Form 10010 SMS Manual Review Checklist

Ministry of Civil Aviation Safety Management System General Directorate Doc Nr.
10010
Egyptian Civil Aviation Authority Policy and Procedures Manual
Form 10010-05
SMS Manual Review Checklist
- Name of the organization ………………………………. SMS Manual issue/revision – Date……………………………….
- Date of first submission…………………………………. Date of second submission (if applicable) ……………………….
- Starting 5/2024 – the following must be applied:
 If the checklist is filled and submitted manually to ECAA-SMSGD, then the organizations’ safety manager is required
to sign each paper at the bottom below each response phase column.
 If the checklist is submitted via the organization’s official email to the official email of ECAA Safety Management
System General Directorate, then the checklist and a printout or the screenshot of the emails must be retained.
 For both cases as indicated above, for certification of a newly established organization, the checklist must be retained
by ECAA in-accordance with the established certification process, in the case of updating the SMS manual, the ECAA-
SMSGD shall retain this checklist for 2 issues/revisions (the current and the previous)
SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

Yes SMS N/A Comments or Review Response Final
Manual Reason and to Review
Reference for N/A Comments ECAA comments
item
1- SMS Manual document control.
a. Hard copy or controlled
electronic media and
distribution list.
b. The correlation between

the SMS manual and
other existing manuals
such as the
Maintenance Control
Manual (MCM) or the
Operations Manual.
c. The process for periodic

review of the manual
and its related
Issue 6, Rev. 0 Dated Apr 2024 Page 1 of 22

Ministry of Civil Aviation Safety Management System General Directorate Doc Nr. 10010

item
forms/documents to
ensure their continuing
suitability, adequacy and
effectiveness.
d. The manual’s
administration, approval
by the Accountable
Executive and regulatory
acceptance process.
e. Description of the
system for the
annotation of pages and
their effective dates.
f. List of effective pages

and effective dates.
g. Revision highlights.
h. Cross-reference
documents (Quality
Manual, Engineering
Manual, etc.)
2- SMS Regulatory Requirements.

a. Spell out the current
ECAA SMS
regulations/standards
Include the compliance
timeframe and advisory


item
material references as
applicable.
b. Where appropriate,
elaborate on or explain
the significance and
implications of the
regulations to the
organisation.
c. Establish a correlation
with other safety-related
requirements where
appropriate.
d. Cross-reference
documents (ECAA SMS
regulation/requirement
references, EACs, SMS
guidance document
references, etc.)
3- System description: Scope and integration of the safety management system.

a. System description:
description of the nature
of the organisation’s
aviation activities and
operating environment
b. Applicability: major
areas, departments,
workshops and facilities
of the organisation within


item
which the SMS will
apply.
c. Identify the major
processes, operations
and equipment which
are deemed eligible for
the organisation’s
Hazard Identification and
Risk Management HIRM
program, especially
those which are
pertinent to aviation
safety. If the scope of
the HIRM eligible
processes, operations
and equipment is too
detailed or extensive, it
may be controlled under
a supplementary
document as
appropriate. (Cross
reference to the
supplementary
document).
d. Where the SMS is
expected to be operated
or administered across a
group of interlinked
organisations or
contractors, define and
document such
integration and
associated


item
accountabilities as
applicable.
e. Where there are other
related
control/management
systems within the
organisation, such as
QMS, OSHE and SeMS,
identify their relevant
integration (where
applicable) within the
aviation SMS.
f. Cross-reference
documents (Quality
Manual, Engineering
Manual, etc.)
4- Safety policy (including disciplinary regime) and safety objectives.

4-1 Safety policy:
a. The safety policy should

be appropriate to the
size and complexity of
the organisation.
b. The safety policy states

the organisation’s
intentions, management
principles and
commitment to
continuous improvement


item
in aviation safety.
c. The safety policy is

approved and signed by
the Accountable
Executive.
d. The safety policy is

promoted by the
Accountable Executive
and all other managers.
e. The Procedure and

frequency for periodic
review of the Safety
Policy.
f. Personnel at all levels

are involved in the
establishment and
maintenance of the
Safety Management
System.
g. The safety policy is

communicated to all
employees with the
intent that they are made
aware of their individual
safety obligations.
h. Cross-reference


item
documents for safety
policy (Quality policy,
OSHE safety policy, etc.)
4-2 Safety objectives:
a. The safety objectives

have been established.
b. The safety objectives

are expressed as a top-
level statement
describing the
organisation’s
commitment to achieving
safety.
c. There is a formal
process to develop a
coherent set of safety
objectives.
d. The safety objectives

are announced,
communicated and
distributed.
e. Resources have been

allocated for achieving
the objectives.
f. The safety objectives

are linked to safety


item
indicators to facilitate
monitoring and
measurement where
appropriate.
g. Cross-reference
documents (Safety
Performance Indicators
document, etc.)
5- Safety accountabilities, responsibilities, and authorities.
a. The Accountable
Executive is responsible
for ensuring that the
Safety Management
System is properly
implemented and is
performing to
requirements in all areas
of the organisation.
b. An appropriate safety
manager, safety
committee and Safety
Action Group(s) have
been appointed as
appropriate.
c. Safety authorities,
responsibilities and
accountabilities of
personnel at all levels of
the organisation are
defined and


item
documented.
d. All personnel understand

their authorities,
responsibilities and
accountabilities with
regard to all safety
management processes,
decisions and actions.
e. An SMS organisational
accountabilities diagram
is available.
f. Cross-reference
documents (organization
exposition manual,
administration manual,
etc.)
6- Coordination of emergency response planning.

a. The organisation has an
emergency plan that
outlines the roles and
responsibilities in the
event of a major
incident, crisis or
accident.
b. There is a notification
process that includes an
emergency call list and


item
an internal mobilization
process.
c. The organisation has

arrangements with other
agencies for aid and the
provision of emergency
services as applicable.
d. The organisation has

procedures for
emergency mode
operations where
applicable.
e. There is a procedure for

overseeing the welfare
of all affected individuals
and for notifying next of
kin.
f. The organisation has
established procedures
for handling the media
and insurance-related
issues.
g. There are defined
accident investigation
responsibilities within the
organisation.
h. The requirement for
preservation of


item
evidence, securing the
affected area, and
mandatory/
governmental reporting
is clearly stated.
i. There is emergency
preparedness and
response training for
affected personnel.
j. A disabled aircraft or
equipment evacuation
plan has been
developed by the
organisation in
consultation with
aircraft/equipment
owners, aerodrome
operators or other
agencies as applicable.
k. A procedure exists for

recording activities
during an emergency
response.
l. Cross-reference
documents (ERP
manual, etc.)
7- SMS documentation record management.

a. The organisation has an


item
SMS record or archiving
system that ensures the
retention of all records
generated in conjunction
with the implementation
and operation of the
SMS.
b. Records to be kept
include hazard reports,
risk assessment reports,
Safety Action Group(s),
safety committee
minutes of meeting,
Safety Performance
Indicator charts, staff
safety meetings, SMS
audit reports and SMS
training records.
c. Records should be
traceable for all
elements of the SMS
and be accessible for
routine administration of
the SMS as well as
internal and external
audits purposes.
d. Cross-reference
documents (Archival
system preferably


item
electronic)
8- Voluntary and mandatory safety reporting system processes and procedures.

a. The organisation has a
procedure that provides
for the capture of
internal occurrences
including accidents,
incidents and other
occurrences relevant to
SMS.
b. A distinction is to be
made between
mandatory reports
(accidents, serious
incidents, major defects,
etc.), which are required
to be notified to the
ECAA, and other routine
occurrence reports,
which remain within the
organisation.
c. There is also a voluntary

and confidential
hazard/occurrence
reporting system,
incorporating
appropriate identity/data


item
protection as applicable.
d. The respective reporting

processes are simple,
accessible and
commensurate with the
size of the organisation.
e. High-consequence
reports and associated
recommendations are
addressed to and
reviewed by the
appropriate level of
management.
f. Reports are collected in

an appropriate database
to facilitate the
necessary analysis.
g. Cross-reference
documents (ECAA
Reporting system,
internal hazard reporting
system, etc.)
9- Hazard identification and safety risk assessment processes and procedures.
a. There is a structured
process for risk
assessment involving
the evaluation of
severity, likelihood,
tolerability and


item
preventive controls.
b. Hazard identification and

risk assessment
procedures focus on
aviation safety as their
fundamental context.
c. The risk assessment

process utilizes
worksheets, forms or
software appropriate to
the complexity of the
organisation and
operations involved.
d. Completed safety
assessments are
approved by the
appropriate level of
management.
e. There is a process for

evaluating the
effectiveness of the
corrective, preventive
and recovery measures
that have been
developed.
f. There is a process for

periodic review of


item
completed safety
assessments and
documenting their
outcomes.
g. Cross-reference
documents (Hazard/Risk
register, safety
assessments, etc.)
10- Safety related investigation procedures.
a. Procedures to ensure
that reported accidents
and incidents are
investigated internally.
b. Dissemination of
completed investigation
reports internally as well
as to the ECAA as
applicable.
c. A process for ensuring
that corrective actions
taken or recommended
are carried out and for
evaluating their
outcomes/effectiveness.
d. Procedure on
disciplinary inquiry and
actions associated with
investigation report
outcomes.
e. Clearly defined
conditions under which
punitive disciplinary
action would be
considered (e.g. illegal


item
activity, recklessness,
gross negligence or
wilful misconduct).
f. A process to ensure that

investigations include
identification of active
failures as well as
contributing factors and
hazards.
g. Investigation procedure
and format provides for
findings on contributing
factors or hazards to be
processed for follow-up
action by the
organisation’s hazard
identification and risk
management system
where appropriate.
h. Cross-reference
documents
(Investigation reports,
risk register, etc.)
11- Procedures for establishing and monitoring safety performance.

a. The formal process to
develop and maintain a
set of Safety
Performance Indicators
and their associated
performance targets.


item
b. Correlation established
between the SPIs and
the organisation’s safety
objectives where
applicable and the
process of regulatory
acceptance of the SPIs
where required.
c. The process of
monitoring the
performance of these
SPIs including remedial
action procedure
whenever unacceptable
or abnormal trends are
triggered.
d. Any other
supplementary SMS or
safety performance
monitoring and
measurement criteria or
process.
e. Cross-reference
documents (SPI, SPT,
Alert Level documents
and charts)
12- Management of change procedures


item
a. Procedures to ensure
that substantial
organisational or
operational changes
take into consideration
any impact which they
may have on existing
safety risks.
b. Procedures to ensure
that appropriate safety
assessment is
performed prior to
introduction of new
equipment or processes
which have safety risk
implications.
c. Procedures for review of

existing safety
assessments whenever
there are changes to the
associated process or
equipment.
d. Cross-reference
documents (Company
procedures relating to
management of change,
etc.)


item
13- Continuous improvement and SMS Internal audit procedures.
a. The process for regular
internal audit/review of
the organisation’s SMS
to ensure its continuing
suitability, adequacy and
effectiveness.
b. Describe any other

programs contributing to
continuous improvement
of the organisation’s
SMS and safety
performance. (ISO
systems, etc.)
c. Cross-reference
documents (Internal
audits, safety survey
results, etc.)
14- Safety promotion strategy including safety training, education and communication strategy.
a. The training syllabus,

eligibility and
requirements are
documented.
b. There is a validation
process that measures
the effectiveness of
training.


item
c. The training includes
initial, recurrent and
update training, where
applicable.
d. The organisation’s SMS

training is part of the
organisation’s overall
training program.
e. SMS awareness is
incorporated into the
employment or
indoctrination program.
f. The safety
communication
processes/channels
within the organisation.
g. Cross-reference
documents (individual
training records, types of
communication
channels, etc.)
For official use by ECAA – SMSGD (granting acceptance)

Inspector Name: SMSGD General Manager name:
Signature: Signature:

Date: Date:

Form 10010 SMS Manual Review Checklist

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Ministry of Civil Aviation Safety Management System General Directorate Doc Nr.

SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

b. The correlation between

c. The process for periodic

Issue 6, Rev. 0 Dated Apr 2024 Page 1 of 22

SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

f. List of effective pages

2- SMS Regulatory Requirements.

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

3- System description: Scope and integration of the safety management system.

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

Issue 6, Rev. 0 Dated Apr 2024 Page 4 of 22

SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

4- Safety policy (including disciplinary regime) and safety objectives.

a. The safety policy should

b. The safety policy states

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

c. The safety policy is

d. The safety policy is

e. The Procedure and

f. Personnel at all levels

g. The safety policy is

Issue 6, Rev. 0 Dated Apr 2024 Page 6 of 22

SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

a. The safety objectives

b. The safety objectives

d. The safety objectives

e. Resources have been

f. The safety objectives

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

d. All personnel understand

6- Coordination of emergency response planning.

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

c. The organisation has

d. The organisation has

e. There is a procedure for

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

k. A procedure exists for

7- SMS documentation record management.

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

8- Voluntary and mandatory safety reporting system processes and procedures.

c. There is also a voluntary

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

d. The respective reporting

f. Reports are collected in

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SMS Manual Contents Organization’s Response ECAA Initial Organization ECAA

b. Hazard identification and

c. The risk assessment

e. There is a process for

f. There is a process for

Issue 6, Rev. 0 Dated Apr 2024 Page 15 of 22