2-1 CHAPTER 2. MANUAL CONTENTS AND FORMAT
2.1 The Manual(s).
2.1.1 Combining Information. The applicant/certificate holder may combine portions required by § 145.209 with portions required by § 145.211 into one section or chapter of the manual system. For example, the procedures required in § 145.209 for RSM revision and the procedures required in § 145.211 for QCM revision could be combined into one chapter/section titled “Manual Revision.” The manual(s) content must include procedures required by the regulations, but may be formatted in any manner easily understood by employees of the repair station.
2.1.2 Accessibility. The repair station’s current RSM must be accessible for use by repair station personnel required by part 145 subpart D, as stated in § 145.207.
Section 145.211 includes a QC system in which the CRS must prepare and keep current a QCM and requires repair station personnel to follow the QC system.
2.1.3 Checklist. Appendix B, Checklist, may be used to assist the applicant/certificate holder in reviewing the content of its manual(s). All items listed on the checklist may not be applicable to each repair station due to differences in ratings, sizes, and types of maintenance performed.
2.1.4 Submit the Manual. The applicant/certificate holder may submit the manual(s) to the responsible Flight Standards office on paper or electronically. If the repair station submits the manual as part of an initial certification, the manual may be submitted together with related documents, such as the application form and repairmen applications, to the responsible Flight Standards office. If the repair station submits the manual electronically, they should discuss the format, software, and revision procedures with the responsible Flight Standards office before submittal. The repair station must follow the procedures described in its manual when submitting revisions to an existing manual (see Chapter 3, Manual Revision and Control).
2.1.5 Required Content. The basic regulatory requirements for manual content are listed below and will be discussed in detail in the following sections of this AC.
2.1.5.1 RSM Elements.
1. Manual Revision and Notifying the Responsible Flight Standards Office. Procedures for revising the RSM and notifying the responsible Flight Standards office of revisions to the manual, including how often the office will be notified of the revisions (refer to § 145.209(j)).
2. Identification and Control of Sections of the Manual. A description of the system used to identify and control sections of the RSM (refer to § 145.209(k)).
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3. Organizational Chart (§ 145.209(a)). An organizational chart identifying:
• Each management position with authority to act on behalf of the repair station.
• The areas of responsibility assigned to each management position.
• The duties, responsibilities, and authority of each management position.
4. Rosters. Procedures for maintaining and revising the rosters required by § 145.161 (refer to § 145.209(b)).
5. Housing and Facilities:
• A description of the housing (refer to § 145.209(c)). For example, this may include dimensions, construction method, heating, ventilation systems, environmental protection, lighting, door openings, and physical address.
• A description of the facilities, including the layout of the shop, hangar, work areas, segregation areas, material storage, or machining.
• A description of the equipment, tooling, and materials used to perform maintenance (refer to § 145.209(c)).
Note: The description of materials used to perform maintenance should not be a physical description of the material, but rather an explanation of the repair station’s handling and storage of the materials. If materials require specific environmental controls or cannot be stored next to certain chemicals or solvents, these should be identified. For example, it would not be acceptable to store oxygen equipment near petroleum products.
• If the repair station does not own the equipment, tools, and materials necessary to perform the maintenance, preventive maintenance, or alterations under its repair station certificate and OpSpecs in accordance with part 43, include procedures in the manual that describe how the repair station will obtain them (lease, rentals, etc.).
6. CL. Procedures for (if applicable):
• Revising the CL provided in §§ 145.209(d)(1) and 145.215.
• Responsible Flight Standards office notification of revisions to the list, including how often the repair station will notify the office of revisions (refer to § 145.209(d)(1)).
• Performing the self-evaluation required by §§ 145.209(d)(2) and 145.215(c), including methods and frequency of such evaluations and procedures for reporting the results to the appropriate manager for review and action.
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7. Training Program. Procedures for revising the training program and submitting revisions to the responsible Flight Standards office for approval, in accordance with the procedures required by § 145.209(e).
8. Procedures Governing Work Performed at Another Location (§ 145.209(f)):
• The work is necessary due to a special circumstance, as identified in § 145.203(a); or
• The work is performed on a recurring basis and the RSM includes procedures for accomplishing the work at a place other than the repair station’s fixed location, as identified in § 145.203(b).
9. Procedures for Maintenance, Preventive Maintenance, or Alterations Performed Under § 145.205 (if applicable). Procedures for performing maintenance, preventive maintenance, and alterations for certificate holders under parts 121, 125, and 135, and for foreign air carriers or foreign persons operating a U.S.-registered aircraft in common carriage under part 129 (refer to § 145.209(g)).
10. Contract Maintenance Procedures. Procedures for:
• Maintaining and revising the contract maintenance information required by § 145.217(a)(2)(i), including submitting revisions to the responsible Flight Standards office for approval (refer to § 145.209(h)(1)).
• Maintaining and revising the contract maintenance information required by § 145.217(a)(2)(ii) and notifying the responsible Flight Standards office of revisions to this information, including how often the office will be notified of revisions (refer to § 145.209(h)(2)).
11. Required Records and Recordkeeping System. A description of the required records and the recordkeeping system used to obtain, store, and retrieve the required records per §§ 145.209(i) and 145.219.
2.1.5.2 QCM Elements.
1. Revision Procedures and Notifying the Responsible Flight Standards Office. Refer to § 145.211(d).
2. Qualifying and Surveilling Noncertificated Persons Performing Maintenance, Preventive Maintenance, or Alteration for the Repair Station. Refer to § 145.211(c)(1)(vi).
3. Establishing and Maintaining Proficiency of Inspection Personnel.
Refer to § 145.211(c)(1)(iv).
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4. Establishing and Maintaining Current Technical Data. Refer to § 145.211(c)(1)(v).
5. Inspection System. Description and procedures for (refer to § 145.211(c)(1)(i), (ii), (iii), and (vii)):
• Inspecting incoming raw materials.
• Performing preliminary inspection of all articles that are maintained.
• Inspecting all articles that have been involved in an accident for hidden damage before maintenance, preventive maintenance, or alteration is performed.
• Performing final inspection and return to service.
6. Calibration of Measuring and Test Equipment, Including Intervals of Calibration. Refer to § 145.211(c)(1)(viii).
7. Taking Corrective Action on Deficiencies. Refer to § 145.211(c)(1)(ix).
8. References. References, where applicable, to the manufacturer’s inspection standards for a particular article, including reference to any data specified by that manufacturer (refer to § 145.211(c)(2)).
9. Samples of Inspection Forms and Instructions for Completion.
May be a separate manual (refer to § 145.211(c)(3)).
10. Portions Recommended for Manual Organization:
• Table of Contents.
• List of Effective Pages (LEP).
• Record of Revisions.
2.2 Combining Portions of the RSM with the QCM.
2.2.1 Possible Combination. Figure 2-1, Example Structure of a Single Manual System, 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.
2-5 Figure 2-1. Example Structure of a Single Manual System Repair Station Manual Element + Quality Control Manual Element = Possible Chapter/Section Title Training program, revision, notifying responsible Flight Standards office + Establishing and maintaining proficiency of inspection personnel = Training Maintaining and revising contract information + Qualifying and surveilling noncertificated persons = Contract Maintenance Manual revision, responsible Flight Standards office notification, identification, and control of sections + Manual revision and responsible Flight Standards office notification = Manual Control Records and recordkeeping system + Establishing and maintaining current technical data = Document Control Etc. + Etc. = Etc.
2.2.2 Meeting Manual Requirements. The repair station should include a table referencing the manual contents listed in §§ 145.209 and 145.211 to clearly identify that the RSM and QCM meet regulatory requirements.
2.3 Identification and Control of Sections.
2.3.1 Page Numbering. Sequential numbering of the manual(s) from front to back 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.
2.3.2 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 the International Organization for Standardization (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.
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2.3.3 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.
2.3.4 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.
2.3.5 Section Control. The procedures to control sections of the manual should address (as applicable):
• Identification;
• Revision status;
• Page numbering;
• Issue date; and
• Approvals of internal personnel responsible for the manual and revisions.
2.3.6 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.
2.4 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.
Figure 2-2. Sample Procedure Format 1 John Smith Component Repair, Inc. Section: 5 Somewhere, CT 12345 123 Any Street Revision: 1 Page: 3 Date: 11/14/2001
PRELIMINARY INSPECTION The Chief Inspector of the repair station is responsible (Responsibility) for the performance of appropriate inspections, including functional and nondestructive tests.
The Preliminary Inspection process will be reviewed on an annual basis per the Internal Audit process (Interface) in order to validate and identify problems or potential problems in order to correct them. (Process Measures) The Accountable Manager will have the authority to make changes or corrections to the Preliminary Inspection process.
(Authority) This inspection will be conducted on the hangar floor or in the inspection area for components. This will ensure that all units 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 (Control) 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.
(Procedure)
2.4.1 Format 1 Discussion.
2.4.1.1 Advantages. Figure 2-2, Sample Procedure Format 1, includes each of the six Safety Assurance System (SAS) safety attributes to assist in designing a procedure in a narrative format. This format is easy to write, as long as the author remembers to include all of the safety attributes. This format is usually easy for the reader to understand and requires no special training for the author or reader.
2.4.1.2 Disadvantages. The narrative can easily become too complex or wordy. The author may fail to include all of the safety attributes 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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2-8 Figure 2-3. 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 inspect the container (if used) and/or material for any shipping or handling damage.
2. The receiving inspector will immediately report 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.
2.4.2 Format 2 Discussion. Figure 2-3, Sample Procedure 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.
2-9 Figure 2-4. 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 employees 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 closeness 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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2.4.3 Format 3 Discussion. Figure 2-4, Sample Procedure Format 3, is often used for procedures included in an ISO 9000 quality management 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 (e.g., 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.
2.4.4 Introduction to Figure 2-5, Sample Procedure Format 4.
2.4.4.1 The following flowchart illustrates another possible method of presenting a procedure. Although the sample illustrates a simple procedure, complex processes could also be presented using a flowchart. The person using the manual would need to be familiar and comfortable with flowcharts and flowchart symbols.
2.4.4.2 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.
2.4.4.3 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.
2.4.4.4 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.
2.4.5 Format 4 Discussion. Format 4 requires the reader to have some familiarity with flowcharts, but can be easily understood by someone who understands the format.
Because the flowcharts 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 that purpose.
Figure 2-5. Sample Procedure Format 4 Section: 5 Page: 3 Revision: 1 Date: 11/14/2001 Notify container/material Visually inspect Damaged? Yes → Quality Control Purchasing and Manager Form No 123 Compare shipper to purchase order Yes Damage and specification acceptable?
Determined No by QC No Manager Forward Acceptable?
to QC Return to Form vendor Yes 789 See Form material Move to 456 review material cage QP Release form 2-11
3-1 CHAPTER 3. MANUAL REVISION AND CONTROL
3.1 Procedures for Revision.
3.1.1 References. Title 14 CFR part 145:
• Section 145.207(e).
• Section 145.209(j).
• Section 145.209(k).
• Section 145.211(c)(4).
• Section 145.211(d).
3.1.2 Requirements. The RSM and the QCM must contain procedures for revising the manual(s) and notifying the responsible Flight Standards office 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.
3.1.3 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 (SOP) or inspection procedure is changed.
3.1.4 Control System Description. 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.
3.1.5 Procedures. Regardless of the media used for the manual, the procedures for making revisions should include:
1.A person who is clearly identifiable (by title) has the responsibility for the quality of the process for making revisions.
2.A person who is clearly identifiable (by title) has the authority to set up and change a process and will submit revisions to the FAA for review and acceptance.
3. H ow will the repair station incorporate changes to revisions and document methods to accomplish a process?
4. How will the repair station control revisions and submittals by checks and restraints designed into the process to ensure the desired result?