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S4C1 - AUTHORISED MAINTENANCE DATA

Table of Contents

INTRODUCTION

RESPONSIBILITIES

Approved Maintenance Organisation

LEGISLATIVE REQUIREMENTS

AUTHORISED MAINTENANCE DATA AUTHORITY

Authorised Maintenance Data Format

AUTHORISED MAINTENANCE DATA SOURCES

Permanent Orders/Instructions

Foreign Source Data

Technical Orders/Instructions

Locally Issued Orders and Instructions

Special Technical Instructions

Technical Directives and Memorandum

CONFLICTS, DISCREPANCIES AND OMISSIONS IN AUTHORISED MAINTENANCE DATA

Conflicts and Discrepancies in Authorised Maintenance Data

Omissions in Authorised Maintenance Data

CONTROL OF AUTHORISED MAINTENANCE DATA

AMENDMENTS AND AMENDMENT PROPOSALS

Form AO011—Publication Improvement Report and Reply

Form AO011–1—AAP 7001.059(AM1) Improvement Proposal and Reply

Form EE400—Technical Maintenance Plan (TMP)–Proposed Amendment

Form EE401—Servicing Schedule Proposed Amendment

AMENDMENT INCORPORATION

Annex

A. List of Local Issues

INTRODUCTION

1. Authorised maintenance data comes in many formats and must be authorised by the Directorate General of Technical Airworthiness–ADF (DGTA–ADF) or responsible System Program Office (SPO) prior to use. The use of unauthorised maintenance data may result in damage to/or loss of aircraft and aeronautical product or injury to personnel.

2. Authorised maintenance data must be complete, accurate, current, maintained in good order and accessible to personnel. Users are responsible for providing feedback to the sponsor of any inaccurate, incomplete or ambiguous procedures, instructions or other relevant information.

3. This chapter prescribes the requirements for the management and control of authorised maintenance data by Approved Maintenance Organisations (AMO).

RESPONSIBILITIES

Approved Maintenance Organisation

4. The Approved Maintenance Organisation (AMO) is responsible for ensuring:

  1. the AMO has authorised maintenance data required for the maintenance activities within their assigned scope and level
  2. a master record is maintained and held by the AMO which identifies authorised maintenance data, including date of issue, amendment status and sponsor
  3. the AMO has a process for informing all maintenance personnel of any additional, change and amendment to, authorised maintenance data
  4. the sponsor is notified when the AMO cannot reasonably comply with the authorised maintenance data
  5. the AMO has a system for the management and review of authorised maintenance data in use
  6. reference data not authorised as authorised maintenance data, is clearly identified as not for maintenance use
  7. that local maintenance procedures and issues required to amplify or clarify DGTA–ADF or SPO maintenance data are promulgated
  8. that all maintenance personnel are aware of the local procedures and issues that have been promulgated
  9. locally issued orders and instructions are reviewed on a periodic basis not exceeding 24 months, unless otherwise specified and if considered no longer applicable or current; cancelled or amended.

LEGISLATIVE REQUIREMENTS

5. SoDIMAN—The System of Defence Instructions Manual, DI(AF) ADMIN 6–1—The System of Orders, Instructions and Publications of the Royal Australian Air Force, and DI(N) ADMIN 1–1—Production of Defence Instructions (Navy) describe the system of orders, instructions and publications that are used to manage and control the flow of executive, procedural, instructional, and informative material within the ADF.

AUTHORISED MAINTENANCE DATA AUTHORITY

6. Authorised maintenance data is issued as instructions in accordance with SoDIMAN and AAP 7001.053—Electronic Technical Airworthiness Management Manual and the requirement to abide by these instructions is enforceable under the Defence Force Discipline Act 1982 (Cwlth) (DFDA). Such instructions issued may be legally enforceable against personnel if they know of, or could reasonably be expected to know of, the instructions.

7. In the case where personnel fail to comply with the instruction, they may be charged under the DFDA for failure to comply with a lawful general order. ADF personnel and employees are expected to act in accordance with all Department of Defence issued instructions that are intended to be applicable to the ADF.

8. To satisfy the requirements of AAP 7001.053, only authorised maintenance data approved by DGTA–ADF or the responsible SPO must be used when conducting maintenance on aircraft and aeronautical product. Failure to comply with authorised maintenance data or the use of unauthorised maintenance data is an offence under both military and civil law.

Authorised Maintenance Data Format

9. The most common format of authorised maintenance data is Australian Air Publications (AAPs), Naval Air Publications (NAPs) Australian Books of Reference (ABRs) and Air Publications (Royal Australian Navy) (AP(RAN)), but this is not always the case. On occasion maintenance data not yet converted to an acceptable format is required to operate and maintain aircraft and aeronautical product. This data must be authorised by DGTA–ADF or the responsible SPO prior to use.

10. With the introduction of new aircraft types the revision of maintenance data used to support in-service ADF aircraft and aeronautical product, the traditional paper version of maintenance data is being supported by electronic versions, eg Maintenance Manuals on CD ROM, Engineering Drawings on Microfiche Cards. Electronic maintenance data must be treated in the same manner as other formats of maintenance data.

AUTHORISED MAINTENANCE DATA SOURCES

11. There are a number of media types from which authorised maintenance data for aircraft and aeronautical product may be promulgated The maintenance data will fall into one of the following categories:

  1. permanent orders/instructions; these relate to the management of AMO activities
  2. foreign source data
  3. technical orders/instructions; these relate to the servicing of aircraft and aeronautical product
  4. locally issued orders and instruction; these provide guidance on procedures and issues peculiar to an AMO
  5. Special Technical Instructions; these are technical instructions of an urgent nature
  6. technical directives and memorandum.

Permanent Orders/Instructions

12. Permanent Orders/Instructions contain information on the administration, operation, limitations, servicing, modification and repair of aircraft and aeronautical product.

13. Permanent Orders/Instructions include the following types of publications:

  1. Australian Air Publications (AAPs)
  2. Naval Aviation Publications (NAPs)
  3. Australian Books of Reference (ABRs)
  4. Air Publications (Royal Australian Navy) (AP(RAN)).

Foreign Source Data

14. Foreign Source Data (FSD) is data obtained from sources outside the ADF. Examples of FSD are:

  1. United States Air Force Technical Orders (TOs), United States Army Technical Manuals (TMs)
  2. United States Naval Air Systems Command Technical Manuals (NAVAIRs)
  3. manufacturers manuals
  4. Original Equipment Manufactures (OEM) Service Bulletins.

15. OEMs may issue Service Bulletins as a means of communicating urgent technical data to operators and maintenance organisations. Examples of Service Bulletins are; Alert Service Bulletins (ASB), Customer Service Notices (CSN), Customer Service Letters (CSL), and Technical Alert Bulletins (TAB).

16. FSD and OEM Service Bulletins are normally received by the responsible SPO. There may be situations where an AMO obtains copies of OEM Service Bulletins or FSD before the SPO, eg from OEM field service representatives or other defence force exchange personnel. In this situation, AMOs must advise the responsible SPO of the receipt of the FSD. FSD is NOT authorised maintenance data until reviewed, approved and released by DGTA–ADF or the responsible SPO.

Technical Orders/Instructions

17. Technical instructions and orders include:

  1. Technical Maintenance Plan (TMP). A TMP prescribes the planned maintenance policy of an aircraft or aeronautical product. The TMP promulgates in a single document, the maintenance policy for a given application and its Maintenance Managed Items (MMIs).
  2. Modification Orders. The instructions relating to modifications are detailed in Section 4 Chapter 5—Modifications.
  3. Technical Orders and Bulletins. Technical Bulletins, Maintenance Manuals, Leaflets, Orders and Instructions are produced periodically by various aircraft and aeronautical product manufacturers, SPOs and DGTA–ADF.

Locally Issued Orders and Instructions

18. AMOs may issue orders, instructions and memoranda for the guidance of personnel within their area of responsibility.

19. Aircraft and aeronautical product is maintained and managed in accordance with authorised maintenance data. However, because of variations in AMO responsibilities, equipment, facilities, and manning, there may be a need to detail the local procedures and issues peculiar to the function of an AMO.

20. Examples of locally issued orders and instructions are:

  1. Standing Instructions (SIs)/Unit Maintenance Orders (UMOs)
  2. Routine Instructions (RIs)/Routine Orders (ROs).

21. The purpose, structure and management of locally issued orders and instructions are detailed in AAP 5030.004—RAAF Publication System–Orders and Instructions.

22. Standing Instructions/Unit Maintenance Orders. SIs/UMOs are used to promulgate local issues of a permanent nature. This information must be peculiar to the management and operation of specific aeronautical product at the local level. SIs/UMOs are not to repeat or conflict with the content of current authorised maintenance data, but must complement or clarify instructions within.

23. SIs/UMOs remain current until cancelled by the issuing authority; they must be reviewed by the AMO on a periodic basis not exceeding 24 months. Local issues promulgated in SIs/UMOs which have potential for the improved management of all aeronautical product across the ADF must be forwarded to the sponsor of the related maintenance data to be considered for incorporation.

24. Each AMO is unique with respect to the aeronautical product it maintains and operates, the management of the resources, practices and procedures necessary to support the particular aeronautical product and the interaction with other AMOs and facilities within the same geographical location. As such, the local issues documented in SIs/UMOs may vary between AMOs. Annex A is a list of the generic local issues which must be considered when establishing SIs/UMOs.

25. Routine Instructions/Routine Orders. RIs/ROs are used to promulgate local management issues of a temporary nature. Information normally promulgated in RIs/ROs is as follows:

  1. duty rosters
  2. appointments
  3. temporary maintenance management procedures.

26. RIs/ROs are current for a maximum of one year from their date of issue and must be reviewed every three months or, for Army every six months. Local issues promulgated in RIs/ROs which will evolve as enduring guidance must be promulgated as an SI/UMO before the particular RI/RO currency expires.

Special Technical Instructions

27. Special Technical Instructions (STIs) are technical instructions of an urgent nature and are usually issued as a result of a defect experienced in aircraft or aeronautical product by the responsible SPO.

Technical Directives and Memorandum

28. Technical directives and memorandum are authoritative instructions, which may cover changes to processes, procedures or materiel, administrative procedures and safety. These may be issued by varying stakeholders, for example Command Headquarters, DGTA–ADF, FEGHQ, SPOs, SMMs etc.

CONFLICTS, DISCREPANCIES AND OMISSIONS IN AUTHORISED MAINTENANCE DATA

29. The SPO is responsible for maintaining maintenance data to support aviation maintenance. DGTA–ADF also sponsor generic maintenance data. Maintenance data sponsored by the responsible SPO are the primary reference for the applicable aircraft and aeronautical product. If no weapon system specific maintenance data exist, the SPO may authorise the use of applicable DGTA–ADF sponsored maintenance data as a reference for aircraft or aeronautical product maintenance processes.

30. The SMM may authorise a local maintenance procedure, through promulgated locally issued orders and instructions, to amplify or clarify DGTA–ADF or SPO authorised maintenance procedures. Local maintenance procedures must not change or contradict DGTA–ADF or SPO authorised maintenance data.

Conflicts and Discrepancies in Authorised Maintenance Data

31. If there is a conflict or discrepancy in authorised maintenance data, then authoritative instruction, clarification or guidance must be sought from the relevant sponsors.

32. Resolution of Conflicts and Discrepancies. If there is a conflict or discrepancy between authorised maintenance data, then the aircraft or aeronautical product specific maintenance data takes precedence. If further clarification is required or confusion exists, authoritative instruction must be sought from the relevant sponsor.

Omissions in Authorised Maintenance Data

33. If an omission is identified or insufficient clarity exists within the authorised maintenance data, then authoritative instruction must be sought from the relevant sponsor.

CONTROL OF AUTHORISED MAINTENANCE DATA

34. Where maintenance data is copied from an Electronic Format or Master Set, the copy must be marked: ‘Uncontrolled Copy - Not Subject to Amendment’ and dated. The copies must only be used for the current task, after which they must be destroyed. Copies must not be made from an uncontrolled copy of maintenance data.

AMENDMENTS AND AMENDMENT PROPOSALS

35. Amendments to AAPs, NAPs, ABRs, AP(RAN), and FSD are carried out in accordance with AAP 5030.001—Defence Aviation and Australian Air Publication Systems and Specifications Manual and NAP 7000.001–2—RAN Air Technical Publication System as applicable.

36. Amendment proposals must be submitted using one of the following forms, as applicable:

NOTE

If the SMM or delegate considers that the anomaly has operational airworthiness, technical airworthiness or safety implications, independent action must be formally reported, in the first instance to the responsible FEGHQ, BAMO, FAEO, DCA or equivalent and SPO, and if necessary DGTA–ADF. A comprehensive statement justifying the proposal, and the priority required, as well as all other supporting data, must be attached to enable such action to proceed with minimum investigation.

  1. Form AO011—Publication Improvement Report and Reply (All AAPs (except AAP 7001.059), NAPs, ABRs, AP(RAN), and FSD).
  2. Form AO011–1—AAP 7001.059 Improvement Proposal and Reply (AAP 7001.059 only).
  3. Form EE400—Technical Maintenance Plan (TMP)–Proposed Amendment.
  4. Form EE401—Servicing Schedule Proposed Amendment.

37. All amendment proposals must be forwarded directly to the publication sponsor, except for AAP 7001.059 which must be forwarded to the sponsor through the responsible FEGHQ, BAMO, FAEO, DCA or equivalent.

Form AO011-Publication Improvement Report and Reply

38. Form AO011 (PIRR) (except for AAP 7001.059; use Form AO 011–1) must be used to report deficiencies or suggest improvements to maintenance data to the publication sponsor. PIRRs must be raised in accordance with AAP 5030.001

Form AO011-1 - AAP 7001.059 Improvement Proposal and Reply

39. Form AO011–1 must be used to report deficiencies or suggest improvements to maintenance management processes and procedures to the AAP 7001.059 sponsor. Form AO011–1 must be raised in accordance with the form instructions.

Form EE400 - Technical Maintenance Plan (TMP)-Proposed Amendment

40. Form EE400 must be used to report deficiencies in Technical Maintenance Plans to the sponsor in accordance with AAP 7001.038—Maintenance Requirements Determination (MRD) Manual.

Form EE401-Servicing Schedule Proposed Amendment

41. Form EE401 must be used to report deficiencies in Planned Servicing Schedules to the sponsor in accordance with AAP 7001.038.

AMENDMENT INCORPORATION

42. Publications are subject to amendment by the following methods:

  1. Interim Amendments (INAM)
  2. Rapid Action Changes (RAC)
  3. Amendment List (AL).

43. In accordance with DI(AF) ADMIN 6–8—Production and Control of Australian Air Publications and AAP 5030.001, amendments must be incorporated as follows:

  1. INAMs and RACs immediately on receipt
  2. ALs within seven working days of receipt of the amendment list.

44. Where issued, Packing Notes must be returned to the relevant Technical Publications Office (TPO) on incorporation of the amendment.

Annex:

  1. List of Local Issues.
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