(2) QCM Elements.
(a) Revision Procedures and Notifying the CHDO.
(b) Qualifying and Surveilling Noncertificated Persons Performing Maintenance, Preventative Maintenance, or Alteration for the Repair Station.
(c) Establishing and Maintaining Proficiency of Inspection Personnel.
(d) Establishing and Maintaining Current Technical Data.
(e) Inspection System:
• Incoming raw material inspection
• Preliminary inspection
• Hidden damage inspection
• Final inspection and return to service
(f) Calibration of Measuring and Test Equipment, Including Intervals of Calibration.
(g) Corrective Action.
(h) Samples of Inspection Forms and Instructions for Completion (may be a separate manual).
(3) Portions Recommended for Most Manuals.
(a) Table of Contents.
(b) List of Effective Pages.
(c) Record of Revisions.
1-3. COMBINING PORTIONS OF THE REPAIR STATION MANUAL WITH THE QUALITY CONTROL MANUAL.
a. Possible Combination. The following chart illustrates one of several possible combinations that applicants/certificate holders could use to structure a single manual system. It includes the procedures required in both the RSM and the QCM. Other combinations may be possible depending upon the ratings, size, and complexity of the repair station. The manual’s content must include the applicable procedures required by the regulations, but may be formatted in any manner easily understood by employees of the repair station.
NOTE: A part 145 repair station that also holds an air carrier certificate may refer to sections of its air carrier approved maintenance program in its Par 1-2 Page 3
part 145 manuals. If the manuals are structured in this manner, those sections must adhere to part 145 regulatory requirements. The affected sections would apply to aircraft listed on the air carrier OpSpecs or to other third party air carriers or aircraft owners that are serviced by the certificate holder.
b. Meeting the Requirements. The repair station should include a table to show the FAA that its manual system meets the requirements of §§ 145.209 and 145.211.
1-4. IDENTIFICATION AND CONTROL OF SECTIONS.
a. Page Numbering. Sequential numbering of the manual(s) from front to rear may cause difficulty for the revision process. A minor revision to one of the first pages may cause a change in the content of each successive page. The FAA advises the repair station to divide the manual into several sections, so that a revision to one page of a section does not affect the entire manual.
b. Related Subject Matter. Most RSMs are divided into sections of similar subject matter. For instance, one section of the manual may contain all of the procedures related to the inspection system. The repair station may establish these sections or the sections may be contained within an established industry format (such as ISO). The sample formats included in this chapter contain a few examples of the many possible methods used for identification. The sections may consist of several similar individual procedures grouped together through a common numbering system, or several similar procedures described in narrative format within a section. Regardless of the method used, each section must be identified and controlled.
c. Table of Contents. Many RSM sections are controlled using a table of contents. The table of contents lists each section of the manual and the location in the manual. Some repair stations choose to reissue a complete section of the manual if any page within that section is revised. The table of contents for those facilities may indicate revision status for each section, rather than each page.
d. Master Document Control List. Some RSMs are controlled using a master document control list. This document lists each procedure and the revision status of that procedure. A unique number and revision status should identify each procedure within the manual system. If a page within a procedure is revised, the entire procedure is reissued. In this system, each procedure is identified and controlled, rather than each section.
e. Section Control. The procedures to control sections of the manual should address (as applicable):
(1) Identification.
(2) Revision status.
(3) Page numbering.
(4) Issue date.
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(5) Approvals of internal personnel responsible for the manual and revisions.
EXAMPLE.
Repair Station Manual Element + Quality Control Manual Element = Possible Chapter/Section Title
Training program, revision, notifying CHDO + Establishing and maintaining proficiency of inspection personnel = Training Maintaining and revising contract information + Qualifying and surveilling noncertificated persons = Contracting Manual revision, CHDO notification, identification, and control of sections + Manual revision and CHDO notification = Manual Control Records and recordkeeping system + Establishing and maintaining current technical data = Document Control Etc. + Etc. = Etc.
f. Additional Combinations. Additional combinations that work effectively within the facility and are acceptable to the FAA principal inspector (PI) may be included in the manual system.
1-5. SAMPLE PROCEDURE FORMATS. The following samples are provided to help the manual writer determine a possible format for the procedures in the manual system. These are only four examples of many possible formats. Part 145 sets the requirements for content, not format. The format used for the procedures in the manual should fit the size and complexity of the facility. If there are existing procedure manuals in the facility, the manual writer may wish to include the same format in the RSM(s). If facility employees are accustomed to a particular format, the manual writer should continue to use that format.
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SAMPLE PROCEDURE FORMAT 1 Section: 5 Page: 3John Smith Component Repair, Inc.
Revision: 1123 Any Street Date: 11/14/2001Somewhere, CT 12345
PRELIMINARY INSPECTION The Chief Inspector (WHO) of the repair station is responsible for the performance of appropriate inspections, including functional and nondestructive tests. This inspection will be conducted on the hangar floor or in the inspection area (WHERE) for components. This will ensure that all units (WHAT) delivered to the repair station for maintenance are inspected to determine the state of preservation and any defects. This inspection will be recorded on the Preliminary Inspection Form 567 (RECORD) with any discrepancies noted. The form must be attached to the work order and will remain with the applicable inspection records until the unit is released for service. Forms 123 and 789 will be used to record the results of the functional and nondestructive tests. Those forms will show the work order number and will be routed, attached to the work package.
HOW
a. Format Discussion.
(1) Advantages. Format 1 includes each of the required elements of a procedure in a narrative format. This format is easy to write, as long as the author remembers to include all of the elements. This format is usually easy for the reader to understand and requires no special training for the author or reader.
(2) Disadvantages. The narrative can easily become too complex or wordy. The author may fail to include all of the required elements of the procedure. The narrative must be presented in a logical sequence so the reader can easily understand the flow of the procedure.
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SAMPLE PROCEDURE FORMAT 2 THE JOHN SMITH COMPANY OPERATING PROCEDURE 123 Title: Receiving Inspection Page 1 of 4 Revision: A Issue Date: November 12, 2001 ---------------------------------------------------------------------------------------------------------- Reason: To ensure consistent quality of incoming raw material.
Scope: Applies to all raw material shipments received. This procedure does not apply to incoming parts received for repair.
Responsibility: The receiving inspector is responsible for inspecting all incoming raw materials.
Procedure:
1. The receiving inspector will visually inspec t the container (if used) and/or material for any shipping or handling damage.
2. The receiving inspector will immediately re port any shipping or handling damage to the purchasing department.
3. Compare the purchase order (copy located in receiving file) with the shipping document to ensure the material is correct.
4. Etc.
b. Format Discussion. Format 2 assigns responsibility as part of each procedure. The narrative should be written in a format easily understood by the person who uses and must follow the procedure. Note that the format also includes revision status, issue date, and page numbering.
The reason and scope may be used to state the company policy or objective.
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SAMPLE PROCEDURE FORMAT 3 John Smith Overhaul & Repair Quality Procedure—Control of Inspection, Measuring, and Test Equipment QP 4.11 Approval Approval Revision/Date Reason for Change John Smith, Sr. Jane Doe Original—04/01/2000 Original issue John Smith, Sr. Jane Doe A—06/15/2000 Added gage request form
1.0 Purpose: To ensure that all precision tools and equipment are properly calibrated, identified, and maintained.
2.0 Scope: This procedure applies to all em ployees who use inspecting, measuring, and testing equipment, and those who calibrate that equipment.
3.0 Responsibility: The Director of Quality is responsible for ensuring that all inspecting, measuring, and testing equipment is calibrated and traceable. Only trained and qualified personnel are permitted to adjust and calibrate equipment.
4.0 Reference Documents:
4.1 QAP 15.0, Inspection and Test Status
4.2 MIL-STD-120 Gage Inspection
4.3 Work Instruction (WI) 4.11-1 through WI 4.11-20
5.0 Definitions:
5.1 Accuracy of Measurement: The closen ess of the agreement between the result of a measurement and the conventional true value of the measurement.
5.2 Uncertainty of Measurement: The result of the evaluation aimed at characterizing the range within the true value of a measurement. It’s estimated to lie generally within a given likelihood.
5.3 Etc.
5.4 Etc.
6.0 Procedure:
6.1 The gage calibration technician will maintain a computerized list of all precision tools and equipment using the Gage Control software program.
6.2 During the first week of the month, the gage technician should run the “Calibration Required” report, listing all tools and equipment that must be calibrated before the end of the month.
6.3 The gage calibration technician will issue a John Smith Recall Slip (Form 789) to the department or individual. This form states which tools are due for calibration and the date they must be returned to the tool crib.
6.4 Etc.
7.0 Records:
7.1 Form 789, Recall Slip
7.2 Form 456, Record of Calibration
7.3 Form 123, Identification Sticker
7.4 Etc.
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c. Format Discussion. Format 3 is often used for procedures included in an ISO 9000 quality system document. Note that space is provided to document approval and release of the document (part of a document control system). Terms used within the procedure are defined.
Additional documents associated with this procedure are listed. The format is structured— perhaps too structured—for some organizations. The procedure follows a standard numbering system for each portion of the procedure, allowing for precise reference for paragraphs that may be discussed or revised. Work instructions and records may follow the same numbering convention (i.e., QP 4.12, WI 4.12-1, and Form 4.12-A). Forms may be included within the procedure or in a separate forms section of the manual system.
d. Sample Procedure Format 4 Introduction.
(1) The following flowchart illustrates another possible method of presenting a procedure. Although the sample illustrates a simple procedure, complex processes could be presented using a flowchart. The person using the manual would need to be familiar and comfortable with flowcharts and flowchart symbols.
(2) The flowchart process may also be used to develop a procedure that was not previously documented. The procedure could be initially drawn on paper using a flowchart, and then described using the narrative format in the manual. This process works well when the users of the manual are more comfortable with narrative procedures rather than flowcharts.
(3) Another possible use of the flowchart is to verify if a narrative procedure will work.
This process is essentially the opposite of the process previously described. While reading the narrative of the procedure, a flowchart is created to visually represent the various steps. A review of the completed flowchart will show any redundant or missing steps.
(4) A flowchart can also be used during a process audit. The auditor creates a flowchart while reviewing the performance of a particular process. The auditor then compares the process he or she observed with the process described in the manual. Any differences may be noted in the auditor’s report.
e. Format Discussion. Format 4 requires the reader to have some familiarity with flow charts, but can be easily understood by someone who understands the format. Because the flow charts contain fewer words than other formats, the process can be read and understood quickly.
This format takes longer to develop unless the author has specific software for the purpose.
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SAMPLE PROCEDURE FORMAT 4 (Continued) Section: 5 Page: 3 Revision: 1 Date: 11/14/2001
Yes Move to material cage Release form Acceptable?Forward to QC Form 789 See material review QP No No Return to vendor Form 456 Yes Damage acceptable?
Compare shipper to purchase order and specification Determined by QC Manager Visually inspect container/material Damaged?
Notify Purchasing and Quality Control Manager Yes No Form 123 Page 10 Par 1-5
CHAPTER 2. MANUAL REVISION AND CONTROL
2-1. PROCEDURES FOR REVISION.
a. References:
• Section 145.207(e),
• Section 145.209(j),
• Section 145.209(k),
• Section 145.211(c)(4), and
• Section 145.211(d).
b. Requirements. The RSM and the QCM must contain procedures for revising the manual(s) and notifying the CHDO of revisions.
NOTE: The regulations do not require FAA review and acceptance of revisions before implementation, provided the repair station follows the revision procedures in its manual. The repair station should have a procedure in its manual to recall revisions if the FAA finds a revision unacceptable.
c. Control Submissions and Revisions. This section of the manual must contain procedures to control the original submission of the manual and subsequent revisions. The procedures should ensure that persons issued a manual receive revisions. Repair station employees may require training on the content of the revisions, especially if a standard operating procedure or inspection procedure is changed.
d. Describe Control System. The manual must include a description of the system used to identify and control sections of the manual. The format and structure of this system is not specified by the regulation. This flexibility will accommodate the technological changes that permit repair stations to maintain and revise the manuals in different formats and manners.
e. Procedures. Regardless of the media used for the manual, the procedures for making revisions should include:
(1) Who, by title, is responsible for making revisions?
(2) Who will submit revisions to the FAA for review and acceptance?
(3) How will the repair station incorporate changes to revisions found not acceptable to the FAA, which do not conform to applicable regulations?
(4) How will the repair station correct any maintenance/administrative actions performed under revisions that were found not acceptable to the FAA?
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(5) How will the revisions be distributed and made available within electronic systems, and how will the FAA receive its revisions?
(6) Accountability—how will the facility ensure that each manual holder or designated location receives each revision?
(7) Identification of each revision to the text on each affected page. For example, a vertical bar in the margin or other suitable method may indicate the revised portion of text.
2-2. PROVISIONS FOR CONTROL. If the manual is in paper format, the revision and control part of the manual should contain the following (or equivalent) information:
a. Revisions. Procedures for revising the RSM and notifying its CHDO of revisions, including how the FAA will be notified of revisions.
b. Details. Provisions for selecting the revision number, the date of the revision, the pages revised, and a place for the person making the revisions to the assigned manual to sign or initial.
c. Manual Control Number and Assignment. Each manual should have a unique number assigned to it and the name of the individual, department, or group assigned to that particular manual. The manual procedure should identify who will maintain a master distribution list that contains the manual number, assigned individual, and revision status.
NOTE: An acknowledgement form is a common method of tracking the receipt and insertion of the revision by the manual holder, which ensures accountability. With this method, after receiving a revision, each manual holder inserts the revised pages into the manual, records incorporation of the revision in the record of revisions, and returns the signed acknowledgement form to the person responsible for manual control.
2-3. ELECTRONIC FORMAT. The manual(s) may be maintained on a computer network or other electronic medium. AC 120-78, Acceptance and Use of Electronic Signatures, Electronic Recordkeeping Systems, and Electronic Manuals, provides additional guidance for electronic systems.
a. Network. If the manual is maintained on a network server, the following concerns must be addressed in the procedures:
(1) Security—How will the repair station ensure that only authorized personnel make any changes? Who (by title) will be authorized to make those changes and how is that person authorized?
(2) Access—Have the employees been trained to access the manual on the network? Is access protected by passwords? Do all of the supervisors and inspectors have access to the manual?
(3) Revisions—How will the user know that the manual has been revised, and the content of that revision?
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(4) Availability—How will the repair station ensure that the current manual(s) are available for all shifts?
b. Disk. If the manual is maintained on a disk, the following concerns must be addressed in the procedures:
(1) How will the manual and any subsequent revisions be distributed? How will receipt of the revision be documented?
(2) Is the software used for writing the manual compatible with the software used by all manual holders, including the FAA?
(3) Are all of the manual holders trained on the procedures necessary to access the manual at their workstations?
(4) How can station personnel verify if the disks are current before they use them?
NOTE: Federal law prohibits agencies from making the use of electronic media more difficult or from requiring additional steps or procedures for users of electronic media. Therefore, all repair station document submissions, regardless of the media used, must be accompanied by a cover letter that describes the submission and is signed by an appropriate manager. FAA inspectors will either accept or reject the manual revision.
The FAA inspector will, by letter, inform the repair station of acceptance or rejection. The letter will address the manual title, manual date, and revision number. If the manual is rejected, the FAA inspector will provide a detailed explanation of the deficiencies and advise the repair station not to perform maintenance if the rejected manual procedures are in use.
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