Civil Aviation Documentation Frameworks

1.0. Introduction

1.1 Purpose
1.2 Applicability.
1.3 Description of Changes

2.0 References and Requirements

2.1 Reference Documents
2.2 Cancelled Documents
2.3 Definitions and Abbreviations

3.0 Background

4.0 Documentation Frameworks

4.1 Principles
4.2 The IMS Documentation Framework
4.3 The Regulatory Documentation Framework

5.0 Responsibilities of Civil Aviation Personnel

5.1 Director General Civil Aviation
5.2 National Civil Aviation Management Executive (NCAMX)
5.3 Director Quality and Resource Management
5.4 Headquarters Functional Directors
5.5 Regions – Regional Directors Civil Aviation
5.6 Civil Aviation Employees (HQ and Regions)

6.0 Document Development and Maintenance

6.1 New Documentation
6.2 Existing Documentation
6.3 Consultation.
6.4 Publication of Documents
6.5 Periodic Document Review and Cancellation
6.6 Transition Plan for Conversion of Existing Documents to New Format

7.0 Contact Office

1.0 Introduction

1.1 Purpose

(1) The purpose of this Civil Aviation Directive (CAD) is to describe the two documentation frameworks used within Transport Canada Civil Aviation (TCCA) to manage and control activities under the Civil Aviation Program.  These two frameworks are the regulatory and the Integrated Management System (IMS) documentation frameworks.

(2) This document replaces all similar documents published by individual Branches, which are listed in section 2.2 and are cancelled as of the effective date of this CAD.

1.2 Applicability

This document is applicable to all TCCA employees and to individuals and organizations when they are exercising privileges granted to them under an External Ministerial Delegation of Authority. This information is also available to the aviation industry for information purposes.

1.3 Description of Changes

Not applicable.

2.0 References and Requirements

2.1 Reference Documents

It is intended that the following reference materials be used in conjunction with this document:

(a) Treasury Board of Canada Secretariat—Results for Canadians: A Management Framework for the Government of Canada;

(b) Treasury Board of Canada Secretariat—Results for Canadians and the Comptrollership Modernization Initiative;

(c) Treasury Board of Canada Secretariat—Management Accountability Framework (MAF);

(d) Treasury Board of Canada Secretariat—Official Languages Policy Framework;

(e) Transport Publication (TP) 13953E—Information Management Directive, RDIMS Document No. 147060;

(f) TP14469, dated 04/2006—Flight 2010—A Strategic Plan for Civil Aviation;

(g) TP 6000—Publication Standards for Transport Canada Manuals;

(h) Transport Canada Document Record Document Information Management System (RDIMS) No. 546643—Civil Aviation National Naming Convention Guidelines for the National File Series;

(i) Transport Canada RDIMS No. 19040—Guide to Classifying Documents Utilizing RDIMS—Civil Aviation;

(j) Transport Canada RDIMS No. 134046—IMS Glossary and Bibliography;

(k) Transport Canada RDIMS No. 436307—Transport Canada Definition of a Publication;

(l) Transport Canada RDIMS No. 114849—Civil Aviation Integrated Management System Standard;

(m) Transport Canada RDIMS No. 1177076—Civil Aviation Program Manual;

(n) Transport Canada RDIMS No. 647020—Civil Aviation Service Line (Performance Measurement);

(o) Civil Aviation Directive 37 Original dated 9 July 2003—Civil Aviation Integrated Management System;

(p) Staff Instruction (SI) No. QUA-003 Issue 01, dated 2007-02-01—Civil Aviation Document Development Procedures.

(q) National Quality Institute (NQI)—Canadian Quality Criteria for Public Sector Excellence series; and

(r) National Standard of Canada CAN/CSA-ISO 9000-2000—International Organization for Standardization (ISO) quality management system standard series.

2.2 Cancelled Documents

As of the effective date of this document, the following documents are cancelled as their content is now contained in this document:

(a) Civil Aviation Directive—Process Instructions;

(b) Aerodrome Safety Circular – ASC 2000-001, dated 2000.09.15—New Aerodrome Safety Bulletins and Circulars, published by the Aerodrome Safety Branch;

(c) Staff Instruction (SI) GEN-001, Issue No. 04, dated 2006-04-01—Numerical Index of Guidance and Advisory Materials, published by the Aircraft Certification Branch;

(d) Staff Instruction (SI) GEN-002, Issue No. 02, dated 2003-06-23—Introduction to Aircraft Certification Guidance Material, published by the Aircraft Certification Branch;

(e) Aircraft Maintenance & Manufacturing Advisory Circular (AC) AMM-001, Issue 1, dated 2005-12-01—Advisory Circular Introduction, published by the Aircraft Maintenance and Manufacturing Branch;

(f) Aircraft Maintenance & Manufacturing Staff Instruction (MSI) 1, Revision 12, dated January 14, 2005—Current Aircraft Maintenance & Manufacturing Staff Instructions, published by the Aircraft Maintenance and Manufacturing Branch;

(g) Aircraft Maintenance & Manufacturing Staff Instruction (MSI) 2, Revision 0, dated 18/10/96—Introduction to Aircraft Maintenance and Manufacturing Staff Instructions (MSIs), published by the Aircraft Maintenance and Manufacturing Branch;

(h) General Aviation Policy Letter (GAPL) 2002-01, dated 2002-02-12—New General Aviation Communication Documents, published by the General Aviation Branch; and

(i) General Aviation Policy Letter (GAPL) 2005-01, dated 2005-01-19—Policy Letter on Consultative Framework for General Aviation, published by the General Aviation Branch.

2.3 Definitions and Abbreviations

The following definitions and terms apply to the documents described under the IMS documentation framework:

(a) May—means expressing permission or freedom of choice.

(b) Shall—means expressing a command, imperative form and no other choice of action.

(c) Should—means expressing persuasion or advice, desired choice or wish. This can be interpreted as an informal request.

(d) TCCA—means Transport Canada Civil Aviation.

(e) Transport Publication (TP)—means a product in which information (intellectual content) is recorded, stored and/or reproduced for an internal or external audience. Products intended for publication by Transport Canada are assigned Transport Publication (TP) numbers and respect departmental and federal requirements, such as Official Languages Policy and the Federal Identity Program.  Transport Canada publications exist in a wide range of formats, including books, manuals, booklets, brochures, reports, newsletters, posters, audio recordings, video recordings, films, microforms, CDs, DVDs, diskettes and web/on-line documents. They may or may not be free of charge. (Reference: Transport Canada RDIMS Document No. 436307 and TCCA RDIMS document No. 134046 - IMS Glossary and Bibliography).

Transport Publications (TPs) or forms do not include Civil Aviation Directives, Staff Instructions, Policy Letters, Advisory Circulars, Notices or Bulletins.

3.0 Background

(1) Historically, functional areas and regions of TCCA have established their own practices related to the development and control of documents intended to provide policy direction and procedural guidance to personnel. This practice has also been applied to records management.

(2) In March 2000, the Treasury Board of Canada Secretariat published a document entitled Results For Canadians: A Management Framework for the Government of Canada.  The document describes the Government of Canada’s framework for the management and delivery of programs with a focus on citizen’s needs.  The document is available from the Treasury Board of Canada Secretariat’s web site listed below:

http://www.tbs-sct.gc.ca/report/res_can/rc_e.asp

(3) Flowing from the Results for Canadians and the Comptrollership Modernization Initiative, the Treasury Board of Canada Secretariat in 2003, published the Management Accountability Framework (MAF) that establishes the standards for management in the Government of Canada.  It also provides the basis for management accountability between departments/agencies and the Treasury Board of Canada Secretariat.  The Management Accountability Framework is available form the Treasury Board of Canada Secretariat’s web site listed below:

http://www.tbs-sct.gc.ca/maf-crg/index_e.asp

(4) In July 2003, partly in response to the above Treasury Board initiatives and with the introduction of Safety Management Systems under the Canadian Aviation Regulations, TCCA issued CAD 37 introducing its quality management system called the Integrated Management System (IMS) and its related Integrated Management System Standard.  The IMS is the means by which TCCA monitors and progressively improves the management of the Civil Aviation Program.

(5) The IMS Standard based upon:

(a) Results For Canadians: A Management Framework for the Government of Canada;

(b) Results For Canadians: Modern Comptrollership Initiative;

(c) The National Quality Institute (NQI) Canadian Quality Criteria for Public Sector Excellence series; and

(d) The National Standard of Canada CAN/CSA-ISO 9000-2000 International Organization for Standardization (ISO) quality management system standard series.

(6) The IMS Standard requires the development of a common documentation framework addressing documentation types/categories including records.  A multi-branch working group was formed to develop that framework that is now reflected in this CAD and SI QUA-003.

(7) Civil Aviation uses two frameworks to control and manage the activities under the Civil Aviation Program.  These frameworks are the Regulatory and IMS frameworks as described in section 4.0 of this document.  Documents under the IMS Documentation Framework provide employees with the principles upon which the Civil Aviation Program is developed and the procedures for completion of their work in compliance with regulations.  The standardized work procedures form the basis upon which TCCA will monitor and continually improve its procedures, while establishing national consistency in the application of those regulations and standards.

4.0 Documentation Frameworks

4.1 Principles

(1) The following principles apply to both the IMS and regulatory frameworks administered by TCCA:

(a) TCCA controls all documentation, including forms, records and reports required to implement the Civil Aviation Program and provide evidence of conformity to the IMS Standard.

(b) Documentation shall be standardized so that common activities are conducted and managed in a consistent manner.  All documentation shall be developed in accordance with Staff Instruction (SI) QUA-003 on ‘Civil Aviation Document Development Procedures’.  The objective is to publish one type of document pertaining to a common subject and endorsed by all affected parties.  For example; if multiple “Staff Instruction” type of documents exist containing information on Ministerial Delegation of Authority, those documents would be merged into a single “Staff Instruction”.

(c) The documentation provided to TCCA employees and delegates must be clear, concise and relevant, and take maximum advantage of technology such as hyperlinks and self-populating forms. The use of paper copies should be kept to a minimum.  The use of “electronic means” such as e-mail to notify / distribute published documents to public subscribers and TCCA staff will be maximized.

(d) All documents described in this CAD shall be subject to an internal consultation process before approval.  Consultation shall be done on a national basis so as to include the best practices from all regions. The intent of consultation is to improve acceptance of the document, avoid confusion in the content, and produce a better working document.

(e) To promote better access to the public, TCCA shall publish all of the documents described in this framework on a common Internet site.

(f) All forms used in the performance of work will be designed in accordance with Transport Canada’s Form Design Standards, shall be accessible from the Transport Canada forms Internet database, and employees will use only these forms.  Protection of information supplied on forms and records shall be protected in accordance with departmental and Government of Canada regulations and guidelines.

(g) All records prepared by and used by TCCA employees must be handled in accordance with Transport Canada Publication (TP) 13953E—Information Management Directive (RDIMS No. 147060).    Protection of information supplied on forms and records shall be protected in accordance with departmental and Government of Canada regulations and guidelines.

(h) The requirements of the Official Languages Act and the Treasury Board Official Languages Policy will be adhered to with respect to this documentation framework. Information may be found on the Treasury Board web sites listed below:

(i) For communication and services to the public:

http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/puolcsp-pllocpps_e.asp

(ii) For language of work requirements:

http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/plw-plt_e.asp

http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/glwbr-ldltrb_e.asp

4.2 The IMS Documentation Framework

(1) The IMS Standard documentation framework is TCCA’s quality management system used to document and manage its internal work procedures.

(2) The IMS documentation framework meets the requirements of the IMS Standard by defining:

(a) The documentation framework of TCCA;

(b) The processes and procedures for developing and maintaining documents including records; and

(c) The processes and procedures for identifying, storing, retrieving, protecting, retaining and disposing of records that provide evidence of program conformity and operation of the management system.

(3) The framework is not intended to replace documents published under the auspices of the Transport Canada Executive Correspondence rules. 

4.2.1 Types of Documents

The IMS documentation framework consists of a Civil Aviation Program Manual and seven (7) types of documents, which are listed below:

4.2.2 Civil Aviation Program Manual

The Civil Aviation Program Manual is a document that provides consistent information, both internally and externally, about the TCCA program. This includes how the organization complies with the Integrated Management System (IMS) Standard and the requirement to continually improve its management system.

4.2.3 Civil Aviation Directive (CAD)-Directive de l’Aviation civile (DAC)

(1) CADs outline the principles to be followed by TCCA employees in the implementation of the Civil Aviation Program as directed by the Director General, Civil Aviation. CADs are general in nature and often refer to other documents such as Staff Instructions for specific procedural information.

(2) The Director General Civil Aviation has the sole authority to issue CADs as defined in this document.

4.2.4 Staff Instruction (SI)-Instruction visant le personnel (IP)

(1) SIs provide TCCA employees with specific information and procedural guidance to standardize the delivery of the Civil Aviation Program. SIs shall be consistent with departmental philosophy, policies and regulatory requirements and may be issued either singularly or as a manual depending on the volume of information.  They shall not be used to provide Departmental policy or advisory information.  Large Staff Instructions may be issued as a TCCA Manual.

(2) The Director General Civil Aviation, or Branch Directors alone or jointly may issue SIs.

4.2.5 Supplementary Staff Instruction (SSI)-Instruction supplémentaire visant le personnel (ISP)

(1) SSIs provide TCCA personnel with information and/or “local” procedural guidance on a given subject.  They are generally linked to Staff Instructions or other higher-level documents.  Director Quality and Resource Management will periodically review all SSIs to determine the level of duplication of content.  Where deemed appropriate, the Director Quality and Resource Management may recommend the amalgamation of duplicated procedures into an SI.  SSIs shall not be developed to provide information already described in CADs or ACs.

(2) The Director General Civil Aviation, Director Quality and Resource Management or Regional Directors may issue SSIs.  Regional SSIs do not need to be approved by HQ. SSIs shall be consulted nationally prior to the document’s approval to share ideas and obtain best practices from other Regions.  SSIs issued for the National Capital Region (NCR) are issued by the Director Quality and Resource Management and apply to all National Capital Region (NCR) offices.

4.2.6 Forms

TCCA uses standardized forms in support of the Civil Aviation Program.  The design and content of these forms may be defined by various Acts, Regulations, Advisory / Guidance documents or other Government of Canada legislations or policies.  Only the respective authority shall approve alteration of these forms.  Official forms developed by Transport Canada and managed through Multi Media Publishing Division will be available through the Transport Canada forms Internet / Intranet database.  Forms developed by other Departments of the Government of Canada are available through those Departments.  Use of these forms by TCCA staff is mandatory.

4.2.7 Records

(1) Records identified under the Library and Archives of Canada and Access to Information Act, is any information contained in any physical medium which is capable of preserving such information and includes any information contained in the original and any copy of correspondence, memoranda, forms, directives, reports, drawings, diagrams, to name a few.  This includes but is not limited to correspondence, word processed documents, print documents and reports, emails and faxes, databases, books and serial publications, audio/sound recordings (records, tapes, CDs, digital audio files, etc), graphical materials (animation, art work, brochures, drawings, maps, pictures, posters, videos, multimedia) and more. 

(2) Official Records document or provide evidence of Transport Canada‘s business activities (operational, administrative, legal, fiscal, historical, etc); they document decisions and support the delivery of TCCA programs and services.  Official records must be saved and include but are not limited to:  Records in all media, paper and electronic; e-mails and their attachments; Briefing Notes, directives policies, final reports and recommendations; Agendas and meeting minutes; Work Plans, schedules, performance results; Documents used in the decision-making process or result in a decision, implement a policy, or carry out an activity.  It is important to note that you cannot delete any official record that is required for an active or anticipated Access To Information and Privacy (ATIP) request, litigation or official investigation.

(3) Examples of records include completed forms, inspection / audit reports, assessments, employee training completion records.

4.2.8 Employee Education and Training Documents

(1) TCCA develops various documents to support the education and training of its staff, Ministerial Delegates, and the general public.

(2) Examples of these training documents include training manuals used by instructors and participants during training courses.

(3) During the initial phase of TCCA’s document transition to the new framework, these types of documents will continue to be published and distributed in their current format.  The format shall be revised according to future revisions of this CAD.

4.2.9 Employee Information Bulletins

(1) Periodically, TCCA issues Employee Information Bulletins to inform employees on status of new projects being implemented in Transport Canada and other activities that may take place in the work place.

(2) Current examples of Information Bulletins include:

(a) Integrated Management System (IMS) Bulletins published by the Quality and Resource Management Branch;

(b) Quality Assurance Bulletins published by the Aerodromes and Air Navigation Branch;

(c) Regional Bulletins.

(3) During the initial phase of TCCA’s document transition to the new framework, these types of documents will continue to be published and distributed in the current format.  The format shall be revised according to future revisions of this CAD.

4.3 The Regulatory Documentation Framework

The regulatory documentation framework includes those regulatory instruments used in support of the Civil Aviation Program such as Acts, Regulations, Regulatory Standards, Regulatory Advisory or guidance material and related safety information promotion information.

4.3.1 Types of Documents

(1) Examples of document types in the Regulatory Documentation Framework include Acts, Regulations, Regulatory Standards, Regulatory Advisories, Advisory Circulars or guidance material and related safety awareness/alert information.

(2) Acts, Regulations and Regulatory Standards are developed through the Canadian regulatory process and officially published in the Canada Gazette.  Regulatory Advisories e.g.: Canadian Aviation Regulations (CARs) Advisories; are developed, formatted and published through the related regulatory process such as the Canadian Aviation Regulatory Advisory Council (CARAC). They are also posted on Transport Canada’s web site for ease of reference.  The content, format and design layout of these documents shall conform to the requirements defined in the particular regulatory processes.

(3) Examples of Acts, Regulations and Regulatory Standards used in support of the civil aviation program include:

(a) The Aeronautics Act, and the Canadian Aviation Regulations;

(b) Transportation of Dangerous Goods Act, and the Transportation of Dangerous Goods Regulations;

(c) Canada Labour Code Part II, and the Aviation Occupational Safety and Health Regulations.

(4) Advisory Circulars, guidance material and related safety awareness/alert information are developed by Transport Canada outside of the regulatory process.  They are intended to provide information, examples of means of compliance with regulations and standards or safety awareness/alert information and to the aviation industry. The content, format and design layout of these documents shall conform to the requirements defined in TCCA SI QUA-003.

4.3.2 Advisory Circular (AC) – Circulaire d’Information (CI)

(1) ACs provide the aviation community and TCCA personnel with information on a given subject as it relates to the Canadian Aviation Regulations (CARs) and its associated Standards, and other Regulations used in the course of the civil aviation program.  An AC may provide an example of acceptable means, but not the only means of demonstrating compliance with regulations and standards. An AC does not change, create, amend or permit deviations from regulatory requirements.

(2) The Director General Civil Aviation or Branch Directors alone or jointly may issue ACs in consultation with the Regulatory Services Branch.

4.3.3 Reference Documents

(1) Transport Canada may issue reference material to the aviation industry and the general public to assist them in better understanding the requirements of the CARs or to prepare themselves for examinations, or Ministerial Delegations.

(2) Reference materials include: “Study and Reference Guides” and “Sample Examinations”, which may assist individuals to prepare for examinations as part of the personnel licensing requirements.

(3) During the initial phase of TCCA’s document transition to the new framework, these types of documents will continue to be published and distributed in the current format.  The format may be revised according to future revisions of this CAD.

4.3.4 Safety Alert/Awareness Information

(1) Periodically, Transport Canada may issue “non-mandatory”, ‘safety awareness/alert information’ to bring to the attention of the aviation industry, “non-mandatory notifications” of safety related information and/or identification of potential hazards or problems that may have an impact on their respective aviation environment.

(2) Examples of safety alert/awareness information include;

(a) Aerodrome Safety Bulletins;

(b) Airport Wildlife Management Bulletins;

(c) Service Difficulty Alerts;

(d) Service Difficulty Advisories.

(3) During the initial phase of TCCA’s document transition to the new framework, these types of documents will continue to be published and distributed in the current format.  The format may be revised according to future revisions of this CAD.

5.0 Responsibilities of Civil Aviation Personnel

5.1 Director General Civil Aviation

The Director General Civil Aviation is responsible for:

(a) Approving the Civil Aviation Program Manual;

(b) Approving Civil Aviation Directives that are issued at the Directorate level; and

(c) Defining the process for the submission, approval and periodic review of Civil Aviation documentation.

5.2 National Civil Aviation Management Executive (NCAMX)

The NCAMX team is responsible for:

(a) Reviewing and endorsing the Civil Aviation Program Manual; and

(b) Reviewing and endorsing Civil Aviation Directives.

5.3 Director Quality and Resource Management

The Director, Quality and Resource Management is responsible for:

(a) Defining and maintaining the documentation framework, including the creation of a centralized numbering system and naming convention for all documents described in this framework;

(b) Providing production and distribution services for documents, including forms, produced by TCCA;

(c) Developing and maintaining documents directly relating to the TCCA Integrated Management System (e.g.: the IMS Standard, the Civil Aviation Program Manual);

(d) Developing, approving and maintaining SSIs within the National Capital Region in conjunction with other Branch Directors;

(e) Convening working groups, when necessary to develop and maintain Civil Aviation Directives and procedural documents that are of common interest to branches aligned with the Civil Aviation Service Line activities; and

(f) Reporting annually to NCAMX on the status of the IMS documentation framework and the status of transition plans for HQ and regional documents.

5.4 Headquarters Functional Directors

Headquarters Functional Directors are responsible for:

(a) Providing the resources required to develop, maintain and implement documents to support the Civil Aviation Service Line activities;

(b) Developing and maintaining CADs;

(c) Developing, approving and maintaining SIs and ACs within their functional areas or in conjunction with other Branch Directors;

(d) Leading or contributing to the development and maintenance of documents described in this framework applicable to the recognized Civil Aviation Service Line activities;

(e) Appling the principles stated in section 4.1;

(f) Verifying that the proper type of documentation is respected using the framework in this Civil Aviation Directive;

(g) Verifying that documents described in this framework, which have been developed to support the Civil Aviation Program, are implemented and followed by their personnel in accordance with the Civil Aviation Program Manual and this CAD;

(h) Authorizing the development of SSIs to provide additional guidance specific to activities undertaken within the National Capital Region. Such documentation shall not be in conflict with other documents described in this framework;

(i) Ensuring that transition plans are developed uniformly across their respective Branches in coordination with regional offices and implemented to meet the requirements of this CAD; and

(j) Reporting annually to the Director Quality and Resource Management on the status of their Branch documentation transition plans.

5.5 Regions – Regional Directors Civil Aviation

Regional Director Civil Aviation is responsible for:

(a) Verifying that documents described in this framework are implemented and followed by their personnel in accordance with the Civil Aviation Program Manual and this CAD;

(b) Authorizing the development and approval of SSIs to provide additional guidance specific to activities undertaken within their region. Such documentation shall not be in conflict with other documents described in this framework.  Regional SSIs do not need to be approved by HQ however; they shall be consulted nationally prior to the approval of the document to share ideas and obtain best practices from other Regions;

(c) Leading or contributing to the development and maintenance of documents described in this framework applicable to the recognized Civil Aviation Service Line activities;

(d) Ensuring that transition plans are developed uniformly across their respective Regions in coordination with Headquarters and other regions, and are implemented to meet the requirements of this CAD; and

(e) Reporting annually to the Director, Quality and Resource Management on the status of their Regional documentation transition plans.

5.6 Civil Aviation Employees (HQ and Regions)

All Civil Aviation employees are responsible for:

(a) Participating, as required, in the development and consultation of guidance documents/material;

(b) Ensuring they are using and adhering to the current issue/version of documents;

(c) Providing suggestions for changes to documents; and

(d) Keeping records in accordance with the procedures relevant to the activities and the Transport Canada Information Management Directive (RDIMS No. 147060).

6.0 Document Development and Maintenance

6.1 New Documentation

(1) Documentation created after the effective date of this CAD shall be produced in accordance with this CAD and with SI QUA-003.

(2) Persons identified in section 5.0 who approve the issuance of documents shall keep the number, size and complexity of procedures to the minimum necessary to facilitate proper control of activities.

6.2 Existing Documentation

Existing documents remain in effect following the approval of this CAD until they are superseded by documents meeting the requirements herein. As described in section 6.6 of this document, functional branches and regions will develop plans to transition their existing documentation to this framework.

6.3 Consultation

(1) Our strategic direction, Flight 2010 and the IMS Standard require that the development of the civil aviation program be based upon a sound consultative framework.  Some of the key principles pertaining to a consultation framework include:

(a) Maintaining open communication and sharing information with each other, the aviation community and the public; and

(b) Consulting early and throughout the document development process.

(2) The application of these principles result in continued improvement in the high level of aviation safety in Canada and a high level of public confidence in the civil aviation program.

(3) The following three main areas of the IMS Standard address the need for consultation with stakeholders:

(a) Section 2.4 – Stakeholder Focus states that management shall endeavour to ensure that stakeholder needs and expectations are determined and converted into program requirements with the aim of enhancing stakeholder satisfaction with the delivery of the organization’s service;

(b) Section 4.2 - Program Design states in part, that the design of the civil aviation program shall consider stakeholder focus; and

(c) Section 5.1 – Measurement and Analysis - Stakeholder Focus states that the organization shall establish procedures for communicating with stakeholders and use stakeholder information to develop and monitor standards in its activity areas for the purpose o f service improvement.

(4) Timely consultation of all documents is required to permit stakeholders within Transport Canada an opportunity to provide comments on documentation that might impact activities under their functional responsibility prior to publication.  An effective consultation framework results in the following benefits:

(a) Allow for improved stakeholder recognition;

(b) Enhance stakeholder support of program changes and resultant outcomes;

(c) Improve the quality of relations with stakeholders and satisfy their expectations;

(d) Ensure stakeholders are informed on the basis of the issues affecting them; and

(e) Avoid procedural disparities, potential conflict with program changes and subsequently produce a better working document. 

(5) When consulting draft documents, staff shall respect the requirements of the Treasury Board Official Languages Policy.  Refer to SI QUA-003 for details.  Normally consultation is conducted within TCCA and shall be done on a national basis so as to include the best practices from all regions.  This does not prevent Directors from including the aviation industry or other civil aviation authorities in the consultation of the document.

(6) During the reorganization of TCCA, confusion may arise with respect to “whom” should be included in the consultation of documents.  To maintain effective document consultation, the following TCCA personnel shall be included in all consultations as a minimum:

(a) Headquarters and Regional Division Chiefs in all Branches who might be affected by the document; and

(b) Other Subject Matter Experts as deemed appropriate by the OPI.

(7) The Director Civil Aviation Secretariat (AARC) shall coordinate the consultation of all new or revised Civil Aviation Directives amongst NCAMX members. Individual Branches or Regions may prepare “Draft” CADs and forward the draft version to AARC for consultation.  To expedite the issuance of “Urgent” documents consultation will normally be limited to Headquarters management and the OTI.  Since broader consultation produces a more complete document, this process of limited consultation should be considered an exception to the rule. AARC will disposition all comments received during the consultation and prepare the final version of the CAD for approval by the Director General Civil Aviation.

(8) Comments received during the consultation process shall be compiled on the consultation record described in SI QUA-003.

(9) The Civil Aviation Issues Reporting System (CAIRS) shall be used to process dissents resulting from the disposition of consultation related comments.

6.4 Publication of Documents

To promote transparency of Civil Aviation activities, all documents described in this framework, which are issued by any TCCA HQ Branch or Region will be posted to a common website on the TCCA website.  This will make all documents available to the public and TCCA staff.  Documents posted on this site will be available in Hyper-Text Mark-up Language (HTML), Portable Document Format (PDF) and other alternative formats as may be determined.  These documents will also be available in paper format at TCCA libraries and Technical Reference Centres (TRCs). The Civil Aviation Safety Inspector’s Toolkit Compact Disc (CASI Toolkit CD) will also include PDF versions of all documents.

6.5 Periodic Document Review and Cancellation

(1) All documents described in this framework shall be periodically reviewed within a five-year cycle to verify the applicability of regulations and other related material and to ensure that the content is not outdated or obsolete. Criteria for establishing the review cycle should consider:

(a) References to external documentation & hyperlinks.

(b) Level of detail provided from information accessed through hyperlinks. For example; if the information from the linked site is required to make sense of the TCCA document or to make a decision, then the review period should be more frequent to ensure the link is still correct and the referenced document has not been amended.

(c) The document's degree of complexity.  For example; if there is more than one function involved in a process, there is a greater chance that changes to the individual functions may not stay in sync with each other.  Therefore, it may be appropriate to review the document more frequently.

(d) Feedback provided from stakeholders.

(e) Known or pending changes within the Government of Canada, Transport Canada or TCCA that may affect the document.

(2) If these documents are still applicable, i.e.: the content remains valid and they are still required, they will remain in effect.  If changes are required, they will be updated and reissued.  If the documents are no longer required, they will be cancelled.

6.6 Transition Plan for Conversion of Existing Documents to New Format

(1) During the 2006-2007 fiscal year, a transition team will be formed to work together with each TCCA HQ Branch and Region to develop and implement document transition plans.  The transition team, comprised of representatives from each Branch and Region, will review ALL existing documents with a view to cancelling or updating them to conform to the requirements of the IMS Standard, this CAD and SI QUA-003.  Existing documentation will remain in force during this transition period until they are cancelled or replaced.  The goal of the transition plan is to have all documentation cancelled or converted to the new format by 31 March 2010.

(2) Examples of documents to be reviewed and considered for conversion include:

(a) All existing Civil Aviation Directives, Policy Letters, Staff Instructions, Advisory Circulars, Safety Circulars, Functional Directives, Transport Publication (TPs) containing procedural or advisory material, Airworthiness Notices, various Information Bulletins, Standard Operating Procedures (SOPs), Office Procedures Manuals (OPMs), Policy and Procedures Manuals (P&P).  Other documents may be added as the transition plans are developed.

(3) When developing transition plans, functional Branches and Regions shall consider:

(a) The relevance of the document to current service line activities and regulatory requirements;

(b) The need to reduce duplication of documentation on the same topic and eliminate conflicting procedures between Branches and between Regions (i.e.: regional vs. national, region vs. region and within regions).  The goal is to combine those documents and publish a single document representing the requirements of all functional Branches;

(c) Other related activities in progress such as the Integrated Management System (IMS) Gap Analyses; and

(d) The timelines required for necessary consultations within TCCA.

(4) During the transition phase described in this section, the Director Quality and Resource Management will be responsible for the development of SI QUA-002 and the assignment of all document numbers.

7.0 Contact Office

For more information please contact:
Director Management Services Branch (AARA)

Phone: 613-949-7779
Facsimile: 613-990-4500
E-mail: for this specific CAD: rutherj@tc.gc.ca

Suggestions for amendment to this document are invited and should be submitted via the Transport Canada Civil Aviation Issues Reporting System (CAIRS) at the following Internet address:

http://www.tc.gc.ca/CivilAviation/ManagementServices/QA/cairs.htm

or by e-mail at: CAIRS_NCR@tc.gc.ca

Original signed by Merlin Preuss

Merlin Preuss
Director General Civil Aviation