Chapter 2 - Manual Control and Organization

2.1 Company Operations (Mandatory)

You must provide details of the legal entity (as shown on your Civil Aviation Document) and its trading name (if applicable) in the opening paragraph. A copy of this FRMS policy manual must be placed at each location identified in the distribution list (see Section 1.2).

If the content of this section is already covered in your SMS documentation, you may chose to simply cross-reference it here rather than repeating the information.

Points to Consider

  • What is the legal and contact information of the company referred to in this FRMS policy (i.e., address, telephone, fax, e-mail, website, operating certificate, operating licence number)?

Sample Text

Section 2.1    Company Operations (Mandatory)

The legal entity referred to in this FRMS policy manual is the operator of [insert company name]. The organization’s coordinates are shown below:

  • Address on Civil Aviation Document
  • Postal Address
  • Telephone
  • Fax
  • E-mail

A copy of the company’s Civil Aviation Document (CAD) is attached in Appendix X of this manual or A copy of the company’s Civil Aviation Document (CAD) is included in section X of the SMS manual.

2.2 Outline of Organizational Structure (Mandatory)

You must provide an outline of your organizational structure. If you have provided this information in your operations or SMS manual, you may refer to it here, remembering that you must add the position of “person responsible for the FRMS” and/or “FRMS Committee.” The information may be provided in text or table format.

You must also include a reference to the legal entity named in Section 2.1 who holds the CAD to which this FRMS policy applies. The name of the legal entity should be the same as listed on the CAD.

Note: if any information changes, such as the company address, you are required to amend your SMS manual and notify Transport Canada accordingly.

You must state that this manual is available for Transport Canada’s inspection at the location specified in Section 1.2.

Points to Consider

  • How many layers of management are there in the hierarchy of the organization?
  • Who is directly responsible for each group of employees?
  • Where does fatigue risk management fit within the organizational structure?
  • How is the accountable executive notified of fatigue-related issues?

Sample Text

Section 2.2    Outline of Organizational Structure (Mandatory)

This organization operates with the positions described below. A reporting structure is implied by the arrangement of the names in this structure, i.e., each position reports to and is accountable to the position immediately above.

Organigram

2.3 Responsibilities of Company Personnel (Mandatory)

You must ensure that responsibilities for fatigue risk management are specified in the organizational structure. This is likely to include:

  • Safety Manager
  • Person responsible for the FRMS
  • The SMS/FRMS Committee
  • Employees

If there are other positions in the organization with responsibilities related to the FRMS, they should be included here. You may choose to define the roles and responsibilities of those positions here or elsewhere in the document, cross referencing them to this section.

The person responsible for FRMS may be the Accountable Executive, the person responsible for maintenance, or — in a small organization — the director of flight operations. In larger organizations, responsibility is likely delegated to a specific position, individual, or committee. It is important, however, to designate one person as having primary responsibility for directing the FRMS.

The responsibilities of each position under the FRMS should be outlined here. You can add the responsibilities of employees to the organization chart, or you can add them in point form below the chart.

Points to Consider

  • What are the specific duties and responsibilities of each subgroup of employees for managing fatigue within the context of the FRMS?
  • How do those responsibilities fit within the organizational structure?

Sample Text

Section 2.3    Responsibilities of Company Personnel (Mandatory)

ACCOUNTABLE EXECUTIVE

The Accountable Executive is responsible for oversight of minimizing the risks associated with work-related fatigue. Accordingly, the Accountable Executive will:

  • encourage a workplace culture to manage fatigue-related risk effectively
  • advise Transport Canada of any changes to the FRMS policy
  • provide oversight and direction to the person responsible for the FRMS and/or committee during FRMS design, implementation, and review
  • provide appropriate resources to effectively implement and maintain the FRMS
  • ensure compliance of the organization with the FRMS policy

PERSON/COMMITTEE RESPONSIBLE FOR THE FRMS

The responsibilities of the person and/or committee responsible for the FRMS are to:

  • report directly to the manager responsible.
  • liaise with appropriate local safety committees within the organization to ensure consistency with other safety policies and procedures.
  • design/tailor and implement an appropriate FRMS to identify, assess, and manage the risks associated with fatigue. This should be developed in conjunction with employees and their representatives (e.g., unions). This FRMS shall be reviewed on a regular basis to reflect changes in work and improvements in methods of fatigue management. The person and/or committee responsible for the FRMS shall also ensure that there is an appropriate reporting process and a designated person accountable for each area of operation. The designated person(s) will report to the person responsible for the FRMS as appropriate.
  • ensure that all employees and contractors for whom fatigue is a potential safety hazard successfully complete a competency-based training program that enables them to:
    • identify the risks associated with fatigue
    • identify and implement appropriate strategies for minimizing fatiguerelated risk
    • determine whether their behaviour is consistent with appropriate fatigue management plans
  • develop an appropriate management system for:
    • quantifying and reporting the risks associated with work practices
    • determining the extent to which fatigue may contribute to accidents and human errors in the workplace
    • determining compliance with the FRMS
  • review, monitor, and improve fatigue risk management practices in response to information obtained through feedback processes.

EMPLOYEES

Employees are responsible for minimizing the risks associated with non-work sources of fatigue. All employees are responsible for:

  • ensuring they understand and fulfill their responsibilities with respect to appropriate sections of the FRMS
  • ensuring they successfully complete all relevant training
  • using their training to identify, report, and manage any actual or potential risks linked to fatigue
  • using their scheduled time away from work to obtain an amount of sleep sufficient to minimize the risks of fatigue-related accidents and injuries. The definition of sufficient sleep is given in section 3.4.
  • informing the appropriate individual if they have not obtained sufficient sleep. Appropriate individuals are identified in the fatigue risk management plan (section 3.7).
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