In-Service Safety Management System
In-Service Safety Management System: Ensuring Long-Term Safety for Military Equipment

Safety is paramount when it comes to military operations, especially for in-service equipment relied upon by personnel daily. This article delves into the intricacies of maintaining an In-Service Safety Management System, offering insight into how safety practices are implemented, monitored, and evolved over time.

Introduction: Why In-Service Safety Matters

When military equipment enters service, the journey of ensuring its safe use doesn’t end there. An effective In-Service Safety Management System (SMS) oversees all safety-related aspects of equipment throughout its operational life. From day-to-day safety practices to long-term risk management, the SMS is vital for sustained safety performance. It also provides a roadmap for identifying, documenting, and addressing safety requirements as equipment evolves over time.

Key Definitions

A Safety Management System, according to Def Stan 00-056, is defined as:

“The organisational structure, processes, procedures, and methodologies that enable the direction and control of the activities necessary to meet safety requirements and safety policy objectives.”

This structure ensures every team member understands the standards and processes needed to maintain operational safety.

Objectives: What an In-Service SMS Aims to Achieve

The primary objectives of an in-service SMS are twofold:

- To recognize and uphold the safety requirements essential for equipment performance.

- To continuously document these processes, forming an auditable Safety Case to maintain accountability.

An effective SMS aligns with various support areas, referred to as "Lines of Development." These encompass personnel, training, sustainability, infrastructure, and facilities, ensuring that each line functions in sync for safe operations from the equipment's inception to its eventual decommissioning.

The SMS also involves continuous Risk Management, adjusting to changes such as equipment enhancements or new usage contexts. This proactive monitoring ensures that safety assurance is consistently updated and accurate.

Procedure for Sustaining Safety Performance

The SMS structure is implemented through the following methods:

- Safety ControlsEssential safety controls cover every phase, from operation to disposal, to reduce risks associated with the equipment. This includes operational limitations, maintenance, emergency preparedness, training, storage, transportation, and waste disposal.

- Safety Information ManagementManaging information effectively is vital. Safety data, incident reports, and safety improvement suggestions should be systematically documented, archived, and shared with relevant stakeholders. Maintaining a Hazard Log and a Safety Case as part of the Safety Management Plan ensures all safety data is up-to-date and readily accessible.

- Continuous Improvement and Safety ReviewsThrough regular audits, inspections, and incident reporting, the SMS can continually improve by identifying and addressing weaknesses. This proactive monitoring helps ensure that safety risks remain controlled over time.

- Configuration ManagementMaintaining a consistent standard for the equipment, including hardware, software, and documentation, is integral to the SMS. Regular reviews address potential issues like obsolescence or outdated manuals to ensure sustained safety performance.

- Risk ManagementAs modifications and enhancements are made, risk management processes like Hazard Analysis and Risk Evaluation ensure new risks are assessed, managed, and documented.

- Lines of DevelopmentThe SMS covers various developmental lines, from training and sustainability to equipment upgrades. Each line contributes to the system’s overall safety, focusing on creating an infrastructure that is both resilient and adaptable.

Safety Records and Documentation: A Foundation for Accountability

The in-service SMS relies on a foundation of well-maintained records. Documents such as the System Requirements Document, Through Life Management Plan, and Project Safety Management Plan with RACI (Responsible, Accountable, Consulted, Informed) charts support clear communication and accountability among stakeholders. Comprehensive documentation is essential for tracking compliance, reviewing safety measures, and justifying safety performance in the event of an audit.

Potential Risks and Warnings

It’s crucial to establish the SMS requirements early in the project lifecycle. Without these, the project may face delays or even safety risks during operation. Other potential risks include gaps in safety roles or inadequate documentation. An outdated or insufficiently maintained SMS may allow lapses in safety that could result in operational hazards or accidents.

Ongoing Review and Development

The SMS must remain dynamic to handle evolving requirements. Major changes, such as equipment modifications or regulatory updates, require a thorough review of the SMS. This adaptive approach helps ensure that safety protocols evolve alongside the equipment, preventing oversights or outdated practices.

Timing for Effective SMS Implementation

An SMS should ideally be drafted early and continually updated as the project progresses. By staying aligned with project developments, it ensures a seamless transition to the in-service phase. A Responsible, Accountable, Consulted, Informed (RACI) chart outlines the responsibilities of every stakeholder, creating a structured approach to safety management. Regular updates also ensure that each stage of the project reflects current safety standards.

Conclusion

For military equipment, safety isn’t a one-time effort but an ongoing commitment. An In-Service Safety Management System provides a comprehensive framework that maintains, monitors, and evolves safety practices, ensuring the safety of both the equipment and the personnel who rely on it.

Required Inputs

This procedure for the Safety Case and Safety Case Report requires inputs from:

- Outputs from Procedure SMP01 – Safety Initiation;

- Outputs from Procedure SMP02 – Safety Committee;

- Outputs from Procedure SMP03 – Safety Planning;

- Outputs from Procedure SMP04 – Preliminary Hazard Identification and Analysis;

- Outputs from Procedure SMP05 – Hazard Identification and Analysis;

- Outputs from Procedure SMP06 – Risk Estimation;

- Outputs from Procedure SMP07 – Risk and ALARP Evaluation;

- Outputs from Procedure SMP08 – Risk Reduction;

- Outputs from Procedure SMP09 – Risk Acceptance;

- Outputs from Procedure SMP10 – Safety Requirements and Contracts;

- Outputs from Procedure SMP11 – Hazard Log;

- Outputs from Procedure SMP12 - Safety Case and Safety Case Report.

This procedure should draw on information in the following documents, and it should also define changes that should be made to their content:

- Through-Life Management Plan;

- Integrated Test, Evaluation and Acceptance Plan;

- Project Safety Management Plan including RACI (Responsible, Accountable, Consulted, Informed) chart;

- Safety Management System Manuals of stakeholders (e.g. Delivery Teams, Delivery Teams providing sub-systems, Users, authorities responsible for safe storage, transportation, disposal, inspection, audit, incident investigation etc.);

- Customer/Supplier Agreements (or similar) defining interfaces and responsibilities for certain Safety Management activities.

Required Outputs

Safety Management System Documentation

The In-Service Safety Management System arrangements should be recorded in various places because of the many authorities involved. For instance, the Safety Management System manuals of different Delivery Teams, user authorities, contractors and support authorities should contain relevant information as well as other documents recording arrangements for Incident and Accident reporting and investigation.

The principal means of bringing together this information should be through the Safety Management Plan and its RACI chart, defining the involvement of the different authorities.

The Project Safety Case should contain a description of the In-Service Safety Management System in operation to ensure that the safety performance of the equipment is achieved and sustained through life.

Meet the Author

Learn safety engineering with me, an industry professional with 25 years of experience, I have:

•Worked on aircraft, ships, submarines, ATMS, trains, and software;

•Tiny programs to some of the biggest (Eurofighter, Future Submarine);

•In the UK and Australia, on US and European programs;

•Taught safety to hundreds of people in the classroom, and thousands online;

•Presented on safety topics at several international conferences.
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Simon Di Nucci https://www.safetyartisan.com/?p=4133