organizations:
    • European Aviation Safety Agency (EASA)
    • Transport Canada Civil Aviation (TCCA)
    • United States (US) Federal Aviation Administration (FAA), Aviation Safety (AVS)


In addition, one member may be selected from each of the following regions:

    • Asia/Middle East
    • Australia/New Zealand
    • South/Central America
    • An EASA National Aviation Authority


Steering Committee membership must include all three initiating organizations; however, the nomination of members from the other regions is voluntary.

  1. Core Group Membership
    The list below identifies SM ICG participation as of the date this Terms of Reference was published:
    1. Initiating organizations:
      • United States (U.S.) Federal Aviation Administration (FAA), Aviation Safety (AVS)
      • European Aviation Safety Agency (EASA)
      • Transport Canada Civil Aviation (TCCA)
    2. Additional organizations:
      • Civil Aviation Authority of New Zealand (CAA NZ)
      • Civil Aviation Safety Authority (CASA) of Australia
      • National Civil Aviation Agency of Brazil (ANAC)
      • Civil Aviation Bureau of Japan (JCAB)
    Note: EASA is also represented by the following members: the Federal Office of Civil Aviation (FOCA) in Switzerland, Direction Générale de l'Aviation Civile (DGAC) in France, the United Kingdom Civil Aviation Authority (UK CAA), the Civil Aviation Authority of the Netherlands (CAA NL), and Aviation Safety and Security Agency (AESA) of Spain.
    The Core Group is responsible for leading workgroups and producing products. It is comprised of the initiating members and additional CAAs that have sufficient resources and expertise to contribute to group product development.
  2. Participant Group
    It is anticipated that representatives from additional CAAs that have less experience than Core Group members will participate in the SM ICG in the future. To that end, a Participant Group will be established. While the Core Group is responsible for leading projects and producing products, Participant Group members will be able to actively participate in project teams, review and test the products developed by the SM ICG, and provide feedback to the Core Group. Participant Group members will also share lessons learned and benefit from the collaboration within the SM ICG.
  3. Observers
    The ICAO Integrated Safety Management Section (ICAO/ISM) participates in the SM ICG as an Observer. It is further anticipated that representatives from States that have not yet developed or implemented safety management requirements will seek assistance and understanding from the SM ICG. Such States may also engage with the SM ICG as Observers. In addition, Observers may also include industry participants with whom information could be shared and input solicited. Observers will not actively participate in the development of SM ICG work plan objectives, but may be invited to attend bi-annual meetings and utilize SM ICG products.

    More information on membership requirements and guidance for membership requests can be found in Annex 1, Membership Guidelines for Applicants to the SM ICG.
Note: It is at the discretion of each member organization to determine the number of experts that will participate in the SM ICG. However, it is desirable for Core Group members to include representatives to each project team. When there are multiple representatives of a member organization in the SM ICG, a lead for that member organization shall be identified.

Areas of Interest

The projects of the SM ICG will be focused on particular areas of interest in order to complete specific objectives, or a set of objectives, and/or develop defined products. Project teams will be established by, and report to, the Steering Committee. The Project Lead will establish a statement of objectives and outcomes for his/her project and a project plan (to include deliverables, resource utilization, due dates, and interim milestones) to describe the work efforts. Areas of interest on which project teams may focus include standardization, promotion and guidance. A full list of prioritized projects will be maintained by the Steering Committee.

Roles and Responsibilities

  1. SM ICG Chair:
    • Schedules, arranges logistics (meeting space, teleconference bridge, etc.), and announces bi-annual meetings and teleconferences;
    • Leads the meetings and teleconferences;
    • Helps the SM ICG define its goals and objectives;
    • Establishes and maintains the SM ICG Terms of Reference and work plan;
    • Works with SM ICG representatives to identify tasks for the SM ICG and project priorities;
    • Promotes timely completion of SM ICG tasks;
    • Provides technical and policy leadership at meetings and in the preparation of reports;
    • Informs and updates CAAs and the aviation industry regarding the SM ICG and its efforts;
    • Coordinates SM ICG activities with the ICAO/ISM; and
    • Coordinates annual updates to SM ICG content on SKYbrary webpages.
  2. Steering Committee Members:
    • Identify global trends and strategic initiatives, and provide strategic direction regarding projects to the Core Group;
    • Prioritize projects;
    • Inform and update CAAs and industry regarding the SM ICG and its efforts;
    • Review SM ICG products to verify currency and continued relevance; and
    • Work with other representatives to identify tasks for the SM ICG and project teams.
  3. Core/Participant Group Representatives:
    • Review and approve projects prioritized by the Steering Committee;
    • Provide ideas and inputs into future SM ICG projects;
    • Participate in project teams and assist in the development of products;
    • Review and test the products produced by the SM ICG and its project teams;
    • Provide feedback on the products produced by the SM ICG and its project teams;
    • Share lessons learned and information regarding aviation safety and safety management;
    • Provide conduit the between SM ICG and experts in their home organizations and/or industry representatives in their home countries; and
    • Provide resources to support projects established by the SM ICG and assist in the development of SM ICG products.
  4. Observers:
    • Attend bi-annual SM ICG meetings by invitation of SM ICG Chair; and
    • Consider and provide feedback on SM ICG products.
  5. Project Leads:
    • Schedule, arrange logistics (meeting space, teleconference bridge, etc.), and announce project team meetings and teleconferences;
    • Lead the meetings and teleconferences;
    • Help define project goals and objectives;
    • Establish project expectations and work plan;
    • Promote timely completion of project tasks;
    • Provide technical and policy leadership at meetings and in the preparation of reports; and
    • Inform and update the SM ICG Chair regarding the project teams efforts.
More information regarding SM ICG governance can be found in Annex 2, Governance of the Safety Management International Collaboration Group.

Resource Requirements and Sources

Any costs associated with participation on the SM ICG or the project teams (including travel, communication/telephonic, material production, etc.) will be the responsibility of the representative’s home organization. If a representative cannot attend a meeting, he/she may send a stand-in representative. The representative will inform the stand-in representative sufficiently to support the project team.

Boundaries and Assumptions

The SM ICG is established for collaboration/harmonization and does not have authority over any of the participating organizations. The organizations participate voluntarily in the SM ICG. However, representatives will make every effort to reach a common understanding when making SM ICG decisions/recommendations or provide dissenting opinions explaining why a representative’s organization will not support a decision/recommendation. Each representative is expected to speak for his/her organization and share the organization’s position on the subject matter, rather than personal opinions.

Interfaces

The SM ICG will interface with various groups that are stakeholders in the aviation system, including:

  • Industry members and groups;
  • Commercial Aviation Safety Team (CAST), European Commercial Aviation Safety Team (ECAST), and other comparable organizations;
  • CAAs that have implemented or are implementing SMS; and
  • ICAO and safety management development groups, such as the ICAO Safety Management Panel (SMP).


Products and Outputs

  1. SM ICG products and outputs will include the development and support of:
    • A common understanding of SMS requirements, safety oversight processes, and safety measures;
    • Guidance material for regulatory authorities and industry which may include guidance and tools, safety behavior assessment tools, training material, and promotion/communication material;
    • Standard taxonomy, which may include standard hazard definition and taxonomy, common SMS and SSP terminology, and data sharing; and
    • Knowledge sharing between authorities.
  2. Review and Acceptance for SM ICG Products and Outputs
    As stated earlier, the SM ICG is established for collaboration/harmonization and does not have authority over any of the participating organizations. Therefore, products and outputs from the SM ICG should be reviewed and accepted by appropriate management within each individual Core Group member organization prior to the release of an SM ICG product. This review and acceptance of products facilitates the commitment to maintain a harmonized approach to SMS implementation.

    Products submitted to the SM ICG will be approved in accordance with Annex 3, SM ICG Product Approval Process. Once approved that product will be posted on SKYbrary to enable sharing with the international aviation community.


Group Operation

  1. SM ICG Meetings
    The SM ICG will meet bi-annually. Meetings will typically alternate between Europe and North America, however, exceptions may be requested. These will be working meetings and will provide a forum to:
    • Coordinate amongst the participants to ensure proper alignment of activities;
    • Review and accept SM ICG products for harmonized implementation;
    • Review and approve products;
    • Plan future tasks and identify the need for new projects;
    • Raise and resolve issues of common concern; and
    • Share SMS development activity, best practices, and lessons learned.
  2. SM ICG Teleconferences
    The SM ICG will hold regular teleconferences. During these teleconferences the group will:
    • Coordinate amongst the representatives to ensure proper alignment of activities;
    • Receive status and updates on SM ICG activities;
    • Receive status and updates on project team activities;
    • Plan future tasks and identify the need for new projects; and
    • Raise and resolve issues of common concern.
  3. Steering Committee
    The SM ICG Steering Committee will meet to face to face bi-annually. Teleconferences will be convened as agreed to by the committee members.
  4. Project Teams
    Project teams may hold meetings and teleconferences as agreed to by the Project Lead and team members.
  5. SM ICG and Project Decision Making
    The SM ICG and project teams will make every effort to reach a common understanding when making decisions. Decisions/recommendations will be documented. If a representative will not support a decision/recommendation, he/she will document a dissenting opinion or provide an alternative viewpoint which made be considered for inclusion in the document by the Steering Committee.
  6. Project Prioritization
    Projects will be prioritized in accordance with the criteria documented in Annex 4, Project Prioritization Process.

Annex 1: Membership Guidelines for Applicants to the SM ICG

The purpose of this annex is to provide guidance to applicants seeking membership in the SM ICG. To view the complete annex, download the full document below.

Annex 2: Governance of the SM ICG

This annex describes the governance of the SM ICG. It provides direction with respect to the SM ICG Steering Committee structure, the position of the SM ICG Chair, and the decision making process. To view the complete annex, download the full document below.

Annex 3: SM ICG Product Approval Process

This annex contains an SM ICG product approval flow chart. To view the complete annex, download the full document below.

Annex 4: Project Prioritization Process

This annex describes the process by which SM ICG projects are prioritized. It provides direction with respect to the SM ICG Steering Committee decision making process for proposed and existing projects. To view the complete annex, download the full document below.

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