Legend
Current Employer
Auditor
Security
Lead Investigator
Investigation Team
SMS Department
Safety and Security Processes
Safety Risk Management
Add notes such as business rules here
Managing Airside infractions
Managing the certification process for AVOP
Employee
Returning
Current
New
Aviation Safety Investigation
Safety Issue adequately addressed?
Review results
Share Results/safety recommendations with accountable person
Write investigation report
Determine contributing factors
Analyze collected evidence
Collect evidence
determine investigation team
Sufficient Information contained in report?
yes
no
REquest information from reporter/department
Further investigation needed
File report for monitoring
Mandatory occurence report?
SMS dept submit to TSB Canada
SMS Department performs ERCS classification and preliminary analysis
Is this a process done in another system or manually?
SMS Department reviews report
SMS Department receives
Safety report
What is the source (or sources) for this report ?
Concern Review process ?
Renew or Terminate
Renew
New Employer comes to pass office with documentation &
to sign T&C
Terminate
GTAA Business Owner notices Pass Office of contract termination
Employer & GTAA Business Owner review/renegotiate contract
Employer & GTAA Business Owner are notified of upcoming contract expiry
Concern Review needed?
Pass Office updates identity for employer in PIAM
Pass Office makes in person appointment to confirm documentation/have T&C signed by Signing Authority
Safety officer performs concern review
GTAA Business Owner is responsible to vetting information from new employer, ensuring contract is valid
? Conducts control analyis
Close or move to level 2 ?
Level 2
Conduct SRF review
Pass ?
Fail
Pass
SMS Officer Notifies SMS Coordinator file ready for SRF
Notifies SMS officer of CAP completion (with proof/evidence) of completion)
Control Owner implements CAPS and adjust the control as required
? notifies control owner of CAPS
? determines CAPS
? determines root causes
? conducts level 2 analysis
Close
With corrective actions?
corrective actions
Monitor reports for recurrence
No corrective actions
monitor/track and trend. No CAP assigned. List migrations.
SMS coordinator reviews item
Trigger
Proactive/reactive finding from QA, Security or other Safety System
Trend report
Reported incident
Should the GTAA Business owner not proceed with a contract, the process ends before the pass office is engaged
Quality Process
Audit Process
Business Rules
- Employer must have a valid contract or LTO with the GTAA
- Each employer must have at least one signing authority
- Employers access will be dictated by the contract
- The validity date of signatory must be less than or equal to Company's Contract expiry date.
- GTAA Business Owner must sponsor an Employer and request access
Where findings identified ?
GTAA Business Owner determines if they are entering into a contract with the potential new employer
Additional documentation to applicable file and upload to Ishare
Monitor Corrective actions until complete
e
Once corrective action plan is recieved from applicable Manager, file corresponding audit file
File Final audit report...
audit checklist, finding forms and supporting documentation in CSS office and upload to "Ishare"
Place findings on appropriate log for tracking of corrective actions
Discuss findings with applicable manager and assist with development of corrective actions
Send copy of Final Audit Report
including Finding Forms to Auditee
Review and gather appropriate signatures on Final Audit Report
Complete Final Audit Report
Complete applicable Audit Finding form
Close audit
File Final Audit Report...
Audit checklist and supporting documentation in CSS office and upload in "Ishare"
Assuming "Ishare" is now "SharePoint"
Send copy of Final Audit Report to auditee
Review and gather appropriate signatures on Final audit report
and Audit checklist
Complete Final audit report
Meet with auditee to review completed audit checklist
Document all evidence and results on Audit Checklist
Gather evidence as required to validate criteria of audit
Schedule interviews where applicable
Meet with auditee to review audit process and audit checklist
Prepare audit checklist
Gather documentation to review and identify individuals to interview
Auditor to Review Audit Plan and determine Scope and Type of Audit
- What triggers the audit?
OHS
(Occupational Health)
Future State
GBO decides if
request can move forward?
FAO makes decision
If rejected, a rejection notification will be sent to SA and Applicant and request will end there. SA will submit a new request.
Approve
Request will be routed to GTAA Security Team member.
GTAA Security reviews/makes decision
If Approved, Access Levels will be provisioned in PACS (i.e. CCURE).pic
GTAA Security Team member adds the Access Level as per the Facility name added by SA. Click Accept button and approves or rejects the request.
Reject
If rejected, request will end there with no provisioning and a rejection notification will be sent to the Applicant and SA.
Facility Access Owner verifies the details added by GTAA Business owner and Signing Authority
Request will be routed to
the Facility Access Owner (FAO)
for approval.
GTAA Business owner (GBO)
reviews request
SA authority sends request to GTAA Business Owner
OHS assigns Leve 1 validation to Functional Manager
OHS generates reports
Functional Managel performs Level 1 validation
Level 1 complete ?
Yes
No
OHS assigns Level 1 validation to Functional Manager
- Finding and confirming with the appropriate Facility access owner
- Finding and confirming with appropriate contract owner
- Finding and confirming with security
OHS department is receives and reviews details
LogicManager generates #
On receipt of the notification, the designated employee from the OHS department does the assessment of the reported incident. There are four tasks that needs to be completed:
- Review of the Incident/Concern Summary
- Safety Group Initial Assessment
- Occupational Health and Safety Administrative
- Level1 – Validation
If medical help...
Perform tasks including checking employee againt HR report
GTAA Employee reports incident
(via LogicManager)
- Reporting for
- Safety Concern
- Injury reporting
- Illness reporting
- Near miss reporting
- Using the Health & Safety reporting form (Health & Safety Reporting Form available on the desktop of all employees) or reporting QR code, any GTAA employee can report a workplace health & safety incident. A picture of the icon on the desktop is placed at Appendix ‘B’.
- The form can also be submitted for: Airport Employee (Non-GTAA), GTAA Contractor, GTAA Employee, Passenger. The present SOP is focussed on incident management raised by GTAA employee only.
- The GTAA employee must complete the incident/concern summary in the form. The screenshot of the form to be completed is placed at Appendix ‘B’.
- The GTAA employee must complete in the date in the Subject line. No names or personal identification should be mentioned in the summary line.
- ‘GTAA Employee’ option must be selected in the ‘Parties involved’ field.
- When selecting GTAA Employee, the ‘Type of safety report’ field will be enabled. From the pull-down menu either – ‘Safety Concern’, ‘Injury’, ‘Illness’, or ‘Near Miss’ is to be selected. The screenshot of the option to be completed is placed at Appendix ‘B’.
What about non- GTAA employees?
T/HIRA
- Business Rules
- Vehicle Markers will be returned upon terminating or decommissioning a vehicle. if not returned a fee will be assessed to the Employer’s account.
- Name of Ownership needs to match the Company Name on the Contract and the Company Name on the Insurance.
- All existing vehicle marker needs to have an uploaded Maintenance Certificate.
- 2 months prior and 1-month vehicle marker holders will be notified.
- Terms and conditions need to be signed by Signing Authority when Vehicle Marker is picked up. The vehicle marker number issued is to be included on the terms and conditions.
- Employers must specify the number of vehicles that will need markers. Employers cannot have markers above the limit in the original agreement.
- Expiration date of vehicle marker should be set to the insurance expiry date.
- Vehicle Markers need to be approved by the GTAA Business Owner of the Contract and Aviation Services.
- Renewal of vehicle markers requires an audit of all vehicles for that company prior to issuing renewal stickers on an annual basis.
Future
Renewing marker
New Marker
GBOC & AVS make decision on eligibility
Not eligible
Eliigible
Track inventory of markers
Pass office Issues vehicle marker
SA comes to office to pick up marker
Request and confirm all documentation (insurance)
Pass Office reaches out to appropritate
GBOC (GTAA Business Owner of Contract)
and with AVS
Employer contacts Pass Office to request marker
Current State
Project proceeeds
Business owner sends to TPS for approval
? eends to business sponsor for sign off
? inserts controls into scope
? informs hazard owner
? indentifies controls/Mitigations
How are they informed?
? Books T/HIRA meeting
? Does prework for T/HIR meetings
TPS team reviews
? Submits a T/HIRA form to TPS team
