Appendix 7 - Entry Meeting Agenda
Thank the company officials for their attendance, co-operation and use of their facilities.
Explain the purpose of the meeting:
- introduce the audit team members;
- define the objective and scope of the audit;
- define the methodology used during the audit; and
- co-ordinate staff and facilities.
Introduce the audit manager, team members, specialists and observers; and company representatives.
Objective and Scope
The objective and scope of this audit is:
- to conduct an analysis of the policies, standards, procedures and facilities of (company name) to ensure that delegated authorities and Transport Canada's legislative requirements are being met and that maximum effort is made to ensure flight safety; and
- to ensure compliance with the Aeronautics Act, CARs, CASS and company operations manual (COM).
The audit will
- encompass, but not be limited to, the specialty areas identified, as covered by the appropriate audit checklists; and
- cover the period from _____________ (date) to _____________ (date).
The following communication protocols will be observed:
- initial communication in each audit area will be between the auditor for that area and the company official specified by _________ (company) as the contact for that area;
- where problems or questions arise, team members will advise me and I will contact ____________________ (company representative); and
- if the company has a problem or questions, it is to contact the audit manager, who will meet daily with the team leaders to discuss the day's findings and address any questions.
Standard audit procedures are those set out in the IAM and will include:
- interviews with personnel to discuss the areas of responsibility;
- the examination of records, such as those for training, CCP and flight documentation;
- in-flight inspections;
- aircraft inspections; and
- the review of manuals and directives.
In every case, the purpose of the audit is to determine the company's level of conformance to the CARs, associated standards and to company policy and procedures set out in manuals such as the COM. Our concern is adherence to standards.
Where it is determined that an examined area appears to be in order, we will move on to the next area. When the company appears to be violating a regulatory requirement, it is said to be in non-conformance.
If questions arise regarding potential or definite non-conformances:
- approach the company to determine whether we are interpreting the data correctly (there may occasionally be ambiguities);
- direct the company to provide missing data within a specific timeframe;
- where it is determined that our perception is correct, or where the company does not respond adequately to our queries within the specified timeframe, these items will be drawn up as audit findings;
- where it is determined that our interpretation of the data is correct and that flight safety is being jeopardised, the audit manager will approach the director of flight operations or designate to obtain the authorization to take appropriate action immediately; and
- should the need arise, the convening authority will be approached for further guidance on appropriate action.
Queries regarding the audit should be addressed to the appropriate team leader or to the audit manager.
Every effort will be made to conduct all audit activities with minimal disruption to the company. The fact that flight operations are ongoing will be respected. Should an interview be requested, for example, it will be conducted at a mutually satisfactorily time. We will tailor our hours to the company's normal working hours and team leaders will inform their staff of the protocol discussed at this meeting, with regard to communications in particular.
The exit meeting is proposed for _________ (location) on ________ (date) at _______ (time).
A question period will follow.
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