In the fast-paced aviation industry, maintaining compliance and adhering to stringent safety regulations is paramount. This is why EASA requires organisations and operators to establish an independent Compliance Monitoring function to ensure that aircraft operators, CAMO and maintenance, repair and overhaul organisations has an internal system assuring compliance with regulatory requirements and maintain the highest safety standards.
The Audit Plan
The Audit Plan is to be compiled at the beginning of each Audit Cycle which normally spans over a 12 Month period. The Audit Plan typically ensures that all the applicable aspects of Part-M and all aspects of Part-CAMO or Part-145 regulations compliance are verified each year, including all the subcontracting activities and service providers to ensure that the organisation’s standards are maintained. All the relevant areas of operations are audited at some point during the Audit cycle depending on their functions within the organisation.
It is a common practice in aviation to present the Audit Plan, once compiled, to the Accountable Manager for acceptance and endorsement. This gives the responsible Compliance Monitoring Manager and his/her team, the needed Authority and mandate to execute and perform Audits on the various organisation’s departments throughout the year per the approved Audit Plan.
Once the Audit Plan is approved and established, it is up to the Compliance Monitoring Manager to ensure that enough resources are available to execute the Audit Plan on-time.
Falling behind the Audit Plan
A prevalent challenge in managing a compliance monitoring function is ensuring the availability of competent auditors to conduct audits as outlined in the Audit Plan. This issue is further compounded by the current high demand for experienced safety and compliance monitoring personnel in the market. Identifying suitable candidates promptly is a significant challenge, yet the compliance monitoring manager must ensure the timely execution of the Audit Plan. Failure to perform audits means the organization cannot confirm its adherence to relevant regulatory requirements and safety standards.
A viable solution to this challenge is the use of contracted auditors. This article will explore the benefits of employing contracted auditors, their role in catching up on the audit plan, providing fresh perspectives, incorporating industry best practices, resolving manpower issues, and allowing organizations the necessary time to recruit and train the right personnel.
This approach is perfectly compliant for instance AMC3 CAMO.A.200(a)(6) and AMC3 145.A.200(a)(6) states that
If external personnel are used to perform independent audits:
(1) any such audits are performed under the responsibility of the compliance monitoring manager; and
(2) the organisation remains responsible for ensuring that the external personnel have the relevant knowledge, background, and experience that are appropriate to the activities being audited, including knowledge and experience in compliance monitoring.
The organisation retains the ultimate responsibility for the effectiveness of the compliance monitoring function, in particular for the effective implementation and follow-up of all corrective actions.
Catching Up on the Audit Plan
One of the primary advantages of hiring a contracted auditor is the ability to help organizations catch up on their audit plans. In the aviation industry, audit plans are essential for ensuring compliance with safety regulations, identifying potential risks, and implementing corrective actions. However, due to various operational pressures and resource constraints, organizations may fall behind on their audit schedules. Contracted auditors can step in to bridge this gap. With their expertise and focused approach, they can conduct thorough audits in a timely manner, helping organizations stay on track with their audit plans. This not only ensures compliance but also enhances the overall safety and efficiency of operations. By catching up on the audit plan, organizations can avoid potential regulatory penalties and maintain their reputation for safety and reliability.
Bringing a Fresh Perspective
Another significant benefit of employing contracted auditors is the fresh perspective they bring to the organization. Internal audit teams may become accustomed to existing processes and overlook potential areas for improvement. Contracted auditors, on the other hand, bring a new set of eyes and an unbiased viewpoint.
This fresh perspective can uncover hidden risks, inefficiencies, and opportunities for improvement that may have been missed by internal teams. Contracted auditors can provide valuable insights and recommendations based on their experience with diverse organizations and regulatory environments. This external viewpoint fosters a culture of continuous improvement, driving organizations toward higher standards of safety and operational excellence.
Incorporating Industry Best Practices
The aviation industry is constantly evolving, with new regulations, technologies, and best practices emerging regularly. Contracted auditors stay up-to-date with these changes and bring industry best practices to the organizations they serve. By leveraging their knowledge and experience, contracted auditors can help organizations adopt the latest standards and practices that enhance safety, efficiency, and compliance.
Incorporating industry best practices not only ensures regulatory compliance but also positions organizations as leaders in the aviation sector. It demonstrates a commitment to excellence and a proactive approach to safety management. Contracted auditors can provide tailored recommendations that align with the specific needs and goals of the organization, ensuring that best practices are effectively integrated into daily operations.
Resolving Manpower Issues Quickly
Manpower issues can pose significant challenges to organizations in the aviation industry. Whether due to staff shortages, unexpected absences, or increased workloads, these issues can impact the ability to conduct thorough audits and maintain compliance. Contracted auditors offer a flexible solution to address these challenges.
By bringing in contracted auditors, organizations can quickly and efficiently resolve manpower issues. Contracted auditors can step in to fill gaps, ensuring that audits are conducted on schedule and to the highest standards. This flexibility allows organizations to maintain continuity in their auditing processes without overburdening existing staff.
Furthermore, contracted auditors can provide temporary support during periods of increased demand, such as during major inspections or regulatory audits. This ensures that organizations can meet their compliance obligations without compromising on quality or safety.
Providing breathing space to Recruit and Train the right person
Recruiting and training qualified auditors is a time-consuming process that requires significant resources. In the interim, contracted auditors can provide the necessary support, giving organizations the breathing space they need to find and train the right personnel.
Contracted auditors can take on immediate audit responsibilities, allowing organizations to focus on identifying and recruiting candidates with the right skills and experience. This approach ensures that there is no disruption to the auditing process while the organization builds a capable internal audit team.
Additionally, contracted auditors can offer valuable training and mentorship to new recruits. Their hands-on experience and expertise can help new auditors develop the necessary skills and knowledge to perform their roles effectively. This dual benefit of immediate support and training ensures a smooth transition and enhances the overall capability of the organization's audit function.
Aviathrust’s Auditing Services
Our Auditing and Compliance Monitoring Services are intended to provide operators and organisations that professional support when needed.
At the core of our services is a commitment to confidentiality and professionalism. We understand the sensitive nature of the information we handle and adhere to strict confidentiality protocols. This ensures that all data and findings are treated with the utmost care and respect, maintaining the trust of the organization and its stakeholders.
Furthermore, we approach each audit with diligence and professionalism by conducting thorough assessments, document findings accurately, and provide clear and actionable recommendations. This meticulous approach ensures that the audit process is comprehensive and that the organization receives valuable insights to enhance safety and compliance.
In conclusion, contracted and consultant auditors play a vital role in the aviation industry and we take this role seriously. Our ability to help organizations catch up on the audit plan, bring fresh perspectives, incorporate industry best practices, resolve manpower issues quickly, and provide breathing space to recruit and train the right personnel is invaluable. By partnering with us, organizations can enhance their audit capabilities, maintain compliance, and foster a culture of continuous improvement.
Moreover our commitment to confidentiality and professionalism ensures that organizations can trust us with sensitive information and rely on our expertise to deliver high-quality audit services. In an industry where safety and compliance are paramount, Aviathrust provides the support and expertise needed to achieve and maintain the highest standards.
Do not hesitate to contact in case of any queries or support needed through our contact us form or by mail on george.spiteri@aviathrust.com.
