GM1 ADR.AR.B.005(a)(2) Management system

SUFFICIENT PERSONNEL

(a) This Guidance Material for the determination of the required personnel is limited to the performance of certification and oversight tasks, excluding personnel required to perform tasks subject to any national regulatory requirements.

(b) The elements to be considered when determining the required personnel and planning their availability may be divided into quantitative and qualitative elements:

(1) Quantitative elements:

(i) the number of initial certificates to be issued;

(ii) the number of aerodromes and aerodrome operators certified by the Competent Authority;

(iii) the number of organisations responsible for the provision of AMS;

(iv) the number of planned audits and inspections to aerodromes and organisations responsible for the provision of AMS; and

(v) the number of expected changes to the aerodrome infrastructure.

(2) Qualitative elements:

(i) the size, nature, and complexity of the activities of aerodromes and aerodrome operators, as well as of organisations responsible for the provision of AMS:

(A) privileges of the aerodrome operator or of the organisation responsible for the provision of AMS;

(B) type and scope of the approval;

(C) possible certification to industry standards;

(D) types of aerodromes operated;

(E) number of personnel; and

(F) organisational structure, existence of subsidiaries.

(ii) results of past oversight activities, including audits, inspections, and reviews, in terms of risks and regulatory compliance:

(A) number and level of findings; and

(B) implementation of corrective actions.

(iii) the size of the Member State’s aviation industry, and the potential growth of the activities in the field of civil aviation, which may be an indication of the number of new applications and changes to existing certificates to be expected.

(c) Based on existing data from previous oversight planning cycles, and taking into account the situation within the Member State’s aviation industry, the Competent Authority may estimate:

(1) the standard working time required for processing applications for certificates;

(2) the standard working time required for processing declarations;

(3) the number of new declarations, or changes to declarations;

(4) the number of new certificates to be issued for each planning period; and

(5) the number of changes to existing certificates to be processed for each planning period.

(d) In line with the Competent Authority’s oversight policy, the following planning data is determined specifically for each aerodrome and aerodrome operator, as well as for organisations responsible for the provision of AMS:

(1) standard number of audits/inspections to be performed per oversight planning cycle;

(2) standard duration of each audit/inspection;

(3) standard working time for audit/inspection preparation, on-site audit/inspection, reporting and follow-up, per aerodrome inspector; and

(4) minimum number and required qualification of aerodrome inspectors for each audit/inspection.

(e) Standard working time may be expressed either in working hours per aerodrome inspector, or in working days per aerodrome inspector. All planning calculations should, then, be based on the same unit (hours or working days).

(f) It is recommended to use a spread sheet application to process data defined under (c) and (d) above, to assist in determining the total number of working hours/days per oversight planning cycle required for certification, oversight, and enforcement activities. This application could also serve as a basis for implementing a system for planning the availability of personnel.

(g) For each aerodrome, aerodrome operator, and organisation responsible for the provision of AMS, the number of working hours/days per planning period for each qualified aerodrome inspector that may be allocated for certification, oversight and enforcement activities is determined, taking into account:

(1) purely administrative tasks not directly related to oversight and certification;

(2) training;

(3) participation in other projects;

(4) planned absence; and

(5) the need to include a reserve for unplanned tasks or unforeseeable events.

(h) The determination of the working time available for certification, oversight, and enforcement activities may also consider the possible use of qualified entities.

(i) Based on the elements listed above, the Competent Authority will be able to:

(1) monitor the dates when audits and inspections are due, and when they have been carried out;

(2) implement a system to plan the availability of its personnel; and

(3) identify possible gaps between the number and qualification of its personnel and the required volume of certification and oversight.

Care should be taken to keep planning data up to date, in line with changes in the underlying planning assumptions, with particular focus on risk-based oversight principles.