2/10/16

 

8900.1 CHG 445

VOLUME 15  FAA Safety TEAM POLICIES AND PROCEDURES

Indicates new/changed information.

Chapter 3  DATA COLLECTION, ANALYSIS, AND REPORTING

Section 4  Developing the Flight Standards District Office Aviation Activity Report

15-3-4-1    GENERAL. The Federal Aviation Administration (FAA) Safety Team (FAASTeam) Program Managers (FPM) and/or the Regional FAASTeam Point of Contact (RFPOC) will use data to develop reports that prioritize unsafe conditions, hazards, and unacceptable risks within each Flight Standards District Office (FSDO) district.

A.    Purpose. This task describes the procedures for FPMs and/or RFPOC to use in preparing the FSDO Aviation Activity Report using the National FAASTeam Excel Guide/FSDO Aviation Activity Report Work Instruction located on the National FAASTeam SharePoint site.

B.    Scope. This task is applicable to all FPMs and the FSDO Management Team. FPMs, in collaboration with their FSDO Management Team, should accomplish this task at least annually and revise as needed to ensure that high risk areas are targeted. The report identifies aviation accidents, incidents, runway incursions, pilot deviations, maintenance failure to follow procedures etc. within each FSDO district area. The report should be presented to each FSDO Management Team prior to the beginning of each fiscal year (FY) to allow targeting of specific concerns, planning surveillance activities, allocation of FSDO resources (personnel and budget requirements) and FAASTeam safety promotion activities.

15-3-4-3    TASK PREREQUISITES AND SIGNIFICANT INTERFACES.

NOTE:  This task requires knowledge of the FAA accident investigation procedures and system safety principles, qualification as an aviation safety inspector (ASI), and appointment as an FPM.

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A.    Program Tracking and Reporting Subsystem (PTRS) Activity Code.

1)    Operations: 2680.
2)    Maintenance: 4680.
3)    Avionics: 6680.

B.    Significant Interfaces. This task requires coordination with the following organizations or individuals:

    National FAASTeam Branch (AFS-850) manager and staff;

    Flight Standards Field Office (FSFO) Management Team;

    RFPOC;

    Regional division managers; and

    FAASTeam Representatives (REP).

C.    Automation Tools. [Reserved]

D.    References.

1)    Legal References. [Reserved]
2)    Regulatory Guidance. [Reserved]
3)    Procedural Guidance (current editions):

    FAA Order 1380.51, Program Tracking and Reporting Subsystem.

    PTRS Procedures Manual (PPM).

    FAA Order 8900.1, Flight Standards Information Management System (FSIMS).

4)    Additional Guidance. [Reserved]

E.    Forms. FAA Form 8000-36, Program Tracking and Reporting System Data Sheet.

F.    Job Aids. The National FAASTeam Excel Guide/FSDO Aviation Activity Report Work Instruction.

15-3-4-5    BACKGROUND. This report has proven to be a highly effective way to identify trends in accidents, incidents, unsafe conditions and to target the common factors in the FPM’s FSDO district. The report also promotes the efficient use of available resources. The report is a tool that supports the goals of the FAA’s Strategic Initiatives. The FSDO report is a document to identify the precursor events that may lead to accidents and incidents such as unscheduled activity, PDs, runway incursions, and maintenance errors. The report promotes data analysis and mitigating strategy development specific to the safety educational awareness needs of the local aviation communities. The report may be customized to fit any area of aviation activity.

15-3-4-7    DEVELOPING THE ANNUAL FSDO AVIATION ACTIVITY REPORT PROCESS FLOW.

Figure 15-3-4A.   Developing the Annual Flight Standards District Office Aviation Activity Report Process Flowchart

Figure 15-3-4A. Developing the Annual Flight Standards District Office Aviation Activity Report Process Flowchart

15-3-4-9    PROCEDURES.

A.    Open PTRS Record (see flowchart process step 15-3-4-9A).

B.    Download Standardized Templates (see flowchart process step 15-3-4-9B). Download the standardized template from the National FAASTeam Excel Guide/FSDO Aviation Activity Report Work Instruction. FPMs should review the Work Instruction for awareness and understanding on how to create a FSDO Report.

C.    Import Data and Create Report (see flowchart process step 15-3-4-9C). Import the data previously collected and create the FSDO Report. Once the Excel spreadsheet data is collected, the FPM will then populate their FSDO Report template with this data.

NOTE:  The sample report template is only representative of a generic example. The report and chart information does not reflect all possible and significant outcomes and should be changed to include more or less information that is appropriate to your district area.

D.    Review the FSDO Report for Completeness and Accuracy (see flowchart process step 15‑3‑4‑9D).

1)    Each FPM will ensure the report contains all elements per the work instructions.
2)    Some variances may occur as directed per the FSDO Management Team.

E.    Develop Mitigation Strategies and Action Items (see flowchart process step 15-3-4-9E). Develop mitigation strategies and action items to reduce accident/incident risk.

1)    The FPM and FSDO Management Team will work together and analyze the appropriate data in the FSDO Report and identify the unsafe conditions, hazards and unacceptable risks. They will develop and implement the mitigation strategies outlined in the FSDO Report to ensure an acceptable level of safety for both airmen and the general public.
2)    Other mitigation strategies can be included in the FSDO Report such as:
a)    An increase in FSDO surveillance activities.
b)    Focused educational outreach using seminars and safety events.
c)    Targeted communication through Webinars, Web postings, and mailings.
d)    Presenting FSDO report data at appropriate aviation safety events and meetings.
e)    Collaborating with State aviation agencies and other aviation organizations.
f)     Initiate a Safety Recommendation (when appropriate).
3)    The FPM should routinely meet with local FSDO management to review the action plan implementation from the report. The effectiveness of the actions will be reflected in future reports.
4)    The FPMs will also share the report with FAASTeam REPs to solicit any other mitigation strategy recommendations deemed necessary from the report.

F.    Close PTRS Record (see flowchart process step 15-3-4-9F).

15-3-4-11    TASK OUTCOMES. The completion of this task results in:

    Establishing a valid profile of area accident/incident causal factors;

    The identification of trends in each Region and FPM’s FSDO district; and

    Implementing mitigation strategies to ensure an acceptable level of safety both for airmen and the general public.

15-3-4-13    FUTURE ACTIVITIES. The FPM will need to accomplish this task at least on an annual basis. More frequent data collection and analysis may be justified if there are substantial changes in the incident/accident rate in any given FSDO district area or if the FSDO Management Team makes a request.

15-3-4-15 through 15-3-4-25 RESERVED.