SMS (Safety Management System)

The Safety Management System (SMS) module implements a comprehensive aviation safety program compliant with ICAO and regulatory requirements. It manages safety reporting, hazard identification, risk assessment, and mitigation planning.

Overview

SMS provides a complete framework for proactive safety management in aviation operations, from initial safety reports through risk mitigation and follow-up.

Key Features

Safety Reporting

Voluntary and obligatory safety reports with public submission portal

Hazard Identification

Systematic hazard analysis with risk evaluation and prioritization

Risk Management

Risk assessment matrix with pre and post-mitigation tracking

Mitigation Planning

Action plans with assigned responsibilities and follow-up controls

Safety Reporting System

Report Types

Voluntary Reports
Obligatory Reports

Employee-initiated safety reports for proactive hazard identification:

Voluntary Report:
- Report number (auto-generated)
- Report date
- Hazard identification date
- Location:
  - Danger location (general)
  - Airport location (if applicable)
  - Danger area (operational area)
- Description of observed hazard
- Possible consequences
- Reporter information (optional):
  - Name and last name
  - Phone and email
- Supporting documentation:
  - Images
  - Documents
- Status tracking
- Linked hazard identification

Confidential Reporting: Reporter information is optional to encourage reporting.

Required incident/accident reports per regulatory requirements:

Obligatory Report:
- Report number
- Incident details:
  - Date and time
  - Location
  - Description
- Flight information:
  - Flight number
  - Origin, destination, alternate
  - Flight time at incident
- Aircraft:
  - Aircraft involved
  - Pilot and co-pilot
- Incident classification:
  - Incident types (multiple selection)
  - Other incidents description
- Supporting documentation:
  - Images
  - Documents  
- Status
- Linked hazard identification

Incident Types: Bird strike, runway incursion, system failure, weather event, etc.

Public Reporting Portal

SMS includes a public-facing portal for safety report submission:

Accessible without authentication
Submit voluntary reports from any device
Submit obligatory incident reports
View safety bulletins
Take safety surveys

Public URL pattern: /acceso_publico/[company]/sms/crear_reporteThis encourages reporting from all personnel, including contractors and visitors.

Hazard Identification & Risk Analysis

Hazard Identification Process

Identify Hazard

Create hazard identification from safety report or proactive analysis

Describe Risk

Document the hazard, current defenses, and potential consequences

Analyze Risk

Assess probability and severity using risk matrix

Determine Action

Based on risk level, create mitigation plan or accept/monitor risk

Hazard Identification Structure

Hazard Identification:
- Danger description
- Current defenses in place
- Danger area (operational area)
- Danger type (classification)
- Location
- Possible consequences
- Consequence to evaluate (primary concern)
- Root cause analysis
- Information source:
  - Name
  - Type: PROACTIVO, REACTIVO, PREDICTIVO
- Risk management start date
- Risk analysis (probability × severity)
- Linked reports:
  - Voluntary report
  - Obligatory report
- Mitigation plan (if required)

Risk Analysis Matrix

Risk is assessed using Probability × Severity: Probability Levels:

Level	Description	Likelihood
5 - Frequent	Occurs regularly	> 1/100
4 - Occasional	Occurs sometimes	1/100 to 1/1,000
3 - Remote	Unlikely but possible	1/1,000 to 1/10,000
2 - Improbable	Very unlikely	1/10,000 to 1/100,000
1 - Extremely Improbable	Almost impossible	< 1/100,000

Severity Levels:

Level	Description	Impact
A - Catastrophic	Multiple fatalities, aircraft destroyed
B - Hazardous	Serious injury, major damage
C - Major	Injury, significant damage
D - Minor	Minor injury, minor damage
E - Negligible	No injury, minimal damage

Risk Result = Probability Number + Severity Letter Examples: 5A (highest risk), 1E (lowest risk)

Risk Acceptance Criteria

Risk Tolerance Levels

Based on the risk matrix result:

Intolerable (Red): Requires immediate mitigation (5A, 5B, 4A)
Undesirable (Yellow): Requires mitigation plan (4B, 3A, 5C)
Acceptable (Green): May be accepted with monitoring (1D, 1E, 2E)

Organization defines specific acceptance criteria.

Mitigation Planning

Mitigation Plan Structure

Mitigation Plan:
- Description
- Responsible person (overall plan owner)
- Start date
- Linked hazard identification
- Mitigation measures (actions)
- Post-mitigation risk analysis

Mitigation Measures

Each plan contains specific actions:

Mitigation Measure:
- Description (action to be taken)
- Implementation responsible (person executing)
- Implementation supervisor (oversight)
- Estimated completion date
- Actual execution date
- Follow-up controls (verification actions)
- Status tracking

Follow-Up Controls

Verify mitigation effectiveness:

Follow-Up Control:
- Date conducted
- Description of verification
- Linked mitigation measure
- Supporting documentation:
  - Images
  - Documents

Example Mitigation Plan

Hazard: Foreign object debris (FOD) on apronMitigation Plan:

Responsible: Safety Manager
Start: 2024-01-15

Measures:

Daily FOD Walks
- Responsible: Ramp Supervisor
- Supervisor: Safety Manager
- Estimated: 2024-01-20
- Follow-up: Weekly FOD walk logs review
Install FOD Containers
- Responsible: Facilities Manager
- Supervisor: Safety Manager
- Estimated: 2024-02-01
- Follow-up: Container usage inspection
Staff Training
- Responsible: Training Manager
- Supervisor: Safety Manager
- Estimated: 2024-01-30
- Follow-up: Training completion records

Post-Mitigation Risk: Reduced from 4B to 2C

Safety Promotion

SMS Activities

Plan and track safety promotion activities:

SMS Activity:
- Title and activity name
- Activity number
- Schedule:
  - Start and end date
  - Start and end time
- Location/place
- Topics covered
- Objective
- Description
- Personnel:
  - Authorized by (employee)
  - Planned by (employee)
  - Executed by
- Status
- Attendance tracking

Activity Types: Safety meetings, training sessions, toolbox talks, drills, audits

Attendance Management

Track employee participation:

Link employees to activities
Record attendance status
Generate attendance reports
Track training completion

Safety Training Integration

Links to course management:

Initial SMS training
Recurrent training
Training expiration tracking
Course completion status

Safety Bulletins

Publish safety communications:

Safety Bulletin:
- Date published
- Title
- Description
- Supporting documents
- Images
- Public visibility

Bulletins are accessible via public portal for wide distribution.

Safety Surveys

Create and distribute safety surveys:

Survey:
- Title and survey number
- Type: QUIZ or SURVEY
- Description
- Active status
- Location/setting
- Questions:
  - Text
  - Type: SINGLE (radio), MULTIPLE (checkbox), OPEN (text)
  - Required flag
  - Options (for single/multiple choice)
  - Correct answer (for quizzes)
- Answers count

Survey Results: Track responses, analyze trends, measure safety culture

SMS Statistics & Reporting

Dashboard Metrics

Report Statistics:
- Total reports (voluntary + obligatory)
- Open vs. closed reports
- Reports by area
- Report trends by month
Risk Statistics:
- Hazards by risk level (pre-mitigation)
- Hazards by risk level (post-mitigation)
- Risk reduction effectiveness
- Hazards by type
Activity Statistics:
- Planned vs. completed activities
- Attendance rates
- Training completion

Analytics & Trends

SMS Analytics Features

Reports by Area: Bar chart showing which operational areas generate most reports
Risk by Type: Pie chart of hazard classifications
Monthly Trends: Line graph of report volume over time
Pre vs. Post Risk: Compare risk levels before and after mitigation
Source Analysis: Reports by source type (proactive/reactive/predictive)
Mitigation Progress: Track open vs. closed mitigation plans

User Workflows

For All Personnel

Submit Safety Report:
- Use public portal or internal system
- Describe observed hazard or incident
- Provide details and supporting evidence
- Submit (optional: provide contact info)
Participate in Safety Activities:
- Attend safety meetings
- Complete safety training
- Respond to safety surveys

For Safety Staff

Process Reports:
- Review submitted safety reports
- Create hazard identifications
- Conduct risk analysis
- Determine if mitigation required
Manage Mitigation:
- Create mitigation plans for high-risk hazards
- Assign mitigation measures to responsible parties
- Track implementation progress
- Verify effectiveness through follow-up controls
Safety Promotion:
- Plan and schedule SMS activities
- Publish safety bulletins
- Create and distribute surveys
- Analyze safety trends

Regulatory Compliance

ICAO SMS Framework Alignment:The module supports the four pillars of SMS:

Safety Policy: Document safety objectives and promotion activities
Safety Risk Management: Hazard identification and risk analysis
Safety Assurance: Monitoring through follow-up controls and metrics
Safety Promotion: Training, bulletins, surveys, and activities

Integration with Operations

Planning Integration

Safety reports can reference specific aircraft, work orders, or flight operations

Training Integration

SMS training requirements link to course management and employee records

Incident Response

Obligatory reports trigger investigation and mitigation workflows

Continuous Improvement

Analytics identify trends for proactive safety improvements

Getting Started

Core Concepts

Modules

User Guides

​Overview

​Key Features

Safety Reporting

Hazard Identification

Risk Management

Mitigation Planning

​Safety Reporting System

​Report Types

​Public Reporting Portal

​Hazard Identification & Risk Analysis

​Hazard Identification Process

​Hazard Identification Structure

​Risk Analysis Matrix

​Risk Acceptance Criteria

​Mitigation Planning

​Mitigation Plan Structure

​Mitigation Measures

​Follow-Up Controls

​Safety Promotion

​SMS Activities

​Attendance Management

​Safety Training Integration

​Safety Bulletins

​Safety Surveys

​SMS Statistics & Reporting

​Dashboard Metrics

​Analytics & Trends

​User Workflows

​For All Personnel

​For Safety Staff

​Regulatory Compliance

​Integration with Operations

Planning Integration

Training Integration

Incident Response

Continuous Improvement

Build docs developers (and LLMs) love

Overview

Key Features

Safety Reporting System

Report Types

Public Reporting Portal

Hazard Identification & Risk Analysis

Hazard Identification Process

Hazard Identification Structure

Risk Analysis Matrix

Risk Acceptance Criteria

Mitigation Planning

Mitigation Plan Structure

Mitigation Measures

Follow-Up Controls

Safety Promotion

SMS Activities

Attendance Management

Safety Training Integration

Safety Bulletins

Safety Surveys

SMS Statistics & Reporting

Dashboard Metrics

Analytics & Trends

User Workflows

For All Personnel

For Safety Staff

Regulatory Compliance

Integration with Operations