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S3C6 - ALLOTMENT OF AIRCRAFT

Table of Contents

INTRODUCTION

THE ALLOTMENT PROCESS

Allotment Authority

Aircraft Allotment Form

Allotment Pack Composition

ALLOTMENT RESPONSIBILITIES

Losing AMO

Gaining AMO

SHORT TERM ALLOTMENTS

Annexes

A. Form SQ 306—Aircraft Allotment

B. Example of a Message Allotment Request

INTRODUCTION

1 Aircraft are major components of capability. They are both expensive and complex, and their operation and maintenance are significant responsibilities for Approved Maintenance Organisations (AMOs). Therefore, the allotment of aircraft must be carefully managed so that accountability for assets, and their condition on allotment, is clear. AMOs are required to have a suitably detailed and auditable process for allotting aircraft that achieves these two aims.

2. This chapter prescribes the AMO responsibilities and procedures to be followed when allotting aircraft on the State register.

THE ALLOTMENT PROCESS

NOTE

This process may be applied to aircraft engines or other similar high value Maintenance Managed Items if additional accountability is required.

3. The allotment process is used to:

  1. provide a record of the physical/materiel state of an aircraft at the time of allotment
  2. ensure applicable aircraft documentation is transferred to the gaining AMO
  3. formally document the transfer of responsibility for the aircraft
  4. advise applicable stakeholders that the allotment has taken place.

4. The allotment process is initiated by an allotment authorisation and must consist of the following documentation as a minimum:

  1. an aircraft allotment form
  2. an allotment pack.

Allotment Authority

5. The allotment of aircraft will generally be initiated and authorised by:

  1. the Wing or Force Element Group (FEG) Headquarters (for transfers between operating units)
  2. the responsible Systems Program Office (SPO) for allotments to and from contractor maintenance venues, or
  3. Service Headquarters, which may authorise inter-service allotments.

Aircraft Allotment Form

6. Form SQ 306—Aircraft Allotment is used to document the allotment process. It provides a record of allotment information, a checklist for the allotment process and serves as cover sheet to the allotment pack. An example of Form SQ 306 is shown in Annex A.

7. Recording. All AMOs that allot aircraft must maintain a register for the purpose of tracking each Form SQ 306 raised or received.

8. Distribution. On completion of the Form SQ 306 by the gaining AMO, the Form SQ 306 is to be distributed as follows:

  1. original to the Aircraft Log Pack
  2. copies to the following:
    1. allotment authority
    2. losing AMO.

Allotment Pack Composition

9. The aircraft allotment pack comprises the necessary documents to allow the losing and gaining AMO to meet their obligations during the allotment process. The actual make-up of the allotment pack is to be determined by the SMM or delegate of the losing AMO or as determined by the SPO. The allotment pack must include but is not limited to the following documentation:

  1. Form SQ 306
  2. Aircraft Log Pack.

10. The allotment pack documents may be paper based, electronic, or a combination of both. The recommended make-up of an Aircraft Log Pack is detailed in Section 4 Chapter 2 Annex B—Aircraft Log Pack.

11. Non-CAMM2 Venues. For allotment of aircraft to or between Non-CAMM2 Venues, the allotment pack must also include hard copies of the following:

  1. Build Status
  2. Maintenance Forecast.

12. When the allotment pack is complete it is to be forwarded to the gaining AMO. An allotment pack must not be carried on a ferry flight; in this case, the allotment pack is to be forwarded by courier or other acceptable means. Copies of electronic records may accompany the aircraft.

ALLOTMENT RESPONSIBILITIES

Losing AMO

13. The losing AMO is responsible for making all the necessary arrangements for allotting an aircraft to its destination.

14. Allotment Request. If necessary the losing AMO is to dispatch an allotment request by message, facsimile, or email to the SPO. An example of a Message Allotment Request is provided in Annex B.

15. Dispatch Checks. The state of the aircraft must to be agreed by both the losing and gaining AMOs prior to allotment. The following dispatch checks must be carried out to confirm the agreed aircraft state:

  1. the aircraft build state must be verified
  2. the Crash Position Indicator (CPI) beacon details are transferred on the database, if applicable
  3. the maintenance forecast is to be reviewed to ensure that no scheduled maintenance that has not been previously agreed to will fall due during the allotment process.

16. AMOs are to conduct an asset transfer in accordance with the approved recording and certification system in use.

17. Uninstalled Aeronautical Product to accompany the aircraft must be properly packaged and clearly marked in accordance with Section 5 Chapter 1––Aeronautical Product.

18. Pre-allotment Test Requirements. A functional test and/or Maintenance Test Flight (MTF), as appropriate to the type of transfer and aircraft condition, can be carried out at the discretion of the allotment authority. If a MTF is carried out, the report is to be placed in the Miscellaneous Log of the Aircraft Log Pack in accordance with Section 4 Chapter 2 Annex B. Aircraft are not to be flown after the MTF, except for the purposes of further testing or the delivery flight.

19. Aircraft Maintenance Documentation Requirements. The SMM or delegate is responsible for:

  1. raising a Form SQ 306 when an aircraft is to be allotted
  2. annotating in the ‘Unserviceability’ field of the recording and certification system, the Form SQ 306 allotment registration number and the allotment authority
  3. ensuring that the allotment authority is annotated in the asset history report, if applicable
  4. where the aircraft is to be flown to the gaining AMO, transferring the entry raised in paragraph 19b to the ‘Carried Forward Unserviceability’ (CFU) section of the recording and certification system.

20. At the time of allotment the aircraft is to have a complete set of blanks and covers fitted (or available), unless otherwise agreed by both the losing and gaining AMOs.

Gaining AMO

21. The SMM or delegate at the gaining AMO must be fully aware of, and accept, the agreed state of the allotted aircraft. To meet this requirement, an inspection of the aircraft documentation and a physical inspection of the aircraft is required prior to acceptance. The Form SQ 306 provides a checklist for the test and inspections, which can be performed by the gaining AMO. The following is designed to compliment the checklist on the Form SQ 306 and is provided for the assistance of gaining AMOs.

22. Acceptance Checks. Immediately upon receipt, AMOs must conduct acceptance checks to ensure that the aircraft is in the agreed state. The SMM or delegate is responsible for ensuring the following inspections and tests are carried out:

  1. Aircraft Documentation Inspection. The aim of this inspection is to establish the materiel state of the aircraft. This inspection must include a review of the aircraft build state and the maintenance forecast.
  2. Physical Inspection. The aim of this inspection is to establish and confirm the physical state of the aircraft. The survey is to include a thorough materiel check of the aircraft. Dismantling is not required unless a defect has been discovered or is suspected. A record of any significant findings is to be attached as a supplementary sheet to the Form SQ 306.
  3. Functional Tests. Full functional checks of all systems as required to confirm serviceable status.

    NOTE

    The aircraft functional tests are complementary to the ‘Acceptance Check’ procedure; they may be waived at the discretion of the SMM or delegate (for contractor AMOs, the Contract Authority).

  4. Crash Position Indicator. Take ownership of the CPI beacon, if applicable.

23. Aircraft Received in Other Than the Agreed State. When an aircraft is received in other than the agreed state, the gaining AMO is to communicate with the losing AMO, so that deficiencies may be investigated and adjusted if possible. Where deficiencies are not resolved, the matter is to be referred to the allotment authority.

24. Aircraft Maintenance Documentation Requirements. When the aircraft is received at the gaining AMO, the SMM or delegate of the gaining AMO is responsible for ensuring that:

  1. where the aircraft was flown to the gaining AMO, the aircraft is placed unserviceable by transferring the details of the CFU raised in paragraph 19.d to the ‘Unserviceability’ field of the recording and certification system
  2. the ‘Corrective Action’ field is annotated against the allotment entry ‘Allotment completed and A/C accepted and taken on charge’
  3. the ‘Corrective Action’ column is certified.

25. Form SQ 306. The Form SQ 306 is to be distributed in accordance with paragraph 8.

26. Allotment Paperwork. All allotment documentation must be filed in accordance with Section 4 Chapter 2 Annex B—Aircraft Log Pack.

SHORT TERM ALLOTMENTS

27. To facilitate the allotment of aircraft on a temporary basis between AMOs, a short term allotment may be used. A short term allotment process is to be developed and approved by the applicable FEG. The short term allotment process is to detail the following as a minimum:

  1. the allowable duration of any short term allotment
  2. the documentation transfer requirements for both the losing and gaining AMOs
  3. the storage and quarantine requirements for any documentation remaining at the losing AMO.

Annexes:

  1. Form SQ 306—Aircraft Allotment
  2. Example of a Message Allotment Request
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