9/18/20

 

8900.1 CHG 722

VOLUME 10  SAFETY ASSURANCE SYSTEM POLICY AND PROCEDURES

CHAPTER 3  PLANNING

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Section 3  Safety Assurance System: Office Workload List (OWL) Activity and Task Planning

10-3-3-1    GENERAL. This section describes the policy for managing planned activities and tasks in the OWL. The OWL is used to plan, track, and view all office activities and tasks. See Volume 10, Chapter 3, Section 3, Appendix 10-1 for additional information related to Activity Recording (AR).

A.    Purpose. To provide employees and managers guidance when planning activities and tasks in the OWL.

B.    Scope. The Office of Air Carrier Safety Assurance (ACSA) and the Office of General Aviation Safety Assurance (GASA) must use the OWL to plan, track, and view all office activities and tasks. The Office of Foundational Business (AFB) and the Office of Safety Standards (OSS), at the discretion of the division manager, may use other processes or programs to plan and track work.

10-3-3-3    RESERVED.

10-3-3-5    BACKGROUND. The OWL is used to manage activities and tasks not associated with the Comprehensive Assessment Plan (CAP). The OWL replaces the Regional Automated Modular Planning System (RAMPS) and the Assessment and Planning Tools (APT) previously used to plan annual National Flight Standards Work Program Guidelines (NPG) activities. When planning activities, use the appropriate activity codes provided in Flight Standards (FS) policy. Planned activities and tasks populate the OWL and, when resourced, the Individual Work Plan (IWP).

A.    Activities. Items that are populated on the OWL include:

    Planned (non-NPG);

    On-the-job training (OJT);

    NPG;

    Integrated Airman Certification and Rating Application (IACRA); and

    Designee oversight (Designee Management System (DMS)).

B.    Tasks. The Office Manager (OM), Frontline Manager (FLM), certification program manager (CPM), or their delegate adds tasks to the OWL. Tasks may include:

    Accidents/incidents/occurrences/pilot deviations;

    Enforcements;

    Whistleblower complaints;

    Congressional inquiries;

    Complaints;

    Freedom of Information Act (FOIA) requests;

    Initial certification;

    Certificate holder requests (e.g., manual review, operations specification (OpSpec) revision, etc.);

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    Shared resource requests;

    Field approvals;

    Public outreach/education/safety requests;

    Airshows;

    Quality Management System (QMS) processes;

    Flight Standards Inspector Resource Program (FSIRP) Request; and

    All other tasks that require tracking in the OWL.

1)    There are four safety areas for consideration when planning and resourcing activities and tasks: surveillance, investigation, certification, and aviation education.
2)    The OM/FLM must review and close all submitted tasks in the OWL.

10-3-3-7    PLANNED ACTIVITY.

Figure 10-3-3A.  Planned Activity Flowchart

Figure 10-3-3A. Planned Activity Flowchart

10-3-3-9    PLANNED ACTIVITY PROCEDURES.

A.    Add Planned Activity to OWL (see flowchart process step 10-3-3-9A). Employees and the OM, FLM, CPM or their delegate add planned activities in the OWL by selecting “Add Planned Activity,” which activates the “Planned” checkbox.

1)    OJT activities are added in the OWL in accordance with Federal Aviation Administration (FAA) Order 3140.20, Flight Standards Service National Training Program. OJT activities require resourcing. Employees select assigned OJT activities from their IWP.
2)    Employees may add activities related to a task.
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B.    Submit Planned Activities (see flowchart process step 10-3-3-9B). The OM, FLM, CPM, or their delegate submits OWL planned activities for resourcing. See Volume 10, Chapter 4, Section 1.

10-3-3-11    NPG ACTIVITIES.

Figure 10-3-3B.  NPG Activities Flowchart

Figure 10-3-3B. NPG Activities Flowchart

10-3-3-13    NPG ACTIVITIES PROCEDURES.

A.    Receives Notification FY NPG Plan is Loaded in OWL (see flowchart process step 10‑3‑3‑13A). The FLM and employees receive notification that the next fiscal year (FY) NPG plan has populated in the OWL.

B.    Conduct Risk and Safety Assessment (see flowchart process step 10-3-3-13B). FAA Order 1800.56, National Flight Standards Work Program Guidelines, provides the baseline requirements for a comprehensive oversight program containing surveillance activities to validate certificate holder programs and systems. The employee must conduct a risk and safety assessment of their assigned certificate holders, which includes a review of the results of prior inspections and significant events. Use the Safety Performance Analysis System (SPAS) and any other relevant information for risk and safety assessments. Employees will use the results of their risk and safety assessments to create their annual NPG work programs, which include additional activities beyond the baseline requirements as well as regular safety reassessments. Principal inspectors (PI) must act upon emerging trends, safety concerns, and changes in the aviation environment as they develop. Employees base annual work programs solely on risk, and not on staffing or budget.

C.    Validate NPG Activities (see flowchart process step 10-3-3-13C). Employees must use Order 1800.56 to validate NPG activities populated in the OWL.

D.    Add NPG Activities (see flowchart process step 10-3-3-13D). Employees will add NPG activities based on the results of the risk and safety assessment to ensure a comprehensive annual NPG surveillance work program.

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E.    Modify and Submit NPG Activities (see flowchart process step 10-3-3-13E). The FLM may modify NPG activities. Certain NPG activities allow FLM selection of the certificate holder, specialty, or activity code. The FLM should make modifications soon after notification that NPG activities are loaded in the OWL in order for employees to complete annual NPG planning. The FLM submits NPG activities in the OWL for resourcing. See Volume 10, Chapter 4, Section 1.

10-3-3-15    IACRA ACTIVITIES. IACRA activities populate the OWL in an “Open” or “Closed” status. Open activities may be resourced, modified, or completed. Closed activities are viewable, but cannot be modified.

10-3-3-17    DMS ACTIVITIES. Designee oversight activities populate the OWL and the IWP of the assigned employee. DMS records cannot be worked in SAS because all data collection functions are performed in DMS. DMS is accessed from the IWP by clicking the hyperlink in the “Code/Title” column.

10-3-3-19    TASKS.

Figure 10-3-3C.  Task Flowchart

Figure 10-3-3C. Task Flowchart

10-3-3-21    TASK PROCEDURES.

A.    Identify New Task (see flowchart process step 10-3-3-21A). An employee or the OM, FLM, CPM, or their delegate identifies a new task that requires resourcing.

B.    Add Task to OWL (see flowchart process step 10-3-3-21B). The OM, FLM, CPM, or their delegate adds a task by selecting “Add New Task” in the OWL. There are six task types:

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    Certification Tracking,

    Investigation Tracking,

    Divisional/National Tracking,

    General Correspondence Tracking,

    Notice Tracking, and

    Miscellaneous.

C.    Submit OWL Tasks (see flowchart process step 10-3-3-21C). The OM, FLM, CPM, or their delegate submits OWL tasks for resourcing. See Volume 10, Chapter 4, Section 1.

NOTE:  Employees notify OMs, FLMs, CPMs, or delegated users of work requests received from certificate holders, applicants, or any other source.

10-3-3-23 through 10-3-3-29 RESERVED.