The Essential Safety Oversight Management Tool

1. The Essential Safety Oversight Management Tool CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

2. Questions for Managers Would you like to be able to: • Have daily access to the Actions and Decisions of your safety oversight workforce? • Establish an effective quality assurance program (“as your eyes”) to monitor those Actions and Decisions? • Ensure the identification, tracking and timely resolution of Safety Concerns? • Plan and implement the key certification and surveillance events? CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

3. CASORT Interface CASORT CE-8: Resolution CE-7: Surveillance CE-6: Licensing/Certification CE-5: Technical Tools CE-4: Technical Personnel CE-3 System/Functions CE-2 Regulations CE-1: Aviation Law CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools 3

4. All Actions-Decisions-Approvals!!! • Daily access to the Actions, Decisions and Approvals of the safety oversight workforce. • Difficult to hide poor quality work from management. Director-General DG Staff Quality Assurance Quality Assurance Managers The best CASORT examples result from CAAs that continuously focus on quality of records! Supervisors Quality Control Quality Control Inspectors Without the specter of a quality program looking over their records, inspector records will gradually deteriorate. Para-Technicals Admin Support CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools 4

5. Database Implementation Start with a scalable database program. Provide the workforce with a “toolkit” of digital documents... Provide the workforce training specifically for THEIR database, toolkit & function... Limit initial focus to capturing the actions and decisions of the work force. ...that integrate the actions and decisions to the databases. ...then push quality control & assurance. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

6. External Access to Database Suite • Through Web-based browser software. • Encrypted (https) access & entry. • Use Intranet access for maximum security • Availability from the Internet through a firewall Ask about “Instant-Save” Operating Systems: Linux Windows OSX Enterprise Software: Apache Tomcat Java MySQL Scalable Users = 5 – 100+ Equip = small office to enterprise apps Browsers: Explorer, Firefox, Chrome Safari CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

7. Single Username & Password Multiple databases requiring multiple passwords frustrate most users. The Main (Home) Page is customized to the logged-in user. The “notifications” of work that must be completed are user-specific. The “platform” (how-it-works) is essentially the same throughout CASORT. This adherence to database design allows the user to have positive transfer of learning for the different databases and functions. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

8. Internal Access by “Permissions” This user has the normal inspector permissions. All other entries are made by support personnel. It is very important that you understand that the inspector has a limited, but critical, “records” producing role. This example user has full access to the different databases in CASORT CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

9. Device Access to CASORT Easy Accessing: CAA personnel only need basic Internet capabilities. Computer Tablet Use App Phone CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

10. The “Driver’s Seat” Much – Much more than a work tracking system! The CASORT Action database provides for the capture of CAA Actions, Decisions, Approvals, Disapprovals, even meetings. Data is Crunchable” using the VIEW Search, Standard Reports, Ad-hoc Reports. From HERE Attachment & Access to: 1. Related Safety Concerns. 2. Related CAA letters. 3. Related Job Aids. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

11. Work with Action DB The CAA Action database is the “heart” of CASORT. Other databases link back to the CAA Action DB via the “Control Number.” Approval entered & linked Safety Concern entered & linked. Approval entered & linked Admin Issue entered & linked. Approval entered & linked Document uploaded & linked Job Aid entered & linked. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

12. Keep it Simple! Workforces tend to be resistant to reporting their actions and decisions. A continuous goal of the programmers is to keep this form as simple as possible for the inspector workforce entry. There is extensive use of: There is no valid excuse for inspectors not entering their Actions, Decisions, Approvals, Safety Concerns (etc) on a disciplined daily basis.. 1. Defaulting fields; and 2. Limited selection fields 3. “Auto-Suggest” fields CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

13. Descriptive Numbering This is the key to keeping the fields required to a minimum. Identify every possible task or event(3000+)... ...and assign it an Action Number.... Now the use of the Action Number/Task Description chronologically tells the “story.” CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

14. Action # Description It is critical that this selection is as simple as possible. 6 different methods have been provided for the user selection of an Action Number/Description: • Use ‘auto-suggest” by typing the Action# or description. • Use the number specified in the inspector manual. • Use the displayed “Recent Choices” • Use the Legacy drill-down menu. • Use the Word search method. • Use the Browse for More search. Edit your manual system to provide the exact Action # Description you want inspectors to use for each task. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

15. Action Number Selection This is the normal look of the blank Action record. 3 of the required fields have defaulted entries. The 5 most recent choices of Action Numbers are displayed. The Action Number selection defaults the Action Taken. All 5 required fields have values, this record is now saved (stored). Insert the cursor in the Action# field and start typing a word or number. An “auto-suggest” menu will appear. Select an Action Number CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

16. Drop Down Menus & Recent Choices They all work essentially the same way. These fields act to provide drop-down menu selection & recent choices. Put your cursor in the field, the Recent Choices and “Browse for More” links appear. Start typing what you would like to insert and the auto-suggest will begin helping. Or select “Browse for More” and a listing of available selections will open. Selecting from any of those drop-down menu options will insert the information in the field. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

17. Connecting Action-Related Files... It is done by using a unique number assigned by the DB. This number makes it possible to open and attach related records from other databases. It also provides connection to other DB related documents and approvals. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

18. Planning and “Gang” Upload CASORT provides the capability to upload planned actions through a “gang” upload. Use an Excel spreadsheet to plan the events & then UPLOAD Surveillance, Certification, Training, etc. Management and inspectors follow-up through reports and notifications. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

19. Standard Reports CASORT has standard reports for tracking key actions and their implementation. To access, select the “Reports” link at the top of the Home Page. Drill down to a specific report. Edit the filters and generate the report. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

20. Computer-Generated Checklists Select FINISH EDITING to return to Action record. ...will take the user to the incomplete job aid... But only this user will be able to further edit the job aid. Selecting that field will show the user the available job aids . (Only 1 in this example). The appearance of this field on the Action Entry indicates that there is at least 1 job aid for this job function. Selecting the available job aid... A new completed Job Aid has been generated. This link will now APPEAR on both the EDIT and VIEW copies of this Action record.. ...with each question defaulted to “Not Checked.” Assume you only checked licenses, manuals & certificates.... Selecting the job aid LINK... ...will open a link to the job aid. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

21. Mobile App Screenshots Incomplete Action entry with job aid selected. Selecting “NO” on a job aid generates... ...a saved (skeleton) Safety Concern. This same Safety Concern generation will occur when completing a job aid directly in CASORT. Records can be sync’d with CASORT later using a secure wireless connection CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

22. The Safety Concern record is designed to be a “stand-alone” record of a safety finding and its mitigation and resolution. A safety concern is always originated from an CAA Action record. To “save” the record. the user must enter at least the “initial” risk and the finding. But a smart inspector will always record “Day-of-Discovery” mitigation. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

23. This VIEW listing of safety concerns is defaulted to O=Open. The best way to return to a Safety Concern for an EDIT is the Home Page View link. Now select EDIT To EDIT the safety concern, first select View. The appearance of the notification bar indicates these Safety Concerns are within 15 days of their target resolution dates. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

24. This is a 1-Stop Safety Concern tracking form. The inspector edits only this record to track mitigation events until the concern is resolved. Sometimes the summary of mitigation and resolution events can extend over several pages. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

25. Select “Download” to see the document. Search for Document Record. Attach to Record. Upload. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

26. To search for a specific PEL Record To VIEW the List of PEL Primary Records, Select... To ENTER a new PEL Primary Record, Select... For a report summarizing his current PEL records Ask about “Tombstone Numbers.” 101020 101020-PPL, 101020-CPL, 101020-AME, 101020-DPE CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

27. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

28. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

29. Select VIEW to go to the Listing of Aircraft Select ENTER to create a new Aircraft Record. Select View to open this Aircraft’s records CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

30. To go to the a sub-table record, select the link. CAA Action Record that authorized the issue of this C of A. To view the C of A before printing, select this link. Originating Action Record Control Number CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

31. Aircraft Report /Custom Form To view a summary report of the current approvals for this aircraft, select this link. The “look” of the forms may be customized for the CAA. The data is extracted from the database and inserted on the CAA’s customized form. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

32. This is a typical Org Approval sub-table entry form. That gives the permitted user edit access to the Org Primary record and available sub-tables. To ENTER a new Organization, select this icon The user would select from the “type of approval” menu The database will attach this completed approval record to the Primary Org record. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

33. Selecting VIEW will bring up the listing of active Organizations certificated by the CAA. For a quick summary view of the current approvals, select this link. Select an organization to view their specific record. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

34. Approvals: Report & Opspecs Also available = Opspecs Summary Report of all active approvals for this AOC holder. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

35. Select “View” to get the Employee Listing Select “ENTER” to get the Qualification Entry Page Select an employee... CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

36. ...to view the specific employee’s Primary Record. ...to view a summary of that employee’s qualifications, select this link. Note that the number of files in CASORT correspond to those in this report. Select this link to see the.... CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

37. For example, here is a search to determine if the CAA has qualified inspectors for a B737 operated by an AOC holder. Are these inspectors qualified? All of the Primary Records provide for the user to search the related sub-tables separately. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

38. “Neutral” Databases • CASORT is designed to be “regulations-neutral.” • Specific regulation references may be inserted by the user. • CASORT is also designed to be “technical guidance neutral.” • Users may specify the Action numbers and Approvals for use by their personnel. The CASORT Suite of databases will work with any CAA’s regulations and technical guidance. AVSOG does market separately a CAA technical guidance system that thoroughly incorporates the CASORT capabilities..

39. This DB is provided to suspense items that are not Safety Concerns. By now you are either totally bored or ecstatically awed by this presentation. But you would be amused to find what inspectors will insert in this database. Very important to clean it up routinely to avoid having a visible refuse dump. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools

40. The Essential Safety Oversight Management Tool Thank you for your attention. CASORT Briefing for ICAO Forum:: Showcase of Electronic Tools