Chapter 6. Procedures Manual


Sections 6.1 through 6.3 provide guidance on the information that should be included in an EPM or a DAPM. While section 6.1 address content that should be in all DAR manuals, section 6.2 adds specific details on information that should be included in a flight test DARs manual.

6.1  Procedures Manual Content
6.1.1  Philosophy

Each applicant for a delegation of authority is required to submit a procedures manual, whether it is an EPM or a DAPM depends on the actual applicant. The procedures manual is the cornerstone of the delegation system as it provides a complete framework within which an AEO, DAO, or DAR will exercise authority delegated by the Minister.

The Engineering Procedures Manual for a DAR describes both policy and procedures for the performance of the delegated functions and will be used to:

  1. document compliance with AWM 505C;
     
  2. define the Responsibilities, Privileges and Limitations of the delegation of authority;
     
  3. provide information on the procedures governing the conduct of the delegated and related functions;
     
  4. identify communication procedures with TCCA;
     
  5. enhance the efficiency and effectiveness of the aeronautical product approval process; and
     
  6. promote a shared commitment to aviation safety.

While the manual provides the framework for delegation, it does not normally entitle the Delegate to exercise Ministerial delegation of authority. This delegation will be exercised as directed by TCCA on a case by case basis, and normally by means of a compliance program. Other mechanisms that may be employed include conditions established by TCCA at the time of issuance of approval numbers to the Delegate.

AWM Chapter 505, Sections 107, 207 and 407 list specific requirements for procedure manuals for AEOs, DARs and DAOs respectively. However, other subchapters of AWM 505 require information or procedures which should be included in the EPM or DAPM.

While the structure of manuals for delegates in a DAO or AEO will be similar to that of a DAR, the contents will reflect the corporations individual design activities, capabilities, resources, personnel and procedures. The structure of each manual (EPM or DAPM) will share many similarities as noted in the following table where sections 1 through 3 are the same, with the DAO/AEO having a requirement for three additional sections.

DAR (EPM) DAO (DAPM) and AEO (EPM)
1. Delegate information and commitment
2. Airworthiness Control Procedures
3. Scope of Authority
1. Delegate information and commitment
2. Airworthiness Control Procedures
3. Scope of Authority
4. ACC Procedures
5. Self Audit
6. Nomination and Appointment

The philosophy adopted by TCCA for the development of a new EPM/DAPM is to reduce the amount of redundant information that is presented in each manual when there are standard procedures or guidance that exist and could present this information. To achieve this reduction the manual content requirements have been reduced to those aspects which are delegation specific, with the remaining requirements covered through adoption of this handbook by the delegate as part of the delegates EPM or DAPM. Those procedures which a delegate may use which are unique are still to be documented in their manual in section 2.0 under a section for Special Procedures.

6.1.2  Description

The principal items which must be addressed in a DARs EPM manual are listed in the following table which is extracted from the Sample EPM provided in Appendix D:

TABLE OF CONTENTS

EPM APPROVAL PAGE
DELEGATION OF AUTHORITY CERTIFICATE
REVISION APPROVAL PAGE
LIST OF EFFECTIVE PAGES

SECTION 1: DELEGATE INFORMATION AND COMMITMENT

1.1  Purpose of Engineering Procedures Manual
1.2  Appointment
1.3  Business Address
1.4  Authorization
1.4.1  Commitment
1.4.2  Control of Delegated Privileges
1.4.3  Resources
1.5  Acronyms
1.6  References
1.7  EPM Distribution

SECTION 2: AIRWORTHINESS CONTROL PROCEDURES

2.1  Coordination Procedures
2.1.1  Operating in Other Regions
2.1.2  Operating with Other Delegates
2.1.2.1  Multiple DAR Approval Projects
2.1.2.2  Joint Programs with a DAO or an AEO
2.1.3  Subcontracted Engineering Support
2.2  Special Procedures
2.2.1  PAC Engineering Service Bulletin
2.2.2  Document Distribution

SECTION 3: SCOPE OF AUTHORITY

3.1  DAR Authorized Functions
3.2  Limitations
3.3  Overlapping Responsibilities
3.4  Change to Authorization
3.5  Duration of Authorization

APPENDIX A: Completed AWM 505C Compliance Checklist
APPENDIX B: Functional Matrix - Structures Specialty
APPENDIX C: Specialty Delegation Matrix - AWM 525
APPENDIX D: Letter of Authorization
APPENDIX E: PAC Engineering Service Bulletin

Those items shown in bold in the above table of contents are those special procedures that are unique to the delegate in the Sample EPM, and would be replaced in another delegates manual with material that would apply to that delegate.

A manual submitted by a DAO or an AEO would also include sections on their Airworthiness Control Committee, self-audit procedures, self-appointment/nomination procedures, and other aspects that may be unique to the DAO/AEO and deemed significant by the Regional Manager or Headquarters reviewers, as appropriate.

The following provides some general guidance on EPM content for each section shown in the above table of contents.

Purpose of Engineering Procedures Manual

The purpose of the EPM should be stated here, and it is to document compliance with AWM Chapter 505, Subchapter C for DARs, and those procedures that will be followed by the delegate.

Appointment

This section will identify the delegate by name and will describe the functional specialty of the delegate. It will identify how the functional specialty is defined via the letter of authorization and the manual.

Business Address

The address of the applicants ordinary place of business. The ordinary place of business is considered to be the location where the delegation will be exercised and where the substantiating records are kept. If in the case of a corporate delegate this is a different location, to the corporate Headquarters, each location should be identified. In the case of an AEO or DAO the applicant is the corporation.

Authorization - Commitment

This section is to provide the statement of commitment by the delegate to exercise the delegation of authority following some basic principles. It is expected that the commitment shown in the sample EPM would be tailored as needed in each specific case. A key aspect of the commitment is to adoption of the handbook as forming part of the manual. For the Design Approval Representative a statement is required that he/she understands and accepts the responsibilities and obligations associated with the exercise of the authority delegated by the Minister. For a DAO/AEO a senior Officer of the Corporation who can commit on behalf of the Directors is required to provide a written commitment to provide the necessary resources, authority and knowledgeable staff to enable the delegated organization to accomplish regulatory responsibilities in an effective manner.

Authorization - Control of Delegated Privileges

This identifies how the delegation will be controlled and how configuration control will be maintained. It identifies what procedures will be followed and commits to the use of the handbook.

Authorization - Resources

This section identifies how and when resources committed to will be available to support a program and performance of delegated functions. It identifies what resources will be available.

Acronyms

Identify any acronyms used in the manual.

References

Identify any references made to other documents, and list documents that are applicable to the performance of the delegation. If a delegate has documented procedures that are applicable to the performance of the delegation, then those procedures should be referenced here.

EPM Distribution

Identify who will receive controlled copies of the EPM. If there are any unique provisions for manual update provision, these should also be noted.

Coordination Procedures - Operating in Other Regions

This is to commit to the procedures in the handbook and to identify the communications procedures that will be used in other regions (i.e. communications through RMACs, etc.). Would address how communicating and coordinating approvals with TCCA would be handled when dealing within the region and with another region or specialists in Headquarters.

Coordination Procedures - Multiple DAR Approval Projects

This is to outline procedures to be used when working with multiple delegates on an approval project that is complex. Would address who would be responsible for communicating and coordinating approvals with TCCA. Describes how the statement of compliance would be made using the TCCA AE-100 form.

Coordination Procedures - Joint Programs with a DAO or an AEO

This section will identify those procedures that will be followed when a DAR (or a smaller DAO/AEO) works on a project with a DAO or an AEO. It will confirm that the applicants manual will be the overall manual but that the other delegates must work within their approved scope of delegation. Any special procedures will be outlined here.

Coordination Procedures - Subcontracted Engineering Support

This section will identify what responsibilities are retained by a delegate when the delegate subcontracts work. Delegate retains responsibility for making the finding within their scope.

Special Procedures

This section will identify whatever procedures that a delegate may use that are not address in the handbook, or the delegate uses an alternate means than is described in the handbook. If there exists delegate unique procedures they should be referenced here. The intent is that whatever procedures a delegate uses they should be documented in either this handbook or in the manual.

DAR Authorized Functions

This section identifies the functional specialty of the delegate and the functions the Delegate may perform on behalf of the Minister. These functions would normally include making findings of compliance using a statement of compliance and could include the issuance of AWM Chapter 513 certificates. The authorized functions could be limited to certain aircraft types and specified airworthiness standards. This is discussed and agreed to between the delegate and the RMAC.

Limitations

This section identifies the specific limitations to the individuals delegation. It could be as simple as a pointer to the handbook if all limitations identified in it were applicable or it could be a list of limitations to the individual functional specialty. This is discussed and agreed to between the delegate and the RMAC.

Overlapping Responsibilities

This section identifies if there are overlapping areas of responsibility in a delegates functional specialty those aspects for which the delegate has responsibility.

Change to Authorization

Identifies that any change to authorized scope will result in a change to the EPM.

Duration of Authorization

Strictly identifies how long the delegation is effective.

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