Aviation Safety Solutions Announces Part 5 SMS Audit with Certificate

Aviation Safety Solutions said it is launching a comprehensive audit program to help U.S. aviation organizations meet expanded FAA Part 5 Safety Management System rules now in force, and will issue a third‑party Certificate of Conformance to operators that can show their programs meet the federal standard.

The move comes as the Federal Aviation Administration’s broadened Safety Management System requirements, finalized in 2024 and rolling through phased deadlines into 2027, reshape safety obligations for airlines, charter operators, tour operators, some production and design approval holders, and U.S.-based EASA Part 145 repair stations. The company’s audit model, aligned to the regulation’s four SMS pillars—Safety Policy, Safety Risk Management, Safety Assurance, and Safety Promotion—aims to give operators tangible proof of readiness at a time when regulators, insurers, and clients are asking for clear evidence of robust safety programs.

Compliance calendar and key deadlines

Aviation Safety Solutions is timing its rollout to match the FAA compliance calendar:

• May 28, 2025: Full compliance deadline for airlines operating under Part 121.
• May 28, 2027: Compliance deadline for charter and commuter carriers under Part 135, and air tour operators under Part 91.147.
• May 28, 2024 onward: New applicants in the above categories must come in with an approved SMS.
• June 12, 2025: U.S.-based EASA Part 145 repair stations must establish and maintain an SMS that meets U.S. standards.

Certain Part 21 organizations—those holding type certificates or production approvals—are now also required to implement an SMS under FAA Part 5. The FAA has also opened a voluntary pathway for companies outside the mandate to enroll and receive a Letter of Acceptance if their systems meet the standard.

What the audit covers

The audit includes both documentation review and practice validation, with emphasis on:

• Documentation and evidence of risk assessment and mitigation
• Records of safety meetings, training, and internal evaluations
• Consistency with U.S. regulatory texts and industry guidance

The audit draws on:

• 14 CFR Part 5
• FAA advisory circulars (including AC 120‑92 for air carriers and AC 21‑58 for production approval holders)
• Relevant FAA Orders governing oversight

When an operator passes the audit, Aviation Safety Solutions issues a Certificate of Conformance, which can support regulatory submissions, insurance renewals, and customer assurance. While the FAA recognizes compliance through an operator’s own declaration of compliance and continued oversight, third‑party confirmation is becoming important for lenders, brokers, and large‑fleet clients.

“Requiring more aviation organizations to implement a proactive approach to managing safety will prevent accidents and save lives.”
— FAA Administrator Mike Whitaker

This captures the FAA’s rationale: shift from one‑off approvals to proactive hazard detection and ongoing program performance checks.

Why operators and stakeholders care

• Regulators want to see systems that work, not just manuals.
• Insurers, financiers, and major clients increasingly ask for documented risk management and hazard-tracking practices.
• A third‑party Certificate of Conformance can shorten client due diligence and strengthen submissions to lenders or insurers.

VisaVerge.com analysis notes the rule forces small and mid‑size operators to formalize planning, documentation, and training. Many charters historically relied on informal safety habits; now they must show clear, repeatable processes with records retained for at least five years.

How the audit scales by operator size

Aviation Safety Solutions says its model scales to each operator’s size and complexity:

• A two‑aircraft charter firm is assessed differently from a major airline, but both must meet the core rule.
• The audit examines leadership commitment, accountability, data collection, risk analysis, change management, and training.
• It checks for employee reporting systems and protections against retaliation—critical for a healthy safety culture.
• Where gaps are found, auditors document practical fixes, then return to verify completion.

FAA compliance pathway (overview)

The FAA’s compliance process includes several formal touchpoints:

1. Build a compliant SMS.
2. Submit a declaration of compliance (required entities).
3. FAA updates records and conducts oversight monitoring.
4. For voluntary adopters, the FAA can issue a Letter of Acceptance.

Operators can review current material on the FAA SMS program page: https://www.faa.gov/about/initiatives/sms.

Real‑world impacts across segments

Part 121 airlines
– Mostly mature SMS programs; focus on closing documentation gaps and demonstrating performance under the expanded rule.

Part 135 charters and commuter carriers
– Mix of operators with robust programs and those building SMS from scratch.
– Must formalize hazard logs, event reporting, risk scoring, and internal audits.

Part 91.147 air tour operators
– Seasonal and field-based operations need lightweight tools so crews can log hazards and follow controls without excessive paperwork.

Part 21 production certificate holders
– Need to integrate quality control with safety risk thinking; changes (e.g., supplier swaps) must be examined for product-life-cycle safety impacts.

EASA Part 145 repair stations (U.S.-based)
– Must align wording and proof standards with 14 CFR Part 5 by June 12, 2025, embedding SMS across maintenance planning, return-to-service decisions, and human factors training.

Insurers, financiers, and contracting advantage

• Underwriters now ask about risk management methods, hazard tracking tools, and leadership safety reviews.
• A Certificate of Conformance can demonstrate an operator was measured against an external benchmark and can ease client/vendor vetting and contract bidding.

The human factor: culture and day‑to‑day use

Operators are concerned with practical impacts on crews and maintainers:

• Pilots: how preflight risk calls change and when to call “no‑go.”
• Mechanics: how to report issues like tool control without fear of blame.
• Dispatchers: clear triggers for risk checks (runway conditions, duty limits).

A robust SMS turns daily choices into documented processes with assigned roles, records, and follow‑through. Audits look for evidence that reports lead to actions and that actions are measured for effectiveness.

Addressing the “bureaucracy” concern for small operators

The rule requires that the SMS fit the organization. Practical examples:

• Four‑pilot charter: use a simple risk matrix for trip approvals, a shared hazard log, and quarterly trend reviews by chief pilot and maintenance lead.
• Training: short, role‑specific sessions (pilots on unstable approach criteria; maintenance on human factors; dispatch on duty limits).
• The audit expects clear assignments, proportional training, and proof the process runs in daily work—not airline‑scale bureaucracy.

Step‑by‑step path recommended by Aviation Safety Solutions

1. Run a gap analysis against 14 CFR Part 5.
2. Update documentation: safety policy, roles, reporting process, risk assessments, safety goals, internal audit plan, training, and corrective action records.
3. Conduct an internal audit to find weak points before external review.
4. Close findings with actions, due dates, and evidence of completion.
5. Train staff in SMS roles and reporting/assessment procedures.
6. Engage vendors and contractors where safety tasks are shared (fueling, deicing, avionics).
7. Undergo the external audit and fix any remaining issues.
8. Submit the FAA declaration of compliance where required and maintain readiness for surveillance.

Policy changes overview (timeline recap)

• Rule published: April 26, 2024
• Effective date: May 28, 2024
• Part 121 compliance: May 28, 2025
• Part 135 & Part 91.147 compliance: May 28, 2027
• EASA Part 145 (U.S.‑based repair stations): June 12, 2025
• Model emphasizes operator accountability through declaration of compliance and ongoing FAA oversight
• Voluntary pathway and Letter of Acceptance remain available for non‑required entities

Industry groups encourage smaller operators to adopt SMS elements scaled to their operations—plain roles, simple risk scoring, and actions focused on real hazard reduction (e.g., runway excursions, fuel mismanagement, maintenance shortcuts). Alignment with ICAO Annex 19 helps multinational operators apply a single safety language across fleets.

Industry response and expected benefits

For regional charters:
– Better preflight risk calls and clearer “no‑go” paths.
– Faster, tracked fixes for repeat hazards.
– Easier conversations with clients and insurers due to tested documentation.

For production certificate holders:
– Tighter integration of quality control and safety risk assessments.
– Monitoring after changes to detect new hazards introduced by fixes.

For EASA Part 145 repair stations:
– The audit maps existing processes to FAA Part 5, confirming protected reporting, repeatable risk assessments, internal evaluations, and training coverage.

How the audit works in practice

Two‑stage audit model:

1. Document review
   • Check safety policy, roles, reporting, risk matrices, change management, internal audit plan, training curriculum.
   • Confirm forms/software and five‑year retention, and alignment with FAA guidance and Orders.
2. On‑site validation
   • Interview accountable executive, safety manager, chief pilot, maintenance director, and line staff.
   • Trace hazard reports from submission to action to verification.
   • Observe meetings, sample operational risk assessments, review training records.
   • Record gaps with references to FAA Part 5 and provide practical recommendations.
   • Return for targeted review after corrective actions; issue Certificate of Conformance once full conformity is demonstrated.

While third‑party certification is not required by the FAA, such certificates are increasingly requested in contract bids, broker vetting, and insurer underwriting.

Culture checks and recommendations

Auditors assess culture as well as paperwork:

• Is there a reporting culture where staff can raise safety issues without fear?
• Do reporters receive feedback and see actions taken?
• Do leaders set safety goals, review performance, and allocate resources when hazards need action?

If culture gaps exist, auditors recommend remedies such as anonymous reporting tools, regular feedback loops, and leadership walk‑arounds.

Practical tips for starting operators

• Avoid overbuilding: tailor tools to the organization—simple hazard forms, basic risk matrices, and a concise monthly dashboard.
• Keep training brief and role‑focused.
• Use proportionate documentation and demonstrable daily use to satisfy audits.

Costs and timelines
– Small operator: potentially a few months from gap analysis to external audit if leadership is engaged.
– Larger organizations: longer timelines due to scale and multiple sites.
– Start early to reduce last‑minute rush and weak adoption.

Final takeaways

The federal rule’s core aim is straightforward: find hazards early, rate risk honestly, act quickly, and verify that actions worked. As deadlines approach—May 28, 2025 (Part 121), May 28, 2027 (Part 135 & 91.147), and June 12, 2025 (U.S.-based EASA Part 145)—the FAA will expect SMS programs to be active parts of daily operations, not static manuals.

A Certificate of Conformance is useful, but its value depends entirely on the program behind it. Aviation Safety Solutions says its audits test whether SMS processes hold up under real pressure—in the hangar and cockpit—helping operators not just meet the rule but run steadier, more predictable operations.

The FAA will continue surveillance and publish clarifications as questions arise. Alignment with ICAO Annex 19 and EASA norms should help global operators maintain a consistent approach across borders, while U.S. wording and record requirements remain specific. The federal rule provides the frame; operators fill it in with day‑to‑day safety work.