World Meteorological Organization Working together in weather, climate and water

1. World Meteorological OrganizationWorking together in weather, climate and water WMO COMMISSION FOR AERONAUTICAL METEOROLOGY, CAeM XIV Hong Kong 3 – 10 Feb. 2010 WMO supported QMS Demonstration Project in Tanzania WMO Secretariat WMO; WDS Aeronautical Unit www.wmo.int

2. BACKGROUND INFO: In Annex3 it reads: • 2.2.2 Recom:In order to meet the objective of meteorological service for international air navigation, the Contracting State should ensure that the designated meteorological authority referred to in 2.1.4 establishes and implements a properly organised quality system comprising procedures, processes and resources necessary to provide for the quality management of the meteorological information to be supplied to the users listed in 2.1.2 • 2.2.3 Recom: The quality system established in accordance with 2.2.2 should be in conformity with the I.O for Standardisation (ISO) 9000 series of quality assurance standards, and certified by an approved organisation

3. Background… • ICAO Amendment 75 whose effective date is Nov 2010 will have implementation of QMS as a Standard for Members in the provision of met services to international aviation. • That such a Quality Management Systems should be in accordance with the ISO 9001-2000(2008) Standard would remain a “Recommended Practice” for the time being. • In Res 3.4.3/1 (Cg XV), 2007 the Congress encouraged the Secretariat to support one demonstration project in a suitable Member country in the LDC group for the implementation of QMS.

4. QMS demonstration Project in Tanzania • ICAO, under its Universal Safety Oversight Audit scheme, undertakes regular, scheduled visits to Contracting States to audit and report on compliance with the technical and QMS Standards. • Non-compliance with relevant Standards is considered a serious issue requiring urgent attention with timelines and deliverables imposed to the State.

5. QMS demonstration Project in Tanzania • The EAC, an economic regional body had shown interest in QMS, now soliciting for funds • Tanzania is a LDC and the only partner State in the EAC with reasonable cost recovery • Tanzania seen as ideal for acting as seed for the other four partner States • Under ICAO guidelines implementation of Quality Management System is eligible for full cost recovery

6. QMS Implementation ISO 9001:2008 – A very brief summary: • Writing down what you do. • Doing what you wrote down. • Provide visible evidence that you are doing what you wrote down (quality records). • Identify errors in the processes and seizing opportunity to improve process. • Use a preventive action method to identify additional essential processes.

7. Map of Tanzania and her neighbours Mwanza KIA Znz DIA Tanzania has four International Airports marked in red.

8. Lessons learnt from Demo Project10 point plan to implementation 1. Get firm commitment of management, especially the CEO and identify which section(s) of the NMHS are seeking certification. Quality Management will succeed when: Management fully understands and support it 2. Budget. Identify the resources required and those human resources available to realize the implementation. 3. Write a comprehensive plan (including timelines and milestones) for the development of the system and implementation.

9. 10 point plan to implementation 4. Appoint an enthusiastic, motivated Quality Manager at a senior level within the organization and provide introductory training for all staff of the sections involved in the QMS. 5. Review the organization’s current performance against the eight principles of quality management, identify shortcomings and develop the QMS by identifying and describing the processes that will ensure its proper functioning - this is termed a "gap analysis"

10. 10 point plan to implementation 6. Implement the QMS and manage process performance by developing strategies to close and eliminate any gaps in performance. (Establish documents and work instructions that need to be included in the QMS including procedures for control of infrastructure related activities.) Quality Management will succeed when: Its introduction is well planned and effectively communicated to the organization • Continually review and where appropriate improve the processes, ideally every 6 months Quality Management will succeed when: It is regularly and continually reviewed and audited

11. 10 point plan to implementation 8. Develop the QMS documentation and ensure they reflect what the organization does. Prepare a quality manual (if possible electronically) that documents the procedures, describes the interaction between processes and defines the scope of the QMS. Use test drivers for each process. 9. Develop and implement quality control system for the QMS documentation and maintain a comprehensive quality records system (Again electronically if possible).

12. 10 point plan to implementation 10. Assess the organization’s readiness to adopt the ISO 9001: 2008 Quality Management Standard through a mock audit and if ready, seek certification. If not, refine processes and close any identified gaps. Quality Management will succeed when: Personnel at all levels are trained and motivated to have an active role in Quality

13. ISO 9001:2008 promotes a process approach to enhance customer satisfaction by meeting customer requirements

14. Certification • Before Certification, an internal audit was conducted and a AUDIT report produced. The issue of calibration of instruments and the nonconformities revealed by the mock audit necessitated a revision of the scope to include only 7 (seven) stations that offer briefing services • Neighbouring countries wishing to implement QMS in the near future are likely to face a similar problem of the calibration of their instruments. • TMA received quotations from three registration bodies namely SGS Tanzania Superintendence Co. Ltd, CerTech from Canada and Quality Austria from Austria. After evaluation, CerTech from Canada won the contract and registration would commence before the end of March 2010.

15. Comparison of costs for Certification • SGS (Excluding VAT and Expenses) • Application fees $ 1200 • Stage 1 Audit = $1300 • Stage 2 Audit $5850 • Report preparation and writing $650 • Surveillance audit six monthly $2600 • Total $11600

16. Comparison of costs for Certification • Certech Registration Inc, Canada • Deposit $ 1558.4 • After assessment $ 4675.2 • Surveillance 1: $4675.2 • Surveillance 2: $4675.2 • Total $ 15584 • Expenses estimates 3 visits $11630 • QualityAustria quoted highest Euro 31,454

17. Examples of documentation and flow charts: Example 1:The Communication process Purpose • The purpose of this procedure is to ensure that weather related data is collected, coded and disseminated to all internal and external end users. Scope • Central communications functions of TMA.

18. Example 1: Communication process

19. Example 2: Airport briefing processes Purpose • The purpose of this procedure is to control the manner in which airport briefings take place. Scope • The scope is for all airports that have a briefing office see list for details (Given in a separate page).

20. Airport briefing processes

21. Ex 3: Control of nonconforming of Wx data Processes Purpose This purpose of this process is to ensure that: • Suspect or erroneous weather data is isolated to prevent subsequent use by internal or external customers and, • Suitable action(s) such as correcting the nonconformance, deleting the data or using the data as it is are taken. Scope • This procedure applies to all TMA facilities that are involved in providing service / data to the aviation industry.

22. Control of nonconforming of Wx data Processes flow chart

23. Ex 4: Non-conformance and Calibration labels • Characteristic involved: ________________ • Use value as is • Change value to: ____ • Delete value • Authorized per: _____________: • Date: ______________ • Form# 999 01/09 …………………………………………………… • Equipment ID: _________ • Date calibrated: ________ • Due for Calibration: _______

24. Costs for the Project • Costs for training that were, by the terms of the Contract payable by WMO totalled Can $ 47,400 • Travel, visa and subsistence costs payable by TMA totalled Can $ 11,000. Grand Total Can$ 58,400 • The completion of this Pilot Project is expected to provide documentation that Developing Countries, Least Developed Countries and Small Island Developing Countries can use in their pursuit to implement QMS. As a roll out, costs are expected to lower to a total of about Can $ 40,000(equivalent to €24,225) per country (Excluding registration) depending on the travel costs (from Canada)

25. Costs for the Project

26. QMS implementation funding Options • By countries grouping together, the costs can be lowered further • Resource mobilisation from donor agencies for regional implementation is another option • Cost recovery to enable Members fund a sustainable implementation (QMS Survey in 2008 results: Of the 46 Members that have not implemented, only 20 have cost recovery in place).

27. QMS implementation funding Options • Already France and Finland have helped conduct the initial QMS training in Pacific islands • Finland is planning to hold a similar workshop for SADC in southern Africa end of this month • The East African Community is planning for follow-up workshops soon

28. QMS options • NOTE: The many of the lessons learnt from the Demonstration Project including the pitfalls and challenges of such a project in a least developed country were expected to be directly useful for implementation of projects in other countries, and could be used to shorten the time needed for these projects. Despite the challenges the impact of the project on staff morale and pride in the work is very positive, and already now the positive impact of QMS on the work in terms of process efficiency, documentation and traceability of decisions was becoming apparent.

29. QMS options • However, there is serious concern about the certification costs and the chances of a majority of WMO Members achieving QMS implementation in the 2010 timeframe. In view of the still rather “soft” ICAO regulation 2.2.2 in Annex 3, a possible use of alternatives to ISO 9001-2008 certification such as the ISO 9004-2001 standard is still doubtful because ISO 9004 was not intended for regulatory use and not considered by many experts as a feasible alternative to ISO 9001 without conducting further feasibility studies in consultation with ISO and ICAO.

30. QMS options • It should be noted that qualification and the required competencies of aeronautical meteorologist, technicians and observers serving international air navigation is part of QMS implementation and is auditable. • Latest communication from ICAO suggests that following discussions on the realistic achievability of the QMS implementation in many Contracting States by the entry in to force of AMD 75 in November 2010, the applicability date may be postponed until the end of 2012.

31. QMS demonstration Project in Tanzania Any Questions? The End Thank you!