STRATEGIC CAPACITY DEVELOPMENT OF NMHSs IN RAV

WMO supported QMS Demonstration Project in Tanzania

By S. M. Sillayo QMS Project Leader WMO Secretariat

Thursday, 07 May 2009

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BACKGROUND INFO: In Annex3 it reads: 2.2.2 Recom: In order to meet the objective of
meteorological service for international air navigation, the Contracting State should ensure that the designated meteorological authority referred to in 2.1.4 establishes and implements a properly organised quality system comprising procedures, processes and resources necessary to provide for the quality management of the meteorological information to be supplied to the users listed in 2.1.2 2.2.3 Recom: The quality system established in accordance with 2.2.2 should be in conformity with the I.O for Standardisation (ISO) 9000 series of quality assurance standards, and certified by an approved organisation
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Background
ICAO Amendment 75 whose effective date is Nov 2010 will have implementation of QMS as a Standard for Members in the provision of met services to aviation. That such a Quality Management Systems should be in accordance with the ISO 9001-2000(2008) Standard would remain a Recommended Practice for the time being. In Res 3.4.3/1 (Cg XV), 2007 the Congress encouraged the Secretariat to support one demonstration project in a suitable Member country in the LDC group for the implementation of QMS.
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QMS demonstration Project in Tanzania

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

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

Mwanza KIA

Znz DIA

Tanzania has four International Airports marked in red.

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Quality management, pros and cons

Quality management is NOT just Quality Control, inspection and/or a testing activity Relevant to suppliers Product related Applicable only to engineering, manufacturing and appraisal A major cost item A cure for all problems
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Quality management, pros and cons

What Quality Management is about: Making money and saving money (Cost recovery) Ensures that there is a requirement and a customer for every process Satisfying customer requirements consistently Minimizing waste (rework, scrap) and mapping activities onto requirements Helps you work specifications and provides you with supporting evidence for your negotiations with customers Good management sense providing management interfaces, communication and commitment
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Quality Management -Success

Quality Management will succeed when: Management fully understands and support it Its introduction is well planned and effectively communicated to the organisation It is regularly and continually reviewed and audited Personnel at all levels are trained and motivated to have an active role in Quality
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ISO 9001:2008 A very brief summary:

Writing down what you do. Doing what you wrote down. Provide visible evidence that you are doing what you wrote down (quality records). Identify errors in the processes and seizing opportunity to improve process. Use a preventive action method to identify additional essential processes.
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ISO 9001:2000 promotes a process approach to enhance customer satisfaction by meeting customer requirements
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QMS demonstration Project in Tanzania

Implementation is guided by consultant with relevant experience (Environment Canada), MSN Canada. WMO pays training costs and TMA meets travel, visa and subsistence costs for Consultant. First step: TMA administration consulted to get firm commitment of CEO and selection of Quality Manager together with the QM Core team. Secretariat guided the drafting of Policy statement by Core team
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QMS demonstration Project in Tanzania

First visit Nov 2008 lasting one week Step 1: Training lasting 4 days alternating between theoretical inputs covering the 8 principles of QM and workshops Step 2: Gap analysis held at two locations identifying gaps between current practice and ISO requirements and propose solutions as basis for project plan Step 3: Allocation of tasks (from the identified gaps) with timelines to core members of QM Team
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Eight Principles of QM
LEADERSHIP
MUTUALLY BENEFICIAL SUPPLIER RELATIONSHIP CONTINUAL IMPROVEMENT FACTUAL APPROACH TO DECISION-MAKING PROCESS APPROACH

INVOLVEMENT OF PEOPLE

SYSTEM APPROACH TO MANAGEMENT

CUSTOMER FOCUSSED
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QMS demonstration Project in Tanzania

Second visit Jan 2009 lasting two weeks Documentation of operational procedures using flow charts to show the processes. Introduction of Quality Control features in all existing forms and templates and registers. EX: In Annex 3, page (ii) Amendments and date bottom right Drafting of the Quality Manual. Initial contacts with accredited Registers for certification/registration in readiness for Certification later in the year.
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Examples of documentation and flow charts:

Example 1:The Communication process Purpose

The purpose of this procedure is to ensure that weather related data is collected, coded and disseminated to all internal and external end users.
Scope

Central communications functions of TMA.

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Example 1: Communication process

Start Data / Information received at Observation station Resp.: Met Technician Data is received Perform a visual QC check to confirm data is valid Start Data / Information received at CFO Resp.: Met Technician Data is received Perform a visual QC check to confirm data is valid

Is data OK? Y

See Control of Nonconforming Weather data

Is data OK? Y

Was CFO included in the distribution or the source? Y Forward cc to CFO

Were appropriate stations included in the distribution? Y Forward cc to appropriate station(s)

Distribute to appropriate locations based on nature of data / information. For example: General forecast to briefing office ff Store paperwork

End

Does data / information need to be distributed to outside users? Y

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Example 2: Airport briefing processes

Purpose

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

S ta rt R a n d o m ly , a tte m p t to h a v e a m e m b e r o f th e flig h t c r e w c o m p le te th e s u r v e y F o r w a r d c o m p le te d s u r v e y s to M a r k e tin g a n d P u b lic R e la tio n s o ffic e S u rv e y

Is fe e d b a c k n e g a tiv e ?

In itia te C o r r e c tiv e A c tio n

D id y o u r e c e iv e a n y fe e d b a c k ? N

R e c o r d d e ta ils o f n e g a tiv e c o m m e n t s in lo g F o r w a r d d e ta ils to fo r e c a s t R equest can be based on M A Y FLY o r a n y o th e r m e d ia P r o v id e flig h t d o c u m e n ta tio n / in fo r m a tio n a s re q u e s te d b y u s e r W h e r e p o s s ib le , h a v e u s e r s ig n o ff th a t h e / s h e h a s r e c e iv e d s e r v ic e B r ie fin g O p e r a tio n s lo g F lig h t D o c u m e n t a t io n D is p a tc h lo g F lig h t d o c u m e n t a t io n / In fo r m a tio n

R equest fo r s e r v ic e r e c d ? N

U p d a te d is p la y , a s a p p lic a b le u p d a te flig h t in fo r m a tio n / d o c u m e n ta tio n to s u it la te s t W x c o n d itio n s

A n a m e n d m e n t to O R c a n c e lla tio n o f a T A F m u s t b e c o m p le te d b y th e o r ig in a tin g is s u in g o ffic e

B r ie fin g O p e r a tio n s lo g F lig h t d o c u m e n ta tio n / In fo r m a tio n

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Ex 3: Control of nonconforming of Wx data Processes

Purpose

This purpose of this process is to ensure that: Suspect or erroneous weather data is isolated to prevent subsequent use by internal or external customers and, Suitable action(s) such as correcting the nonconformance, deleting the data or using the data as it is are taken.
Scope

This procedure applies to all TMA facilities that are involved in providing service / data to the aviation industry.
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Control of nonconforming of Wx data Processes flow chart

S ta rt O b s e r v e r s d a t a is s u s p e c t? N Y Is O b s e r v e r S ta t io n is a tta c h e d to a ir p o r t ? N Y R e s p .: D u t y F o r e c a s t e r S e g re g a te S u s p e c t 3 6 6 re c o rd A s s e s s s itu a tio n a n d d e c id e o n h o w to a d d r e s s th e s u s p e c t v a lu e . C o m m u n ic a te t o O b s e r v e r th e d e c is io n R e s p .: O b s e r v e r S t a m p a p p lic a b le 3 6 6 r e c o r d u s in g N C s ta m p C o m p le t e th e in fo r m a t io n r e q u ir e d Is s u e a n e w v e r s io n o f 3 6 6 if t h e v a lu e is to b e c h a n g e d C o m p le t e e n tr y in th e O b s e r v e r s O p e r a tio n s L o g

D u ty F o r e c a s t e r s d a t a is s u s p e c t? N

W e a th e r A n a ly s ts d a t a is s u s p e c t? N

R e s p .: p e r s o n d e te c t in g S e g re g a te S u s p e c t d a ta re c o rd (3 6 6 , flig h t d o c u m e n ta tio n , f o r e c a s t, e t c ) S ta m p S u s p e c t d a ta r e c o r d u s in g N C s ta m p T h e d is p o s itio n d e c is io n M U S T b e m a d e b y th e in d iv id u a l w h o c r e a t e d th e r e c o r d w ith c o n s u lta t io n b y t h e s u p e r v is o r Is s u e a n e w v e r s io n o f th e S u s p e c t r e c o r d if th e v a lu e is t o b e c h a n g e d C o m p le te e n t r y in t h e a p p r o p r ia t e O p e r a t io n s L o g

S u s p e c t d a ta fo u n d a t d a ta e n try ? N

S e e p ro c e s s d e ta ile d in Q P 7 .5 .0 6 D a t a & A r c h iv in g P ro c e s s e s

S u s p e c t d a ta has been b ro a d c a s t o u ts id e o f TM A ? N

R e s p .: M e t T e c h n ic ia n W h e n in f o r m e d o f is s u e a ft e r c o n fir m in g is s u e R e is s u e t h e f ile a d d in g c o d e C C _ to th e file O r ig in a l f ile is le ft u n c h a n g e d

D o e s th e in c id e n t w a rra n t c o r r e c t iv e a c t io n Y

E n d

S e e C o r r e c t iv e & P r e v e n tiv e A c t io n P ro c e d u re

D a ta fro m o u ts id e s o u r c e is s u s p e c t? N

W h e n a file w ith c o d e C C _ is r e c e iv e d , it is f ile d T h e o r ig in a l f ile is le f t u n c h a n g e d .

E nd

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Ex 4: Non-conformance and Calibration labels

Characteristic involved: ________________ Use value as is Change value to: ____ Delete value Authorized per: _____________: Date: ______________ Form# 999 01/09 Equipment ID: _________ Date calibrated: ________ Due for Calibration: _______
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QMS demonstration Project in Tanzania

Third and final visit June 2009 Internal auditor training and a mock audit to assess the organizations implementation of ISO 9001: 2008 Quality Management Standard will be done during the third and final visit in June 2009. Registration by the chosen registrar will commence immediately thereafter
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Costs for the Project

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

Implementation costs for certif. NMHSs (kEuro)
40 35 30 25 20 15 10 5 0

Certif. Train. Consult. Total

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K o re a Rom . Hong K. S in g . M a la y . F in l. N e th . 1 New Z . L a tv ia Denm . Hung. N e th . 2 Sweden A u s tria G erm . B ra z il

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QMS implementation funding Options

By countries grouping together, the costs can be lowered further Resource mobilisation from donor agencies for regional implementation is another option Cost recovery to enable Members fund a sustainable implementation (QMS Survey results: Of the 46 Members that have not implemented, only 20 have cost recovery in place).
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QMS options
NOTE: The forthcoming upgrade of QMS will not make certification mandatory immediately. NMHS can choose to implement ISO 9004:2000 which is based on the same principles as is ISO 9001:2008. It provides guidance on the application of QM and describes what processes should be encompassed. It has been specifically developed to assist organisations establishing and improving their QMS but it is not intended for third party certification. However, provides a self-assessment tool that is intended to provide fact-based guidance to the organisation on where to invest resources for improvement in its performance.
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QMS options
When implementing ISO 9004:2000, instead of seeking certification, Members can group together and form a small team of Inspectors to perform annual audits in each country and produce a report that the PRs can use to continually review and where appropriate improve the processes in their QMS.

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Some online resources:

http://www.wmo.int/pages/prog/www/QMF-Web/Documentation.html

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QMS demonstration Project in Tanzania

The End Thank you!

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