ADR.OR.F.001 Responsibilities of the organisation responsible for the provision of AMS

Delegated Regulation (EU) 2020/1234

The organisation responsible for the provision of AMS shall provide the apron management service in accordance with:

(a) the requirements set out in Annex VII to Regulation (EU) 2018/1139 and in Annex III (Part‑ADR.OR) and Annex IV (Part-ADR.OPS) to this Regulation;

(b) its declaration;

(c) the operating procedures included in the aerodrome manual;

(d) its management system manual in accordance with ADR.OR.F.095;

(e) any other manuals used for the provision of apron management service.

ADR.OR.F.005 Declaration of the organisation responsible for the provision of AMS

Delegated Regulation (EU) 2020/1234

(a) When an organisation responsible for the provision of AMS intends to provide guidance to aircraft as laid down in points a(1) and a(2) of point ADR.OPS.D.001 as a minimum, it shall submit a declaration to the Competent Authority at least 2 months before the date of the intended start of the provision of the service. The declaration shall contain the following information:

(1)  the name of the organisation responsible for the provision of AMS;

(2) contact details of the organisation responsible for the provision of AMS;

(3) name and contact details of the accountable manager;

(4) the name(s) of the aerodrome(s) in the Member State where the service will be provided;

(5) a list of aerodromes located in other Member States where the service is provided;

(6) the date of the intended start of the provision of the apron management service;

(7) a statement that confirms that it has established formal arrangements with the aerodrome operator and the air traffic service provider at the aerodrome where it intends to provide the apron management service;

(8) a statement that confirms that the organisation responsible for the provision of AMS has developed a safety policy and will apply that policy during the provision of the service covered by the declaration, in accordance with point ADR.OR.F.045(b)(2);

(9) a statement that confirms that the organisation responsible for the provision of AMS complies and will, during the provision of the service covered by the declaration, continue to comply with the applicable requirements of Annex VII to Regulation (EU) 2018/1139 and Annex III (Part-ADR.OR) and Annex IV (Part-ADR.OPS) to this Regulation;

(b) By derogation from point (a), when a certified aerodrome operator or an approved air traffic services provider intends to provide apron management service, it shall:

(1)  notify its Competent Authority;

(2) revise its safety policy to include the provision of apron management service;

(3) submit to the Competent Authority the training programme of the personnel intended to be used for the provision of the service.

GM1 ADR.OR.F.005(a) Declaration of the organisation responsible for the provision of AMS

ED Decision 2020/021/R

RESPONSIBILITY OF THE ORGANISATION RESPONSIBLE FOR THE PROVISION OF AMS AS REGARDS THE SUCCESSFUL SUBMISSION OF THE DECLARATION

It is the responsibility of the organisation responsible for the provision of AMS to successfully submit the declaration to the Competent Authority. If the organisation responsible for the provision of AMS does not receive an acknowledgement of receipt of the declaration by the Competent Authority under point ADR.AR.C.050 within a reasonable period of time following the submission of the declaration, it contacts the Competent Authority to investigate whether or not the submission of the declaration has been successful.

GM2 ADR.OR.F.005(a) Declaration of the organisation responsible for the provision of AMS

ED Decision 2020/021/R

DECLARATION OF COMPLIANCE MODEL FORM FOR ORGANISATIONS RESPONSIBLE FOR THE PROVISION OF AMS

ADR.OR.F.010 Continued validity of the declaration

Delegated Regulation (EU) 2020/1234

A declaration made by an organisation responsible for the provision of AMS in accordance with point ADR.OR.F.005 shall remain valid subject to the following conditions:

(a) the organisation responsible for the provision of AMS is compliant with the requirements set out in Annex VII to Regulation (EU) 2018/1139 and in Annex III (Part-ADR.OR) and Annex IV (Part-ADR.OPS) to this Regulation, taking into account the provisions related to the handling of findings as specified under point ADR.OR.F.035 of this Annex;

(b) the Competent Authority is granted access to the organisation responsible for the provision of AMS in accordance with point ADR.OR.F.030 of this Annex to determine continued compliance with the requirements set out in Annex VII to Regulation (EU) 2018/1139 and in Annex III (Part‑ADR.OR) and Annex IV (Part-ADR.OPS) to this Regulation;

(c) the declaration has not been withdrawn by the organisation responsible for the provision of AMS or been notified by the Competent Authority to cease some or all services covered by the declaration.

ADR.OR.F.015 Start of the provision of apron management service

Delegated Regulation (EU) 2020/1234

An organisation responsible for the provision of AMS shall start the provision of apron management service at an aerodrome, when:

(a) the declaration has been received by the Competent Authority;

(b) it has established formal arrangements with the certified aerodrome operator and the approved air traffic service provider at the aerodrome where the service will be provided in accordance with points ADR.OR.F.085 and ADR.OR.F.090 respectively;

(c) it provides evidence that its personnel have completed the required initial and unit training.

ADR.OR.F.020 Termination of the provision of apron management service

Delegated Regulation (EU) 2020/1234

An organisation responsible for the provision of AMS that intends to terminate permanently the provision of the service at an aerodrome shall:

(a) notify the aerodrome operator and the Competent Authority, as soon as possible, so as to enable appropriate measures to be taken for the safe continuation of the service;

(b) submit to the Competent Authority an amended declaration or request de-registration of the declaration, upon the date of termination of the provision of the service.

AMC1 ADR.OR.F.020(a) Termination of the provision of apron management services (AMS)

ED Decision 2020/021/R

NOTIFICATION

When the organisation responsible for the provision of AMS intends to terminate the provision of such services, it should notify in writing the Competent Authority and the aerodrome operator. The prior notice for the notification should be such so as to enable appropriate measures to be taken for the continuation of the service, if necessary, and to allow for the timely publication of the changes and their notification by the Aeronautical Information Regulation and Control (AIRAC) system in accordance with the required time frame.

ADR.OR.F.025 Changes

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall coordinate with the aerodrome operator any changes to the information contained in the declaration specified in point ADR.OR.F.005(a) and to the training programme or the management system manual respectively referred to in point ADR.OR.F.005(b) and point ADR.OR.F.095.

(b) The organisation responsible for the provision of AMS shall notify without undue delay the Competent Authority of any changes specified in point (a) and, if necessary, submit an amended declaration.

(c) The organisation responsible for the provision of AMS shall provide the Competent Authority with the relevant documentation in accordance with point (d).

(d) As part of its management system referred to in point ADR.OR.F.045, the organisation responsible for the provision of AMS that proposes a change to its organisation, its management system or its training programme shall:

(1) determine the interdependences with any affected parties, and plan and conduct a safety assessment in coordination with these organisations;

(2) align assumptions and mitigations with any affected parties in a systematic way;

(3) ensure a comprehensive assessment of the change including any necessary interactions;

(4) ensure that complete and valid arguments, evidence and safety criteria are established and documented to support the safety assessment, and that the change supports the improvement of safety whenever reasonably practicable.

GM1 ADR.OR.F.025(d) Changes

ED Decision 2020/021/R

ASSESSMENT OF CHANGES

(a) Safety (risk) assessment of a change

A safety (risk) assessment of a change includes:

(1) the identification of the scope of the change;

(2) the identification of hazards;

(3) the determination of the safety criteria applicable to the change;

(4) the risk assessment in relation to the harmful effects or improvements in safety related to the change and, if required, risk mitigation for the change to meet the applicable safety criteria;

(5) the verification that the change conforms to the scope that was subject to the safety assessment, and that it meets the safety criteria, before the change is put into operation; and

(6) the specification of the monitoring requirements necessary to ensure that the aerodrome and its operation will continue to meet the safety criteria after the change has been put into operation.

(b) Scope of the safety assessment

The scope of the safety assessment includes the following elements and their interaction:

(1) the aerodrome, its operation, management, and human resources being changed;

(2) the interfaces and interactions between the elements being changed and the rest of the system;

(3) the interfaces and interactions between the elements being changed and the environment in which they are intended to operate; and

(4) the full lifecycle of the change from conception to operations.

(c) Safety criteria

The safety criteria used for the safety assessment of a change:

(1) are compatible or the same with the safety criteria of the aerodrome operator and the air traffic services (ATS) provider;

(2) are defined in accordance with the procedures for the management of the change contained in the management system manual; and

(3) depending on the availability of data, are specified with reference to explicit quantitative acceptable safety risk levels, recognised standards and/or codes of practice, the safety performance of the existing or a similar system.

ADR.OR.F.030 Access

Delegated Regulation (EU) 2020/1234

For the purpose of determining whether an organisation responsible for the provision of AMS is acting in accordance with its declaration, the organisation responsible for the provision of AMS shall ensure that any person duly authorised by the Competent Authority, at any time:

(a) is granted access to any facility, document, records, data, procedures or any other material relevant to its activity;

(b) is allowed to perform or witness any action, inspection, test, assessment or exercise the Competent Authority finds necessary.

ADR.OR.F.035 Findings and corrective actions

Delegated Regulation (EU) 2020/1234

(a) After the Competent Authority has communicated a finding to an organisation responsible for the provision of AMS in accordance with point ADR.AR.C.055 of Annex II, the organisation responsible for the provision of AMS shall take the following steps within the time period determined by the Competent Authority:

(1) identify the root cause of the non-compliance;

(2) define a corrective action plan;

(3) demonstrate the corrective action implementation to the satisfaction of the Competent Authority within the time period agreed with that authority in accordance with point ADR.AR.C.055(d) of Annex II.

(b) The organisation responsible for the provision of AMS shall inform the aerodrome operator of the actions detailed in point (a) and, where appropriate, coordinate such actions with the aerodrome operator.

ADR.OR.F.040 Immediate reaction to a safety problem — compliance with safety directives

Delegated Regulation (EU) 2020/1234

An organisation responsible for the provision of AMS shall:

(a) implement any safety measures, including safety directives, taken by the Competent Authority in accordance with points ADR.AR.A.030(c) and ADR.AR.A.040 of Annex II;

(b) when implementing the measures referred to in point (a), coordinate with the aerodrome operator and the air traffic service provider, where necessary.

ADR.OR.F.045 Management system

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS, the aerodrome operator or the air traffic service provider, when the latter is partially or exclusively providing apron management services, shall implement and maintain a management system that integrates a safety management system that also covers those activities.

(b) The management system shall include:

(1) clearly defined lines of responsibility and accountability throughout the organisation, including a direct accountability for safety on the part of the senior management;

(2) a description of the overall philosophies and principles of the organisation responsible for the provision of AMS with regard to safety, referred to as the safety policy, signed by the accountable manager;

(3) a formal process that ensures that hazards in operations are identified;

(4) a formal process that ensures analysis, assessment and mitigation of the safety risks in the provision of apron management service;

(5)  the means to verify the safety performance of the organisation responsible for the provision of AMS in reference to the safety performance indicators and safety performance targets of the safety management system, and to validate the effectiveness of safety risk controls;

(6) a formal process to:

(i) identify changes within the organisation, its management system, or the provision of apron management service which may affect established processes, procedures and services;

(ii) describe the arrangements to ensure safety performance before implementing changes;

(iii) eliminate or modify safety risk controls that are no longer needed or effective due to changes in the operational environment;

(7) a formal process to review the management system referred to in point (a), identify the cause(s) of substandard performance of the safety management system, determine the implications of such substandard performance in operations, and eliminate or mitigate such cause(s);

(8) a safety training programme that ensures that personnel involved in the provision of apron management service are trained and competent to perform the safety management duties;

(9) formal means for safety communication that ensures that personnel are fully aware of the safety management system, conveys safety-critical information, and explains why particular safety actions are taken and why safety procedures are introduced or changed;

(10) a formal process to monitor the compliance of the organisation with the relevant requirements.

(c) The organisation responsible for the provision of AMS shall document all management system key processes in a manual.

AMC1 ADR.OR.F.045(b)(1) Management system

ED Decision 2020/021/R

SAFETY MANAGEMENT SYSTEM

The management system of the organisation responsible for the provision of AMS should encompass safety by establishing an organisational structure for the management of safety which is proportionate and appropriate to the size of the organisation and the complexity and type of its operations.

Depending on the size of the organisation and the type and complexity of its operations, the safety management system should include the establishment of internal safety committees.

GM1 ADR.OR.F.045(b)(1) Management system

ED Decision 2020/021/R

INTERNAL SAFETY COMMITTEES

Organisations responsible for the provision of AMS may find it beneficial to establish a Safety Review Board and Safety Action Groups, and depending on their organisational complexity and structure, Safety Services Office to support Safety Manager in the execution of the assigned tasks, especially in cases where the organisation provides AMS in multiple aerodromes.

GM2 ADR.OR.F.045(b)(1) Management system

ED Decision 2020/021/R

SAFETY SERVICES OFFICE

(a) The Safety Services Office is managed by the Safety Manager and is independent and neutral in terms of the processes and decisions made regarding the provision of services by the operational unit(s).

(b) The functions of the Safety Services Office normally support the Safety Manager in the following:

(1) the management and oversight of the hazard identification system;

(2) the monitoring of the safety performance of the operational unit(s) that is (are) directly involved in the provision of apron management services (AMS);

(3) the provision of advice to the senior management on safety management matters; and

(4) the provision of assistance to line managers on safety management matters.

GM3 ADR.OR.F.045(b)(1) Management system

ED Decision 2020/021/R

SAFETY REVIEW BOARD AND SAFETY ACTION GROUP

(a) The Safety Review Board:

(1) is a high-level safety committee that considers matters of strategic safety in support of the accountable manager’s safety accountability; and

(2) is chaired by the accountable manager and composed of heads of functional areas.

(b) The Safety Review Board monitors:

(1) the organisation’s safety performance against the safety policy and safety objectives;

(2) that any safety action is taken in a timely manner; and

(3) the effectiveness of the organisation’s safety management processes.

(c) The Safety Review Board ensures that appropriate resources are allocated for the organisation to achieve the safety objectives.

(d) The safety manager or any other relevant person, as appropriate, may attend the Safety Review Board meetings. They may communicate to the accountable manager all the relevant information, as necessary, to allow decision-making based on safety data.

(e) Depending on the size of the organisation and the type and complexity of its operations, the responsibilities of the Safety Review Board may be transferred in other high-level committees of the organisation.

(f) The Safety Action Group

(1) The Safety Action Group may be established as a standing group, or as an ad hoc group, to assist or act on behalf of the Safety Review Board;

(2) More than one Safety Action Group may be established, depending on the scope of the task and the specific expertise required;

(3) The Safety Action Group reports to, and takes strategic direction from, the Safety Review Board, and is comprised of managers, supervisors, and personnel from operational areas.

(4) The Safety Action Group:

(i) monitors operational safety;

(ii) resolves identified risks;

(iii) assesses the impact of operational services on safety;

(iv) ensures that safety actions are implemented within the agreed timescales.

(5) The Safety Action Group reviews the effectiveness of previous safety recommendations and safety promotion activities.

GM4 ADR.OR.F.045(b)(1) Management system

ED Decision 2020/021/R

SAFETY SERVICES OFFICE, SAFETY REVIEW BOARD AND SAFETY ACTION GROUP

Different terms may also be used for the Safety Services Office, the Safety Review Board and the Safety Actions Group.

AMC1 ADR.OR.F.045(b)(2) Management system

ED Decision 2020/021/R

SAFETY POLICY

(a) The safety policy should:

(1) be endorsed by the accountable manager;

(2) clearly identify safety as the highest organisational priority;

(3) reflect organisational commitments regarding safety and its proactive and systematic management;

(4) be communicated, with visible endorsement, throughout the organisation;

(5) include safety reporting principles; and

(6) be periodically reviewed to ensure it remains relevant and appropriate to the organisation.

(b) The safety policy should:

(1) include a commitment to:

(i) improve towards the highest safety standards;

(ii) comply with all applicable legal requirements, meet all applicable standards, and consider best practices;

(iii) provide appropriate resources;

(iv) enforce safety as the primary responsibility of all managers and personnel;

(2) include safety reporting procedures;

(3) with reference to just culture, clearly indicate which types of operational behaviours are unacceptable, and include the conditions under which disciplinary action would not apply; and

(4) be periodically reviewed to ensure it remains relevant and appropriate to the organisation.

(c) Senior management should:

(1) continually promote the safety policy to all personnel, and demonstrate their commitment to it;

(2) provide the necessary human and financial resources for its implementation; and

(3) establish safety objectives and performance standards.

GM1 ADR.OR.F.045(b)(2) Management system

ED Decision 2020/021/R

SAFETY POLICY

(a) Safety policy — General

The safety policy is the means whereby the organisation states its intention to maintain and, where practicable, improve the level of safety in all its activities, and to minimise the risk of an aircraft accident as far as reasonably practicable.

The safety policy states that the purpose of safety reporting and internal investigations is to improve safety, and not to apportion blame to individuals.

(b) Safety policy — Just culture

The safety policy actively encourages effective safety reporting and, by defining the line between acceptable performance (often unintended errors) and unacceptable performance (such as negligence, recklessness, violations, or sabotage), provides fair protection to reporters. A safety or just culture may not, however, preclude the ‘criminalisation of error’, which is legally, ethically, and morally within the sovereign rights of any Member State, provided European Union law and established international agreements are observed. A judicial investigation, and consequences of some form, may be expected following an accident or serious incident especially if a failure resulted in lives lost or property damaged, even if no negligence or ill intent existed. A potential issue could, therefore, exist if voluntary hazard reports, which relate to latent deficiencies of a system or its performance, are treated in the same way as those concerning accident and serious incident investigations. The intent of protecting hazard reports will not be to challenge the legitimacy of a judicial investigation, or demand undue immunity. However, legal argument does usually take precedence over any technical- or safety-related argument.

AMC1 ADR.OR.F.045(b)(3) Management system

ED Decision 2020/021/R

HAZARD IDENTIFICATION PROCESS

(a) The organisation responsible for the provision of AMS should coordinate the hazard identification process with the aerodrome operator and, where necessary, the air traffic services (ATS) provider.

(b) Hazard identification should be based on a combination of reactive, proactive, and predictive methods of safety data collection. Reactive, proactive, and predictive schemes for hazard identification should be the formal means of collecting, recording, analysing, acting on, and generating feedback about hazards and the associated risks that affect safety.

(c) All reporting systems, including confidential reporting schemes, should include an effective feedback process.

GM1 ADR.OR.F.045(b)(3) Management system

ED Decision 2020/021/R

HAZARD IDENTIFICATION

(a) Hazard identification — General

(1) Hazard identification may include the following factors and processes:

(i) design factors, including equipment and task design;

(ii) procedures and operating practices, including the related documentation and checklists, and their validation under actual operating conditions;

(iii) communications, including the means, terminology and language;

(iv) personnel factors, such as company policies for recruitment, training, remuneration, and allocation of resources;

(v) organisational factors, such as the compatibility of production and safety goals, the allocation of resources, operating pressure, and the corporate safety culture;

(vi) work environment factors, such as ambient noise and vibration, temperature, lighting, and the availability of protective equipment and clothing;

(vii) regulatory oversight factors, including the applicability and enforceability of regulations, the certification of equipment, personnel, and procedures, and the adequacy of oversight;

(viii) defences, including factors such as the provision of adequate detection and warning systems, the error tolerance of equipment, and the resilience of equipment to errors and failures; and

(ix) human performance, restricted to medical conditions and physical limitations.

(2) For hazard identification, internal and external sources may be used.

(i) Internal sources:

(A) voluntary occurrence-reporting schemes;

(B) safety surveys;

(C) safety audits;

(D) normal operations monitoring schemes;

(E) trend analysis;

(F) feedback from training; and

(G) investigation of incidents and follow-up.

(ii) External sources:

(A) accident reports;

(B) State mandatory occurrence-reporting system; and

(C) State voluntary occurrence-reporting system.

(3) The methods used for hazard identification depend on the resources and constraints of each particular organisation, and on the size and complexity of its operations. Nevertheless, hazard identification, regardless of implementation, complexity and size, is part of the organisation’s safety documentation. In the context of mature safety management practices, hazard identification is a continuous, daily activity. It is an integral part of the organisation’s processes. There are three specific conditions under which special attention to hazard identification should be paid. These three conditions should trigger more in-depth and far-reaching hazard identification activities, and include:

(i) any time the organisation experiences an unexplained increase in safety-related events or regulatory infractions;

(ii) any time major operational changes are foreseen, including changes to key personnel or other major equipment or systems; and

(iii) before and during periods of significant organisational changes, including rapid growth or contraction, corporate mergers, acquisitions, or downsizing.

(4) For hazard identification, the following tools and techniques may be used:

(i) brainstorming, which is an unbounded but facilitated discussion with a group of experts;

(ii) the hazard and operability (HAZOP) study, which is a systematic and structured approach using parameter and deviation guidewords. This technique relies on a very detailed system description being available for study, and usually involves breaking down the system into well-defined subsystems and functional or process flows between subsystems. Each element of the system is then subject to discussion within a multidisciplinary group of experts against the various combinations of the guidewords and deviations;

(iii) checklists, which are lists of known hazards or hazard causes that have been derived from past experience. Past experience could be previous risk assessments, or similar systems, or operations, or from actual incidents that have occurred in the past. This technique involves the systematic use of an appropriate checklist, and the consideration of each item on the checklist for possible applicability to a particular system. Checklists are always validated for applicability prior to use;

(iv) the failure modes and effects analysis (FMEA), which is a ‘bottom-up’ technique used to consider ways in which the basic components of a system can fail to perform their design intent. This technique relies on a detailed system description, and considers the ways in which each subcomponent of the system could fail to meet its design intent, and what the consequences could be for the overall system. For each subcomponent of a system, the FMEA considers:

(A) all the potential ways that the component could fail;

(B) the effects that each of these failures would have on the system behaviour;

(C) the possible causes of the various failure modes; and

(D) how the failures might be mitigated within the system or its environment.

The system level at which the analysis is applied can vary, and is determined by the level of detail of the system description used to support the analysis. Depending on the nature and complexity of the system, the analysis could be undertaken by an individual system expert, or by a team of system experts that act in group sessions.

(v) the structured what-if technique (SWIFT) is a simple and effective technique, alternative to the HAZOP study, and involves a multidisciplinary team of experts. It is a facilitated brainstorming group activity, but is typically carried out on a higher‑level system description, having fewer sub-elements than the HAZOP study and with a reduced set of prompts.

(5) Identified hazards are registered in a hazard log (hazard register). The nature and format of such a hazard log may vary from a simple list of hazards to a more sophisticated relational database linking hazards to mitigations, responsibilities, and actions. The following information is included in the hazard log:

(i) unique hazard reference number against each hazard;

(ii) hazard description;

(iii) indication of the potential causes of the hazard;

(iv) qualitative assessment of the possible outcomes and severities of the consequences arising from the hazard;

(v) qualitative assessment of the risk associated with the possible consequences of the hazard;

(vi) description of the existing risk controls for the hazard; description of additional actions that are required to reduce safety risks, as well as target date of their completion; and

(vii) indication of responsibilities in relation to the management of risk controls.

(6) Additionally, the following information may also be included in the hazard log:

(i) a quantitative assessment of the risk associated with the possible consequences of the hazard;

(ii) record of actual incidents or events related to the hazard, or its causes;

(iii) risk-tolerability statement;

(iv) statement of formal system-monitoring requirements;

(v) indication of how the hazard was identified;

(vi) hazard owner;

(vii) assumptions; and

(viii) third-party stakeholders.

(b) Hazard identification — Indicators

(1) Reactive (lagging) indicators:

Metrics that measure events which have already occurred and that impact on safety performance.

As reactive (lagging) indicators only reflect system failures, their use can only result in determining a reactive response. Although they do measure failure to control hazards, they do not normally reveal why the system failed, or if there are any latent hazards.

(2) Proactive (leading) indicators:

Metrics that measure inputs to the safety system (either within an organisation, a sector, or across the total aviation system) to manage and improve safety performance.

Proactive (leading) indicators indicate good safety practices being introduced, developed and adapted, which, by their inclusion, seek to establish a proactive safety environment that engenders continuous improvement. They provide useful information when accident and incident rates are low to identify latent hazards and potential threats, and consequent opportunities for improvement.

There should always be a connection between a proactive indicator and the unwanted outcomes (or reactive indicators) that their monitoring is intended to warn against.

(3) Predictive indicators (precursor events):

These metrics can be considered as indicators that do not manifest themselves in accidents or serious incidents. They indicate less severe system failures or ‘near misses’ which, when combined with other events, may lead to an accident or a serious incident.

In a large organisation, a mature safety management system includes all these measures. Risk-management efforts, however, are targeted at proactive (leading) indicators and predictive indicators (precursor events).

AMC1 ADR.OR.F.045(b)(4) Management system

ED Decision 2020/021/R

SAFETY RISK ASSESSMENT AND RISK MITIGATION

(a) A formal safety risk assessment and risk-mitigation process should be developed and maintained that ensures risk analysis (in terms of probability and severity of occurrence), risk assessment (in terms of tolerability), and risk control (in terms of mitigation).

(b) The levels of management that have the authority to make decisions regarding the tolerability of safety risks, in accordance with (a) above, should be specified in the management manual. The decisions should be coordinated with the aerodrome operator and, where necessary, the air traffic services (ATS) provider.

GM1 ADR.OR.F.045(b)(4) Management system

ED Decision 2020/021/R

SAFETY RISK ASSESSMENT AND RISK MITIGATION

Safety risk assessment is the analysis of the safety risks of the consequences of the hazards that have been determined.

The safety risk analysis breaks down the risks into two components:

—             the probability of occurrence of a damaging event or condition, and

—             the severity of the damaging event or condition, should it occur.

Safety risk decision-making and acceptance should be specified through a risk-tolerability matrix. The definition and final construction of the matrix is left to the aerodrome operator to design, is documented in the aerodrome manual, and is subject to approval by the Competent Authority.

AMC1 ADR.OR.F.045(b)(5) Management system

ED Decision 2020/021/R

SAFETY PERFORMANCE MONITORING AND MEASUREMENT

(a) Safety performance monitoring and measurement should be the process by which the safety performance of the organisation responsible for the provision of AMS is verified in comparison to the established safety policy and objectives, identified safety risks and the risk-mitigation measures.

(b) This process should include the setting of safety performance indicators and safety performance targets, and measuring the organisation’s safety performance against them.

(c) The safety performance indicators and targets should be agreed with the aerodrome operator and should not contravene the safety performance indicators and targets of the aerodrome operator and, where applicable, the air traffic services (ATS) provider.

GM1 ADR.OR.F.045(b)(5) Management system

ED Decision 2020/021/R

SAFETY PERFORMANCE MONITORING AND MEASUREMENT

(a) The performance monitoring and measurement process includes:

(1) safety reporting, addressing also the status of the organisation’s compliance with the applicable requirements;

(2) safety studies which are rather large analyses encompassing broad safety concerns;

(3) safety reviews, including trends reviews which are conducted during the introduction and deployment of new technologies, change or implementation of procedures, or in situations of structural changes in operations, or to explore the increase in incidents or safety reports;

(4) safety audits which focus on the integrity of the organisation’s management system, and periodically assess the status of safety risk controls;

(5) safety surveys which examine particular elements or procedures of a specific operation, such as problem areas or bottlenecks in daily operations, perception and opinions of operational personnel, and areas of dissent or confusion; and

(6) internal safety investigations of occurrences.

(b) The following generic aspects/areas may be considered:

(1) accountability for the management of the operational activities and their ultimate accomplishment;

(2) authority to direct, control or change the procedures, as well as to make key decisions such as safety risk acceptance decisions;

(3) procedures for operational activities;

(4) controls, including hardware, software, special procedures or procedural steps, and supervisory practices designed to keep operational activities on track;             

(5) interfaces, including lines of authority between departments, lines of communication between employees, consistency of procedures, and clear delineation of responsibility between organisations, work units, and employees; and

(6) process measures to provide feedback to parties in charge that required actions are taking place, required outputs are being produced, and expected outcomes are being achieved.

AMC1 ADR.OR.F.045(b)(6) Management system

ED Decision 2020/021/R

CHANGE MANAGEMENT

The organisation responsible for the provision of AMS should manage the safety risks related to a change. The management of a change should be a documented process to identify external and internal changes that may have an adverse effect on safety.

The management of a change should make use of the organisation’s existing hazard identification, safety risk assessment, and mitigation processes.

GM1 ADR.OR.F.045(b)(6) Management system

ED Decision 2020/021/R

CHANGE MANAGEMENT

(a) A change can introduce new hazards and impact on the appropriateness and/or effectiveness of existing safety risk mitigation strategies. A change may be external to the organisation, or internal.

(b) A formal process for the management of change considers the following:

(1) the criticality of systems and activities;

(2) the stability of systems and operational environments; and

(3) the organisation’s past performance.

(c) System description is one of the fundamental preliminary activities in the planning of the safety management system to determine a baseline hazard analysis for the system.

As part of the formal process of the management of change, the system description and the baseline hazard analysis are reviewed periodically, even if circumstances of change are not present, to determine their continued validity.

When changes to the system are made, and periodically thereafter, the organisation responsible for the provision of AMS goes over its system and its actual operational environment in order to make sure it continues to be fully aware of the circumstances under which the provision of AMS takes place.

With regard to the management of change and safety (risk) assessments related to changes, see also ADR.OR.F.025 and GM1 ADR.OR.F.025(d).

AMC1 ADR.OR.F.045(b)(7) Management system

ED Decision 2020/021/R

CONTINUOUS IMPROVEMENT OF THE SAFETY MANAGEMENT SYSTEM

The organisation responsible for the provision of AMS should continuously seek to improve its safety performance. The organisation should develop and maintain a relevant formal process in this regard. Continuous improvement should be achieved through:

(a) the proactive and reactive evaluation of facilities, equipment, documentation and procedures;

(b) the proactive evaluation of an individual’s performance to verify they fulfil their safety responsibilities; and

(c) reactive evaluations to verify the effectiveness of the system as regards the control and mitigation of safety risks.

GM1 ADR.OR.F.045(b)(7) Management system

ED Decision 2020/021/R

CONTINUOUS IMPROVEMENT OF THE SAFETY MANAGEMENT SYSTEM

The continuous improvement of the safety management system, as part of the safety assurance, is achieved through the following:

(a) internal evaluations;

(b) independent audits, both internal and external;

(c) strict document controls; and

(d) continuous monitoring of safety controls and mitigation actions.

AMC1 ADR.OR.F.045(b)(8) Management system

ED Decision 2020/021/R

SAFETY MANAGEMENT SYSTEM TRAINING

(a) The organisation responsible for the provision of AMS should establish a safety management system training programme for all personnel involved in the provision of AMS, including all management staff (e.g. supervisors, managers, senior managers, and the accountable manager), regardless of their position in the hierarchy of the organisation.

(b) The amount and level of detail of the safety management system training should be proportionate and appropriate to the individual’s responsibilities and involvement in the safety management system of the organisation.

(c) The safety management system training programme should be developed in accordance with AMC1 ADR.OR.D.017(a);(b) and be incorporated in the training programme foreseen therein.

GM1 ADR.OR.F.045(b)(8) Management system

ED Decision 2020/021/R

SAFETY MANAGEMENT SYSTEM TRAINING — PERSONNEL REQUIREMENTS

(a) Operations and maintenance personnel

(1) The safety management system training addresses all safety-related responsibilities, including adherence to all operational and safety procedures, and identifying and reporting hazards.

(2) The training objectives include the organisation’s safety policy and safety management system fundamentals and overview.

(3) The training contents include the following:

(i) the definition of hazards;

(ii) the consequences of hazards and risks;

(iii) the safety risk management process, including roles and responsibilities; and

(iv) safety reporting and the organisation’s safety reporting system(s).

(b) Managers and supervisors

(1) The safety management system training addresses safety-related responsibilities, including the promotion of the safety management system (SMS) and engaging operational personnel in hazard reporting.

(2) In addition to the training objectives established for operational personnel, the training objectives for managers and supervisors include a detailed knowledge of the safety process, hazard identification and safety risk management and mitigation, and change management.

(3) In addition to the contents specified for operational personnel, the training contents for supervisors and managers include safety data analysis.

(c) Senior managers

(1) The safety management system training would include safety-related responsibilities, including compliance with European Union, national and the organisation’s own safety requirements, allocation of resources, ensuring effective inter-departmental safety communication, and active promotion of the safety management system.

(2) In addition to the objectives for the two previous employee groups, the safety management system training includes also safety assurance and safety promotion, safety roles and responsibilities, and the establishment of an acceptable level of safety.

(d) Accountable manager

The training would provide the accountable manager with a general awareness of the organisation’s safety management system, including safety management system roles and responsibilities, safety policy and objectives, safety risk management, and safety assurance.

AMC1 ADR.OR.F.045(b)(9) Management system

ED Decision 2020/021/R

SAFETY COMMUNICATION

(a) The organisation responsible for the provision of AMS should communicate the safety management system objectives and procedures to all operational personnel, and the safety management system and its application should be evident in all aspects of the organisation’s operations.

(b) There should be a communication flow between the safety manager and the operational personnel throughout the organisation. The safety manager should communicate the performance of the organisation’s safety management system via suitable means. The safety manager should also ensure that lessons learned from investigations, safety-related events or other safety-related experience, both internally and from other organisations, are distributed widely within the organisation.

(c) Safety communication should aim to:

(1) ensure that all staff are fully aware of the organisation’s safety management system;

(2) convey safety-critical information;

(3) explain why particular actions are taken; and

(4) explain why safety procedures are introduced or changed.

GM1 ADR.OR.F.045(b)(9) Management system

ED Decision 2020/021/R

SAFETY COMMUNICATION

(a) The following means may be used to communicate safety information:

(1) the safety management system (SMS) manual;

(2) safety processes and procedures;

(3) safety newsletters, notices, and bulletins; and

(4) websites or emails.

(b) Regular meetings with staff, where information, actions and procedures are discussed, may also be used to communicate safety information.

AMC1 ADR.OR.F.045(b)(10) Management system

ED Decision 2020/021/R

COMPLIANCE MONITORING

(a) Compliance monitoring

(1) The implementation and use of a compliance-monitoring process should enable the organisation responsible for the provision of AMS to monitor the organisation’s compliance with the relevant requirements of this Part, of Part-ADR.OPS, as well as with any other applicable regulatory requirements, or requirements established by the aerodrome operator or the air traffic services (ATS) provider.

(2) The compliance-monitoring process should be properly implemented, maintained and continually reviewed and improved, as necessary.

(3) Compliance monitoring should include a system to feed findings back to the accountable manager to ensure the effective implementation of corrective actions, as necessary.

(4) The organisation responsible for the provision of AMS should monitor the consistent application of its procedures, and compliance with the applicable procedures of the aerodrome operator and of the ATS provider to ensure that the activities are performed safely. In doing so, the AMS provider should, as a minimum, and where appropriate, monitor compliance with:

(i) its privileges;

(ii) the manuals, logs, and records;

(iii) the training standards;

(iv) the required resources;

(v) the management system procedures and manuals; and

(vi) the activities of the organisation carried out under the supervision of the person nominated in accordance with point ADR.OR.F.065(a)(2).

(b) Organisational set-up

(1) To ensure that the organisation continues to meet the requirements of this Part and of other applicable parts, the accountable manager should designate a person responsible for compliance monitoring.

(2) Compliance monitoring should be an independent function. If the person responsible for compliance monitoring has also another function, that person’s independence should be established by ensuring that audits and inspections are carried out by personnel that are not responsible for the function, procedure, etc., being audited.

(3) Staff involved in compliance monitoring should have access to any part of the organisation and, as necessary, to any contracted organisation.

(c) Compliance-monitoring documentation

(1) Relevant documentation should include the relevant part(s) of the organisation’s management system documentation.

(2) In addition, relevant documentation should also include the following:

(i) terminology;

(ii) specified activity standards;

(iii) a description of the organisation;

(iv) the allocation of duties and responsibilities;

(v) procedures to ensure regulatory compliance;

(vi) the compliance-monitoring programme which reflects:

(A) the schedule of the monitoring programme;

(B) audit procedures, including an audit plan that is implemented, maintained and continually reviewed and improved;

(C) reporting procedures;

(D) follow-up and corrective action procedures; and

(E) the recording system;

(vii) the training syllabus referred to in point (d)(2) below; and

(viii) document control.

(d) Training

(1) Proper and thorough training is essential to optimise compliance. In order to achieve optimum outcome of such training, the AMS provider should ensure that all personnel understand the objectives as laid down in the AMS provider’s management system documentation.

(2) The staff member responsible for managing compliance monitoring should receive training in this task. Such training should cover the compliance-monitoring requirements, the manuals and procedures related to the task, audit techniques, reporting, and recording.

(3) The time should be provided to train the staff involved in compliance management, and for briefing the rest of the staff.

(4) The allocation of time and resources should be based on the volume and complexity of the activities concerned.

(e) Compliance monitoring — audit scheduling

(1) Defined audit schedules to be completed during a specified period as well as a periodic review cycle for each audited area should be established. The compliance monitoring itself should also be audited according to a defined audit schedule. The schedule should allow for unscheduled audits when non-compliance data shows an increasing trend. Follow-up audits should be scheduled to verify that corrective action has been carried out, and that it has been effective and completed, in accordance with the policies and procedures specified in the aerodrome manual.

(2) The management system’s key processes, procedures and the operation of the organisation responsible for the provision of AMS should be audited within the first 12 months from the date on which the declaration was first registered.

(3) Following that, the organisation responsible for the provision of AMS should consider the results of its safety (risk) assessments and of its past compliance-monitoring activities in order to adapt the period within which an audit or a series of audits should be conducted, to cover its management system’s key processes, procedures and operations in a manner and at intervals set out in the management system manual. This period should be consistent with the relevant Competent Authority’s oversight planning cycle and may be extended up to 36 months, in coordination with the Competent Authority, provided that there are no level 1 findings, and subject to the organisation responsible for the provision of AMS having a good record of addressing findings in a timely manner.

GM1 ADR.OR.F.045(b)(10) Management system

ED Decision 2020/021/R

COMPLIANCE MONITORING — GENERAL

(a) The person responsible for compliance monitoring may perform all audits and inspections themselves or may appoint one or more auditors by choosing staff, either from within or outside the organisation, which have the related competence as defined in point (d) of AMC2 ADR.OR.F.045(b)(10).

(b) Regardless of the option chosen in point (a) above, the organisation ensures that the independence of the audit function is not affected, particularly in cases where staff that perform the audit or the inspection are also responsible for other functions within the organisation.

(c) If external staff are used to perform compliance audits or inspections:

(1) such audits or inspections would be performed under the responsibility of the person responsible for compliance monitoring; and

(2) the organisation responsible for the provision of AMS remains responsible for ensuring that external staff have the appropriate knowledge, background and experience with regard to the activities being audited or inspected, including knowledge of and experience in compliance monitoring.

(d) The organisation responsible for the provision of AMS has the ultimate responsibility for the effectiveness of compliance monitoring, particularly for the effective implementation and follow-up of all corrective actions.

AMC2 ADR.OR.F.045(b)(10) Management system

ED Decision 2020/021/R

RESPONSIBILITY FOR COMPLIANCE MONITORING

(a) The responsibility for compliance monitoring should:

(1) lie with a person that has direct access and is responsible to the accountable manager;

(2) not lie with a person that is nominated in accordance with point ADR.OR.F.065(a)(2).

(b) Depending on the size of the organisation and the type and complexity of its operations, the task of compliance monitoring may be performed by the accountable manager provided they have demonstrated they have the related competence as defined in point (d) below.

(c) If the same person acts both as compliance-monitoring manager and as safety manager, the accountable manager, with regard to their direct accountability as regards safety, should ensure that sufficient resources are allocated to both functions, taking into account the size of the organisation and the type and complexity of its operations.

(d) Persons that are allocated the responsibility for compliance monitoring should have:

(1) adequate experience and expertise in aerodrome operations or in the provision of apron management services (AMS) or air traffic services (ATS);

(2) adequate knowledge of and experience in safety management and quality assurance;

(3) knowledge of the aerodrome manual and as regards the organisation responsible for the provision of AMS, of its management manual; and

(4) comprehensive knowledge of the applicable requirements in the area of aerodromes, AMS or ATS.

AMC1 ADR.OR.F.045(c) Management system

ED Decision 2020/021/R

MANAGEMENT SYSTEM DOCUMENTATION

The organisation responsible for the provision of AMS should ensure that the key processes of its documented management system include a process for making personnel aware of their responsibilities, as well as its amendment procedure.

The documented management system of the organisation responsible for the provision of AMS should include at least the following information:

(a) a statement signed by the accountable manager confirming that the organisation will continuously work in accordance with the applicable requirements, with the requirements of the aerodrome operator and of the air traffic services (ATS) provider, and with the organisation’s documented management system;

(b) the organisation’s scope of activities;

(c) the titles and names of the persons referred to in point ADR.OR.F.065 and in AMC2 ADR.OR.F.045(b)(10);

(d) an organisation chart showing the lines of responsibility between the nominated persons;

(e) the procedures specifying how the organisation ensures compliance with the applicable requirements;

(f) the amendment procedure for the organisation’s management system documentation; and

(g) the safety management system outputs.

AMC2 ADR.OR.F.045(c) Management system

ED Decision 2020/021/R

SAFETY MANAGEMENT MANUAL

(a) For cases where safety management is set out in a safety management manual, it should be the key instrument for communicating the approach of the organisation responsible for the provision of AMS to safety. The safety management manual should document all aspects of safety management, including the safety policy, its objectives, procedures, and the safety responsibilities of individuals.

(b) The safety management manual should include the following:

(1) the scope of the safety management system;

(2) the safety policy and its objectives;

(3) the safety responsibilities of key safety personnel;

(4) the documentation control procedures;

(5) the safety assessment process, including hazard identification and risk management schemes;

(6) the monitoring of implementation and the effectiveness of the safety actions and risk‑mitigation measures;

(7) safety performance monitoring;

(8) safety reporting (including hazard reporting) and investigation;

(9) the change management (including organisational changes with regard to safety responsibilities);

(10) safety promotion; and

(11) safety management system outputs.

GM1 ADR.OR.F.045(c) Management system

ED Decision 2020/021/R

MANAGEMENT SYSTEM DOCUMENTATION

It is not required to duplicate information in several manuals. The safety management manual is considered part of the management manual of the organisation responsible for the provision of AMS.

ADR.OR.F.045A Information security management system

Delegated Regulation (EU) 2022/1645

The organisation responsible for the provision of AMS shall establish, implement and maintain an information security management system in accordance with Delegated Regulation (EU) 2022/1645 in order to ensure the proper management of information security risks which may have an impact on aviation safety.

[applicable from 16 October 2025 — Delegated Regulation (EU) 2022/1645]

ADR.OR.F.050 Reporting malfunctions of systems used for the provision of apron management services

Delegated Regulation (EU) 2020/1234

Without prejudice to Regulation (EU) No 376/2014, the organisation responsible for the provision of AMS shall report to the Competent Authority of the State where the aerodrome is located, to the aerodrome operator and to the organisation responsible for the design of any aerodrome equipment used for the provision of apron management service, any malfunction, technical defect, exceeding of technical limitations, occurrence or other irregular circumstance that has or may have endangered safety and that has not resulted in an accident or a serious incident.

ADR.OR.F.055 Safety reporting system

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall establish and implement a safety reporting system for its personnel.

(b) As part of the process referred to in point ADR.OR.F.045(b)(3), the organisation responsible for the provision of AMS shall ensure that:

(1) its personnel use the safety reporting system for the mandatory reporting of any accident, serious incident and occurrence;

(2)  the safety reporting system may be used for the voluntary reporting of any defect, fault and safety hazard which could impact safety.

(c) The safety reporting system shall protect the identity of the reporter, encourage voluntary reporting and include the possibility that reports may be submitted anonymously.

(d) The organisation responsible for the provision of AMS shall:

(1)  record all reports submitted;

(2) transmit the reports to the aerodrome operator, and, if relevant, to the air traffic service provider;

(3) in cooperation with the aerodrome operator or the air traffic service provider, or both, analyse and assess the reports, in order to address safety deficiencies and identify trends;

(4) participate in the investigation of the reports conducted by the aerodrome operator, as appropriate;

(5) refrain from attribution of blame in line with the “just culture” principles.

AMC1 ADR.OR.F.055 Safety reporting system

ED Decision 2020/021/R

SAFETY REPORTING SYSTEM

(a) The safety reporting system should include the personnel of the organisation which are responsible for the provision of AMS.

(b) The safety reporting system should include the possibility for voluntary reporting intended for safety hazards identified by the reporter which may have potential negative consequences on safety.

(c) The organisation responsible for the provision of AMS should identify which events are mandatory to be reported.

(d) The organisation responsible for the provision of AMS should provide the means and the format for reporting, which should be such that they meet the existing reporting requirements established in the applicable legislation in terms of time, format, and required information to be reported.

(e) The safety reporting system should include the acknowledgement to the reporter of the successful submission of the report.

(f) The reporting process should be as simple as possible, and well documented, including details on what, how, where, whom, and when to report.

(g) Regardless of the means or method of submission of the report, once the information is received, it should be stored in a manner suitable for easy retrieval and analysis.

(h) Access to the submitted reports should be restricted to personnel responsible for storing and analysing them.

(i) The reporter’s identity should be protected, and this principle should be included in the procedures established by the organisation responsible for the provision of AMS for gathering additional information for further analyses or investigations.

(j) The safety reporting system should include a feedback process to inform the reporter on the outcome of the occurrence analysis.

GM1 ADR.OR.F.055 Safety reporting system

ED Decision 2020/021/R

THE NEED FOR SAFETY REPORTING

(a) The overall objective of the safety reporting system is to use reported information to improve the safety performance of the organisation, and not to attribute blame to individuals.

(b) The specific objectives of the safety reporting system are to:

(1) enable an assessment to be made of the safety implications of each relevant occurrence, serious incident and accident, including similar past events, so that any necessary action can be initiated; and

(2) ensure that knowledge about such relevant occurrences, serious incidents and accidents is disseminated so that other persons and organisations may learn from them.

AMC1 ADR.OR.F.055(a) Safety reporting system

ED Decision 2020/021/R

GENERAL

The organisation responsible for the provision of AMS should establish procedures to be used for reporting to the Competent Authority and to any other organisation required, which should include the following:

(a) the description of the applicable requirements for reporting;

(b) the description of the reporting mechanism, including reporting forms, means, and deadlines;

(c) the personnel responsible for reporting; and

(d) the description of the mechanism and of personnel responsibilities for identifying root causes, and the actions that may be needed to be taken to prevent similar occurrences from happening in the future, as appropriate.

ADR.OR.F.060 Safety programmes

Delegated Regulation (EU) 2020/1234

The organisation responsible for the provision of AMS shall participate in the safety programmes established by the aerodrome operator.

ADR.OR.F.065 Personnel requirements

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall:

(1) appoint an accountable manager, who has the authority to ensure that all activities can be financed and carried out in accordance with the applicable requirements. The accountable manager shall be responsible for establishing and maintaining an effective management system;

(2) nominate a person responsible for the management and supervision of operational services related to apron management;

(3) nominate a person responsible for the development, maintenance and day-to-day management of the safety management system. That person shall act independently of other managers within the organisation, shall have direct access to the accountable manager and to appropriate management for safety matters, and shall be responsible to the accountable manager;

(4) have sufficient and qualified personnel for the planned tasks and activities to be performed in accordance with the applicable requirements;

(5) assign a sufficient number of personnel supervisors to defined duties and responsibilities, taking into account the structure of the organisation and the number of personnel employed;

(6) ensure that personnel involved in the provision of apron management service are adequately trained in accordance with the training programme.

(b) In the case that the aerodrome operator or the air traffic service provider are partially or exclusively providing apron management service, they shall ensure that the requirements of point (a) are included in their established allocation of responsibilities within their management systems.

AMC1 ADR.OR.F.065(a)(1) Personnel requirements

ED Decision 2020/021/R

ACCOUNTABLE MANAGER

(a) Accountable manager — General

(1) The accountable manager should:

(i) ensure that all necessary resources are available to deliver the services in accordance with the applicable requirements and the aerodrome manual;

(ii) ensure that if there is a reduction in the level of resources or if there are abnormal circumstances which may affect safety, the required reduction in the level of operations at the aerodrome is implemented in cooperation with the aerodrome operator and the air traffic services (ATS) provider;

(iii) establish, implement and promote the safety policy; and

(iv) ensure compliance with the relevant applicable requirements and the organisation’s safety management system.

(2) The accountable manager should have:

(i) an appropriate level of authority within the organisation to ensure that its activities are financed and carried out to the standard required;

(ii) knowledge and an understanding of the documents that prescribe aerodrome and ATS safety standards;

(iii) an understanding of the requirements as regards the competencies of management personnel so as to ensure that competent persons occupy key management functions;

(iv) knowledge and an understanding of safety and quality management systems related principles and practices and how these are applied within the organisation;

(v) knowledge of the role of the accountable manager; and

(vi) knowledge and an understanding of the key risk management issues as regards aerodrome operations.

(b) Accountable manager — Delegation of responsibilities

(1) A high level of technical knowledge and understanding is expected from an accountable manager, and in particular with reference to their own role in ensuring that standards are maintained.

(2) During periods of absence, the responsibilities of the accountable manager for the day‑to-day operations may be delegated; however, the accountability ultimately remains with the accountable manager.

(3) Depending on the size and the complexity of the organisation’s operations, the accountable manager may delegate their responsibilities in the area of training by nominating a training manager whose responsibilities should be the establishment, coordination, implementation of training programmes, and relevant record keeping of personnel training as well as of the proficiency check programmes.

In any case, the accountability ultimately remains with the accountable manager.

GM1 ADR.OR.F.065(a)(1) Personnel requirements

ED Decision 2020/021/R

ACCOUNTABLE MANAGER

Depending on the size, structure and complexity of the organisation, the accountable manager may be:

(a) the chief executive officer (CEO);

(b) the chief operating officer (COO);

(c) the chair of the board of directors;

(d) a partner; or

(e) the proprietor.

The appointment of an accountable manager, who is given the necessary authority and responsibilities, requires that the individual has the necessary competences to fulfil the role. The accountable manager may have more than one function in the organisation. Nonetheless, the accountable manager’s role is to instil safety to personnel as a core organisational value, and to ensure that the safety management system is properly implemented and maintained through the allocation of resources and tasks.

AMC1 ADR.OR.F.065(a)(2) Personnel requirements

ED Decision 2020/021/R

NOMINATED PERSON RESPONSIBLE FOR THE MANAGEMENT AND SUPERVISION OF OPERATIONAL SERVICES RELATED TO APRON MANAGEMENT — OPERATIONS MANAGER

(a) General

(1) A description of the functions of the operations manager, i.e. the person responsible for the management and supervision of operational services related to apron management, should be contained in the management manual. This person should be given the necessary and adequate resources to perform their duties.

(2) The organisation responsible for the provision of AMS should make arrangements to ensure adequate supervision continuity in the absence of the operations manager.

(3) The operations manager should be foreseen to work sufficient hours to fulfil the management functions, considering the scale and complexity of the operation.

(4) The operations manager may hold more than one post if such an arrangement is considered suitable and it properly matches the structure of the organisation responsible for the provision of AMS and the complexity of its operations.

(b) Competence

The operations manager should have:

(1) good practical experience and the appropriate expertise in aerodrome operations, apron management and/or air traffic services (ATS);

(2) comprehensive knowledge of the applicable requirements in the area of aerodromes, apron management and/or ATS;

(3) appropriate knowledge about safety and quality management; and

(4) knowledge of the aerodrome manual and the organisation’s management system manual.

AMC1 ADR.OR.F.065(a)(3) Personnel requirements

ED Decision 2020/021/R

SAFETY MANAGER

(a) The safety manager should be the focal point and responsible for the effective development, coordination, administration and maintenance of a safety management system.

(b) The role of the safety manager should be to:

(1) facilitate hazard identification, risk analysis and risk management;

(2) monitor the implementation and functioning of the safety management system, including the necessary safety actions;

(3) manage the safety reporting system of the organisation responsible for the provision of AMS;

(4) coordinate with the aerodrome operator and the air traffic services (ATS) provider as regards their safety management systems;

(5) produce periodic reports on the safety performance of the organisation;

(6) ensure the maintenance of the safety management documentation;

(7) ensure the availability of a safety management training and that it meets established standards;

(8) provide advice on safety matters; and

(9) initiate and participate in internal occurrence/incident/accident investigations.

(c) The safety manager should have:

(1) relevant practical experience and the appropriate expertise in aerodrome operations, apron management and/or ATS;

(2) appropriate knowledge about safety and quality management;

(3) knowledge of the aerodrome manual and the organisation’s management system manual; and

(4) comprehensive knowledge of the applicable requirements in the area of aerodromes, apron management and/or ATS.

(d) The safety manager should not be the person referred to in point ADR.OR.F.065(a)(2). However, depending on the size of the organisation and the type and complexity of its operations, the safety manager may be the accountable manager, or any other person with an operational role within the organisation, provided that they can act independently of other managers within the organisation, and have direct access to the accountable manager and to the appropriate management level for safety matters.

GM1 ADR.OR.F.065(a)(2);(a)(3) Personnel requirements

ED Decision 2020/021/R

COMBINED RESPONSIBILITIES

(a) As regards the acceptability for a single person to hold more than one post, possibly in combination with the capacity as accountable manager, it depends upon the size of the organisation and the type and complexity of its operations. The two main areas of concern are the allocation of sufficient resources as well as the individual’s capacity and competence to fulfil their responsibilities.

(b) The competence in different areas of responsibility is not different from the competence requirements applicable to persons that hold only one post.

(c) The complexity of the organisation or of its operations may prevent or limit the combination of posts.

AMC1 ADR.OR.F.065(a)(4) Personnel requirements

ED Decision 2020/021/R

DETERMINATION OF PERSONNEL REQUIRED FOR PLANNED TASKS AND PERSONNEL QUALIFICATIONS

The organisation responsible for the provision of AMS should determine:

(a) the personnel that are required for the planned tasks;

(b) the required personnel qualifications in accordance with the applicable requirements (and the national and European Union legislation, where applicable), and include them in the management system manual; a documented system with defined responsibilities should be in place to identify any need for changes with regard to personnel qualifications.

GM1 ADR.OR.F.065(a)(4) Personnel requirements

ED Decision 2020/021/R

PERSONNEL QUALIFICATIONS

The term ‘qualified’ denotes fit for purpose. This may be achieved through the fulfilment of the necessary conditions, such as the completion of the required training, or the acquisition of a diploma or degree, or by gaining relevant experience. It also includes the competence, capacity, knowledge or skills that match or suit an occasion, or make someone eligible for a duty, office, position, privilege or status.

Certain posts may, by nature, be associated with special qualifications in a specific field (e.g. rescue and firefighting; civil, mechanical or electrical engineering; wildlife biology; etc.). In such cases, the person that occupies such a post is expected to have the necessary qualifications at a level that is in accordance with the applicable national or European Union legislation.

ADR.OR.F.075 Use of alcohol, psychoactive substances and medicines

Delegated Regulation (EU) 2020/1234

The organisation responsible for the provision of AMS shall implement the procedures established by the aerodrome operator in accordance with point ADR.OR.C.045 with regard to the consumption of alcohol, psychoactive substances and medicines by its personnel involved in the provision of apron management service.

ADR.OR.F.080 Record-keeping

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall establish an adequate record-keeping system that covers all its activities undertaken in accordance with Regulation (EU) 2018/1139 and the delegated and implementing acts adopted on the basis thereof.

(b) The format of the records shall be specified in the management system manual.

(c) Records shall be stored in a manner that ensures protection from damage, alteration and theft.

(d) Records shall be kept for a minimum of 5 years, except that:

(1) the current declaration shall be kept for the lifespan of the declaration;

(2) written agreements with other organisations shall be kept for as long as such agreements are in effect;

(3) safety assessment reports shall be kept for the lifetime of the system, procedure or activity;

(4) personnel training, qualifications, as well as their proficiency checks shall be kept for at least 4 years after the end of their employment, or until the area of their employment has been audited by the Competent Authority;

(e) The organisation responsible for the provision of AMS shall establish and maintain a hazard register.

AMC1 ADR.OR.F.080 Record keeping

ED Decision 2020/021/R

DOCUMENTATION TO BE RETAINED

(a) The record-keeping system used by the organisation responsible for the provision of AMS should provide for adequate procedures, storage facilities, as well as the reliable traceability, retrievability and accessibility of the records related to its activities that are subject to Regulation (EU) 2018/1139 and its delegated and implementing acts throughout the required retention period.

(b) The records should be kept in paper or electronic format, or a combination of both. It is also acceptable to keep records stored in microfilms or optical discs. The records should remain legible throughout the required retention period. The retention period starts when the record is created or last amended.

(c) For paper-based systems, robust material should be used which can withstand normal handling and filing.

(d) Electronic systems should have at least one backup system which should be updated every 24 hours or each time a new entry is made. Electronic systems should include safeguards against the possibility for unauthorised personnel to alter the data.

(e) All computer hardware used to ensure data backup should be stored in a location different from that containing the working data, and in an environment that ensures they remain in good condition. When hardware or software changes take place, special care should be taken that all necessary data continues to be accessible, at least throughout the retention period. In the absence of any indication of the retention period, all records should be kept for a minimum period of 5 years.

GM1 ADR.OR.F.080 Record keeping

ED Decision 2020/021/R

RECORDS

The microfilming of the records or their optical storage may be carried out at any time. The copies of the records need to be as legible as the original records and remain legible for the required retention period.

ADR.OR.F.085 Formal arrangement between the organisation responsible for the provision of AMS and the aerodrome operator

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall have a formal arrangement with the operator of the aerodrome where it intends to provide apron management service.

(b) The arrangement shall be concluded prior to the start of the provision of the service.

(c) The formal arrangement shall include as a minimum the following:

(1) duration of the arrangement;

(2) definition of the area where apron management service will be provided;

(3) list of the services that will be conducted by the organisation responsible for the provision of AMS;

(4) methods of exchanging operational information between the aerodrome operator and the organisation responsible for the provision of AMS.

ADR.OR.F.090 Formal arrangement between the organisation responsible for the provision of AMS and the air traffic service provider

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall have a formal arrangement with the air traffic service provider of the aerodrome where it intends to provide apron management service.

(b) The arrangement shall be concluded prior to the start of the provision of the service.

(c) The formal arrangement shall include as a minimum the following:

(1) duration of the arrangement;

(2) scope of services to be provided, including coordination of start-up clearances, taxi and push-back of aircraft;

(3) handover points between apron management service and air traffic service provider;

(4) methods of exchanging operational information between the air traffic service provider and the organisation responsible for the provision of AMS;

(5) coordination of start-up clearances, taxi and push-back of aircraft.

ADR.OR.F.095 Management system manual

Delegated Regulation (EU) 2020/1234

(a) The organisation responsible for the provision of AMS shall:

(1) establish and maintain a management system manual;

(2) ensure that its personnel have easy access to the manual and are made aware of any changes;

(3) after consultation and in coordination with the aerodrome operator, supply the Competent Authority with the intended amendments and revisions of the manual in advance of the effective date;

(4) review the content of the manual, ensure that it is kept up to date and amended, whenever necessary;

(5) incorporate all amendments and revisions to the manual as required by the Competent Authority;

(6) make other organisations concerned aware of the changes that are relevant to their duties.

(7) ensure that any information taken from other approved documents, and any amendment thereof, is correctly reflected in the manual;

(8) ensure that the manual is written in a language acceptable to the Competent Authority;

(9) ensure that all personnel are able to read and understand the language in which those parts of the manual and other documents pertaining to their duties and responsibilities are written;

(10) ensure that the manual is signed by the accountable manager of the organisation;

(11) ensure that the manual is printed or is in electronic format and is easy to revise;

(12) ensure that the manual has a system for version control management which is applied and made visible in the manual;

(13) ensure that the manual observes human factors principles and is organised in a manner that facilitates its preparation, use and review;

(14) keep at least one complete and current copy of the manual at the aerodrome where it provides service, and make it available for inspection by the Competent Authority.

(b) The content of the manual shall be structured as follows:

(1) general part;

(2) organisation’s management system and qualification requirements.

(c) In the case that the aerodrome operator or the air traffic service provider are partially or exclusively providing apron management service, they shall ensure that the relevant requirements in point (b) are included in the aerodrome manual or the air traffic service operations manual respectively.

AMC1 ADR.OR.F.095 Management system manual

ED Decision 2020/021/R

GENERAL

(a) The management system manual may vary in terms of level of detail according to the complexity and the size of the organisation.

(b) The management system manual or parts of it may be presented in any form, including the electronic form. In all cases, the accessibility, usability and reliability of the management system manual should be ensured.

(c) The management system manual should be developed such that:

(1) all its parts are consistent and compatible in terms of content and format;

(2) it can be readily amended; and

(3) its content and amendment status are controlled and clearly indicated.

(d) The management system manual should include a description of its amendment and revision process specifying:

(1) the person(s) that may approve amendments or revisions;

(2) the conditions for temporary revisions and/or immediate amendments, or revision(s) required in the interest of safety; and

(3) the methods by which all personnel and organisations are advised of the changes made to it.

(e) The management system manual may contain parts of, or refer to, other controlled documents, which are available in the organisation for use by its personnel.

AMC2 ADR.OR.F.095 Management system manual

ED Decision 2020/021/R

CONTENT AND STRUCTURE

(a) The management system manual should have the following structure and should include, at least, the following information (if an item is not applicable, ‘Not applicable’ or ‘Intentionally left blank’ should be indicated, along with the relevant justification):

A PART A — GENERAL

0. Administration and control of the management system manual, including the following:

0.1. Introduction:

0.1.1. a statement, signed by the accountable manager, declaring that the management system manual complies with the applicable requirements and the content of the declaration;

0.1.2. a list and brief description of the various parts, their contents, applicability and use; and

0.1.3. explanations, abbreviations and definitions of terms required for the use of the management system manual.

0.2. System for amendments and revisions:

0.2.1. details of the person(s) responsible for the issue and insertion of amendments and revisions;

0.2.2. a record of the amendments and revisions with insertion dates and effective dates;

0.2.3. a statement that handwritten amendments and revisions are not permitted;

0.2.4. a description of the system for the annotation of pages or paragraphs and their effective dates;

0.2.5. a list of effective pages or paragraphs;

0.2.6. annotation of changes (in the text and, as far as practicable, in diagrams); and

0.2.7. description of the distribution system and a distribution list for the management system manual, its amendments and its revisions.

1. General information

General information, including the following:

1.1. purpose and scope of the management system manual;

1.2. the legal requirements for an organisation responsible for the provision of AMS to submit to the Competent Authority a declaration and a management system manual as prescribed in Part-ADR.OR; and

1.3. the obligations of the organisation responsible for the provision of AMS, the rights of the Competent Authority, and guidance for the personnel of the organisation responsible for the provision of AMS on how to facilitate audits/inspections conducted by the Competent Authority personnel.

B. PART B — MANAGEMENT SYSTEM, AMS PERSONNEL QUALIFICATIONS AND TRAINING REQUIREMENTS

2. A description of the management system, including the following:

2.1. Organisational structure and responsibilities, including the following: a description of the organisational structure, including the general organogram and the departments’ organograms. The organogram should depict the relationship between the departments. Subordination and reporting lines of all levels of the organisational structure (departments, sections, etc.) related to safety should be shown.

Names, authority, responsibilities and duties of management, nominated persons, operational staff and safety committees should also be included.

2.2. A description of the safety management system, including:

2.2.1. the scope of the safety management system;

2.2.2. the safety policy and its objectives;

2.2.3. the safety responsibilities of key safety personnel;

2.2.4. the documentation control procedures;

2.2.5. the safety risk management process, including hazard identification and risk assessment schemes;

2.2.6. monitoring of the implementation and the effectiveness of the safety actions and risk-mitigation measures;

2.2.7. safety performance monitoring;

2.2.8. safety reporting (including hazard reporting) and investigation;

2.2.9. change management (including organisational changes with regard to safety responsibilities);

2.2.10. safety promotion; and

2.2.11. safety management system outputs.

2.3. A description of compliance monitoring and the related procedures.

2.4. Procedures for reporting to the Competent Authority and the aerodrome operator, including procedures for handling, notifying and reporting accidents, serious incidents and occurrences. This section should include, at least, the following:

2.4.1. the definition of ‘accident’, ‘serious incident’ and ‘occurrence’, as well as the definition of the relevant responsibilities for all persons involved;

2.4.2. illustrations of the forms (or copies of the forms) to be used, instructions on how they are to be completed, the addresses (postal or electronic) to which they should be sent, and the time allowed for this to be done; and

2.4.3. procedures and arrangements for retaining evidence, including recordings, following a reportable event.

2.5. Procedures related to the use of alcohol, psychoactive substances and medicines by personnel involved in the provision of AMS.

2.6. Procedures with regard to:

2.6.1. compliance with safety directives;

2.6.2. reaction to safety problems; and

2.6.3. the handling of safety recommendations issued by safety investigation authorities.

3. Required qualifications and responsibilities for AMS personnel.

GM1 ADR.OR.F.095 Management system manual

ED Decision 2020/021/R

MANAGEMENT SYSTEM MANUAL

(a) Form of the manual

The management system manual is a key document both for the organisation responsible for the provision of AMS and the Competent Authority. The manual should reflect accurately the day-to-day functioning of the organisation’s safety management system and safety culture. It will need to show how the organisation intends to measure its performance against the safety targets and objectives. The reader or the user of the manual should be given a clear statement of how safety is developed, managed and maintained in the organisation. All safety policies and instructions should be presented in detail and, when relevant, cross-referenced to other controlled, formally accepted or recognised publications.

(b) Purpose of the manual

The manual contains all the relevant information to describe the management system structure satisfactorily. It is one of the means by which all relevant operational staff can be informed about their duties and responsibilities with regard to safety.

Accountability for safety must start at the very top of the organisation. One of the key elements in establishing safe working practices is the ‘top-down’ approach where all staff understand the safety objectives of the organisation, the chain of command and their own responsibilities and accountabilities within the organisation. As safety management principles are applied, the manual is expanded to describe clearly how the safety of operations is to be managed. The user of the manual should never be in any doubt in terms of ‘safety accountability’ for each domain or activity described. Each section should define who is accountable, who is responsible, who has the authority, who has the expertise, and who actually carries out the tasks described in any of the sections.

The principal objective of the manual should be to show how management will fulfil its safety responsibilities. The manual will set out the policy and the expected standards of performance, and the procedures by which they will be achieved.

GM2 ADR.OR.F.095 Management system manual

ED Decision 2020/021/R

CONTENTS AND STRUCTURE

The numbering system described in AMC2 ADR.OR.F.095 may be maintained even if there are sections that are not applicable.

AMC1 ADR.OR.F.095(g)(1) Management system manual

ED Decision 2020/021/R

LANGUAGE OF THE MANUAL

A translated version of the relevant parts of the manual is an acceptable means to comply with the relevant requirement. In any case, the persons that are going to use the manual, should be able to read and understand it.

ADR.OR.F.100 Documentation requirements

Delegated Regulation (EU) 2020/1234

The organisation responsible for the provision of AMS shall:

(a) make available the parts of the aerodrome manual related to the provision of apron management service to its operational personnel;

(b) make available of any other documentation required by the Competent Authority and associated amendments;

(c) disseminate operational instructions and other information without delay.