Appendix IV to AMC M.A.604 — Maintenance organisation manual

CAA ORS9 Decision No. 1

1. Purpose

The maintenance organisation manual is the reference for all the work carried out by the approved maintenance organisation. It should contain all the means established by the organisation to ensure compliance with Part-M or Part-ML according to the extent of approval and the privileges granted to the organisation.

The maintenance organisation manual should define precisely the work that the approved maintenance organisation is authorised to carry out and the subcontracted work. It should detail the resources used by the organisation, its structure and its procedures.

2. Content

A typical Maintenance Organisation Manual for a small organisation (less than 10 maintenance staff) should be designed to be used directly on a day to day basis. The working documents and lists should be directly included into the manual. It should contain the following:

Part A. — General

    — Table of contents

    — List of effective pages

    — Record of amendments

    — Amendment procedure

      — Drafting

      — Amendments requiring direct approval by the CAA

      — Approval

    — Distribution

      — Name or title of each person holding a copy of the manual

    — Accountable manager statement

      — Approval of the manual

      — Statement that the maintenance organisation manual and any incorporated document identified therein reflect the organisation’s means of compliance with Part-M and Part-ML

      — Commitment to work according to the manual

      — Commitment to amend the manual when necessary

Part B — Description

    — Organisation’s scope of work

      — Description of the work carried out by the organisation (type of product, type of work) and subcontracted work

      — Identification of the level of work which can be performed at each facility.

    — General presentation of the organisation

      — Legal name and social status

    — Name and title of management personnel

      — Accountable manager

      — Senior managers

      — Duties and responsibilities

    — Organisation chart

    — Certifying staff and airworthiness review staff

      — Minimum qualification and experience

      — List of authorised certifying staff and airworthiness review staff, their scope of qualification and the personal authorisation reference

    — Personnel

      — Technical personnel (number, qualifications and experience)

      — Administrative personnel (number)

    — General description of the facility

      — Geographical location (map)

      — Plan of hangars

      — Specialised workshops

      — Office accommodation

      — Stores

      — Availability of all leased facilities.

    — Tools, equipment and material

      — List of tools, equipment and material used (including access to tools used on occasional basis)

      — Test apparatus

      — Calibration frequencies

    — Maintenance data

      — List of maintenance data used in accordance with M.A.402 or ML.A.402, and appropriate amendment subscription information (including access to data used on occasional basis).

Part C — General Procedures

    — Organisational review

      — Purpose (to insure that the approved maintenance organisation continues to meet the requirements of Part-M and Part-ML)

      — Responsibility

      — Organisation, frequency, scope and content (including processing of authority’s findings)

      — Planning and performance of the review

      — Organisational review checklist and forms

    — Processing and correction of review findings

    — Reporting

    — Review of subcontracted work

    — Training

      — Description of the methods used to ensure compliance with the personnel qualification and training requirements (certifying staff training, specialised training)

      — Description of the personnel records to be retained

    — Subcontracting of specialised services

      — Selection criteria and control

      — Nature of subcontracted work

      — List of subcontractors

      — Nature of arrangements

      — Assignment of responsibilities for the certification of the work performed

    — One time authorisations

      — Maintenance checks

      — Certifying staff

Part D — Working Procedures

    — Work order acceptance

    — Preparation and issue of the work package

      — Control of the work order

      — Preparation of the planned work

      — Work package content (copy of forms, work cards, procedure for their use, distribution)

      — Responsibilities and signatures needed for the authorisation of the work

    — Logistics

      — Persons/functions involved

      — Criteria for choosing suppliers

      — Procedures used for incoming inspection and storage of parts, tools and materials

      — Copy of forms and procedure for their use and distribution

    — Execution

      — Persons/functions involved and respective role

      — Documentation (work package and work cards)

      — Copy of forms and procedure for their use and distribution

      — Use of work cards or manufacturer’s documentation

      — Procedures for accepting components from stores including eligibility check

    — Procedures for returning unserviceable components to stores

    — Release to Service – Certifying staff

      — Authorised certifying staff functions and responsibilities

    — Release to Service – Supervision

    Detailed description of the system used to ensure that all maintenance tasks, applicable to the work requested of the approved maintenance organisation, have been completed as required.

      — Supervision content

      — Copy of forms and procedure for their use and distribution

      — Control of the work package

    — Release to Service – Certificate of release to service

      — Procedure for signing the CRS (including preliminary actions)

      — Certificate of release to service wording and standardised form

      — Completion of the aircraft continuing airworthiness record system

      — Completion of CAA Form 1

      — Incomplete maintenance

      — Maintenance check flight authorisation

      — Copy of CRS and CAA Form 1

    — Records

    — Airworthiness review procedures and records for ELA1 aircraft not involved in commercial operations

    — Special procedures

    Such as specialised tasks, disposal of unsalvageable components, re-certification of parts not having a CAA Form 1, etc.

    — Occurrence reporting

      — Occurrences to be reported

      — Timeframe of reports

      — Information to be reported

      — Recipients

    — Management of indirect approval of the manual

      — Amendments content eligible for indirect approval

      — Responsibility

      — Traceability

      — Information to the CAA

      — Final validation

Part E – Appendices

    — Sample of all documents used.

    — List of maintenance locations.

    — List of Part-145 or M.A. Subpart F organisations.

    — List of subcontracted specialised services.

3. Approval

The CAA should approve the manual in writing. This will normally be done by approving a list of effective pages.

Minor amendments, or amendments to a large capability list, can be approved indirectly, through a procedure approved by the CAA.

4. Continuous compliance with Part-M and Part-ML

When a maintenance organisation manual no longer meets the requirements of this Part-M or Part-ML, whether through a change in Part-M or Part-ML, a change in the organisation or its activities, or through an inadequacy shown to exist by verification inspections conducted under the organisational review, or any other reason that affects the manuals conformity to requirements, the approved maintenance organisation is responsible to prepare and have approved an amendment to its manual.

5. Distribution

The manual describes how the organisation works therefore the manual or relevant parts thereof need to be distributed to all concerned staff in the organisation and contracted organisations.