
Importance of audit in aviation maintenance
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Lead auditor S. Sowrirajan takes a closer look at the importance of regular audits in the highly regulated aviation maintenance sector.
As we are all aware, aviation is a costly profession in which quality assurance plays a key role in ensuring flight safety. While standard operating procedures (SOPs) are, of course, mandatory in such a highly regulated industry, measures such as promoting a culture of safety, as well as regular audits, are essential.
The two core functions of aviation are operations and maintenance. The latter plays a vital role; any lapse, however small, can lead to an incident or accident that may result in damage to aircraft and even loss of life.
Periodic audits of maintenance procedures and installations greatly reduce the threat of such incidents. They can also be viewed as a cost saver, or even an indirect revenue generator, as uncovering potential issues during a routine maintenance audit can save costs in the long run, as well as the reputation of the organisation.
Key audit functions
There are several key audit functions related to aviation maintenance.
Audit is a fact-finding exercise and helps reveal the gap between what is there and what is supposed to be there as per regulations, company policies and SOPs.
Periodical audits by qualified personnel can uncover any deficiencies or discrepancies within the organisation, highlighting the latent risks, as well as suggesting opportunities for improvement.
"Periodical audits by qualified personnel can uncover any deficiencies or discrepancies within the organisation, highlighting the latent risks, as well as suggesting opportunities for improvement."
Audit areas: Normally, a maintenance organisation has many audit areas, such as: the maintenance hangar, where aircraft maintenance work is undertaken; workshops, where software, hardware and liveware are involved at all times; the tool storage room, where specific maintenance tools are kept for aircraft maintenance; and, of course, the technical documentation area.
Of these, the maintenance hangar and tool storage are the most critical. In these high-risk areas, any lapse would lead to an incident or accident.
General lapses and neglected areas: Although trained personnel are employed in all Of these places, there can be lapses because of organisational culture, time pressure, or the non-availability of resources at the appropriate place and time. The following are the general lapses:
- Not adhering to safety precautions or guidelines.
- Not using updated technical literature.
- Using alternate tools without approval/authorisation.
Audit process and findings
Aviation organisations undergo internal and external audits on a regular basis. An internal audit usually brings out process deficiencies, whereas an external audit uncovers process, regulatory and statutory deficiencies or discrepancies.
Audit findings example 1: Inconsistent tool control procedure
Tool issue and return procedures are not followed correctly and a great amount of inconsistency is observed. Tools can become foreign objects when not returned to their proper place, leading to damage to the engine or other parts of the aircraft if they are left on board. There have been plenty of examples that illustrate the high risks associated with improper tool accounting.
Corrective action: Organisations must ensure the procedure for the loan and return of tools used for maintenance is strictly followed, and regular audits on consistent use of the procedure should be established.
Preventive action: A permanent tool outfit is issued for each aircraft and no further maintenance is carried out until all the tools used for the previous day’s work have been accounted for. This practice should be followed on a daily basis, with the user signing to take the tools out and the tool store signing to acknowledge they have been returned.
Audit findings example 2: Use of alternate tools without approval or authorisation Use of alternate tools for maintenance can be detrimental and hazardous, and eventually increases the risk factor if it is done without analysis and approval.
There could be many reasons for using alternative tools, such as cost-cutting or a lack of knowledge and training.
Corrective action: Laying down the process for obtaining approval to use alternative tools in consultation with the original equipment manufacturer.
Preventive action: Use of original tools as far as possible and procurement of alternate tools for a limited period if necessary, or as a one-time measure.
Audit and quality enhancement
Audit observations highlight system or process deficiencies, giving organisations the opportunity to rectify any issues. Once they are corrected, a process becomes qualitative and, eventually, the maintenance engineering activity becomes free of hazards that lead to risk. Risks are reduced to, or below, an acceptable level, leading to a higher degree of flight safety, ensuring an enhanced quality output.
Periodical audits by qualified professionals ensure a reduction in latent conditions and associated risks, enhancing quality engineering output.
Once the quality output is achieved it positively impacts on many aspects, such as organisational image, employee morale, customer satisfaction and, of course, better business opportunities.
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