Manual

Quality System
Manual
Department:

Quality Management
Department

Document No. : PAA/OQA/M/001

Classification : INTERNAL

Issue : 08

Revision : 00

Issue Date : 28 March 2018

Revision Date :

Control No. :

1
 INTERNAL
© 2018 Philippines AirAsia, Inc. All rights reserved.

Information contained in this document is the property of Philippines AirAsia, Inc. (PAA) and is
disclosed in confidence to PAA employees and authorized persons stated in the Distribution
List of this document.

No part of this publication may be reproduced, distributed, or transmitted in any form or by any
means, including photocopying, recording, or any other electronic or mechanical methods,
without the express written permission of PAA, except in the case of non-commercial uses
permitted under copyrights law. The use of the information extracted from this document for the
purpose of developing promotional or educational materials (“Materials”) is allowed, provided
that the Materials are developed by the document owner in PAA or anyone authorized by the
document owner in PAA.

For permission requests, kindly write to the relevant Document Control Center, addressed
“Attention: PAA Document Control Center,” at the following address:

Philippines AirAsia, Inc.

Building 4 Unit 1, Salem Complex,
Domestic Road, Pasay City 1300
Philippines

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 2

 RESTRICTED

Quality System Manual

Issue 08 Revision 00
28 March 2018
Approval for
Philippines AirAsia, Inc.

Prepared by

<SIGNATURE NOT DISPLAYED>

..........................................................................................
John Christopher Y. Elizon
Quality Assurance Manager
Quality Management Department

Certified/ Reviewed by

<SIGNATURE NOT DISPLAYED>

..........................................................................................
Lamberto G. Peña II
Head of Department
Quality Management Department

Approved by

<SIGNATURE NOT DISPLAYED>

..................................................................................................
Capt. Dexter M. Comendador
Accountable Manager/President CEO
Philippines AirAsia, Inc.

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 1

 RESTRICTED

Quality System Manual

Issue 08 Revision 00
28 March 2018
Approval for
Philippines AirAsia, Inc.

Concurred/Accepted by

<SIGNATURE NOT DISPLAYED>

..................................................................................................
Capt. Francisco Nolasco
Principal Operations Inspector - FSIS
Civil Aviation Authority of the Philippines

<SIGNATURE NOT DISPLAYED>

..................................................................................................
Engr. Alimben P. Nara
Principal Maintenance Inspector - FSIS
Civil Aviation Authority of the Philippines

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 2

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

LIST OF EFFECTIVE PAGES

A current List of Effective Pages shall be distributed to all copyholders with every revision to
ensure that the document control procedure is properly updated.

The new pages are indicated by ‘N’ and the revised pages by ‘R’ on the left column.

PREFACE 15 08 00 28 Mar 18

Page No. Issue No. Rev. No. Date 16 08 00 28 Mar 18

Cover
08 00 28 Mar 18 17 08 00 28 Mar 18
Page
Copyright 18 08 00 28 Mar 18
08 00 28 Mar 18
Page
1 08 00 28 Mar 18 19 08 00 28 Mar 18

2 08 00 28 Mar 18 20 08 00 28 Mar 18

3 08 00 28 Mar 18 21 08 00 28 Mar 18

4 08 00 28 Mar 18 22 08 00 28 Mar 18

5 08 00 28 Mar 18 23 08 00 28 Mar 18

6 08 00 28 Mar 18 24 08 00 28 Mar 18

7 08 00 28 Mar 18 25 08 00 28 Mar 18

8 08 00 28 Mar 18 26 08 00 28 Mar 18

9 08 00 28 Mar 18 27 08 00 28 Mar 18

10 08 00 28 Mar 18 28 08 00 28 Mar 18

11 08 00 28 Mar 18 29 08 00 28 Mar 18

12 08 00 28 Mar 18 30 08 00 28 Mar 18

13 08 00 28 Mar 18 31 08 00 28 Mar 18

14 08 00 28 Mar 18 32 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 3

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

33 08 00 28 Mar 18 56 08 00 28 Mar 18

34 08 00 28 Mar 18
CHAPTER 1: ORGANIZATION
35 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date
36 08 00 28 Mar 18
1.0.1 08 00 28 Mar 18
37 08 00 28 Mar 18
1.0.2 08 00 28 Mar 18
38 08 00 28 Mar 18
1.1.1 08 00 28 Mar 18
39 08 00 28 Mar 18
1.1.2 08 00 28 Mar 18
40 08 00 28 Mar 18
1.1.3 08 00 28 Mar 18
41 08 00 28 Mar 18
1.1.4 08 00 28 Mar 18
42 08 00 28 Mar 18
1.2.1 08 00 28 Mar 18
43 08 00 28 Mar 18
1.2.2 08 00 28 Mar 18
44 08 00 28 Mar 18
1.3.1 08 00 28 Mar 18
45 08 00 28 Mar 18
1.3.2 08 00 28 Mar 18
46 08 00 28 Mar 18
1.4.1 08 00 28 Mar 18
47 08 00 28 Mar 18
1.4.2 08 00 28 Mar 18
48 08 00 28 Mar 18
1.4.3 08 00 28 Mar 18
49 08 00 28 Mar 18
1.4.4 08 00 28 Mar 18
50 08 00 28 Mar 18
1.4.5 08 00 28 Mar 18
51 08 00 28 Mar 18
1.4.6 08 00 28 Mar 18
52 08 00 28 Mar 18
1.4.7 08 00 28 Mar 18
53 08 00 28 Mar 18
1.4.8 08 00 28 Mar 18
54 08 00 28 Mar 18
1.4.9 08 00 28 Mar 18
55 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 4

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

1.5.1 08 00 28 Mar 18 2.2.2 08 00 28 Mar 18

1.5.2 08 00 28 Mar 18 2.2.3 08 00 28 Mar 18

1.5.3 08 00 28 Mar 18 2.2.4 08 00 28 Mar 18

1.5.4 08 00 28 Mar 18 2.2.5 08 00 28 Mar 18

1.5.5 08 00 28 Mar 18 2.2.6 08 00 28 Mar 18

1.6.1 08 00 28 Mar 18 2.2.7 08 00 28 Mar 18

1.6.2 08 00 28 Mar 18 2.3.1 08 00 28 Mar 18

1.6.3 08 00 28 Mar 18 2.3.2 08 00 28 Mar 18

1.7.1 08 00 28 Mar 18 2.4.1 08 00 28 Mar 18

1.7.2 08 00 28 Mar 18 2.4.2 08 00 28 Mar 18

1.7.3 08 00 28 Mar 18 2.5.1 08 00 28 Mar 18

1.8.1 08 00 28 Mar 18 2.5.2 08 00 28 Mar 18

1.9.1 08 00 28 Mar 18 2.5.3 08 00 28 Mar 18

1.9.2 08 00 28 Mar 18 2.5.4 08 00 28 Mar 18

2.5.5 08 00 28 Mar 18
CHAPTER 2: QUALITY SYSTEM
2.6.1 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date

2.0.1 08 00 28 Mar 18 CHAPTER 3: GENERAL PROCEDURES

2.0.2 08 00 28 Mar 18 Page No. Issue No. Rev. No. Date

2.1.1 08 00 28 Mar 18 3.0.1 08 00 28 Mar 18

2.1.2 08 00 28 Mar 18 3.0.2 08 00 28 Mar 18

2.1.3 08 00 28 Mar 18 3.1.1 08 00 28 Mar 18

2.2.1 08 00 28 Mar 18 3.1.2 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 5

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

3.2.1 08 00 28 Mar 18 4.3.1 08 00 28 Mar 18

3.2.2 08 00 28 Mar 18 4.3.2 08 00 28 Mar 18

3.3.1 08 00 28 Mar 18 4.3.3 08 00 28 Mar 18

3.3.2 08 00 28 Mar 18 4.3.4 08 00 28 Mar 18

3.3.3 08 00 28 Mar 18 4.3.5 08 00 28 Mar 18

3.3.4 08 00 28 Mar 18 4.4.1 08 00 28 Mar 18

4.4.2 08 00 28 Mar 18
CHAPTER 4: QUALITY AUDIT PROCEDURES
4.4.3 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date
4.4.4 08 00 28 Mar 18
4.0.1 08 00 28 Mar 18
4.4.5 08 00 28 Mar 18
4.0.2 08 00 28 Mar 18
4.4.6 08 00 28 Mar 18
4.1.1 08 00 28 Mar 18
4.5.1 08 00 28 Mar 18
4.1.2 08 00 28 Mar 18
4.5.2 08 00 28 Mar 18
4.1.3 08 00 28 Mar 18
4.5.3 08 00 28 Mar 18
4.1.4 08 00 28 Mar 18
4.5.4 08 00 28 Mar 18
4.2.1 08 00 28 Mar 18
4.5.5 08 00 28 Mar 18
4.2.2 08 00 28 Mar 18
4.5.6 08 00 28 Mar 18
4.2.3 08 00 28 Mar 18
4.6.1 08 00 28 Mar 18
4.2.4 08 00 28 Mar 18
4.6.2 08 00 28 Mar 18
4.2.5 08 00 28 Mar 18
4.6.3 08 00 28 Mar 18
4.2.6 08 00 28 Mar 18
4.6.4 08 00 28 Mar 18
4.2.7 08 00 28 Mar 18
4.6.5 08 00 28 Mar 18
4.2.8 08 00 28 Mar 18
4.6.6 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 6

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

4.6.7 08 00 28 Mar 18 5.1.2 08 00 28 Mar 18

4.6.8 08 00 28 Mar 18 5.1.3 08 00 28 Mar 18

4.6.9 08 00 28 Mar 18 5.1.4 08 00 28 Mar 18

4.6.10 08 00 28 Mar 18 5.1.5 08 00 28 Mar 18

4.7.1 08 00 28 Mar 18 5.1.6 08 00 28 Mar 18

4.7.2 08 00 28 Mar 18 5.2.1 08 00 28 Mar 18

4.7.3 08 00 28 Mar 18 5.2.2 08 00 28 Mar 18

4.7.4 08 00 28 Mar 18 5.2.3 08 00 28 Mar 18

4.8.1 08 00 28 Mar 18 5.2.4 08 00 28 Mar 18

4.8.2 08 00 28 Mar 18 5.2.5 08 00 28 Mar 18

4.9.1 08 00 28 Mar 18 5.2.6 08 00 28 Mar 18

4.9.2 08 00 28 Mar 18 5.2.7 08 00 28 Mar 18

4.10.1 08 00 28 Mar 18 5.3.1 08 00 28 Mar 18

4.10.2 08 00 28 Mar 18 5.3.2 08 00 28 Mar 18

4.10.3 08 00 28 Mar 18 5.3.3 08 00 28 Mar 18

4.10.4 08 00 28 Mar 18 5.4.1 08 00 28 Mar 18

4.10.5 08 00 28 Mar 18 5.4.2 08 00 28 Mar 18

5.4.3 08 00 28 Mar 18
CHAPTER 5: VENDOR & SUB-CONTRACTOR
5.4.4 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date
5.4.5 08 00 28 Mar 18
5.0.1 08 00 28 Mar 18
5.4.6 08 00 28 Mar 18
5.0.2 08 00 28 Mar 18
5.5.1 08 00 28 Mar 18
5.1.1 08 00 28 Mar 18
5.5.2 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 7

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

5.5.3 08 00 28 Mar 18 6.3.1 08 00 28 Mar 18

5.5.4 08 00 28 Mar 18 6.3.2 08 00 28 Mar 18

6.3.3 08 00 28 Mar 18
CHAPTER 6: AUTHORIZATION PROCEDURES
6.3.4 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date
6.3.5 08 00 28 Mar 18
6.0.1 08 00 28 Mar 18
6.3.6 08 00 28 Mar 18
6.0.2 08 00 28 Mar 18
CHAPTER 7: DOCUMENT & RECORDS
6.1.1 08 00 28 Mar 18
CONTROL
6.1.2 08 00 28 Mar 18 Page No. Issue No. Rev. No. Date

6.1.3 08 00 28 Mar 18 7.0.1 08 00 28 Mar 18

6.1.4 08 00 28 Mar 18 7.0.2 08 00 28 Mar 18

6.1.5 08 00 28 Mar 18 7.1.1 08 00 28 Mar 18

6.1.6 08 00 28 Mar 18 7.1.2 08 00 28 Mar 18

6.1.7 08 00 28 Mar 18 7.2.1 08 00 28 Mar 18

6.1.8 08 00 28 Mar 18 7.2.2 08 00 28 Mar 18

6.1.9 08 00 28 Mar 18
CHAPTER 8: REGULATORY REQUIREMENTS
6.1.10 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date
6.1.11 08 00 28 Mar 18
8.0.1 08 00 28 Mar 18
6.1.12 08 00 28 Mar 18
8.0.2 08 00 28 Mar 18
6.2.1 08 00 28 Mar 18
8.1.1 08 00 28 Mar 18
6.2.2 08 00 28 Mar 18
8.1.2 08 00 28 Mar 18
6.2.3 08 00 28 Mar 18
8.2.1 08 00 28 Mar 18
6.2.4 08 00 28 Mar 18
8.2.2 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 8

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

8.2.3 08 00 28 Mar 18 8.9.5 08 00 28 Mar 18

8.2.4 08 00 28 Mar 18 8.9.6 08 00 28 Mar 18

8.2.5 08 00 28 Mar 18 8.10.1 08 00 28 Mar 18

8.2.6 08 00 28 Mar 18 8.10.2 08 00 28 Mar 18

8.3.1 08 00 28 Mar 18 8.10.3 08 00 28 Mar 18

8.3.2 08 00 28 Mar 18 8.10.4 08 00 28 Mar 18

8.4.1 08 00 28 Mar 18 8.10.5 08 00 28 Mar 18

8.5.1 08 00 28 Mar 18 8.10.6 08 00 28 Mar 18

8.5.2 08 00 28 Mar 18 8.10.7 08 00 28 Mar 18

8.5.3 08 00 28 Mar 18 8.11.1 08 00 28 Mar 18

8.5.4 08 00 28 Mar 18 8.11.2 08 00 28 Mar 18

8.6.1 08 00 28 Mar 18 8.11.3 08 00 28 Mar 18

8.6.2 08 00 28 Mar 18 8.11.4 08 00 28 Mar 18

8.6.3 08 00 28 Mar 18 8.11.5 08 00 28 Mar 18

8.6.4 08 00 28 Mar 18 8.11.6 08 00 28 Mar 18

8.7.1 08 00 28 Mar 18 8.11.7 08 00 28 Mar 18

8.7.2 08 00 28 Mar 18 8.11.8 08 00 28 Mar 18

8.8.1 08 00 28 Mar 18 8.12.1 08 00 28 Mar 18

8.8.2 08 00 28 Mar 18 8.12.2 08 00 28 Mar 18

8.9.1 08 00 28 Mar 18 8.12.3 08 00 28 Mar 18

8.9.2 08 00 28 Mar 18 8.12.4 08 00 28 Mar 18

8.9.3 08 00 28 Mar 18 8.12.5 08 00 28 Mar 18

8.9.4 08 00 28 Mar 18 8.12.6 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 9

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

8.12.7 08 00 28 Mar 18 9.1.11 08 00 28 Mar 18

8.12.8 08 00 28 Mar 18 9.1.12 08 00 28 Mar 18

8.13.1 08 00 28 Mar 18 9.1.13 08 00 28 Mar 18

8.13.2 08 00 28 Mar 18 9.1.14 08 00 28 Mar 18

8.13.3 08 00 28 Mar 18 9.2.1 08 00 28 Mar 18

8.14.1 08 00 28 Mar 18 9.2.2 08 00 28 Mar 18

8.14.2 08 00 28 Mar 18 9.2.3 08 00 28 Mar 18

8.14.3 08 00 28 Mar 18 9.2.4 08 00 28 Mar 18

9.2.5 08 00 28 Mar 18
CHAPTER 9: QMD FORMS
9.2.6 08 00 28 Mar 18
Page No. Issue No. Rev. No. Date
9.2.7 08 00 28 Mar 18
9.0.1 08 00 28 Mar 18
9.2.8 08 00 28 Mar 18
9.0.2 08 00 28 Mar 18
9.2.9 08 00 28 Mar 18
9.1.1 08 00 28 Mar 18
9.2.10 08 00 28 Mar 18
9.1.2 08 00 28 Mar 18
9.2.11 08 00 28 Mar 18
9.1.3 08 00 28 Mar 18
9.2.12 08 00 28 Mar 18
9.1.4 08 00 28 Mar 18
9.2.13 08 00 28 Mar 18
9.1.5 08 00 28 Mar 18
9.2.14 08 00 28 Mar 18
9.1.6 08 00 28 Mar 18
9.2.15 08 00 28 Mar 18
9.1.7 08 00 28 Mar 18
9.2.16 08 00 28 Mar 18
9.1.8 08 00 28 Mar 18
9.2.17 08 00 28 Mar 18
9.1.9 08 00 28 Mar 18
9.2.18 08 00 28 Mar 18
9.1.10 08 00 28 Mar 18
9.2.19 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 10

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

9.2.20 08 00 28 Mar 18 9.4.3 08 00 28 Mar 18

9.2.21 08 00 28 Mar 18 9.4.4 08 00 28 Mar 18

9.2.22 08 00 28 Mar 18 9.4.5 08 00 28 Mar 18

9.2.23 08 00 28 Mar 18 9.4.6 08 00 28 Mar 18

9.2.24 08 00 28 Mar 18 9.4.7 08 00 28 Mar 18

9.2.25 08 00 28 Mar 18 9.4.8 08 00 28 Mar 18

9.2.26 08 00 28 Mar 18 9.4.9 08 00 28 Mar 18

9.2.27 08 00 28 Mar 18 9.4.10 08 00 28 Mar 18

9.2.28 08 00 28 Mar 18 9.4.11 08 00 28 Mar 18

9.2.29 08 00 28 Mar 18 9.4.12 08 00 28 Mar 18

9.2.30 08 00 28 Mar 18 9.4.13 08 00 28 Mar 18

9.2.31 08 00 28 Mar 18 9.4.14 08 00 28 Mar 18

9.2.32 08 00 28 Mar 18 9.4.15 08 00 28 Mar 18

9.3.1 08 00 28 Mar 18 9.4.16 08 00 28 Mar 18

9.3.2 08 00 28 Mar 18 9.4.17 08 00 28 Mar 18

9.3.3 08 00 28 Mar 18 9.4.18 08 00 28 Mar 18

9.3.4 08 00 28 Mar 18 9.4.19 08 00 28 Mar 18

9.3.5 08 00 28 Mar 18 9.4.20 08 00 28 Mar 18

9.3.6 08 00 28 Mar 18 9.4.21 08 00 28 Mar 18

9.3.7 08 00 28 Mar 18 9.5.1 08 00 28 Mar 18

9.3.8 08 00 28 Mar 18 9.5.2 08 00 28 Mar 18

9.4.1 08 00 28 Mar 18 9.5.3 08 00 28 Mar 18

9.4.2 08 00 28 Mar 18 9.5.4 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 11

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

9.5.5 08 00 28 Mar 18 9.5.12 08 00 28 Mar 18

9.5.6 08 00 28 Mar 18 9.5.13 08 00 28 Mar 18

9.5.7 08 00 28 Mar 18 9.5.14 08 00 28 Mar 18

9.5.8 08 00 28 Mar 18 9.5.15 08 00 28 Mar 18

9.5.9 08 00 28 Mar 18

9.5.10 08 00 28 Mar 18

9.5.11 08 00 28 Mar 18

Prepared by: Certified by: CAAP Approved by: CAAP Approved by:

<SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED> <SIGNATURE NOT DISPLAYED>

John Christopher Y. Elizon Lamberto G. Peña II Capt. Francisco Nolasco Engr. Alimben P. Nara
Quality Assurance Manager Head of Quality Management Principal Operations Inspector – FSIS Principal Maintenance Inspector – FSIS

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 12

 INTERNAL

Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

MASTER INDEX

COVER PAGE
APPROVAL PAGE
LIST OF EFFECTIVE PAGES
MASTER INDEX
REVISION HISTORY
RECORD OF REVISIONS
RECORD OF TEMPORARY REVISIONS
DISTRIBUTION CONTROL LIST
FOREWORD
MANUAL ADMINISTRATION AND CONTROL
ABBREVIATIONS
DEFINITION OF TERMS

1.0 CHAPTER 1 - ORGANIZATION

1.1 Organizational Background
1.1.1 Company Profile
1.1.2 Department Profile
1.1.3 Business Location
1.1.4 Facility
1.1.5 Fleet Composition
1.1.6 Management Personnel
1.2 Organizational Structure
1.2.1 PAA Organizational Structure
1.2.2 QMD Organizational Structure
1.3 List of Management Personnel
1.3.1 List of Management Personnel
1.4 Duties and Responsibilities
Accountable Manager

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 13

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Doc. No. PAA/OQA/M/001

Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

Head of Department – Quality Management Department

Quality Assurance Manager – Airworthiness
Quality Assurance Inspector
Quality Officer
Document Control Executive
Delegated Quality Officer
1.5 Qualification Requirements
1.5.1 General Requirements
1.5.2 Head of Quality Management Requirements
1.5.3 Quality Assurance Inspector Requirements
1.5.4 Quality Officer Requirements
1.5.5 Document Control Executive Requirements
1.6 Training Requirements
1.6.1 General Policy
1.6.2 Initial Training Requirements
1.6.3 Continuation Training Requirements (General)
1.6.4 QAI On-the-Job Training (OJT) for Audit Function
1.7 Induction and Evaluation of Auditor
1.7.1 General Policy
1.7.2 Induction of New QAI to function as Auditor
1.7.3 Induction and Evaluation of Lead Auditors
1.7.4 Continuation Competency Program for Auditors
1.8 Contracted Services
1.8.1 Contracted Services
1.9 Appendix
1.9.1 Appendix 1A: Management Delegation of Duties Policy

2.0 CHAPTER 2 - Quality system

2.1 Quality Policy and Commitment
2.1.1 Quality System

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 14

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Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

2.1.2 Quality Commitment

2.2 Quality System
2.2.1 General
2.2.2 Quality System Objective
2.2.3 Quality System Scope
2.2.4 Quality System Management Promotion
2.2.5 Continuous Improvement
2.2.6 Quality System – Audit Areas
2.3 Quality Assurance Program
2.3.1 PAA Quality Assurance Program (QAP) Overview
2.3.2 General Policy
2.4 Quality Auditor’s Independence
2.4.1 General Policy
2.4.2 Quality Auditor’s Independence
2.5 Management Review
2.5.1 General
2.5.2 Quality Management Review (QMR) - Overview
2.5.3 QMR Members
2.5.4 QMR Notification
2.5.5 Recording of QMR
2.6 Appendix
2.6.1 Appendix 2A: QMD Workplace Page

3.0 CHAPTER 3 - GENERAL PROCEDURES

3.1 Quality Bulletin
3.1.1 General
3.1.2 Issuance and Approval of Quality Bulletin
3.2 Quality Inquiry
3.2.1 General Policy
3.2.2 Recording of Quality Inquiry

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 15

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Quality System Manual Date 28 Mar 18

Preface Issue 08 Rev 00

3.3 Documents and Records Keeping

3.3.1 General
3.3.2 Document/Records Handling and Storage
3.3.3 Retention Period
3.3.4 Borrowing and Requesting of Documents/Records

4.0 CHAPTER 4 - QUALITY AUDIT PROCEDURES

4.1 Quality Audit
4.1.1 General
4.1.2 Audit Category
4.1.3 Regulatory Audit
4.1.4 Third Party Audit
4.1.5 Joint Station Compliance Audit (JSCA)
4.2 Audit Planning
4.2.1 Overview
4.2.2 Audit Planning and Schedule
4.2.3 Audit Schedule Implementation
4.2.4 Audit Schedule Monitoring and Review
4.2.5 Audit Area Identification
4.2.6 Allocation of Auditors
4.3 Audit Preparation
4.3.1 Overview
4.3.2 General
4.3.3 Assignment of Audit
4.3.4 Audit Notification
4.3.5 Auditor’s Resources
4.3.6 Auditor’s Research and Review
4.3.7 Audit Checksheet
4.4 Actual Audit
4.4.1 Overview

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4.4.2 General
4.4.3 Entry Briefing
4.4.4 Audit Proper
4.4.5 Exit Briefing
4.5 Audit Reporting
4.5.1 Overview
4.5.2 General
4.5.3 Audit Report
4.5.4 Finding Category
4.5.5 Type of Action Required
4.5.6 Non-Conformity Report
4.6 Auditee’s Response and NCR Closure
4.6.1 Overview
4.6.2 NCR Response and Compliance Period
4.6.3 Auditee’s Response for Non-Conformity Report
4.6.4 Review and Acceptance of Corrective/Preventive Action Plan
4.6.5 Corrective/Preventive Action Verification
4.6.6 NCR Closure and Re-issuance
4.6.7 Auditee’s Non-Response
4.7 Audit Monitoring
4.7.1 Overview
4.7.2 Electronic Database
4.7.3 Monitoring of Non-Conformity Report
4.7.4 Audit Finding Life-Cycle
4.8 Audit Records
4.8.1 General
4.8.2 Handling of Audit Records
4.8.3 Retention Period
4.9 Handling of IOSA Audit
4.9.1 General

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4.10 Quality Inspection

4.10.1 Overview
4.10.2 Genera
4.10.3 Quality Inspection Code
4.10.4 Quality Inspection Procedures

5.0 CHAPTER 5 - VENDOR AND SUB-CONTRACTOR ACCREDITATION

5.1 Accreditation Policy
5.1.1 General
5.1.2 Contract Management
5.1.3 Product Quality Control
5.2 Accreditation Process
5.2.1 General
5.2.2 Accreditation through On-site Audit
5.2.3 Accreditation through Remote Audit
5.2.4 Accreditation through Self-Assessment
5.2.5 Vendor and Sub-contractor Approval
5.2.6 Suspension or Cancellation of Accreditation
5.2.7 Monitoring of Approved Vendor and Sub-contractor
5.3 Maintenance Provider
5.3.1 Overview – Accreditation Process
5.3.2 Maintenance Provider - Accreditation Process
5.3.3 Accreditation Criteria
5.3.4 Records
5.4 Service Provider
5.4.1 Overview – Accreditation Process
5.4.2 Service Provider – Accreditation Process
5.4.3 Accreditation Criteria
5.4.4 Records
5.5 Vendor/Supplier

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5.5.1 Overview – Accreditation Process

5.5.2 Service Provider - Accreditation Process
5.5.3 Accreditation Criteria
5.5.4 Records

6.0 CHAPTER 6 – AUTHORIZATION PROCEDURES

6.1 Maintenance – Authorization Procedures
6.1.1 General
6.1.2 Type of Authorization
6.1.3 Authorization Requirements
6.1.4 Application Procedures for Authorization
6.1.5 Validity of Authorization
6.1.6 Authorization Holder’s Responsibility
6.1.7 Additional Authorization
6.1.8 Renewal of Authorization
6.1.9 One-Time Authorization
6.1.10 Reinstatement of Authorization
6.1.11 Resignation of Authorized Personnel
6.1.12 Application Process Flow
6.2 Flight Operations – Authorization Procedures
6.2.1 General
6.2.2 PTC Authorization Requirements
6.2.3 PTC Application Process
6.2.4 PTC Application Overview
6.3 Authorization Records
6.3.1 General Policies on Authorization Roster
6.3.2 Authorization Roster
6.3.3 Authorized Personnel Records Policy
6.3.4 Retention of Authorization Records
6.3.5 Access to Authorized Personnel Records

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7.0 CHAPTER 7 – DOCUMENT & RECORDS CONTROL SYSTEM

7.1 Document Control System
7.1.1 General
7.1.2 Document Control Policy Statement
7.2 Record Management System
7.2.1 General

8.0 CHAPTER 8 – HANDLING OF REGULATORY REQUIREMENTS

8.1 Regulatory Audit
8.1.1 General
8.1.2 Handling of Regulatory Audit
8.2 Aircraft Certificates
8.2.1 General
8.2.2 Certificate of Airworthiness (COA)
8.2.3 Certificate of Registration (COR)
8.2.4 Aircraft Radio Station License (ASL)
8.2.5 Noise Certificate
8.2.6 Aircraft Engine or Appliance Certificate of Registration
8.3 AOC Certificate Renewal
8.3.1 General
8.3.2 Air Operator Certificate (AOC) Renewal
8.4 Notification of Organizational Changes
8.4.1 General
8.4.2 Changes to be Notified
8.4.3 Notification Process
8.5 Flight Safety Service Difficulty Report (FSSDR)
8.5.1 General
8.5.2 Reportable Occurrence (Reference PCAR [Link])
8.5.3 Handling of FSSDR

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8.6 Minimum Equipment List (MEL) Repair Interval Extension (MELRIE)

8.6.1 General
8.6.2 MELRIE Policy
8.6.3 Handling of MELRIE
8.7 Short Term Escalation (STE)
8.7.1 General Policy
8.7.2 Handling of STE
8.8 Major Modification and Repair
8.8.1 General Policy
8.8.2 Handling of Major Modification/Repair
8.9 Aircraft Survey
8.9.1 General Policy
8.9.2 Aircraft Survey Overview
8.9.3 Requirement Guidelines
8.10 Delivery of Used Aircraft
8.10.1 Introduction
8.10.2 Delivery Requirements
8.10.3 Technical Team
8.10.4 Procedures
8.11 Delivery of Brand New Aircraft
8.11.1 Introduction
8.11.2 Policy on Leased Aircraft
8.11.3 Policy on Purchased Aircraft
8.11.4 Procedures
8.11.5 Responsibilities
8.12 Aircraft Redelivery
8.12.1 Introduction
8.12.2 Responsibilities
8.12.3 Procedures
8.13 Voluntary Disclosure

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8.13.1 General
8.13.2 Voluntary Disclosure Policy
8.13.3 Voluntary Disclosure Procedures
8.14 Regulatory Watch
8.14.1 General
8.14.2 Regulatory Watch Procedure

9.0 CHAPTER 9 – QUALITY MANAGEMENT FORMS

9.1 General Form
9.1.1 Quality Bulletin
9.1.2 Quality Management Personnel Qualification Record
9.1.3 Auditor and Lead Auditor Evaluation Form
9.1.4 Read and Sign Form
9.1.5 Analysis Report
9.2 Quality Audit Forms
9.2.1 Audit Notification Form
9.2.2 Audit Checklist
9.2.3 Quality Audit Attendance Sheet Form
9.2.4 Audit Debriefing Form
9.2.5 Audit Report
9.2.6 Non-Conformity Report
9.2.7 Condition Notice
9.2.8 Inspection Report
9.2.9 Interview Logsheet
9.2.10 Audit Preparation Checklist
9.3 Vendor and Sub-contractor Accreditation Forms
9.3.1 List of Approved Vendor/ Service Provider/ Maintenance Provider
9.3.2 Vendor and Sub-contractor Evaluation Questionnaire
9.4 Authorization Forms
9.4.1 Application for Authorization (Maintenance)

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9.4.2 Authorization Certificate

9.4.3 Authorization Roster
9.4.4 Application for PTC Authorization
9.4.5 PTC Authorization Roster
9.4.6 PTC Qualifying Form
9.5 Regulatory Forms
9.5.1 MEL Repair Interval Extension (MELRIE) Form
9.5.2 Short Term Escalation (STE) Form
9.5.3 Corrective Action Plan Form
9.5.4 Aircraft Information and Monitoring

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REVISION HISTORY

Revision History records the trail of revisions made to a manual, the reason the revisions are
made and the Process Change Request (PCR) submitted by the Process Owner for each
revision. Revision History is the responsibility of DCC to ensure all revisions are justified and
documented in accordance to proper document control procedures.

Issue No. Rev. No PCR No. Rev. Date Reason for Revision

Change of Management and

01 00 - -
Organizational Structure

02 00 - - Revalidation of RCC Procedures

Incorporate Sample Audit

02 01 - Jan 14
Program Schedule

Improvements on new Quality

03 00 - -
Assurance Manual.

Change of Manual Format, QAD

change to QMD, QAI change to
04 00 - -
QA and various improvement of
the manual.

Change of Company Name,

Change of Company Logo,

05 00 - -
Incorporation of TR from QSM
Issue 4.

05 01 - 28 Jul 16 Change of Accountable Manager,

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Revision of Quality Policy,

Revision of QMD Organization
Structure.

Merging of QSM and Quality

Handbook, Application of New
Manual format implemented by
PAA DCC, Incorporation of IATA
06 00 PCNQA-2016-001 -
Standard and Recommended
Practices (ISARP), Inclusion of
AOC and AMO provisions on
QSM procedures.

Standardization to New PAA

Manual Format, Inclusion of new
QMD Division – Document Control
Center, Incorporation of ISM
07 00 PCR/OQA/M/001 -
Edition 11, Inclusion of QSM Issue
6 – Temporary Revision.
Incorporation of Document and
Records Management System.

Extraction of Chapter 7 –
Document and Records
Management System to a stand-
alone manual to be called
08 00 PCR/OQA/M/002 -
Document Control Manual (DCM).

Inclusion of the Audit Preparation

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Checklist, Authorization
requirements for Receiving
Inspection.

Change Document Classification

from Restricted to Internal

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RECORD OF REVISIONS

Revisions may be issued periodically to reflect changes in local procedures and regulatory
requirements. The revised pages will be mailed or otherwise made available to each
copyholder as listed in the Distribution Control List and the copyholder shall replace and insert
the revised pages to the existing manual.

Revisions to this manual shall be the responsibility of the copyholder to ensure the manual
reflects the most recent changes. After inserting the revisions into the existing templates, the
copyholder shall complete the Records of Revision below and sign the “Inserted By” column.
Retain this Records of Revision in the manual until it is officially replaced upon new issuance.

Insertion
Issue No. Rev. No Rev. Date Inserted By
Date

0 0 - 17 Jan 11

1 0 - 17 Aug 13

2 0 - Nov 13

2 1 Jan 14 Jan 14

3 0 - Aug 14

4 0 - 27 Feb 15

5 0 - 27 Sep 15

5 1 28 Jul 16 28 Jul 16

6 0 - 30 Sep 16

7 0 - 31 Jul 17

7 1 28 Mar 18 28 Mar 18

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RECORD OF TEMPORARY REVISIONS

Temporary Revisions are revisions that may be applicable only for a certain period of time
and do not change the contents of the manual and are printed on yellow paper. Temporary
Revisions may be issued at irregular intervals. Temporary Revisions will be mailed or
otherwise made available to each copyholder as listed in the Distribution Control List and the
copyholder shall replace and insert the revised pages to the existing manual without delay.

It shall be the responsibility of the copyholder to ensure the manual reflects all Temporary
Revisions. After inserting the Temporary Revision to the existing manual, the copyholder
shall complete the Record of Temporary Revision below and sign the “Inserted By” column.

Rev. Insertion
PCR No. Inserted By
Date Date

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DISTRIBUTION CONTROL LIST

The Control Number in the Distribution Control List are defined with the following codes:
A = Aircraft, S = Station, P = Personnel, X = External

Holder Location Control No. Medium

Document Control Center MNL Master Copy Hardcopy

Civil Aviation Authority of the

MNL X001 Hardcopy
Philippines (CAAP)

Chief Executive Officer MNL P001 Hardcopy

Head of Quality Management MNL P005 Hardcopy

Director of Safety Services MNL P038 Hardcopy

Head of Security MNL P039 Hardcopy

Head of Customer Happiness. MNL P024 Hardcopy

Internal Audit Manager MNL P040 Hardcopy

Director of Flight Operations MNL P003 Hardcopy

Chief Pilot for Training and Standards MNL P022 Hardcopy

Head of Engineering MNL P004 Hardcopy

Cabin Crew Manager MNL P041 Hardcopy

Head of Ground Operations MNL P026 Hardcopy

Finance Manager MNL P047 Hardcopy

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Head of Commercial MNL P048 Hardcopy

Head of People and Culture MNL P049 Hardcopy

PAA AMO Quality Manager MNL P050 Hardcopy

PAA AMO Quality Manager MNL P051 Hardcopy

Manila Station Terminal 4 MNL – Softcopy

Manila Station Terminal 3 MNL – Softcopy

Kalibo Station KLO – Softcopy

Cebu Station CEB – Softcopy

Puerto Princesa Station PPS – Softcopy

Tacloban Station TAC – Softcopy

Tagbilaran Station TAG – Softcopy

Davao Station DVO – Softcopy

Caticlan Station MPH – Softcopy

Clark Station CRK – Softcopy

Iloilo Station ILO – Softcopy

Kuala Lumpur Station KUL – Softcopy

Kota Kinabalu Station BKI – Softcopy

Incheon Station ICN – Softcopy

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Shanghai Station PVG – Softcopy

Busan Station PUS – Softcopy

Hong Kong Station HKG – Softcopy

Macau Station MFM – Softcopy

Taipei Station TPE – Softcopy

Singapore Station SIN – Softcopy

Guangzhou Station CAN – Softcopy

Hangzhou Station HGH – Softcopy

Ho Chi Minh City Station SGN – Softcopy

Jakarta Station CGK – Softcopy

Denpasar Station DPS – Softcopy

Don Mueang Station DMK – Softcopy

Shenzhen Station SZX – Softcopy

PAA Employees PAA – Softcopy

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FOREWORD

The Quality System Manual (QSM) outlines the quality policies and procedures of Philippines
AirAsia, Inc. (PAA), which apply to the maintenance and operational activities of PAA as a
Civil Aviation Authority of the Philippines (CAAP) Air Operator Certificate (AOC) holder.

This manual describes in detail the Quality Assurance Program (QAP) of PAA which basically
incorporates surveillance and analysis of the performance and effectiveness of the
maintenance and operational quality system to establish adequate confidence that a product
or service meets and satisfies quality requirements.

Every user of this manual will be responsible for learning and understanding the policies and
procedures contained herein and to request changes/revisions in writing to PAA DCC.

The QSM encompasses, PAA’s compliance to Philippine Civil Aviation Regulations (PCAR),
ICAO Annexes, IATA Standards Manual (ISM), applicable ISO clauses and other applicable
standards & regulations.

PAA’s QAP establishes a feedback mechanism to the management and the authority to
enable continuous improvement of its implemented Quality Management System.

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MANUAL ADMINISTRATION AND CONTROL

System of Amendments and Revision

A. Manual User Responsibility

Manual Users shall be responsible to contact Mr. Lamberto G. Peña II, Head of Quality
Management Department at lambertopena@[Link] if any standard, policy, process or
procedure in this manual is:
a. found to be inadequate in fulfilling local regulatory requirements; or
b. cannot be fulfilled for any reason or circumstances.

B. Manual Distribution
Hard copies of the manual shall be distributed to the personnel stated in the manual’s
Distribution List. Softcopies of the manual shall also be distributed to recipients mentioned in
the distribution list via CD copy or email.
Any requests to include additional recipients into the Distribution List must be made to the
DCC. Change in distribution list due to additional copyholders will only be made in
subsequent revisions.

C. Revisions
Amendments to this document can only be made by the document author or anyone
authorized by the document owner. The amended and/or revised parts of this manual shall be
issued at least once a year following a review.

A list of amendment records will be maintained at the front of each manual. Revisions are
also issued periodically to cover non-urgent corrections, changes and/or addition of new data.
All revisions shall be accompanied with an updated LEP.

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Upon revision, every change made to content of the document (except LEP) will be marked
with a black bold vertical line on the left side of the document. Changes made due to a typing
error or any change in page numbering as a result of format changes or new page additions
shall not be considered as revisions. Editorial revisions, e.g. spelling corrections, may have
revision bar with no associated highlights.

D. List of Effective Pages (LEP)

The Cover Page and Copyright Page must be included in the LEP as part of controlled pages
and shall be recorded as “Cover Page” and “Copyright Page” in the table since it does not
have a page number.

Upon revision, the LEP must be revised to reflect the changes made in the manual. New
pages are indicated by ‘N’ and the revised pages by ‘R’. The date stated in the LEP for each
page shall correspond to the date in the header of the said page.

For new issues, the date in the LEP column and page header shall be the Issue Date (as
stated in the cover page). Once a page is revised, the date in the specific header and
corresponding LEP row shall be the Last Revision Date.

Effective date for the new and revised pages shall be when the manual is approved by the
Civil Aviation Authority of the Philippines (CAAP).

E. Manual Control
To control distribution, hardcopy manuals are numbered and registered in the Document
Control Center (DCC) Library. The DCC Library maintains up-to-date list of manual holders
together with their control number, name and designation as appropriate.

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F. Uncontrolled Copy
Downloaded softcopy or hardcopies printed for training purposes are uncontrolled copies
hence shall not be used as reference to perform actual operations. Manuals printed for
training purposes shall be marked with the statement “Uncontrolled Copy. For training
purposes only” on each page.

G. Handwritten Amendments
Handwritten amendments shall not be used throughout the manual, except for amendments
made by a copyholder in the Record of Temporary Revisions and Record of Revisions pages
to record insertions made into the document. The Date, Issue Number and Revision Number
in the header of the Record of Temporary Revisions and Record of Revisions pages shall
also remain the same until a new issuance is made.

H. Pagination
This manual was developed using font Arial size 12 on paper size A4 (210 x 297 mm). Where
applicable, it is printed out in paper size A5 (148 x 210mm).

Page layout:

Top 0.5 inch / 1.27 cm

Bottom 0.5 inch / 1.27 cm
Left 0.5 inch / 1.27 cm
Right 0.5 inch / 1.27 cm
Gutter (Left) 0.25 inch / 0.64 cm

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Each page shall contain:

(4)
(2)
a. Header

Doc. No. AOC/DEP/M/001

Date 01 Jan 17 (5)
Manual Title
Chapter Title Issue 01 Rev 00 (7)

Chapter 1

(1) (3) (6)

1 Company Logo
2 Manual Title
3 Chapter Title
4 Document Number
5 Date
- For new issues, the date shall be the Issue Date
- If the page has been revised, the date will be changed to the Last Revision Date
6 Chapter Number
7 Issue Number and Revision Number

b. Footer

Authority: <Designation of Document Approver>, <AOC Official Name> <Page

Number>

(1) (2)

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1 Authority
2 Page Number
- Each new sub-chapter starts at Page 1
- Page 1 for the Preface chapter shall start at the Approval Page.
- Other pages starting Chapter 1 shall use the following format:

< <Subchapter number> <dot> <Page number>

Example: <12.1>< dot ><2>
= 12.1.2
= Page two (2) of sub chapter 12.2

I. Filing Instructions
a. Remove and Return
The page must be removed and returned to DCC for disposal. It may be replaced
by a new page if associated with an INSERT instruction from the Transmittal Letter.
If not, the page is cancelled.
b. Insert
The page must be inserted. If not associated with a REMOVE instruction from the
Transmittal Letter, the page is new and does not replace an existing one.

J. Manual Replacement
A replacement copy may be requested if the current copy is damaged, missing or deemed
unusable or illegible by the Manual Holder. Replacement may also be done for specific parts
of the manual if only certain pages of the manual are found damaged, missing, unusable or
illegible. Any requests for replacement must be made to the DCC.

K. Obsolete Document
Obsolete versions of this document shall be marked with the word “OBSOLETE” on each
page.

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ABBREVIATIONS

Abbreviation Full Term

AD Airworthiness Directives

AMOC Acceptable Means of Compliance

AMM Aircraft Maintenance Manual

AMO Approved Maintenance Organization

AOC Air Operator Certificate

CAAP Civil Aviation Authority of the Philippines

CDL Configuration Deviation List

CFI Carry Forward Items

CSN Cycle Since New

CVR Cockpit Voice Recorder

FDR Flight Data Recorder

FSSDR Flight Safety Service Difficulty Report

HIL Hold Item List

HOD Head of Department

IATA International Airline Transport Association

ICAO International Civil Aviation Organization

IOSA IATA Operational Safety Audit

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ISM IATA Standards Manual

IPC Illustrated Parts Catalogue

IS Implementing Standards

ISO International Standard Organization

ISARP IOSA Standard and Recommended Practice

LRU Line Replaceable Unit

MEL Minimum Equipment List

MR Maintenance Release

MRAI Minimum Required Annual Inspection

NCR Non-Conformance Report

PCAR Philippine Civil Aviation Regulations

PMI Principal Maintenance Inspector

POI Principal Operations Inspector

QSM Quality System Manual

RII Required Inspection Item

RTS Return to Service

STE Short Term Escalation

TSN Time Since New

TSO Time Since Overhaul

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DEFINITION OF TERMS

Accountable Manager
The person acceptable to the Authority who has corporate authority for ensuring that all
operations and maintenance activities can be financed and carried-out to the standards
required by the Authority and any other requirements defined by the operator.

Accident
An occurrence associated with the operation of an aircraft which takes place between the time
any person boards the aircraft with the intention of flight until such time all persons have
disembarked, in which:

a. A person is fatally or seriously injured as a result of being in the aircraft or direct contact
with any part of the aircraft; or direct exposure to jet blast (except when the injuries are
from natural causes, self-inflected or inflicted by other persons, or when the injuries are
to stowaways hiding outside the areas normally available to the passengers or crew);

b. The aircraft sustains damage or structural failure which: adversely affects the structural
strength, performance or flight characteristics of the aircraft and would normally require
major repair or replacement of the affected component (except for engine failure or
damage, when the damage is limited to the engine, its cowlings or accessories; or for
damage limited to propellers, wing tips, antennas, tires, brakes, fairing, small dents or
punctured holes in the aircraft skin; or

c. The aircraft is missing or is completely inaccessible; or

d. Occurrence on ground that caused fatal or serious injury to personnel and or damage to
property or equipment.

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Audit
A systematic and independent fact gathering exercise. The main function of an audit is to
ensure that the business processes are being followed and key concerns are highlighted
against documented policies and procedures.

Auditee
Somebody or something being audited: a person or organization that is being audited.

Audit Activities
Those activities and procedures through which information is obtained to verify conformance to
organizational standards and regulatory requirements.

Audit Evidence
The information/statement of facts that an auditor obtains during an audit activity to consider
for the validity, accuracy, and consistency of the audited procedures/processes in line with the
documented procedures/processes.

Audit Plan
An action plan, which reflects the organization’s core processes. It is a schedule that identifies
activities, specifies work areas, allots dates and personnel (Audit Team) conducting the audit.

Audit Report
Results of the evaluation of the collected audit evidence against audit criteria.

Audit Scope
Describes the depth and breadth of the audit activity.

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Audit Team
One or more auditors conducting an audit; one auditor in the audit team is generally appointed
as the Lead Auditor. The Audit Team can include auditors-in-training and, where required,
technical experts. Observer can accompany the audit team but do not act as part of the audit.

Auditor
A person qualified and competent to check accounts or conducts an audit of an organization.

Certification
Formal procedure by which an accredited or authorized person or agency assesses and
verifies the attributes, characteristics, quality, qualification, or status of individuals or
organizations procedure/processes, or events in accordance with established requirements or
standards.

Checklist or Checksheet
A written description or instruction covering each simple step in a process/procedure designed
to use to provide evidence of completion of the process/procedure.

Continual Improvement
These are measures undertaken by the organization to continually increase the effectiveness
and/or efficiency of its processes to fulfil its policies and objectives with the purpose of
achieving additional benefits for the organization and its customers.

Corrective Action
A change undertaken in order to eliminate the causes of existing incongruence, irregularities,
or any other undesirable action in order to prevent its repetition or recurrence.

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Document
A bounded physical representation of body of information designed with the capacity to
communicate. It is a structured unit of recorded information published or unpublished in
hardcopy or electronic form and managed as a discrete unit in the information system.

Document Procedures
The procedure is established, documented, implemented and maintained. A single document
may address the requirements for one or more procedures. A requirement for a documented
procedure may be covered by more than one document.

Event
An internal or external occurrence that has its origin distinct from the airplane, such as
atmospheric conditions for example gusts, temperature variations, icing, lightning strikes,
runway conditions, conditions of communications, navigation, and surveillance services,
leaking fluids, uncontained failure of high energy rotating machines, etc.

Finding
A pertinent statement of fact that emerges by a process of comparing what should be with what
is.

Form
A printed document with spaces in which to write and/or record data for objective evidence and
information directly related to a procedure, process, and/or work instruction.

Hazard
Any situation or condition that has the potential to cause adverse consequences like injury,
loss of life and property or environmental damage.

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Incident
An occurrence, other than accident, associated with the operation of an aircraft that affects or
could affect the safety or operation. A serious incident is an incident involving circumstance
indicating that an accident nearly occurred. Any occurrences noted in industrial and ground
operations that resulted to a minor damage or injury.

Lead Auditor
A qualified auditor appointed to lead and manage the audit team.

Non-Conformity
A non-fulfilment or deviation from a specification, standard, procedure/process or an
expectation. Non-conformities are classified as either Major or Minor Non-conformities.
Sometime also used as non-compliance as more technical to its term.

Preventive Action
A proactive action in dealing with the problem BEFORE it happens. This action will also
prevent non-conformity from reoccurring.

Policy
An “umbrella” document, which sets out the “rules” for the design and operation of a process or
group of processes, normally with a view to ensuring or avoiding particular outcomes.

Quality
The totality of features and characteristics of a product or service that bear on its ability to
satisfy stated or implied needs that is acceptable or suitable for a given purpose.

Quality Assurance
Quality assurance, as distinguished from quality control, involves activities in the business,
systems, and technical audit areas. A set of predetermined systemic actions, which are

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required to provide adequate confidence that a product or service satisfies quality

requirements.

Quality Assurance Program

All planned and systematic actions necessary to provide confidence that all operations and
maintenance are conducted in accordance with all applicable requirements, standards and
operational procedures.

Quality Audit
A systematic and independent examination with the purpose of determining whether that
actions and results referring to quality are in accordance with the set policies, procedures and
regulations, whether these are suitable for achieving the set goals. A quality audit may be
carried out by an internal or external auditor or an audit team.

Quality Inspection
An inspection is to observe a particular event, action, document, etc. in order to verify whether
established operational procedures and requirements are followed during the accomplishment
of that event and whether the required standards is achieved.

Quality Management
An ongoing effort to provide a product or service that meets or exceeds customer expectations
through a structured, systematic process for creating organizational participation in planning
and implementing quality improvement.

Quality Management Review

A formal evaluation by top management of the status, adequacy and suitability of the Quality
System in relation to the quality policy and new objectives resulting from changing
circumstances.

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Quality Objective
A statement of intended major achievements or results that provides a framework for directions
and measuring accomplishments.

Quality Plan
A document setting out the specific quality practices, resources and sequence of activities
relevant to a particular product and or service.

Quality Policy
The overall quality intentions and directions of an organization as regards quality, as formally
expressed by top management.

Quality Management System

An organizational structure whereby responsibilities, procedures and resources for
implementing quality management are identified.

Record
A document stating results achieved or providing evidence of activities performed. It is also the
information created, received and maintained as evidence by an organization or person in
pursuance of legal obligations or in the transaction of business

Supplier Assessment
Accreditation as well as evaluation of suppliers on the products and or services rendered, the
evaluation process shall warrant the organization’s capability to comply with the product and or
service requirements.

Work Instructions
A step-by-step instruction for the accomplishment of a task by one person and is retained in
the department or unit where the work is performed.

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Chapter 1

TABLE OF CONTENTS

CHAPTER 1 - ORGANIZATION ................................................................................ 1.1.1

Organizational Background ........................................................................................ 1.1.1
Company Profile .............................................................................................. 1.1.1
Department Profile .......................................................................................... 1.1.1
Business Location ........................................................................................... 1.1.2
Facility ............................................................................................................. 1.1.2
Fleet Composition ........................................................................................... 1.1.3
Management Personnel .................................................................................. 1.1.3
Organizational Structure ............................................................................................ 1.2.1
PAA Organizational Structure ......................................................................... 1.2.1
QMD Organizational Structure ........................................................................ 1.2.2
List of Management Personnel .................................................................................. 1.3.1
List of Management Personnel........................................................................ 1.3.1
Duties and Responsibilities ........................................................................................ 1.4.1
Accountable Manager ..................................................................................... 1.4.1
Head of Department – Quality Management Department ............................... 1.4.2
Quality Assurance Inspector ........................................................................... 1.4.5
Quality Officer ................................................................................................. 1.4.7
Document Control Executive ........................................................................... 1.4.8
Delegated Quality Officer ................................................................................ 1.4.9
Qualification Requirements ........................................................................................ 1.5.1
General Requirements .................................................................................... 1.5.1
Head of Quality Management Requirements .................................................. 1.5.1
Quality Assurance Inspector Requirements .................................................... 1.5.2
Quality Officer Requirements .......................................................................... 1.5.4
Document Control Executive Requirements.................................................... 1.5.4
Training Requirements............................................................................................... 1.6.1
General Policy ................................................................................................. 1.6.1
Initial Training Requirements........................................................................... 1.6.1

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Continuation Training Requirements (General) ............................................... 1.6.2

QAI On-the-Job Training (OJT) for Audit Function .......................................... 1.6.3
Induction and Evaluation of Auditor ........................................................................... 1.7.1
General Policy ................................................................................................. 1.7.1
Induction of New QAI to function as Auditor .................................................... 1.7.1
Induction and Evaluation of Lead Auditors ...................................................... 1.7.2
Continuation Competency Program for Auditors ............................................. 1.7.2
Contracted Services................................................................................................... 1.8.1
Contracted Services ........................................................................................ 1.8.1
Appendix .................................................................................................................... 1.9.1
Appendix 1A: Management Delegation of Duties Policy ................................. 1.9.1

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CHAPTER 1 - ORGANIZATION

Organizational Background

Company Profile

a. Philippines AirAsia, Inc. (PAA) is a Low Cost Carrier (LCC) modelled on the successful
AirAsia model. Its main hub is in the Ninoy Aquino International Airport (NAIA) at Manila,
Philippines.
b. PAA shares a common capability with the AirAsia Group which is currently the lowest in
the world in terms of cost per Available Seat Kilometres this enables PAA to offer
affordable fares and generate more travellers between the Philippines and the rest of
the region.
c. PAA contribute in its role of serving foreigners to the Philippines and to Filipinos that
opts for affordable fares and services of the AirAsia Brand. It is to enable OFW of the
Philippines and Filipinos abroad to return to the Philippines using the various hubs and
flights of the AirAsia Group.
d. Filipinos will be employed for all positions within PAA except where qualified Filipinos
are not obtainable. Expatriates may be employed temporarily for these few cases.
e. It is also planned that key services are outsourced, i.e. aircraft maintenance, ground
handling, etc., until in-house capabilities are achieved or deemed more cost effective to
remain as outsourced services.
f. PAA is an approved operator under CAAP Air Operator Certificate (AOC) no. 2009003.

Department Profile

a. Quality Management Department (QMD), also known as the Operational Quality

Assurance is formed incompliance to implemented aviation regulations.
b. QMD’s function is to maintain control and oversight on all PAA Operational Departments
to ensure utmost compliance to applicable regulations and standards.

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c. QMD shall ensure overall compliance of PAA Operational Departments to implemented

documentation and records control processes.
d. QMD shall cultivate mutual relationship with the Authority to ensure that all quality,
safety and security related concern are corrected accordingly.
e. QMD shall have direct coordination with AirAsia Group Operational Quality Assurance
(GOQA) specifically on Joint Station Compliance Audit (JSCA) and other related quality
assurance activities.

Business Location

A. Principal Address:
Facility 7233 Civil Aviation Complex, DMIA, Clark Freeport Zone, Angeles City,
Pampanga, Philippines

B. Corporate Headquarters:
Building 4 Unit 1 Salem Complex, Domestic Road, Pasay City, Philippines 1300

C. Engineering Facility:
Asian Aeronautics Hangar, Delta Gate, General Aviation Area, Domestic Road, Pasay
City, Philippines 1300

Facility

a. Housing and facilities shall be provided appropriate for all planned work ensuring, in
particular, protection from weather.
b. All work environments shall be appropriate for the task carried-out and shall not impair
the effectiveness of personnel.
c. Office accommodation shall be appropriate for the management of planned work.

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Fleet Composition

PAA operates Single-Aisle Aircraft:

A320-214, A320-216, A320-232, A320-233
Fitted with CFM56 and IAE V2500 engines.

NOTE: Refer to CAAP Approved Operations

Specification.

Management Personnel

a. PAA Management Personnel (Post Holders) shall be acceptable and approved by the
Authority. As such, PAA shall notify CAAP for any changes in the management
personnel within ten (10) working days.
b. A separate List of PAA Management Personnel is reflected on this manual and will be
made available for audits and inspection authority.

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 ACCOUNTABLE
MANAGER
Organizational Structure

LEGAL EXECUTIVE ASSISTANT

PAA Organizational Structure

QUALITY MANAGEMENT SAFETY SERVICES CORPORATE QUALITY INTERNAL AUDIT

SECURITY DEPARTMENT PEOPLE DEPARTMENT
DEPARTMENT DEPARTMENT
Organization

DEPARTMENT DEPARTMENT
Quality System Manual

OPERATIONS

COMMERCIAL NETWORK &

REGULATORY AFFAIRS FINANCE DEPARTMENT
DEPARTMENT
Date

MAINTENANCE & FLIGHT OPERATIONS GROUND OPERATIONS

ENGINEERING DEPT. DEPARTMENT DEPARTMENT
Chapter
Issue 08
Doc. No.

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QMD Organizational Structure

PAA
ACCOUNTABLE
GROUP OPERATIONAL MANAGER
QUALITY ASSURANCE

HEAD OF DEPARTMENT
QUALITY
QUALITY MANAGEMENT OFFICER

REGULATORY DOCUMENT CONTROL

QUALITY AUDIT DIVISION
COMPLIANCE DIVISION CENTRE (DIVISION)

QUALITY ASSURANCE DOCUMENT CONTROL

INSPECTOR EXECUTIVE

AIRWORTHINESS SECTION

QUALITY ASSURANCE
INSPECTOR

OPERATIONS SECTION

QUALITY ASSURANCE
INSPECTOR

DELEGATED QUALITY
OFFICER (DQO)

DEPARTMENT REPRESENTATIVE

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List of Management Personnel

List of Management Personnel

The following is the list of Philippines AirAsia, Inc. (PAA) Management Personnel responsible
for the performance of implementing Quality, Safety and Security System, in accordance with
CAAP PCAR Part [Link]:

Accountable Manager

CAPT. DEXTER M. COMENDADOR

E-mail: dextercomendador@[Link]

Head of Quality Management Department

MR. LAMBERTO G. PEÑA II

E-mail: lambertopena@[Link]

Head of Corporate Quality and Customer Support

MR. DIGNO BERNARDINO

E-mail: dignobernardino@[Link]

Director of Safety Services Department

CAPT. JOHANSEN C. HERNANDEZ

E-mail: johansenhernandez@[Link]

Head of Security Department

COL. ALEXANDER F. TUPRIO (Ret.)

E-mail: alexandertuprio@[Link]

Director of Flight Operations Department

CAPT. GOMER B. MONREAL

E-mail: gomermonreal@[Link]

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Chief Pilot for Operations Management

CAPT. NILO A. OROPESA

E-mail: nilooropesa@[Link]

Chief Pilot for Training and Standards

CAPT. DARREN ADRIAN N. ACORDA

E-mail: darrenadrian@[Link]

Manager – Cabin Services Department

MS. HANNAH MARIE S. GUEVARRA

E-mail: hannahserrano@[Link]

Head of Engineering Department

MR. JEREME G. TOREJA

E-mail: jeremetoreja@[Link]

Head of Ground Operations Department

MR. FREDERICK M. AREJOLA

E-mail: erickarejola@[Link]

a. All Post Holders mentioned above are accountable for ensuring that their respective
departmental areas:
i. The management of Safety Risks and Security Threats to aircraft operations.
ii. Operations are conducted in accordance with conditions and restrictions of the PAA,
and in compliance with applicable regulations and standards of CAAP.

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Duties and Responsibilities

Accountable Manager

A. General
The Accountable Manager or the President/CEO is in charge of the overall
administration and operations of the Philippines AirAsia, Inc. (PAA). He reports directly
and is accountable to the PAA Board Members and AirAsia Group.

B. Authority and Responsibility

a. The Accountable Manager, by virtue of his/her position has the overall responsibility
for managing the financial, materials and human resources requirement of PAA.
b. The Accountable Manager has the authority to control the performance and set
quality achievements of PAA.
c. The Accountable Manager has the authority and responsibility to ensure that the
Quality Policy and Objective of the organization are implemented.
d. The Accountable Manager has the authority and responsibility to ensure sufficient
resources to ensure audits are scheduled at intervals to meet regulatory and
organizational requirements, and completed within a specified time period.
e. The Accountable Manager is responsible for the overall implementation of PAA
Quality System, ensuring that periodic verifications of quality achievements are
carried-out and that any corrective and/or preventive actions against quality
deficiencies are clearly defined and effectively implemented.
f. The Accountable Manager is the Chairman of Quality Management Review (QMR).
g. The Accountable Manager decides upon the frequency, format and structure of
internal management evaluation activities. The management evaluation will be the
comprehensive, systematic, documented review by the management of the Quality
System.
h. Has the authority to resolve issues and take action.

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Head of Department – Quality Management Department

A. General
The Head of Department (HOD) - Quality Management Department (QMD) is
accountable and reports directly to the Accountable Manager. He manages the QMD’s
three (3) divisions: Quality Audit Division, Regulatory Compliance Division and
Document Control Centre (DCC).

B. Authority and Responsibility

a. General:
i. The Head of QMD has the authority to monitor the compliance of PAA to PCAR,
as an Air Operator Certificate (AOC) holder; including the adequacy of its
procedures to ensure airworthy aircraft are available for safe operation.
ii. Key role of the Head of QMD is to verify and establish a monitoring system in the
fields of flight operations, maintenance, crew training and ground operations, that
is in compliance to the standards required by the Authority; and any additional
requirements defined by PAA; and to ensure that these are being carried-out
under the supervision of the relevant management personnel.
iii. Directly reports to the Accountable Manager to ensure QMD functions
independently from any other department to avoid conflict of interest.
iv. The Head of QMD shall ensure any New Regulatory requirements issued by
CAAP are also relayed to the Group Operational Quality Assurance (GOQA).
v. Ensuring communication and coordination with PAA Operational Managers in the
management of operational risk.
vi. Disseminating information to management and non-management operational
personnel as appropriate to ensure organizational awareness of relevant quality
assurance issues and results.

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vii. Head of QMD shall identify the training needs and the implementation of QMD
Training Program; to uphold all necessary skills and knowledge are met by his
personnel to ensure an effective and efficient performance of their job.
viii. In the absence of the Head of QMD, He shall advice the Quality Assurance
Manager or assign a Deputy Officer-in-Charge to assume his role and
responsibility; and act as alternate signatory to any immediate operational
matters.

NOTE: Delegation responsibility is in accordance with PAA Management Delegation

of Duties Policy, refer to Appendix 1A: Management Delegation of Duties Policy.

b. For Quality Audit Program:

i. The Head of QMD has the authority and responsibility to ensure that the Quality
Assurance Program (QAP) is properly established, implemented and maintained;
to compliment the established Safety and Security Programs.
ii. The Head of QMD shall have the authority to access all parts of PAA; including
its vendor and sub-contractors.
iii. The Head of QMD shall have the authority to maintain an independent Quality
System that monitors compliance with all applicable regulatory requirements and
approved procedures.
iv. The Head of QMD shall approved, control and administer the Approved List for all
vendors and sub-contractors.
v. The Head of QMD shall ensure that all issued findings are properly monitored; all
OPEN issues are CLOSED or address in agreed timeline, as per corrective
action plan. Assess the effectiveness of the corrective action for continues
implementations.
vi. The Head of QMD have the authority to unrestricted access on all applicable
documents and records during Audits and Surveillance.

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c. For Regulatory Compliance:

i. The Head of QMD have the responsibility to consult and liaises with the relevant
Aviation Authorities on matters pertaining to airworthiness and flight operations of
PAA.
ii. The Head of QMD have the responsibility to develop, manage, control and
authorization of certifying staff in accordance with PAA established procedure.
iii. The Head of QMD shall ensure that all certificates, approvals and licenses
required for the continuous operation of PAA are current and renewed
accordingly.
iv. The Head of QMD shall maintain a current and updated Quality System Manual
(QSM).
v. The Head of QMD shall determine the training required with respect to regulatory
standards and requirements are complied.
vi. Control the establishment of approval issuance for certifying staff.
vii. The Head of QMD has the authority to impound and quarantined all relevant
aircraft records and documents in the event of aircraft accident/incident to
facilitate investigation.
d. For Document and Records Control:
i. The Head of QMD shall have the authority and responsibility to ensure that all
organizational manuals are properly distributed, maintained and disposed in
accordance to established document control procedures.
ii. The Head of QMD shall have the authority to ensure the implementation of the
PAA Documentation and Records Control System are adhered to by all
Department Heads.

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Quality Assurance Inspector

A. General
The Quality Assurance Inspector (QAI) is accountable and reports directly to the Head of QMD.
QAI performs quality audits, quality inspection, regulatory review, analysis, interpretation and
provide direction of the definitive compliance of relevant airworthiness and aviation regulatory
requirements that may affect PAA operations. QAI shall also be known as Quality Auditor.

B. Responsibility
a. General Description:
i. Cross-functionalities (i.e. Scheduled Audit – Regulatory Compliance) are evident
on the duties and responsibilities of QAI. However, focus areas or individual
projects are identified and related by the Head of QMD to specific QAI.
b. Airworthiness Auditor function:
i. Assist in the development of Audit Schedule for Maintenance, Engineering, and
Ground Operations related areas;
ii. Performs on-site audit on PAA’s Prospective or Accredited Vendor and Sub-
contractor;
iii. Perform actual audits and inspection in accordance with established audit
procedures;
iv. Evaluates the applicability of proposed corrective/preventive action;
v. Verify effectiveness of the implemented corrective/preventive actions;
vi. Report to the Head of QMD for any difficulty encountered during the performance
of assigned audits.
c. Operations Auditor function:
i. Assist the Head of QMD, in the development of Audit Schedule for Flight
Operations related areas;
ii. Performs on-site audit on PAA Hubs or Station (i.e. Ground Handling, Cargo
Operations, Security Operations, etc.)
iii. Perform actual audits and inspection in accordance with established audit
procedures;

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iv. Evaluates the applicability of proposed corrective/preventive action;

v. Verify effectiveness of the implemented corrective/preventive actions;
vi. Reports to the Head of QMD for any difficulty encountered during the
performance of assigned audits.
d. Regulatory Compliance function:
i. Proposing of amendment to the QSM for continuous improvement;
ii. Ensure that the Accredited Maintenance Provider’s personnel are qualified for
Authorization, based on established PAA Authorization Procedures prior to
issuance of company authorization;
iii. Ensure that qualified PAA Pilot-in-Command (PIC) are properly evaluated prior to
issuance of Pilot Transit Check (PTC) Authorization;
iv. Ensure that all vendor and sub-contractor that PAA renders services or provides
necessary supplies are properly evaluated and accredited accordingly;
v. Ensure that all engineering/technical requests, applications, procedures or
queries are properly evaluated prior to submission to CAAP;
vi. May assist during Aircraft Accident/Incident inquiry involving PAA Aircraft or other
related situation. This is to identify and establish the root cause and basis for
formulating preventive measures;
vii. Ensure that all Reportable Defects and Occurrences (FSSDR) are reported to
CAAP, promptly;
viii. Perform evaluation of Maintenance Workpackage, as required;
ix. Liaise with different Authorities on matters pertaining to the aircraft airworthiness
and regulatory compliances;
x. Maintains coordination with CAAP Principal Operations Inspector (POI) and
Principal Maintenance Inspector (PMI);
xi. Coordination with relevant PAA Departments regarding aircraft delivery, re-
delivery, renewal of aircraft registration, airworthiness certificate, etc.;
xii. Implement the Regulatory Watch procedure to ensure PAA is abreast with newly
released and/or amendments on applicable regulations, memorandum and
advisory circulars;

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xiii. To carry out any other tasks as directed by the Head of QMD.

Quality Officer

A. General:
The Quality Officer (QO) reports directly to the Head of QMD and assist QAI in maintaining an
effective and efficient administrative system within QMD.

B. Responsibility:
a. To assist QAI or to liaise various transactions with the Regulatory Authorities;
b. Files document in accordance with an established filing system following specific and
readily recognized identifying information on each paper. Withdraws specific material
and charges out same; cancels charges upon return. Prepares small indexes, new
file folders, guides or labels, list overdue material and expand files according to
instructions:
i. PAA AOC/AMOC;
ii. Aircraft Certificates;
iii. Quality Audit and Inspection Documents;
iv. Vendor and Sub-contractor Accreditation;
v. Records of Authorized Personnel;
vi. QMD Personnel Records.
c. Sorts, arranges and distributes to specified individuals, and mail work orders, and
similar material following general instructions where the basis of sorting is indicated
on the material;
d. Check on work where definite and specific instructions are followed and where
checking is normally accomplished by comparing item against item and proofreading
for accuracy of posting, spelling or wording;
e. Delivers verbal and written messages from one person or department to another,
may furnish outsiders with routine information, such as when certain persons are
expected to be in the office. Obtains specified correspondence, memoranda,

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instructions, or reports from certain files, publications and other sources and present
material in its original form or copies desired portions from complete material;
f. Types materials such as date, correspondence, reports or other miscellaneous
materials, from rough draft where compliance with specific instructions is required;
g. To carry out any other task as directed by the Head of QMD.

Document Control Executive

A. General:
The Document Control Executive (DEx) reports directly to the Head of QMD and responsible
for managing the Document Control Centre (DCC); in compliance to established Quality
Management System.

B. Responsibility:
a. Register new Manual, Standard Operating Procedure (SOP), Work Instructions (WI)
and/or Forms;
b. To review documents format, logo, header/footer information, font and the like, in
accordance with established documentation standards;
c. Reproduce and distribute approved manuals to specified holders, with respect to the
Distribution List;
d. Monitor the disposal of obsolete manuals;
e. Manage DCC, including safekeeping and management of Master Copy,
Department’s copy, extra copy (if any) of approved manuals and maintenance of
online documents;
f. Update and send Station Manuals Master list to respective Station Heads;
g. Support and participate in quality improvement programs and initiatives;
h. Effectively manage the resources, e.g. bond paper, binders and other DCC
requirements;
i. To carry out any other task as directed by the Head of QMD.

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Delegated Quality Officer

A. General:
The Delegated Quality Officer (DQO) is a representative from one of the operational
departments required by the IATA Standards Manual (ISM). They may also perform as the
focal person for any Quality related activities. DQOs’ coordinates directly to the Head of QMD
and QAI.

B. Responsibility:
a. Ensure compliance of their respective department to applicable Regulatory and IATA
Standards;
b. Performs revision of their manuals, arising from amendments to applicable
standards;
c. Formulate corrective/preventive action issued during internal, regulatory or third-
party audits.
d. To carry out other task that may arise, in relation internal, regulatory or third-party
audits.

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Qualification Requirements

General Requirements

a. Quality Audit shall be carried out by qualified and trained Quality Assurance Inspector
(QAI). QAI are selected to conduct audit or inspection according to experienced,
trainings, knowledge, and other disposition, an Auditor may require.
b. Head of QMD shall be responsible to qualify potential quality auditor base on the
requirements set forth by this manual.
c. Deviation to any qualification and training requirements shall be approved by the Head
of QMD.
d. Quality Management Department (QMD) shall maintain individual file for each personnel
(i.e. Head of QMD, QAI, QO, DEx) that contains all training certificates and pertinent
records.
e. A list of all qualified auditors shall be maintained and made available by QMD. Quality
Management Personnel Qualification Record (Form No. PAA/OQA/F/003) is used to
record all qualification and trainings of auditors.

NOTE: Kindly refer to QSM 9.1.2 for the fill-out procedures for the said form.

Head of Quality Management Requirements

A. General
a. Formal training or certification as a Quality Auditor;
b. Relevant operational and auditing experience;
c. Formal training in risk management.

B. Theoretical Background
a. Hold a relevant degree on engineering or aviation related courses;

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b. Good knowledge on Quality Management System and auditing activity;

c. Good knowledge on the Philippine Civil Aviation Regulation (PCAR) including other
international aviation regulations;
d. Good knowledge on AOC holder’s operations specifications;
e. Good knowledge on company methodology and standard practices (Company
Manuals);
f. Basic knowledge on technical or operational aspects;
g. Company aircraft familiarization course.

C. License(s)
a. Should hold any of the following licensed: Aeronautical Engineer, Aircraft
Maintenance Technician, or Aircraft Maintenance Specialist.

Quality Assurance Inspector Requirements

A. General
Head of QMD shall ensure the Quality Assurance Program (QAP) utilizes quality
inspectors or auditors that
a. Have been appropriately trained and qualified.
b. Are impartial and functionally independent from operational areas to be audited.
c. A code of conduct may be used to enhance the impartiality and independence of
auditors. A Code of Ethics would require auditors:
i. To act in strictly trustworthy and unbiased manner in relation to both organization
to which they are employed, contracted or otherwise formally engaged (the audit
organization) and any other organization involved in an audit performed by you or
by personnel under your their direct control.
ii. To disclose to your employer any relationships you may have with the
organization to be audited before undertaking any audit function in respect of that
organization.

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iii. Not to accept any inducement, gift, commission, discount or any other profit from
the organizations audited, from their representatives, or from any other interested
person nor knowingly allow personnel for whom you are responsible to do so.
iv. Not to disclose the findings, or any part of them, of the audit team for which you
are responsible or of which you are part of, or any other information gained in the
course of the audit to any third party, unless authorized in writing by both the
auditee and the audit organization to do so.
v. Not to act in any way prejudicial to the reputation or interest of the audit
organization.
vi. In the event of any alleged breach of this code, to cooperate fully in any formal
inquiry procedure.

B. Educational Level
Auditor should possess a degree on engineering or aviation related courses.

C. Personal Attributes
a. Good listening capacity and dialogue (communication)
b. Objective judgement
c. Versatility
d. Analytical mentality
e. Diplomacy and authoritativeness
f. Attitude to schedule
g. Will of initiative.

D. Experience Level
Work experience of auditors should be three (3) years (full time) whereof at least two (2) years
in the Quality Assurance or may deviate as per discretion of the Head of QMD.

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Quality Officer Requirements

A. Personal Attributes
a. Good Listening and communication skills;
b. Objective judgement;
c. Versatility;
d. Analytical;
e. Initiative.

B. Educational Level
Quality Officer should possess a college degree; aviation related degree is an advantage.

C. Experience Level
At least two (2) years’ experience in office related functions, aviation related experience is an
advantage.

Document Control Executive Requirements

A. Personal Attributes
a. Good listening capacity and dialogue (communication);
b. Objective judgement;
c. Versatility;
d. Analytical mentality;
e. Diplomacy and authoritativeness;
f. Attitude to schedule;
g. Initiative.

B. Educational Level
Document Control Executive should possess a college degree; aviation related degree is an
advantage.

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C. Experience Level
At least two (2) years’ experience in office related functions; and/or Experience in
Documentation Control is an advantage.

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Training Requirements

General Policy

a. Minimum requirements for initial and continuation training are define in this sub- chapter
to ensure that personnel who are involved on implementation of the Quality Assurance
Program (QAP) are adequately trained and competent to perform their task efficiently.
b. Training for QMD personnel may be outsourced from Regulatory Authorities and
Recognized Organizations which provides Quality System Management related
trainings.

Initial Training Requirements

For newly hired personnel of Quality Management Department (QMD) an initial training and
induction shall be required which covers the following:
A. For Head of QMD:
a. Related Management Training for Managers and Supervisors;
b. Internal Auditing Course or equivalent;
c. Lead Auditors Course;
d. Thorough familiarity with the Philippine Civil Aviation Regulation (PCAR);
e. Familiarity with company procedures (includes but not limited to QSM, MCM, OM,
etc.);
f. Company aircraft type rating familiarization courses;
g. Human Factors;
h. Other related trainings.

B. For Quality Assurance Inspector (QAI):

a. Internal Auditing Course or equivalent;
b. Lead Auditors Course;
c. Thorough familiarity with the Philippine Civil Aviation Regulation (PCAR);

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d. Familiarity with company procedures (including but not limited to QSM, MCM, OM,
etc.);
e. Company aircraft type rating familiarization courses;
f. Human Factors;
g. Other related trainings.

C. For Quality Officer (QO):

a. Familiarity with company procedures (including but not limited to QSM, MCM, OM,
etc.);
b. Other related trainings.

D. For Document Control Executive (DEx):

a. Familiarity with company procedures (including but not limited to QSM, MCM, OM,
etc.);
b. Document and/or Record Control System Training;
c. Other related trainings.

Continuation Training Requirements (General)

a. Continuation trainings should cover changes in procedures, regulations, and to

standards of aeronautical products that being operated and maintained by Philippines
AirAsia, Inc. (PAA).
b. QMD personnel shall enter into a Continuation Training on a two (2) years interval or if
there are significant changes to PAA procedures, regulations and other related courses.
c. Continuation Competency Program for Auditors shall be referred to QSM 1.7.4.
d. Continuation Training shall cover the following:
i. Head of QMD and QAI:
1. Relevant PAA Manual Indoctrination;
2. PAA SMS (Recurrent);
3. Philippine Civil Aviation Regulations (Refresher).

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ii. QO:
1. Relevant PAA Manual Indoctrination;
2. PAA SMS (Recurrent);
3. Philippine Civil Aviation Regulations (Refresher).
iii. DEx:
1. Relevant PAA Manual Indoctrination;
2. PAA SMS (Recurrent);
3. Philippine Civil Aviation Regulations (Refresher).

NOTE: Continuation Training shall be subject to training and QMD personnel’s

availability. Listed recurrent training is not limited to mentioned courses
above.

QAI On-the-Job Training (OJT) for Audit Function

a. After the QAI has completed the Initial Training; If necessary, QAI shall undergo OJT to
physically familiarize the personnel on the actual process.
b. Observer Role shall be assigned to a newly hired auditor since they generally have
minimum exposure to auditing or inspection.
c. Newly hired QAI with minimum auditing and inspection experience shall undergo six (6)
months OJT during an actual audit and inspection activity.
d. QAI with a minimum background on auditing and inspection activity shall be evaluated
based on the performance and ethics stated on this manual.
e. Head of QMD or QAI (Lead Auditor) shall be responsible to evaluate newly hired QAI
prior to qualifying as a Quality Auditor.

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Induction and Evaluation of Auditor

General Policy

a. This section specifies the process on how to evaluate and qualify auditor and lead
auditor for auditing and inspection activity.
b. Evaluation and endorsement of new auditor and/or nominated lead auditor shall only be
conducted by a qualified lead auditor.
c. Final approval and release of a “New Auditor” and/or “Lead Auditor” shall be made by
the Head of QMD.
d. For quality inspection activity, new auditor shall undergo a one-time on-the-job training
and evaluation.
e. The Auditor and Lead Auditor Evaluation (Form no. PAA/OQA/F/005) shall be used to
document the evaluation process for new auditor and nominated lead auditor.

NOTE: Refer to QSM 9.1.3 for fill-out procedures.

Induction of New QAI to function as Auditor

a. For New QAIs’ without previous auditing experienced shall undergo the following:
i. Initial training as specified under QSM Chapter 1.6.2 – Initial Training Requirements;
ii. On-the-Job Training (OJT) or Observer role during an actual audit for six (6) months;

NOTE: Kindly refer to QSM 1.6.4 for QAI OJT Policy.

iii. May be assign as Audit Member, after the completion of OJT;

iv. Minimum of three (3) evaluations during the participation as “Audit Member” shall be
performed by a Qualified Lead Auditor;

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v. Evaluation will be based on the performance and ethics of an auditor as stated on

the QSM.
b. For New QAIs’ with at least one (1) year experienced on auditing shall undergo the
following:
i. Initial training as specified under QSM Chapter 1.6.2 – Initial Training Requirements;
ii. Assign as audit member for (5) consecutive audits and will be evaluated based on
the performance and ethics shown during the actual audit participation.
iii. Minimum of three (3) evaluations shall be conducted by a qualified lead auditor
during the participation as audit member.

Induction and Evaluation of Lead Auditors

a. For auditor(s) being nominated as lead auditor(s), shall undergo the following:
i. Accomplished all training specified on QSM Chapter 1.6.2 – Initial Training
Requirements, including the Lead Auditor Course;
ii. More than one (1) year of auditing experienced;
iii. Assigned as Lead Auditor under the supervision of a Qualified Lead Auditor, during
this assignment the nominated Lead Auditor shall undergo one (1) time evaluation
based on the performance and ethics as stated on the QSM.

NOTE: Re-evaluation shall be conducted once the evaluation results to newly hired
auditor and nominated lead auditor was unsatisfactory.

Continuation Competency Program for Auditors

a. QMD Quality Auditor shall conduct at least three (3) Audit of any Type (specified in PAA
QAP) to maintain a certain level of competency.
b. All qualified Quality Auditor shall be evaluated once (1) a year to ensure competency.

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c. The evaluation shall be documented through the Auditor’s Assessment (Form no.
PAA/OQA/F/020).

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Contracted Services

Contracted Services

a. Philippines AirAsia, Inc. (PAA) currently have Contract Agreement with other
organization to facilitate other activities such as maintenance support, ground handling,
training academy, navigational data and other services that may be contracted out.
b. Prior to issuance of authorization, Quality Management Department (QMD) shall ensure
that sub-contractors are capable, qualified, and approved in accordance with applicable
standards.
c. Assessment will be conducted by QMD to monitor conformance with the standards set
forth by PAA including regulatory requirements.
d. For Contracted process that affects products to regulatory, statutory and other pertinent
requirements, PAA shall ensure control over such processes. The type of extent of
control to be applied to these outsourced processes shall be defined within the
standards and requirements of PAA.
e. Service Level Agreement (SLA) shall be necessary to ensure the services to be
provided and functions to be conducted are formally documented.
f. Documents pertaining to purchasing of product and or contracting of services shall
contain a clear description of the product and or service ordered. Such description shall
contain, as appropriate, drawing references, catalogue numbers, identification codes
and titles, process requirements, inspection instruction and any relevant data as
applicable.
g. PAA while making any arrangement with another person or entity for the performance of
any contracted services, shall remain responsible of all work performed under such
arrangement.
h. PAA Vendor/Sub-contractor Accreditation Process shall be described fully in QSM
Chapter 5 – Vendor and Sub-contractor Accreditation.

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Appendix

Appendix 1A: Management Delegation of Duties Policy

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TABLE OF CONTENTS

CHAPTER 2 - Quality system .................................................................................... 2.1.1

Quality Policy and Commitment ................................................................................. 2.1.1
Quality System ................................................................................................ 2.1.1
Quality Commitment ........................................................................................ 2.1.2
Quality System ........................................................................................................... 2.2.1
General ........................................................................................................... 2.2.1
Quality System Objective ................................................................................ 2.2.2
Quality System Scope ..................................................................................... 2.2.2
Quality System Management Promotion ......................................................... 2.2.4
Continuous Improvement ................................................................................ 2.2.5
Quality System – Audit Areas.......................................................................... 2.2.5
Quality Assurance Program ....................................................................................... 2.3.1
PAA Quality Assurance Program (QAP) Overview ......................................... 2.3.1
General Policy ................................................................................................. 2.3.1
Quality Auditor’s Independence ................................................................................. 2.4.1
General Policy ................................................................................................. 2.4.1
Quality Auditor’s Independence ...................................................................... 2.4.1
Management Review ................................................................................................. 2.5.1
General ........................................................................................................... 2.5.1
Quality Management Review (QMR) - Overview............................................. 2.5.2
QMR Members ................................................................................................ 2.5.3
QMR Notification ............................................................................................. 2.5.4
Recording of QMR .......................................................................................... 2.5.4
Appendix .................................................................................................................... 2.6.1
Appendix 2A: QMD Workplace Page .............................................................. 2.6.1

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ii. PAA will adhere to all applicable requirements set forth by National and other
Foreign Regulatory bodies if deemed applicable.
iii. PAA is committed to continuous improvement in quality with the goal of meeting or
exceeding our customers’ expectations.
iv. Improvement in quality is the objective and obligation of every PAA employee.
v. Our commitment to quality improvement will lower costs by eliminating errors,
resulting in the best service and highest degree of customer satisfaction.
vi. The management is committed to provide all the necessary resources, training and
suitable environment in developing a skilled, motivated, and responsible workforce
that recognizes safety as a prime consideration at all times.
vii. The management shall apply Human Factor principles and shall encourage
personnel to report maintenance related errors/incidents.
viii. Every employee shall cooperate with the Quality Management Department (QMD).
ix. Every employee shall strive to continuously maintain and improve safety and quality
standards and be a respected provider of services.
x. Every employee shall recognize that compliance with procedures, quality and safety
standards, and regulations is the duty of all personnel.
xi. PAA shall ensure management and non-management employee which perform
functions relevant to the safety and security of aircraft operations are filled by
personnel on the basis of knowledge, skills, training and experience appropriate to
their position.
xii. PAA shall ensure all it personnel who performs operational functions critical to the
safety of aircraft operations are physically and medically fit for duty.
xiii. Every employee shall be responsible to do the right things right all the time.

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Quality System

General

a. Quality System is a management tool for the Accountable Manager to verify adequacy
and compliance to regulatory and operator procedures and requirements; and to
compare the actual conduct of a certain procedure against the published procedures.
b. Philippines AirAsia, Inc. (PAA) shall establish a Quality System and shall designate a
Quality Manager to monitor compliance, adequacy of policies and procedures required
to ensure safe operational practices and airworthy aircraft.

NOTE: 1. Kindly refer to QSM 1.4.2 and 1.5.2 – for details regarding Head of QMD
responsibilities and qualifications.
2. PAA Quality System and Head of QMD shall be acceptable to the
CAAP.

c. PAA Organization is established through the function of the Accountable Manager, who
shall be the principal head for the implementation of the Quality System.
d. The Quality Management Department (QMD) is led by the Head of QMD. QMD shall
oversee the whole organization’s implementation and adherence to PAA’s established
Quality System.
e. PAA Quality System shall be based from the implementing standards of Philippines Civil
Aviation Regulations (PCAR) as outlined in Part 9 I.S. [Link] and other applicable
standards such as the IATA Standards Manual (ISM), etc.
f. PAA Quality System is structured according to the size and complexity of the operation
to be monitored.
g. PAA Quality System encompasses requirements as an Air Operator Certificate (AOC)
holder.
h. PAA Quality System shall be implemented to achieve the following goals:
i. Maintain Safe and Airworthy Aircraft;

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ii. Monitor and improve all Quality, Safety and Security related processes;
iii. Sustain mutually beneficial relationship with suppliers and service providers
i. PAA Quality System includes the Quality Assurance Program (QAP) which shall be
comprised of procedures designed to verify that all operations are being conducted in
accordance with all applicable requirements, standards and procedures. Kindly refer to
QSM 2.2.3 - Quality System Scope.

Quality System Objective

a. Endeavor to develop and implement a Quality Management System (QMS), at all times
to ensure compliance with relevant statutory and regulatory requirements.
b. PAA Quality System shall ensure that workmanship and materials used are in
conformance with the standard requirements and within the accepted practices.

Quality System Scope

Figure 2-1 Foundation of Quality System

3. REGULATORY AND STANDARDS PRACTICES:

Philippines Civil Aviation Regulations (PCAR),
Other applicable Regulatory requirements, Applicable ICAO Annex,
IATA Standards Manual (ISM), etc.

2. PAA ORGANIZATION MANUALS:

Operations Manual (OM),
Maintenance Control Manual (MCM),
Quality System Manual (QSM),
Safety Management System Manual (SMSM),
Security Program Manual, etc.

1. PAA QUALITY SYSTEM

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a. PAA Quality Audit shall cover several aspects to maintain oversight of its entire
operations, which were designed to ensure safety for both aircraft and personnel, as
described by provisions stated in PCAR I.S.:[Link].
i. Organization;
ii. Plans and company objectives;
iii. Operational procedures;
iv. AOC/AMO Operations specifications;
v. Supervision;
vi. Aircraft performance;
vii. Communications and navigational equipment and practices;
viii. Mass, balance and aircraft loading;
ix. Instruments and safety equipment;
x. Manuals, logs, and records;
xi. Flight and Duty Time Limitations, Rest requirements, and Scheduling;
xii. Aircraft Maintenance/Operations Interface;
xiii. Use of the MEL;
[Link] Programs and Continued Airworthiness;
xv. Airworthiness Directives Management;
[Link] Accomplishment;
xvii. Deferred Defect;
xviii. Dangerous Goods;
[Link]; and
xx. Training.

NOTE: 1. Current Audit Areas and/or Scope can be found in the Approved Audit
Schedule.

2. Audit Scope mentioned (above) may be subjected to change to address

current complexity of PAA Organization. However, QMD shall ensure that
all Audit Areas/Scope mentioned herewith are satisfied by current

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Approved Audit Area/Scope to ensure compliance with regulatory

requirements.

b. Documentation includes the relevant part of PAA Manual System, which includes but
not limited to the following:
i. Quality Policy;
ii. Terminology;
iii. Specified Operational Standards;
iv. Organizational Structure and Description;
v. Duties and Responsibilities;
vi. Operational procedures to ensure Regulatory Compliance;
vii. Safety Management System;
viii. Quality Assurance Program.

Quality System Management Promotion

A. Quality System Indoctrination:

a. “Quality System Management Indoctrination” may be conducted by QMD through the
Audit Exit Briefing or a scheduled indoctrination session.
b. The said Indoctrination shall cover the following topics:
i. An introduction to the concept of PAA Quality System;
ii. Quality management;
iii. The concept of Quality Assurance;
iv. Quality manuals;
v. Audit techniques;
vi. Reporting and recording; and
vii. The way in which the quality system will function in the company.
c. The allocation of time and resources should be governed by the size and complexity
of the operation concerned.

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d. “Quality Management Courses” are available from various National and/or

International Standard institutions, and an operator should consider whether to avail
of such courses for those likely to be involved in the management of quality systems.
Operators with sufficient appropriately qualified staff should consider whether to
carry out in-house training.

B. Quality Bulletin (QB)

a. Please refer to QSM Chapter 3.1 – Quality Bulletin for details.

C. QMD Workplace
a. PAA has subscribed to Facebook’s Workplace which facilitates employee
connectivity. Refer to Appendix 2A: QMD Workplace Page.
b. To maximize the said “Workplace,” QMD established an official account wherein it
posts various Quality related Bulletins to raise awareness to PAA and across other
AirAsia AOCs.

Continuous Improvement

PAA shall continuously improve the effectiveness of its Quality System through the
implementation of its established Quality Audit Program, audit procedures, corrective and
preventive actions, and management reviews.

Quality System – Audit Areas

a. PAA QMD shall implement a “Departmental-Processed Based” approach on all its

Internal Quality Audit (IQA). Refer to listed Audit Areas below:
i. Airworthiness Audit Areas (Engineering):
1. Technical Services;
2. Reliability Engineering;

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3. Technical Publications;
4. Technical Planning;
5. Technical Records;
6. Technical Purchasing;
7. Technical Training;
8. Maintenance Operations Control;
9. Aircraft Parts and Materials Warehouse;
10. Tool Room.
ii. Operations Audit Areas:
1. Flight Operations;
2. Cabin Services;
3. Safety Services;
4. Security;
5. Flight Dispatch;
6. Flight Operations Training and Standards;
7. Flight Technical;
8. Cargo Operations (Main);
9. Ramp Operations (Main);
10. Guest Services Operations (Main).
iii. For Station Audit:
1. Flight Operations – Load Control;
2. Implementation of Safety Management System (SMS);
3. Guest Services Operations;
4. Ramp Operations;
5. Cargo Operations;
6. Security Operations

b. In addition, PAA QMD shall conduct audits on all aircraft/operations related vendor and
sub-contractor in accordance with QSM Chapter 5 – Vendor and Sub-contractor
Accreditation.

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i. Base Maintenance;
ii. Line Maintenance;
iii. Service Provider;
iv. Vendor or Supplier;
v. Training Organization;
vi. Into-Plane Fueling.

NOTE: Audit Areas are not limited to items mentioned in this section. Additional
audit areas are subject to Head of QMD’s Approval.

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Quality Assurance Program

PAA Quality Assurance Program (QAP) Overview

Figure 2-2 QAP-PDCA

Implementation
Documentation
Quality System
Audit Planning Records

INPUT OUTPUT

 Regulatory Requirements;  Airworthy Aircraft;

 Customer Requirements.  Safe Air Transportation.

Action Follow-up Audit

(Internal/External)
Management Evaluation
Performance Measurement

General Policy

a. Philippines AirAsia, Inc. (PAA) Quality Assurance Program (QAP) shall be designed to
provide auditing of management system, its operations and maintenance functions; this
is to ensure that PAA is:
i. In compliance to Philippine Civil Aviation Regulation (PCAR) or any applicable
regulations;
ii. In adherence to Company operational requirements;
iii. Compliant to implemented company policies and procedures;
iv. Able to identify all areas that require improvement;
v. Able to identify hazards to operations based from the information gained from quality
audits and inspection that could be used in the mitigation of risk;
vi. Assessing the effectiveness of established quality, safety and security risk controls.

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b. PAA Quality System consists of a QAP that encompasses of planned and systematic
processes to provide confidence that all operations and maintenance procedures are
conducted in accordance with all applicable requirements, standards, and operational
procedures.
c. The primary purpose of the QAP is to ensure effective implementation of the Quality
System, to maintain control of the relevant activities in order to monitor:
i. Fulfillment of all applicable regulatory requirements;
ii. Achievement of expected standards and procedure.
d. The coverage of PAA QAP includes, but is not limited to, the following aspects:
i. Quality Audit;
ii. Quality Inspection;
iii. Monitoring of Corrective Action;
iv. Regulatory Requirements;
v. Management Review.
e. The implemented PAA QAP shall adhere to the requirements of the PCAR in relation to
PAA’s approval as an Air Operator Certificate (AOC) holder.
f. QMD shall have unrestricted access to all parts of aircraft, facilities, associated data and
relevant documentation that a quality objective may require.

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Quality Auditor’s Independence

General Policy

a. Independence of a Quality Auditor (Internal or External Auditor) refers to the truthful and
objective approach to the conduct of auditing. It is a concept that requires the Quality
Auditor to carry out his or her function freely and unbiased.
b. Quality Auditors have experience, responsibility, and authority to perform quality
inspection and audits as part of on-going quality assurance; identify and record any
concerns or findings, and the evidence necessary to substantiate such concerns or
findings, initiate or recommend solutions to concerns or findings through designated
reporting channels, verify the implementation of solutions within specific time scales,
and reporting directly to the Head of Quality Management Department (QMD).

Quality Auditor’s Independence

a. Quality Auditor’s Independence in accordance with the Philippine Civil Aviation
Regulations (PCAR) I.S.[Link] (3.5.1 to 2) provision:
i. Quality Auditors should “not” have any day-to-day involvement in the area of the
operation and/or maintenance activity that is to be audited. (3.5.1)
ii. An operator may, in addition to using the services of full-time dedicated personnel
belonging to the quality department, undertakes the monitoring of specific areas or
activities by the use of part-time Auditors. (3.5.1)
iii. An operator whose structure and size does not justify the establishment of full-time
auditors, may undertake the audit function by the use of part-time personnel from
within its own organization or from an external source under the terms of an
agreement acceptable to the Authority. (3.5.1)
iv. In all cases, the operator should develop suitable procedures to ensure that persons
directly responsible for the activities to be audited are not selected as part of the
auditing team. Where external auditors are used, it is essential that any external

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specialist is familiar with the type of operation and/or maintenance conducted by

PAA. (3.5.1)
v. The Operator’s Quality Assurance Program (QAP) should identify the persons within
the company who have the experience, responsibility and authority to: (3.5.2)
1. Perform Quality inspections and audits as part of on-going Quality Assurance;
2. Identify and record any concerns or findings, and the evidence necessary to
substantiate such concerns or findings;
3. Initiate or recommend solutions to concerns or findings through designated
reporting channels;
4. Verify the implementation of solutions within specific timescales;
5. Report directly to the Quality Manager.

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Management Review

General

a. Quality Management Review (QMR) is a periodic review conducted on a bi-annual basis

or as directed by the Accountable Manager. QMR is chaired by the Accountable
Manager and headed by the Head of Quality Management Department (QMD) with the
participation of the all department heads of Philippines AirAsia, Inc. (PAA).

NOTE: QMR is equivalent to Management Review or a Feedback System.

b. A QMR shall be held on a Bi-Annual (6-months) Interval or as directed by Accountable

Manager and Head of QMD.
c. QMR are held to discuss quality achievements and defaults, during this meeting the
following topics will be considered as a minimum:
i. Results of internal/external audits and inspections and other indicators, including
non-conformity reports.
ii. Results of Authority audits and inspections, including non-conformity reports.
iii. Significant issues from the Quality Assurance Program.
d. Such review permits senior management to consider significant issues of non-
compliance in areas of the organization that impact operational safety and security and
to:
i. Continually monitor and assess operational safety and security outcomes;
ii. Ensure appropriate corrective or preventive action that address the relevant
compliance issue has been implemented and are being monitored for effectiveness;
iii. Ensure continual improvement or operational safety and security performance.
e. The QMR is designed to identify and correct trends and to prevent, where possible,
future non-conformities.

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f. A report of the meeting will be issued by the Head of QMD, with evidence of the
discussed area and of agreed corrective action to be taken, this report is presented to
the Accountable Manager including all of the heads of department.
g. The Head of QMD, in preparation for the next QMR and in accordance to the evaluation
of the results of previous QMR, may implement the following:
i. Create additional Audit Areas;
ii. Reduce time of Audit Program;
iii. Monitor implementation of Corrective Action agreed with the Accountable Manager.

Quality Management Review (QMR) - Overview

a. Review Input – The input to management review shall include information on:
i. Results of Audits;
ii. Customer Feedback;
iii. Process Performance and Product Conformity;
iv. Status of Preventive and Corrective Actions;
v. Follow-Up Actions from Previous Management Review;
vi. Changes that could affect the Quality Management System;
vii. Recommendations for Improvement.
b. Review Output – The output from the management review shall include any decision
and any action related to:
i. Improvement of the effectiveness of the Quality Management System and its
processes.
ii. Improvement of product related to customer requirements.
iii. Resource needs

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QMR Members

The Quality Management Review Members (the “Members”) is composed of the following, at a
minimum:

Table 2-1 QMR Board Memebers

QMR MEMBERS

Chairman : PAA Accountable Manager

Head : Head of Quality Management Department

Members : Head of Corporate Quality

Director of Safety Services Department

Head of Security Department

Head of Finance Department

Director of Flight Operations Department

Manager of Cabin Services Department

Head of Engineering Department

Head of Ground Operations Department

a. QMR Member’s Responsibility:

i. The output and attendance in the management evaluation shall be documented and
should include strategies and action items for identified concerns.
ii. Managers or Department Heads are responsible in the review and implementation
of corrective/preventive actions, improvements and procedural changes where
necessary.

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iii. PAA concerned offices shall provide feedbacks on the audit findings to the relevant
organization to enhance its policies and procedures.
iv. The Members shall identify and correct any negative or unsatisfactory trends, in
order to prevent, where possible, future non-conformities.
v. General coordination and compliance monitoring of all action items that will arise
from the QMR shall be provided by QMD.
vi. Review of the status of these action items shall be part of the agenda on the
succeeding QMR meeting.

QMR Notification

a. Head of QMD is responsible in notifying all members or participants of the Quality

Management Review.
b. Notification may be sent in a form of email communication or formal letter, at least ten
(10) days prior to the actual date of QMR.
c. All members or participants shall acknowledge and respond to the notification to confirm
their availability for this activity.
d. Either the Accountable Manager or the Head of QMD may defer the Quality
Management Review at their discretion depending on the confirmation of the availability
of attendees or participants.
e. Head of QMD may reschedule said activity with concurrence from the Accountable
Manager.
f. In such case that a Member is not available on the scheduled QMR, the Member is
made responsible to inform the Head of QMD through email or letter form stating the
reason and may delegate a representative from their department.

Recording of QMR

a. All Attendees shall fill-out the QMR Attendance Sheet, to establish presence.

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b. Minutes of the Meeting shall be prepared and must be distributed to the Members at
least one (1) week after QMR has adjourned.
c. The Minutes of the Meeting shall contain all points-of-discussion, agreed
corrective/preventive action and target completion.
d. All records generated for the QMR shall be safe-kept by QMD in a pre-assigned binder.

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Appendix

Appendix 2A: QMD Workplace Page

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TABLE OF CONTENTS

CHAPTER 3 - GENERAL PROCEDURES ................................................................ 3.1.1

Quality Bulletin ........................................................................................................... 3.1.1
General .......................................................................................................... 3.1.1
Issuance and Approval of Quality Bulletin ..................................................... 3.1.1
Quality Inquiry ............................................................................................................ 3.2.1
General Policy ............................................................................................... 3.2.1
Recording of Quality Inquiry .......................................................................... 3.2.2
Documents and Records Keeping ............................................................................. 3.3.1
General .......................................................................................................... 3.3.1
Document/Records Handling and Storage .................................................... 3.3.1
Retention Period ............................................................................................ 3.3.2
Borrowing and Requesting of Documents/Records ....................................... 3.3.3

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CHAPTER 3 - GENERAL PROCEDURES

Quality Bulletin

General

a. A Quality Bulletin (QB) (Form no. PAA/OQA/F/001) is issued by Quality Management

Department (QMD) to provide information and guidelines on matters that need or
require the attention of concerned departments or organization.

NOTE: Refer to QSM 9.1.1 for Quality Bulletin, fill-out procedures.

b. QB procedure shall be applicable to Philippines AirAsia, Inc. (PAA) approval as an Air

Operator Certificate (AOC) holder.
c. QB shall be applicable to PAA Operational units mentioned in QSM 2.2.6 – Quality
System Audit Areas.
i. A QB may be issued for the following purposes:
ii. Notification of a quality and/or regulatory related issues;
iii. Explain or clarify information, policies or procedures pertaining to quality related
issue;
iv. Immediate dissemination of information and/or application of new policy or
procedure.
v. Other quality related information that require necessary attention

Issuance and Approval of Quality Bulletin

a. Quality Manager may assign quality personnel to construct the QB as necessary.

b. All QB shall be reviewed and approved by the Head of QMD.
c. QB shall not affect any approved procedures and technical data being used during
maintenance and operation of aircraft.

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d. All QB control numbers shall have the following naming convention:

1. Year when the QB was generated.

QB-YR-001 2. Running sequence number to all QB
released for the year.
1 2

NOTE: The running sequence number will reset every year.

e. A separate reference log sheet or logbook shall be made for the monitoring of control
numbers of all issued QB.
f. A QB shall remain effective and valid from the date of issue until revoked, cancelled, or
revised by the Head of QMD.
g. A QB shall be issued for the purpose of announcing any revoked, superseded or
cancelled QB, indicating the control number being revoked, superseded and or
cancelled.
h. A Read and Sign Form (Form No. PAA/OQA/F/021) shall be filled-out by concerned
department and organization as acknowledgement once QB has been disseminated.

NOTE: Refer to QSM 9.1.4 for Read and Sign, fill-out procedures.

i. All QB shall be posted on easily accessible areas.

j. All issued QB shall be filed on a separate binder for future reference. Any revoked,
superseded, and cancelled QB maybe on the same file binder with a separate divider for
proper identification.

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Quality Inquiry

General Policy

a. Philippines AirAsia, Inc. (PAA) Quality Management Department (QMD) shall have the
responsibility to conduct a separate inquiry to all “Quality Related Occurrences”
involving PAA offices, subcontractor and vendor/supplier, which has resulted to
mechanical irregularities related to the Airworthiness of Aircraft that may result from an
incident.

REMINDER: 1. The said inquiry shall focus mainly on the contributing or causal factors,
and not on the error itself.
2. Inquiry should be FACT finding and not a fault finding committee.
3. Full cooperation from all involved parties during the course of the inquiry.

b. Collecting reliable, consistent information should consider at least the following

elements as part of the inquiry:
i. Ensure impartial party directs the investigation;
ii. Document a chronological sequence of events that led to the undesirable
occurrences;
iii. Root cause and risk analysis techniques;
iv. Interview techniques;
v. Ensure realistic corrective actions are developed, and that they can be measured.
c. Elements to consider for inquiry threshold:
i. Aircraft maintenance break down (technician mistakes or inaction);
ii. An event impact on operations;
iii. Reoccurring mechanical irregularities affecting airworthiness of aircraft;
iv. Trends from scheduled audits;
v. Regulatory or Standard procedure issues.

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d. As a minimum inquiry should answer the WHO, WHAT, WHEN, WHERE, WHY and
HOW question and once collected, the information can be used for:
i. Trend analysis;
ii. Create and govern preventive action measures;
iii. A means of disseminating information;
iv. Timely information for training interventions;
v. Identifying systemic troubles.
e. QMD shall encourage self-disclosure and voluntary reporting of non-compliance to
standards or regulation and in which staff will be treated in a fair manner.
f. QMD shall ensure confidentiality of all reports and evidences. Only authorized by the
Head of QMD will be permitted to access files of enquiry reports and evidences.

Recording of Quality Inquiry

a. All person interviewed for the purpose of Quality Inquiry shall complete the Interview
Logsheet (Form no. PAA/OQA/F/043) for documentation.

NOTE: Refer to QSM 9.2.9 – Interview Logsheet, fill-out procedures.

b. As a result of the Quality Inquiry, the assigned QMD shall established and finalized an
Analysis Report (Form no. PAA/OQA/F/045) for proper documentation including all
evidences and filed on a separate binder for safe keeping.

NOTE: Refer to QSM 9.1.5 – Analysis Report, fill-out procedures.

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Documents and Records Keeping

General

a. Accurate, complete, and readily accessible records documenting the results of the
Quality Assurance Program (QAP) are maintained by Quality Management Department
(QMD) as they constitute essential data and information which will enable QMD to
determine the root cause of a finding, and identify appropriate corrective/preventive
actions to address the non-conformity/non-compliance accordingly.
b. All documents shall be retained in order to provide evidence for a properly working
Quality System, demonstrating that every part of the system is under control and that
deviations and non-conformities are regularly searched, treated and resolved as
applicable.
c. General document and record system can be referred to Document Control Manual
(DCM).

Document/Records Handling and Storage

A. Identification and legibility:

a. Shelves shall have proper labels or markings for easy accessibility of documents.
b. Documents identified as confidential shall be stored in a secured storage area and
shall be kept restricted. No person shall have the right to access these documents
unless authorized by the Head of QMD.
B. Protection and security:
a. Appropriate shelves shall be provided to ensure that all documents are safe and kept
away from any destruction and theft.
b. As necessary, all hard copies of the documents shall be scanned and saved to the
Quality Shared Folder.
c. Manual back-up procedure (External Hard drive) shall be performed periodically.

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C. Disposal or Deletion of Electronic Record:

a. Only the Head of QMD has the authority to approve and identify documents for
disposal.
b. Any documents identified for disposal shall be marked or stamped “FOR
DISPOSAL.”
c. All documents for disposal shall be shredded.

Retention Period

a. All completed documents shall be classified and retained, as follows:

Table 3-1 Retention Period

Record Type Retention Period

Active File 2 years

Inactive File 5 years

b. All records exceeding the prescribed two (2) years retention period for active file shall be
transferred to PAA Archive to be identified as inactive documents.
c. In the event of “Temporary Change of Operator,” all records shall be made available to
the new operator.
d. In the event of “Permanent Change of Operator,” all records shall be retained by PAA
and then transferred to the purchaser/lessor at the time when aircraft is sold or leased.
e. Where PAA terminates its operation, all retained maintenance records covering the last
two (2) years shall be distributed to the last owner or customer of the respective aircraft
or component. If it is impossible to trace the owner or customer, the maintenance
records shall be stored by the competent authority.

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Borrowing and Requesting of Documents/Records

a. Approval from the Head of QMD shall be necessary prior to borrowing or providing a
copy of any quality documents.
b. Any quality document that was being borrowed by other department shall be properly
log on the Borrowers Logbook.
c. Separate borrowers logbook shall be provide for recording purposes.

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TABLE OF CONTENTS

CHAPTER 4 - QUALITY AUDIT PROCEDURES ...................................................... 4.1.1

Quality Audit .............................................................................................................. 4.1.1
General .......................................................................................................... 4.1.1
Audit Category ............................................................................................... 4.1.2
Regulatory Audit ............................................................................................ 4.1.3
Third Party Audit ............................................................................................ 4.1.3
Joint Station Compliance Audit (JSCA) ......................................................... 4.1.4
Audit Planning ............................................................................................................ 4.2.1
Overview ........................................................................................................ 4.2.1
Audit Planning and Schedule ......................................................................... 4.2.1
Audit Schedule Implementation ..................................................................... 4.2.3
Audit Schedule Monitoring and Review ......................................................... 4.2.4
Audit Area Identification ................................................................................. 4.2.4
Allocation of Auditors ..................................................................................... 4.2.7
Audit Preparation ....................................................................................................... 4.3.1
Overview ........................................................................................................ 4.3.1
General .......................................................................................................... 4.3.1
Assignment of Audit ....................................................................................... 4.3.2
Audit Notification ............................................................................................ 4.3.2
Auditor’s Resources....................................................................................... 4.3.3
Auditor’s Research and Review ..................................................................... 4.3.4
Audit Checksheet........................................................................................... 4.3.4
Actual Audit ................................................................................................................ 4.4.1
Overview ........................................................................................................ 4.4.1
General .......................................................................................................... 4.4.1
Entry Briefing ................................................................................................. 4.4.2
Audit Proper ................................................................................................... 4.4.2
Exit Briefing ................................................................................................... 4.4.5
Audit Reporting .......................................................................................................... 4.5.1

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Overview ........................................................................................................ 4.5.1

General .......................................................................................................... 4.5.1
Audit Report ................................................................................................... 4.5.2
Finding Category ........................................................................................... 4.5.3
Type of Action Required ................................................................................ 4.5.4
Non-Conformity Report .................................................................................. 4.5.4
Auditee’s Response and NCR Closure ...................................................................... 4.6.1
Overview ........................................................................................................ 4.6.1
NCR Response and Compliance Period ........................................................ 4.6.2
Auditee’s Response for Non-Conformity Report ............................................ 4.6.3
Review and Acceptance of Corrective/Preventive Action Plan ...................... 4.6.7
Corrective/Preventive Action Verification ....................................................... 4.6.8
NCR Closure and Re-issuance ...................................................................... 4.6.8
Auditee’s Non-Response ............................................................................... 4.6.9
Audit Monitoring ......................................................................................................... 4.7.1
Overview ........................................................................................................ 4.7.1
Electronic Database....................................................................................... 4.7.1
Monitoring of Non-Conformity Report ............................................................ 4.7.2
Audit Finding Life-Cycle ................................................................................. 4.7.3
Audit Records ............................................................................................................ 4.8.1
General .......................................................................................................... 4.8.1
Handling of Audit Records ............................................................................. 4.8.1
Retention Period ............................................................................................ 4.8.2
Handling of IOSA Audit .............................................................................................. 4.9.1
General .......................................................................................................... 4.9.1
Quality Inspection .................................................................................................... 4.10.1
Overview .................................................................................................. 4.10.1
General..................................................................................................... 4.10.2
Quality Inspection Code ........................................................................... 4.10.2
Quality Inspection Procedures .................................................................. 4.10.3

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CHAPTER 4 - QUALITY AUDIT PROCEDURES

Quality Audit

General

a. Quality Audit is a systematic and independent comparison of the way in which an

operation is being conducted against the requirements of published operational and
regulatory procedures.
b. Philippines AirAsia, Inc. (PAA) Quality Assurance Program (QAP) includes all those
systematic measures needed to ensure that the organization is well planned, organized,
operated, maintained, developed and supported in accordance with Civil Aviation
Authority of the Philippines (CAAP) Regulations.
c. PAA QAP has been prepared to ensure Regulatory Compliance with the Aviation
Authority. The QAP includes all planned and systematic actions necessary to provide
confidence that all Flight Operations and Maintenance are conducted in accordance with
all applicable requirements, standards and procedures. In order to establish a control
system over PAA operation or aircrafts.
Figure 4-1 PAA Audit Phases
PHASE 1:
AUDIT PLANNING
PHASE 2:
AUDIT PREPARATION

PHASE 3:
CONDUCT OF AUDIT
PHASE 4:
AUDIT REPORTING
PHASE 5:
AUDITEE’S ACTION &
NCR CLOSURE
PHASE 6:
AUDIT MONITORING

PHASE 7:
AUDIT RECORDS

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Audit Category

a. Internal Quality Audit (IQA) is an audit conducted to internal organization of Philippines

AirAsia, Inc. (PAA) involving departments under maintenance and operations.

NOTE: Kindly refer to QSM 2.2.6 for details regarding covered areas.

b. External Quality Audit or Vendor and Sub-contractor Audit (VSA):

i. Maintenance Provider:
1. Base Maintenance Audit is conducted to all PAA Contracted Maintenance
Organization performing Aircraft Heavy Maintenance or Overhaul; or
Engine/Component Repair Shop.
2. Line Maintenance Audit is conducted to all PAA Contracted Maintenance
Organization performing Line Maintenance up to A-Check.
ii. Service Provider:
1. Service Provider Audit is conducted to all PAA Service Providers such as
Training Organization, Ground Handling, De-icing/Anti-Icing, Calibration Facility,
Aircraft Cleaning, Aircraft Pest Control, etc.
2. Into-Plane Audit is conducted to PAA Contracted Fuel Provider/Into-Plane
Service provider.
iii. Vendor/Supplier Audit is conducted to PAA Aircraft Parts and Materials suppliers.

NOTE: Items mentioned above may be performed thru an On-site Audit, Remote
Audit or Self-Assessment, as approved by the Head of QMD or depending
on the complexity of the organization. Refer to QSM Chapter 5 – Vendor
and Sub-contractor Accreditation.

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Regulatory Audit

a. Regulatory Audit shall involve the following:

i. Certification Audit;
ii. Additional Capability Audit;
iii. Surveillance Audit;
iv. Special Purpose Audit;
v. Aircraft Airworthiness Inspection;
vi. Minimum Required Annual Inspection (MRAI) – AOC.

NOTE: Regulatory Audit shall not be limited to items mentioned above. .

b. Quality Management Department (QMD) shall adhere to the requirements requested by

the Aviation Authority during the conduct of Audit. Aviation Authority Inspectors shall
have full access to PAA facilities, records, etc., as required.
c. QMD personnel shall assist the Aviation Authority Inspectors on all requirements that
they may require including Transportation and Accommodation (if necessary).
d. QMD personnel shall act as “Audit Guides” during the conduct of Audit.

NOTE: Refer to QSM Chapter 8.1 – Regulatory Audit for details regarding the
subject matter.

Third Party Audit

a. During an External Audit by other organization or certifying body; PAA QMD shall assist
with the auditors during audit proper.
b. QMD shall coordinate with and notify involved departments of PAA and provide details
and Audit Scope of the External Auditor.

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c. QMD may inform external auditor that direct access to or copy of documents or records
may be restricted provided that the head of department shall grant approval and
authorization.
d. Head of QMD may assign quality personnel to assist during the audit proper.
e. Assign quality personnel during the external audit shall only act as “Observer” during the
audit proper.
f. Any findings or observation by disclose by external auditor shall be communicated to
involved department and request proper corrective/preventive action as necessary.
g. QMD shall also be responsible for review and submission of the corrective/preventive
action provided by involved department.
h. QMD may also monitor and verify effectiveness of corrective/preventive action
necessary for the closure.
i. A separate file binder shall be provided by QMD to all external audit reports including
the corrective/preventive actions for documentation purposes and future reference.

Joint Station Compliance Audit (JSCA)

a. The JSCA is an initiative by AirAsia Group Operational Quality Assurance (GOQA) to

efficiently conduct audits on common stations with other AirAsia AOCs.
b. PAA QMD and AirAsia GOQA shall ensure synchronization of their respective station
audit schedule.
c. QMD shall send representative (Auditor) during the conduct of JSCA, as available.
d. PAA QMD shall generate its own Audit Report based from the conducted JSCA.
However, it will be in conjunction with the Overall Audit Report by GOQA.
e. Objective Evidences, Entry & Exit Briefing Attendance Sheet, etc. shall be secured from
GOQA for additional reference.

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Audit Planning

Overview

Figure 4-2 Audit Planning

PHASE 1:
AUDIT PLANNING

REVIEW OF PREVIOUS
AUDIT SCHEDULE

IDENTIFICATION OF
AUDIT AREAS

SCHEDULING OF AUDIT
AND
AUDITOR SELECTION

AUDIT SCHEDULE
EVALUATION AND
APPROVAL

IMPLEMENTATION OF
AUDIT SCHEDULE

Audit Planning and Schedule

a. Audit planning is performed by the Head of QMD or may be delegated to Quality Auditor
to prepare the audit schedule.
b. Items to consider during Audit Planning:
i. To be scheduled at intervals to meet regulatory and management system
requirements;
ii. To be completed within a specified time period as per QSM 4.2.2 item l;

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iii. Audit Scope and Objective must be appropriate to the Audit Area and must address
compliance to the Philippine Civil Aviation Regulations (PCAR) requirements,
Philippines AirAsia, Inc. (PAA) standards and other applicable standards or
requirements;
iv. Consider relevant operational safety or security events that have occurred;
v. Consider significant changes to the management, organization, operation and/or
technologies;
vi. Consider results from previous audit, including the effectiveness of corrective action
that has been implemented.
c. Audit Schedule shall be issued on an “Annual” basis, showing all areas to be audited.
d. Audit Schedule will show a yearly overview of all tasks and their execution starting from
the month of February until November of each year.
e. Preparation and development of Audit Schedule, including the assignment of Auditors
shall be initiated during the first month of the year and the consolidation of all audit
results shall be accomplished on the last month of the year.

NOTE: Determination of trends and effectiveness of all corrective/preventive action

shall be performed.

f. Head of QMD may increase the frequency of audits at his/her discretion according to
findings and needs for further evaluations of that particular audit area.
g. Each scheduled audit area shall be accomplished at least once per year.
h. Audit Schedule shall be prepared by the Head of QMD and approved by the
Accountable Manager.
i. Audit Schedule will be revised as follows:
i. At the expiration of the previous plan;
ii. Following procedures or organization changes;
iii. When poor training/operation practices or un-airworthy conditions are evidenced;
iv. Significant changes of training and or technologies;

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v. Following changes of regulatory requirements;

vi. At discretion of the Head-QMD.
j. Audit Schedule shall be flexible, allowing “Unscheduled Audits” or inspections when
negative trends are identified or whenever the situation requires.
k. Follow-up Audits may be scheduled base on the accomplishment dates or target dates
provided by auditee to verify that corrective/preventive actions have been carried-out
and were effective.
l. In-case the Audit Schedule cannot be met due to operational requirements of the
Auditee. The Audit Schedule can be deferred only once, but not to exceed twelve (12)
months.

NOTE: Refer to QSM 4.3.4 – Audit Notification for additional details.

Audit Schedule Implementation

a. The implementation of audit schedule addresses the following:

i. Communicating the audit plan to the Accountable Manager;
ii. Coordinating and scheduling audits and other activities relevant to the audit plan;
iii. Establishing and maintaining a process for the evaluation of the auditors and their
continual professional development;
iv. Ensuring the selection of audit teams;
v. Providing necessary resources to the audit team;
vi. Ensuring the conduct of audits according to the audit plan;
vii. Ensuring the control of records of the audit activities;
viii. Ensuring review and approval of audit reports, and ensuring their distribution to the
audit client and other specified parties;
ix. Ensuring audit follow-up and closure.

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Audit Schedule Monitoring and Review

a. The implementation of the audit schedule should be monitored and if necessary at

appropriate intervals, reviewed to assess whether its objectives have met and to identify
opportunities for improvement.
b. “Quarterly Review” of Audit Schedule may be necessary to determine effectiveness and
the achievements of audit task.
c. This review and monitoring of the Audit Schedule shall be initiated by a Quality
Assurance Inspector, as delegated by the Head of QMD.
d. Audit Schedule review should consider but not limited to the following:
i. Results and trends from monitoring;
ii. Additional areas or scope to be included on the audit plan;
iii. Deferral of audits;
iv. Review of findings and its closure;
v. Findings with overdue corrective and/or preventive action plan;
vi. Audits with no response with the auditee.
e. Any changes on the Audit Schedule shall require approval from the Accountable
Manager.

Audit Area Identification

a. Construction of the Audit Code:

1. Pre-assigned three (3) letter code, identifying

the audit area. Refer to QSM 4.2.5 item b
AAA-YR-01 (below).
2. Last two (2) digit of the Year when the audit
1 2 3 was conducted.
3. Running sequence number of Audit conducted
for the year.

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NOTE: 1. This pre-assigned audit code shall be indicated on all generated audit
records.

2. The running sequence number will reset every year.

b. Audit Area Code:

NOTE: Current Audit Area codes are in accordance with QSM 2.2.6 – Quality
System – Audit Areas.

i. Airworthiness:
Table 4-1 Airworthiness Audit Area Codes

Code Audit Area

TPL Technical Planning

PUR Purchasing

TSE Technical Services

REL Reliability Program

PUB Technical Publication

REC Technical Records

TRG Technical Training

MOC Maintenance Operations Center

MAT Aircraft Parts and Materials Warehouse

TLR Tool Room

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ii. Operations:
Table 4-2 Operations Audit Area Codes

Code Audit Area

FOD Flight Operations Department

CCD Cabin Services Department

SAF Safety Service Department

SEC Security Department

FLD Flight Dispatch

FTS Flight Operations Training Standards

NVS Flight Technicals

CGO Cargo Operations

RMP Ramp Operations

GSO Guest Services Operations

iii. PAA Station Audit:

Table 4.2.5-3: Station Audit Area Codes

Code Audit Area

STA PAA Station Audit

Item STA Audit Composition

1 Flight Operations – Load Control

2 Implementation of SMS
3 Guest Services Operations
4 Ramp Operations
5 Cargo Operations
6 Security Operations

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iv. Vendor/Sub-contractor Audit:

Table 4-3 Vendor/Sub-contractor Audit Codes

Code Audit Area

VSA Base Maintenance

VSB Line Maintenance

VSC Service Provider

VSD Vendor or Supplier

VSE Training Organization

IPR Into-Plane Fuelling

Allocation of Auditors

a. Head of QMD shall have the responsibility to assign and allocate qualified auditors in
connection with the audit schedule.
b. Depending on the area or organization to be audited, the Head of QMD has the
discretion on how many auditors to be assigned.

NOTE: If more than one auditor will be assigned, one of which will be assigned as
lead auditor and the others as audit members.

c. Lead Auditor shall be responsible for:

i. Communicating with the auditee on any upcoming audit schedule;
ii. Conducting audit briefing (entry and exit);
iii. Conducting the audit proper;
iv. Reviewing the audit report and non-conformity report prepared by audit member;
v. Evaluate corrective/preventive action provided by auditee;

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vi. Recommend to Head of QMD, approval or disapproval for any closure of audit
finding.
d. Audit Member shall be responsible for:
i. Assisting the Lead Auditor during the audit proper;
ii. Preparing the Audit Report;
iii. Performing any other tasks as delegated by the Lead Auditor.

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Audit Preparation

Overview

Figure 4-3 Audit Preparation

PHASE 2:
AUDIT PREPARATION

AUDIT ASSIGNMENT

AUDIT NOTIFICATION

PRE-AUDIT MEETING

ARRANGEMENT OF
AUDITOR’S RESOURCES

RESEARCH AND REVIEW

PREPARATION OF AUDIT
CHECKSHEET

General

a. Preparation of audit begins in advance of the date of the audit visit by collecting all
information necessary by conducting research into any relevant incidents or
irregularities that may have occurred.
b. Review of published documents, including previous audit reports. Preparation of the
audit shall include also preliminary analysis of activities, documents, and events to be
audited, in order to evaluate requirements, procedures and standards.

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c. Audit Preparation Checklist (Form no. PAA/OQA/F/017) shall be completed during Audit
Preparation Phase to ensure proper documentation.

NOTE: Refer to QSM 9.2.10 for Audit Preparation Checklist fill-out procedures.

Assignment of Audit

a. Head of Quality Management Department (QMD) has the responsibility to assign audit
areas base on the approved audit schedule.
b. A Notification through e-mail shall be sent by the Head of QMD detailing the following:
i. Assigned auditor;
ii. Audit area;
iii. Planned audit date.

NOTE: In the case that the given date of the audit will conflict the other activities or
task of the assigned auditor, he/she may request to the Head of QMD
deferment or rescheduling of the planned audit date, stating the reason to
justify deferment via email communication.

Audit Notification

a. Assigned auditor shall be responsible for notifying the auditee using the Audit
Notification Form (Form no. PAA/OQA/F/004), below minimum details.

NOTE: Refer to QSM 9.2.1 for Audit Notification fill-out procedures

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b. Assigned auditor may transmit audit notification via e-mail or any acceptable means.
c. Audit notification shall be transmitted to the auditee ten (10) working days prior to the
planned audit schedule.
d. Assigned auditor shall require auditee to acknowledge and fill-out the acceptance
column of audit notification confirming all the details specified on the audit notification.
e. If the auditee has determined that the proposed Date of Audit conflicts to other activities,
auditee may request deferral of audit schedule stating the reason and the preferred date
on the “Remarks” block of the notification form.

NOTE: Auditee may defer a scheduled audit once, but not to exceed three (3)
months from the planned audit schedule. Refer to QSM 4.2.2 item l.

f. Assigned auditor may acknowledge/accept the request for deferral by putting his/her
initial on the “Auditee’s Acknowledgement” block.

Auditor’s Resources

a. Head of QMD shall ensure assigned auditors have sufficient travel allowance and other
resources.
b. A Pre-Audit Meeting shall be facilitated by the Lead Auditor, to properly disseminate
audit preparation assignments.
c. The auditor shall have all the necessary logistical arrangements including
Transportation (via Air or Land Travel) going to and from the location of the Auditee,
Accommodation (if necessary) and access to the Auditee’s Facility Pass (i.e. Ramp
Pass, Gate Pass, etc.).

NOTE: Auditor’s Travel Allowances shall be requested prior to the travel period.

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Travel Allowances shall be in accordance with PAA Company Policy.

Auditor’s Research and Review

a. It is important that Auditors are aware of the policies and processes of the Auditee prior
to the conduct of audit. They shall review or research essential information to efficiently
conduct audit.
b. Auditors may review the following documents prior to the audit:
i. Company policy and procedures;
ii. Applicable regulations and standards;
iii. Previous audit report and non-conformity (if necessary);
iv. And other relevant documents.

Audit Checksheet

a. Audit Checksheets (Form no. PAA/OQA/F/036) are developed through the course of
reviewing various materials or documents such as:
i. PAA Company Manuals;
ii. Service Level Agreement (SLA);
iii. CAAP Rules and Regulations;
iv. Other Aviation Authorities (e.g. FAA, EASA, etc.), as applicable;
v. International Standards and Recommended Practices (e.g. ICAO, IOSA, etc.), as
applicable.

NOTE: Relevant references such as Civil Aviation Regulations (CAR) and Company
Procedures or Policies shall be indicated in the Audit Checksheet –
Reference Column.

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b. Audit Checksheet shall be controlled and maintained by QMD; the following procedures
shall be adhered to:
i. Each check sheet created shall be traceable to its intended Audit Area.
ii. Audit Check sheet control number shall be written in this format:

Audit Area Code – Revision number

Sample: Audit for Technical Services which have a checklist on its 2 nd revision, shall be written
as TSE-R02.

NOTE: Please refer to QSM 9.2.2 – Audit Checksheet, fill-out procedures for
details.

a. Audit check sheet shall be used by auditors as guidelines during the actual conduct of
audit to have systematic and organized auditing process.
b. Auditor may also include additional items not mentioned on the audit check sheet if
he/she determines that the area needs or requires attention.
c. Audit checksheet may be revised as necessary once determine that check sheet
requires improvement or additional area to be included.
d. Any recommendation for improvement on the audit check sheet may be raised to the
Head of QMD during the quarterly review of audit schedule.

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Actual Audit

Overview

Figure 4-4 Actual Audit

PHASE 3:
AUDIT PROPER

ENTRY BRIEFING

ACTUAL AUDIT

EXIT BRIEFING

General

a. The purpose of Quality Audit is to do a systematic and independent comparison of the

way in which an operation is being conducted against the way in which the published
procedures say it should be conducted.
b. During an audit, auditor is required to prepare and have all the necessary tools and
reference that will be used as guidelines and evidence during the actual audit and
preparation of reports.
c. Basic tools during the conduct of audit are the following forms:
i. Audit Notification;
ii. Attendance Sheet;
iii. Audit Checksheet;
iv. Audit Debriefing Form.

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Entry Briefing

a. The auditor shall request or require for the presence (if possible) of the head of the
department being audited for the entry briefing.
b. An “Attendance Sheet” shall be accomplished by the auditee and acknowledge by
assigned auditor.

NOTE: Refer to QSM 9.2.3 for Quality Audit Attendance Sheet, fill-out procedures.

c. Prior to execution of the audit “Entry Briefing” shall be conducted to give description on
the part of the auditee and to formalize the start of the audit activity.
d. During the Entry Briefing, the Lead Auditor shall:
i. Preside over the entry meeting;
ii. Introduce the Audit Team to the Auditee(s);
iii. Confirm all information stated in the Audit Notification;
iv. Explain the role of an Audit Guide (as necessary);
v. Explain the scope and methodology of audit;
vi. Use of audit check sheet;
vii. Request auditee’s approval to obtain records of evidences such as photocopy of
documents, photographs or any suitable form of evidence;
viii. Clarification on the details prior to the closure of the entry briefing;
ix. Commence with the actual Audit, as scheduled.
e. If an Audit activity may take more than one (1) day, it will be necessary to conduct entry
briefing prior to the start of each audit activity.

Audit Proper

a. During the audit proper audit techniques stated in this section can be used.
b. The following Guidelines may be useful when preparing and conducting an interview:

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i. Define the areas to be explored and set specific objectives;

ii. Explain why an interview should take place;
iii. Use “Open Questions” and avoid complex questions or phrases;
iv. Ensure that questions are understood by the Auditee;
v. Listen carefully to answers and allow interviewee to do most of the talking;
vi. Avoid being sub-tracked from your original objectives;
vii. Terminate the interview if the atmosphere becomes highly negative;
viii. Always thank the auditee/interviewee at the conclusion of the interview; and
ix. Document responses during, or as soon as possible following the interview.
x. Gathering of “Objective Evidence.”
c. An Auditor measures compliance or conformance by gathering and analyzing Objective
Evidences.

NOTE: Objective Evidences are information which can be proved “Factual” and
“True.”

d. Auditors gather Objective Evidence(s) by:

i. Checking Records;
ii. Examining documents;
iii. Witnessing an Event, Activity or Process; and
iv. Interviewing the Auditee(s).

REMINDER: Auditor should always gather pertinent evidences from the auditee, to
validate areas that have been checked or audited. These evidences
gathered shall also be kept with the audit area’s permanent records.

e. Observing actual process:

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i. Primary purpose of observing actual process is to check a particular event, action,

document etc., in order to verify whether established procedures and requirements
are followed during the accomplishment of that event and whether the standard is
achieved.
ii. Several factors necessary for effective or observation the auditor must:
1. Be Selective - An Auditor/Audit Team might overlook an Auditee’s Department,
first for Safety and, second for Improvement of Operations.
2. Know what to look for - The more an Auditor/Audit Team knows about an
Auditee’s Duties and Responsibilities, the more the Auditor/Audit Team can
effectively inspect and observe.
3. Keep an Open mind - One way to increase “Open-Mindedness” is NOT to
prejudge facts. Auditor must accept facts, no matter what might be the
conclusion.
4. Guard against Habit and Familiarity - Asking the Questions with: WHAT,
WHERE, WHO, WHEN, WHY and HOW are often use to help uncover the real
meaning of the situation.
5. Record Observation Automatically - Record all observation, evidences and facts
gathered including the Auditor’s Comments on Actions taken and Results of the
Actions taken.
f. Sampling:
i. It will “not” always be possible or necessary for an Auditor/Audit Team to examine all
of the activities; especially, if the activity involves review of a “large volume of
documentation.” Time available to accomplish the inspection and the experience
level of the Auditors are the limiting factors.
ii. “Sampling” is accomplished by examining ONLY a Representative Sample of the
Population, whose results would then make possible and reliable conclusion
regarding the overall level of conformance of the Auditee’s System.
iii. The Auditor must use good judgment, experience and risk management technique,
before deciding on how much sample or even to use sampling concepts at all.

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iv. The Auditor must select the sample with care and forethought, in order to provide a
Representative Picture of the True Situation.
v. Sampling is used by the Auditor, whenever sufficient evidence (typically three
examples) is needed in order to reliably justify an Audit Finding(s).
vi. The two (2) Most Common Methods of Sampling are:
1. Random Sampling - carried out in such a way that every unit of the population will
have an equal chance of being included in the sample with equal probability.
2. Systematic Sampling - simply taking samples at fixed intervals i.e. five (5)
samples every hour; twenty (20) samples every 200 outputs; every twelfth item
and so on.

Exit Briefing

a. During an exit briefing auditor shall request or require the presence of the head of the
department being audited.
b. Exit briefing shall be necessary to discuss any highlighted concerns by auditor that may
require necessary action to mitigate or eliminate occurrences of such findings or
observation.
c. Prior to any exit briefing to auditee, the audit team should conduct a separate briefing to
discuss and evaluate all evidences gathered during the audit.
d. After review and evaluation the auditor should fill-in the Audit Debriefing Form (Form no.
PAA/OQA/F/028) for any findings or observation noted during the audit.
e. Attendees of the Exit Briefing shall be recorded through the “Attendance Sheet.”
f. Auditor should explain all information relating to the audit activity and request for the
auditee concurrence.
g. Findings or Observations must be acknowledged by the Auditee, once its contents have
been properly explained to them. Allow time for questions and clarifications from the
Auditee(s) regarding the Audit and Audit Findings.
h. The Audit Debriefing Form (ADF) shall be acknowledge by the Auditee, indicates their
acceptance.

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NOTE: 1. Refer to QSM 9.2.4 for ADF fill-out procedures.

2. Duplicate Copy of the ADF shall be provided to the Auditee for their
Remedial Action and initial preparation for Corrective/Preventive Action.
3. Original Copy of the ADF shall be retained by QMD Auditor for
reference for Audit Reporting Phase and records keeping.

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Audit Reporting

Overview

Figure 4-5 Audit Reporting

PHASE 4:
AUDIT REPORTING

REVIEW OF GATHERED
AUDIT DOCUMENTS
AUDIT RECORDS

REVIEW OF
AUDIT FINDINGS

PREPARE AUDIT REPORT

& NCR (if any)

HEAD OF QMD REVIEW

RELEASE
AUDIT REPORT &
NCR TO AUDITEE

General

a. The result of an audit should be reported accordingly to document all necessary details
that have been noted or highlighted during the audit activity.
b. Audit report may also be used as tools to acknowledge auditee’s achievements or
improvements base from the previous audits.

NOTE: 1. An Audit Report shall “not” include any subjective statements,

suggestions or recommendations.

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2. Audit Reports and Non-conformity reports shall be “CONFIDENTIAL”

and only authorized by the Head of Quality Management Department
(QMD) may view or may obtain a copy of said documents.

c. Assigned auditor shall be responsible for the preparation of an audit report and
evaluation of any findings or observation noted during the audit.
d. Audit report including the Non-Conformity Report (NCR) (if any) shall be prepared by the
assigned auditor after any audit and forward the copy to the Head of QMD for final
review and dissemination to responsible personnel of audited department or
organization.
e. Head of QMD shall transmit the audit report and NCR to the responsible personnel of
audited department or organization within ten (10) days.

Audit Report

a. Audit Report Form (Form no. PAA/OQA/F/014) shall be used to document any audit
result, it shall contain but not limited to the following information:
i. Audit Code;
ii. Auditee’s/Department’s Information;
iii. Date of Audit;
iv. Location of Audit;
v. Audit Objective;
vi. Audit Scope;
vii. References;
viii. Assigned Auditor(s);
ix. Auditee(s);
x. Methodology;
xi. Conclusion;
xii. Audit Finding raised.

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b. The Audit Report Form (ARF) shall be traceable to the Audit Code.

NOTE: Refer to QSM 9.2.5 – ARF for fill-out procedures.

c. Audit Report shall be signed by the assigned auditor(s) and have final concurrence by
the Head of QMD.
d. Audit report shall be prepared by the assigned auditor(s) after every audit.
e. Head of QMD shall be responsible to transmit the audit report to responsible personnel
of audited department or organization through email or any acceptable means.
f. A copy of any audit report shall also be provided to the Accountable Manager of
Philippines AirAsia, Inc. (PAA) for reference.
g. All audit report including NCR shall be filed on a separate file binder with proper tabbing.

Finding Category

Table 4-4 Finding Category

LEVEL CATEGORY DESCRIPTION

Any significant non-conformity to regulatory

requirements or published procedures that lower the
1 MAJOR safety standards and directly affect or impact the
airworthiness of aircraft and safe operation of flight due
to severity of such non-conformity.

Any non-conformity to regulatory requirements or

published procedures which could lower the safety
2 MINOR standard and could affect the airworthiness of aircraft
and safe operation of flight. In this case suitable
alternative or remedial action is acceptable and

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preventive action plan should be established necessary

to mitigate the reoccurrence of such non-conformity.

Intended to give background information and/or

3 OBSERVATION recommendation regarding a better performance or
improvement of a certain process.

Type of Action Required

a. Corrective Action – the action to correct the finding and will solve the problem
identified by the finding. This maybe done immediately or within an action plan time
frame proposed by the auditee.
b. Preventive Action – the action plan to prevent recurrence of the finding and will solve
the problem identified by the Root Cause. This is the lasting solution to the finding. This
may be done within an action plan timeframe proposed by the auditee.

Non-Conformity Report

a. Any Non-conformity highlighted during an audit shall be documented by the assigned

auditor(s) using the Non-Conformity Report form (Form no. PAA/OQA/F/015).

NOTE: Refer to QSM 9.2.5 – ARF for fill-out procedures.

b. Assigned auditor shall prepare the non-conformity report (if any) and forward to the
Head of QMD for review and evaluation.

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c. The NCR shall have a distinct reference number as:

1. Last two (2) digit of the Year when the

audit finding was raised.
NCR-YR-01
2. Running sequence number of Audit
1 2 Finding for the year.
d. Head of QMD shall evaluate the accuracy of the audit report and non-conformity raised
during the audit.
e. Head of QMD may discus to the assigned auditor any clarification or verification on the
non-conformity being raised.
f. Once any finding raised by assigned auditor was determine to have inadequate
evidence or determine to be unreliable, Head of QMD may cancel particular findings.
g. Head of QMD shall be responsible to transmit the Non-Conformity Report (NCR),
including the audit report within ten (10) working days after any actual audit conducted.
h. Upon receipt of the NCR, the auditee shall be given ten (10) working days response
time to provide appropriate corrective/preventive action or plans on how they will
address the findings.
i. Assigned auditor shall have the responsibility to encode and monitor any findings raised
during an audit on the Quality Management Database.
j. Assigned auditor shall be responsible for reviewing or evaluating any
corrective/preventive action and root cause analysis provided by the auditee.
k. Head of QMD shall be responsible for the final review and evaluation of provided
corrective/preventive action by auditee. This will also be the check and balance of all
audit and non-conformity reports prior to dissemination to auditee.
l. Head of QMD may reject or approved the closure of a finding depending on the
recommendation of the assigned auditor that was also base on the follow up result and
gathered evidences.
m. Prior to any closure of a findings, verification of corrective/preventive action shall be
performed or conducted by the assigned auditor base on the given compliance date by
auditee. The corrective/preventive action may be verified on the next audit schedule to
determine its effectiveness.

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n. Any non-conformity with open status due to no response by the auditee and overdue
status due to compliance date not met by the auditee will be elevated or raised to the
Accountable Manager during the Quality Management Review.
o. After recommendation for closure by assigned auditor, the Head of QMD shall have the
final approval or disapproval of any corrective/preventive action by auditee.
p. Assigned auditor shall provide the auditee a copy of the closure of findings.
q. All NCRs shall be kept in the audit report file binder with proper label or marking for
identification.

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Auditee’s Response and NCR Closure

Overview

Figure 4-6 Auditee's Response and NCR Closure

PHASE 5:
AUDITEE’S ACTION &
NCR CLOSURE

RECEIVE OFFICIAL AUDIT

REPORT/NCR

FORMULATE CORRECTIVE/
PREVENTIVE ACTION

ACCOMPLISH NCR

REVIEW & ACCEPTANCE

OF AUDITEE’S RESPONSE

QMD FOLLOW-UP &

VERIFICATION

FINDING CLOSURE

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NCR Response and Compliance Period

Table 4-5 Response and Compliance Period

Finding Category Response Period Compliance Period

Mitigating Action shall be put

in-place immediately; even
before the submission of official
Immediate Action or not response, if necessary.
MAJOR
exceeding five (5) working days
(Level 1)
from original issue. Corrective/Preventive Action
must be implemented, as
agreed depending on the
severity of the finding.

Initial response shall be within Corrective/Preventive Action

ten (10) working days from shall be verified within the
original issue. timeline agreed by the Auditor
MINOR
and Auditee.
(Level 2)
Succeeding response shall be
fifteen (15) working days from
re-issuance.

Does not require a response but will be documented in the Audit

Report.
OBSERVATION
(Level 3) Observation may be escalated as non-conformity if it has been
determined to be a recurrent finding at the next audit cycle (as
necessary).

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Auditee’s Response for Non-Conformity Report

a. Upon receipt of the NCR, the Auditee shall analyze and perform “Root Cause Analysis”
(RCA) using the SHELL Model on the issued non-conformity.
b. SHELL Model, as explained in ICAO Document 9859 AN/474:
i. SHELL Model is a conceptual tool used to analyze the interaction of multiple system
components. Figure 4-7 (below) provides a basic depiction of the relationship
between human and other workplace components.

Figure 4-7 SHELL Model

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ii. The SHELL Model contains the following components:

Figure 4-8 SHELL Model Components

1. Software (S) – procedures, training, support, etc.

2. Hardware (H) – machine, tools, equipment, etc.
3. Environment (E) – the working environment in which the rest of L-H-S must
function.
4. Liveware (L) – Humans in the workplace.
5. Central Liveware (L) – in the center of the SHELL Model are the humans at the
front line of operations. Although humans are remarkably adaptable, they are
subject to considerable variations in performance. Humans are not standardized
to the same degree as hardware, so the components of the world in which they
work. To avoid tensions that may compromise human performance, the effects of
irregularities at the interfaces between the various SHELL blocks and the central
Liveware block must be understood. The other components of the system must
be carefully matched to humans if stresses in the system are to be avoided.
iii. The SHELL Model is useful in visualizing the following interfaces between the
various components of the aviation system:
1. Liveware-Hardware (L-H). The L-H interface refers to the relationship between
the human and the physical attributes of equipment, machines and facilities. The
interface between the human and technology is commonly considered with
reference to human performance in the context of aviation operations and there is
a natural human tendency to adapt to L-H mismatches. Nonetheless, this

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tendency has the potential to mask serious deficiencies, which may only become
evident after an occurrence.
2. Liveware-Software (L-S). The L-S interface is the relationship between the
human and the supporting systems found in the workplace, e.g. regulations,
manuals, checklists, publications, standard operating procedures (SOPs) and
computer software. It includes such issues as recency of experience, accuracy,
format and presentation, vocabulary, clarity and symbology.
3. Liveware-Liveware (L-L). The L-L interface is the relationship among persons in
the work environment. Since flight crews, air traffic controllers, aircraft
maintenance engineers and other operational personnel function in groups, it is
important to recognize that communication and inter-personal skills, as well as
group dynamics play a role in determining human performance. The advent of
crew resource management (CRM) and its extension to air traffic services (ATS)
and maintenance operations has created a focus on the management of
operational errors across multiple aviation domains. Staff/management
relationships as well as overall organizational culture are also within the scope of
this interface.
4. Liveware-Environment (L-E). This interface involves the relationship between
the human and both the internal and external environments. The internal
workplace environment includes such physical considerations as temperature,
ambient light, noise, vibration and air quality. The external environment includes
operational aspects such as weather factors, aviation infrastructure and terrain.
This interface also involves the relationship between the human internal
environment and its external environment. Psychological and physiological
forces, including illness, fatigue, financial uncertainties and relationship and
career concerns, can be either induced by the L-E interaction or originate from
external secondary sources. The aviation work environment includes
disturbances to normal biological rhythms and sleep patterns. Additional
environmental aspects may be related to organizational attributes that may affect

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decision making processes and create pressures to develop “work-arounds” or

minor deviations from standard operating procedures.

NOTE: According to the SHELL Model, a mismatch between the Liveware and
other four (4) components contributes to human error. Thus, these
interactions must be assessed and considered in all sectors of the aviation
system.

c. The Auditee shall ensure appropriate SHELL Component(s) are properly identified and
evaluated, accordingly; as the RCA shall be verified by the assigned Quality Auditor.
d. After performing RCA, the Auditee shall complete the NCR form for appropriate
corrective/preventive action they have established or formulated.

NOTE: Kindly refer to QSM 9.2.6 for Non-Conformity Report (NCR) fill-out
procedures.

e. Auditee shall transmit back the completed NCR form directly to the assigned Auditor
within the period specified in Table 4-5 Response and Compliance Period (above).

IMPORTANT: Appropriate evidences (i.e. documents, photos, etc.) to support the

proposed response shall be submitted together with its respective NCR.

f. However, if the auditee fails to submit response on the specified period they shall be
subjected to procedures on QSM 4.6.7 – Auditee’s Non-Response.
g. In such case, the auditee determines that corrective/preventive action may not be
corrected immediately; the auditee shall provide a target date acceptable to the auditor.

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NOTE: If the Auditee’s implementation date is impossible to be complied within the

target date due to unprecedented circumstances, the change in
compliance date shall be advice by the Quality Auditor for the re-issuance
of the NCR.

Review and Acceptance of Corrective/Preventive Action Plan

a. Assigned Auditor shall review the submitted Corrective/Preventive Action Plan by

Auditee.
b. If the NCR Response is determined to be appropriate to resolve the non-conformity. The
Auditor shall indicate it as ACCEPTABLE; moreover the auditor shall state the reason of
acceptance.
c. Accepted response shall be verified for implementation by the Auditor, kindly refer to
QSM 4.6.5 for details.
d. If the NCR Response is REJECTED, The Auditor shall state the reason on the NCR
form on why the corrective/preventive action is not acceptable.

NOTE: 1. Once corrective/preventive action was rejected, the assigned auditor will
re-issue another Non-conformity Report and should attach the previous
NCR that was rejected.
2. On the NCR form, assigned auditor should indicate either the NCR being
issued is “Original” or “Re-issue”. For NCR being re-issued assigned
auditor should indicate the issue number on the provided column. Kindly
refer to QSM Chapter 9.2.6 – for NCR fill-out procedures.

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Corrective/Preventive Action Verification

a. Auditor shall verify the “Accepted” Corrective/Preventive Action to determine

effectiveness and compliance of corrective/preventive action.
b. During verification the auditor shall ensure to gather evidences or justification to
determine compliance and effectiveness of the accepted corrective/preventive action.
c. If the auditor determines the effectiveness of the accepted corrective/preventive action;
the auditor shall recommend CLOSURE of the NCR to the Head of QMD.
d. If the auditor determines that auditee’s corrective/preventive action was NOT properly
implemented and effective; the auditor shall not recommend the closure of findings and
will remain on OPEN status.
e. If the NCR remains in OPEN, after verification; the auditor shall state the reason why
findings was not recommended for CLOSURE and auditor shall re-issue NCR with the
previous NCR, as attachment.
f. Issued or Re-issued NCR shall not be recommended for CLOSURE until such time that
the corrective/preventive action by auditee has been properly implemented and is
deemed effective, or have sufficient documents to justify closure.

NOTE: Full implementation of Preventive Action Plan may verify on the next audit
schedule.

NCR Closure and Re-issuance

a. NCR Recommended for CLOSURE by the assigned Auditor shall be reviewed and be
formally CLOSED by the Head of QMD. Otherwise, Head of QMD shall instruct the
assigned Auditor to RE-ISSUE the NCR.
b. CLOSED NCR shall be updated by the Auditor on the Audit Management Database.
c. NCR Re-issuance:

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i. Rejected NCR shall be re-issued by the assigned auditor to ensure remaining

deficiencies are properly addressed to avoid re-occurrence of that finding.
ii. The NCR shall clearly indicate the “Re-issuance Number,” the assigned auditor shall
indicate the issue number on the provided column. Kindly refer to QSM Chapter
9.2.6 – for NCR fill-out procedures.
d. An Audit may only be considered “CLOSED,” when all issued NCR’s (if any) are
properly addressed and corrected accordingly.
e. During the next Audit Schedule, all CLOSED or pending for closure shall be reviewed by
the assigned auditor; and if during the actual audit the “Closed” finding is determined to
be ineffective, assigned auditor may highlight the finding or non-conformity as repetitive
that may implicate with major non-conformity classification.

Auditee’s Non-Response

a. Auditor may remind the auditee prior to the mandatory response date of
corrective/preventive action.
b. Once auditee does not provide any response or feedback on the given response date,
the auditor may elevate this concern to Head of QMD for proper action.
c. Once determine that auditee does not provide any feedback or response on the audit
findings, Head of QMD shall communicate with the responsible personnel on the
department or organization and require to provide response on the audit findings as
necessary.
d. Any audit findings determine to have no response from auditee or no provided
corrective/preventive action on the given response time said findings will be mark as
OVERDUE.
e. Any overdue findings due to non-response of auditee will be highlighted during the
Quality Management Review (QMR).
f. Refer to Table 4-6 Follow-up System (see below table for QMD follow-up sequence).

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g. Follow-up shall reset to 1st Follow-up once the auditee has provided a response.
Escalation to 2nd or 3rd Follow-up means auditee continually ignore or does not adhere
to implemented provision

Table 4-6 Follow-up System

QMD Follow-up Response Period

After two (2) days from the given If responded the Auditee
response time to auditee, the Lead shall provide response,
1st follow-up auditor shall communicate with the within two (2) days after the
auditee and require a response on the first follow-up.
audit findings as necessary.

Two (2) days after the first follow-up and If responded the Auditee
auditee still do not response on the audit shall provide response,
findings, PAA - Head of QMD shall within two (2) days after the
2nd follow-up communicate with the Head of second follow-up.
Department or equivalent that have been
audited and discuss relevant concern
and require necessary action.

Two (2) days after the second follow-up Auditee shall response
and the Head of Department or immediately (as
equivalent still do not provide response practicable) after the third
3rd follow-up on the audit findings, PAA - Head of follow-up.
QMD shall elevate the concern to the
PAA President/CEO or the President of
the organization that have been audited.

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Audit Monitoring

Overview

Figure 4-9 Audit Monitoring

PHASE 6:
AUDIT MONITORING

IDENTIFICATION OF
AUDIT FINDING STATUS

AUDIT CLOSURE

Electronic Database

a. Quality Management Department (QMD) uses an MS Excel based database called the
“Audit Management Database.”
b. All Non-Conformity raise during an audit or inspection shall be registered and monitored
in the NCR Registry Section (Audit Management Database).
c. Audit Management Database will contain not limited to the following data:
i. Audit Plan;
ii. Audit Status;
iii. Non-Conformity Report (NCR);
iv. List of Auditors;
v. Man Hour Plan;
vi. Audit Performance Summary;
vii. Audit Planning.

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d. Delegated Quality Officer shall be the focal point for the management of the Electronic
Database.
e. All Audit Documents can be accessed through the QMD Shared Folder.

Monitoring of Non-Conformity Report

a. All audit findings including corrective/preventive action of auditee are encoded on the
Audit Management Database, it serves as an important tool for Quality Auditors in order
to keep track of all issued NCR and other related audit related subjects.
b. Audit findings status on the audit management database are as follows:

Table 4-7 Finding Status Description

STATUS DESCRIPTION

OPEN Auditee’s has not provided an initial response.

1. Awaiting full or partial implementation of the C/P

Action.
IN-PROGRESS

2. Extension of proposed target date.

OVERDUE Has exceeded the planned completion date.

1. Follow-up initiated due to Auditee’s non-response.

NO RESPONSE
2. Indicate number of Follow-up.

CLOSED Corrective/Preventive Action is implemented.

c. NCR mandatory response date including compliance date of auditee’s

corrective/preventive action shall be monitored by the Quality Officer and inform

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respective auditors for any upcoming follow-up/verification of corrective/preventive

action or overdue response from auditee.

Audit Finding Life-Cycle

a. Scenario 1: Perfect
Figure 4-10
SCHEDULED AUDIT

3. Audit is “Closed.”
FINDING 1 FINDING 2

2. Both Findings “Closed.”

CA PA CA PA

1. All CA/PA Acceptable.

b. Scenario 2: 50/50
Figure 4-11

SCHEDULED AUDIT 3. Audit still “In-Progress.”

2. F1: “In-Progress.”
FINDING 1 FINDING 2

1. F1: CA/PA not

CA PA CA PA acceptable.

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c. Scenario 3: CA or PA Reject
Figure 4-12

3. Audit still “In-Progress.”

SCHEDULED AUDIT
2. F1: “Closed.”

FINDING 1 FINDING 2
1. F1: CA/PA acceptable.

CA PA CA PA

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Audit Records

General

Accurate, complete and readily accessible records should be maintained by the Quality
Management Department (QMD); in accordance with QSM 3.3 – Records Keeping.

Handling of Audit Records

a. All Audit Records (Hard Copy) shall be properly sorted, identified and secured to ensure
all records are safe-kept and for easy retrieval of pertinent records.
b. PAA Audit Records shall comprise of the following:
i. Audit Report (signed);
ii. Non-Conformity Report (NCR), if any;
iii. Audit Debriefing Form (ADF) – (acknowledged by both parties);
iv. Quality Audit Attendance Sheet (duly signed);
v. Completed Audit Checksheet;
vi. Objective Evidences (i.e. sample records, pictures, etc.);
vii. Audit Notification (acknowledged);
viii. Audit Preparation Checklist.
c. The above Audit Records shall be reproduced electronically (i.e. scanned copy, other
acceptable formats).
d. All Electronic Records (Soft Copy) generated by QMD shall be retained in the QMD
Shared Folder.

NOTE: QMD Shared Folder shall be backed-up periodically to ensure all files are
secured from loss.

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e. No person shall be allowed to view or obtain a copy of any document(s) identified as

“CONFIDENTIAL,” unless authorized by the Head of QMD; or unless that person is a
QMD personnel or Aviation Authority representative.
f. Documents or records identified as disposal will be mark as “Obsolete” and will be
shredded, as necessary.
g. Only the Head of QMD is authorized to dispose documents and records.

Retention Period

All audit records shall be retained within the period of five (5) years.

NOTE: After the retention period of any documents, the Head of QMD shall identify
if said documents or records will be subject for disposal.

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Handling of IOSA Audit

General

a. Quality Management Department (QMD) conducts an audit and evaluation of the

management system, as well as operations and maintenance functions, against all
IOSA Standards and Recommended Practices (ISARPs).
b. The ISARPs compliments the existing PAA Quality System and Audit Schedule, as
mentioned in QSM Chapter 2 – Quality System and Chapter 4 – Audit Procedures.
c. This audit is conducted once every two (2) years covering IOSA Disciplines:

Table 4-8 IOSA Disciplines

ORG Organization and Management System

FLT Flight Operations

DSP Operational Control and Flight Dispatch

MNT Aircraft Engineering and Maintenance

CAB Cabin Operations

GRH Ground Handling Operations

CGO Cargo Operations

SEC Security Management

d. Current IOSA Checklists are available in the IATA Website which shall serve as the
basis for the IOSA Audit.
e. Current QMD established Audit Checksheet shall also contain IATA Standards Manual
(ISM) provision(s).

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f. Department Heads and/or Delegated Quality Officers (DQO) of each IOSA Discipline
affected shall be responsible for preparing their own IOSA Checklists cross-referenced
to Philippines AirAsia Inc. (PAA) relevant manuals.

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Quality Inspection

Overview

Figure 4-13 Quality Inspection

PHASE 1:
INSPECTION

PHASE 2:
PREPARATION

PHASE 3:
INSPECTION PROPER

PHASE 4:
DEBRIEFING

PHASE 5:
PREPARATION OF
REPORT & FINDINGS

PHASE 6:
ACCEPTANCE

PHASE 7:
VERIFICATION

PHASE 8:
INSPECTION/
FINDING CLOSURE

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General

a. Primary purpose of Quality Inspection (QI) is to observe a particular event, action,

document, etc. in order to verify whether established operational and maintenance
procedures and requirements are followed during the accomplishment of that event and
whether the required standards is achieved.
b. QI have to be carried out “On-the-Spot” during the normal operations and/or actual
documentation.
c. The Head of Quality Management Department (QMD) shall be responsible for the
development of inspection schedule and assigned qualified QMD personnel.
d. Schedule for Quality Inspection shall be based on the policy and requirements stated
under QSM 4.2.2

Quality Inspection Code

a. Construction of the QI Code:

1. Last two (2) digit of the Year when the audit

QI-YR-001 was conducted.
2. Running sequence number of QI conducted.

1 2

NOTE: The assigned QI code shall be indicated on the Inspection Schedule

established by the Head of QMD

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Quality Inspection Procedures

a. Unlike Quality Audit, Quality Inspection does not require any notification to auditee.
However, in such case that assigned auditor may require access to a facility, the
assigned auditor may communicate with the auditee and request for assistance.
b. Assigned Quality Auditor shall directly proceed on the area or facility where the
inspection will be performed.
c. Assigned auditor shall have the following inspection tools:
i. Interview Logsheet (Form no. PAA/OQA/F/043);
ii. Applicable Inspection Checksheet.
d. After any inspection the assigned auditor shall prepare inspection report within ten (10)
days after any inspection and condition notice (for any findings) and shall submit to the
Head of QMD for concurrence.
e. After concurrence of the Head of QMD, assigned auditor shall transmit said inspection
report and condition notice (for any findings) through email or possible means to the
responsible personnel of inspected area.
f. Responsible personnel of the inspected area are required to provide appropriate
corrective/preventive action once condition notice was received.
g. Responsible personnel of inspected area shall respond within ten (10) days after
receiving the condition notice.
h. All condition notice shall be encoded and monitored on a separate database located on
the QMD shared folder.
i. Refer to QSM 4.5.4 for the classification and level of findings.
j. After any inspection assigned auditor is required to conduct exit briefing to the person
that have been interviewed during an inspection or to the responsible person of
inspected area.
k. Any findings during an inspection shall be in a form of non-conformity and may be
documented by Condition Notice (Form no. PAA/OQA/F/041).

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NOTE: Any condition notice shall have appropriate evidences (photo, document,
etc.) to justify non-conformity.

l. Condition notice shall be sequenced as:

CN-YR-001 1. Last two (2) digit of the Year when the audit
was conducted.
2. Running sequence number of CN issued.
1 2

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TABLE OF CONTENTS

CHAPTER 5 - VENDOR AND SUB-CONTRACTOR ACCREDITATION ................... 5.1.1

Accreditation Policy.................................................................................................... 5.1.1
General .......................................................................................................... 5.1.1
Contract Management ................................................................................... 5.1.4
Product Quality Control.................................................................................. 5.1.5
Accreditation Process ................................................................................................ 5.2.1
General .......................................................................................................... 5.2.1
Accreditation through On-site Audit ............................................................... 5.2.1
Accreditation through Remote Audit .............................................................. 5.2.2
Accreditation through Self-Assessment ......................................................... 5.2.3
Vendor and Sub-contractor Approval............................................................. 5.2.5
Suspension or Cancellation of Accreditation ................................................. 5.2.6
Monitoring of Approved Vendor and Sub-contractor ...................................... 5.2.6
Maintenance Provider ................................................................................................ 5.3.1
Overview – Accreditation Process ................................................................. 5.3.1
Maintenance Provider - Accreditation Process .............................................. 5.3.1
Accreditation Criteria ..................................................................................... 5.3.2
Records ......................................................................................................... 5.3.3
Service Provider......................................................................................................... 5.4.1
Overview – Accreditation Process ................................................................. 5.4.1
Service Provider – Accreditation Process ...................................................... 5.4.1
Accreditation Criteria ..................................................................................... 5.4.2
Records ......................................................................................................... 5.4.5
Vendor/Supplier ......................................................................................................... 5.5.1
Overview – Accreditation Process ................................................................. 5.5.1
Service Provider - Accreditation Process....................................................... 5.5.1
Accreditation Criteria ..................................................................................... 5.5.2
Records ......................................................................................................... 5.5.3

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CHAPTER 5 - VENDOR AND SUB-CONTRACTOR ACCREDITATION

Accreditation Policy

General

a. It is Philippines AirAsia Inc. (PAA) responsibility to ensure a contract or service level

agreement (SLA) is executed with service providers that conduct operations,
maintenance and security functions.
b. This Accreditation Program shall be applicable to PAA’s vendor and sub-contractors’ as
an Air Operator Certificate (AOC) holder.
c. Such SLA shall identify measurable specification that can be monitored by Quality
Management Department (QMD) to ensure requirements that affect quality, safety and
security standards of operations are being fulfilled by sub-contractors and
vendors/suppliers. Refer to QSM 5.1.2 (below) for other details.
d. All PAA Department shall ensure that all vendor and sub-contractors utilized by their
department are reported to QMD for accreditation.

NOTE: 1. QMD Accreditation process shall only be applicable to those vendor and
sub-contractor which services or products are directly involved in PAA
airline operations and the actual operations of its aircraft.
2. Please refer to QSM 5.2 – Vendor and Sub-contractor Accreditation for
detailed procedures.

e. QMD shall ensure monitoring of all vendor and sub-contractor are in compliance with
applicable regulations, quality, safety and security requirements; ensure their
established procedures are acceptable to the authority and performs all contracted
activities in accordance with PAA requirements.

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f. QMD shall conduct an audit to determine that all vendor and sub-contractor are in
compliance to all applicable requirements set-forth by PAA and applicable authority. In
relation to the scope of work they are entitled to.

NOTE: Please refer to QSM Chapter 4 – for audit procedures.

g. Frequency of audit for vendor and sub-contractor shall depend on the established
“Annual Audit Schedule.”

NOTE: Vendor and sub-contractor which were accredited through self-assessment

or remote audit shall be included on the next annual scheduled audit, as
practicable.

h. For Accredited Sub-contractor, the accreditation shall depend on the validity of the SLA
and/or other requirements stipulated in this chapter.
i. For Accredited Vendor, the accreditation shall be valid for two (2) years or until all
requirements are met.
j. Relevant PAA manuals shall be provided to all approved service provider; and
indoctrination training shall also be conducted by PAA, to ensure adherence to PAA
policies and procedures
k. PAA has categorized its suppliers and sub-contractor into three (3) Classes:

Table 5-1 Vendor and Sub-contractor Categorization

Classification Type of Products or Services QSM Ref.

Vendor/Supplier Electronic Navigational Data, Aircraft Parts, 5.5

Material Distributor, Tools and Equipment, etc.

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Service Provider Training Organization, Calibration Facility, Into- 5.4

Plane Refueling Provider, Pest Control, Security
Service Provider, Passenger Handling, Baggage
Handling, Ramp Handler, Catering, Cargo, Anti-
Icing/De-Icing, etc.

Maintenance Base and Line Maintenance, Component Repair 5.3

Provider Shop, Non-Destructive Testing (NDT), Aircraft
Weight and Balance, etc.

l. For Maintenance Provider:

i. Local AMO shall be appropriately rated and approved under Philippine Civil Aviation
Regulations (PCAR) Part 6 – Approved Maintenance Organization (AMO) and must
have established procedure acceptable to CAAP and PAA that ensure good
maintenance practices in compliance with all relevant requirements.
ii. In-case of Foreign Maintenance Provider does not have CAAP AMOC, but has
approval from their local Civil Aviation Authority (CAA). PAA shall require these
maintenance providers to apply for a CAAP AMOC to ensure alignment of
compliance with its requirements, as applicable.
m. For Service Providers shall be appropriately rated or approved/certified (e.g. ISO, NAS,
etc.) in relation to their services offered; to demonstrate quality and safety management
system are in-place, kindly refer to QSM 5.4.
n. For Vendor/Suppliers shall be comply with Airworthiness requirements; PAA shall
ensure all acquired electronic navigational data, technical publications, aeronautical
parts and materials, etc. are from an approved supplier, distributors or vendors, kindly
refer to QSM 5.5.

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Contract Management

A. Responsibility:
a. Accountability for the outsourced operational functions full responsibility remains with
PAA. In such cases, PAA shall ensure that the service provider meets its operational
safety and security requirements.
b. PAA shall ensure that all risks associated with the outsourced activity are addressed
to the same extent as they would be if the activity was performed “in-house.”

B. Description:
a. Establish Contract Agreement – a contract of agreement is necessary to ensure the
outsourced services provided and functions conducted by the external service
provider are formally documented. Inclusion of measurable specifications, usually in
the form of SLA which provides the basis for the monitoring process. Contract shall
address the following issues:
i. Service levels and performance requirements;
ii. Audit or monitoring procedures;
iii. Default arrangements and termination provisions;
iv. Pricing and fee structure;
v. Dispute resolution arrangements;
vi. Liability and indemnity;
vii. Confidentiality, privacy and security of information.
b. Service Level Agreement – a formal agreement, usually as part of a contract,
between an operator and an external service provider or in some cases, an internal
service provider that:
i. Specifies, in measurable terms, the services the external provider is expected to
perform;
ii. Become the basis for monitoring the performance of the external service provider
by PAA.

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c. Monitoring – an audit or other monitoring process shall be performed on the service

providers that conduct outsourced operations, maintenance or security functions for
PAA, at least once every twenty-four (24) months unless specifically required.

C. Access to Service Provider:

a. The outsourcing agreement should indicate a statement giving PAA access to
documentation related to the outsourcing arrangement and the right to conduct on-
site visits to the service provider, as necessary;
b. PAA Department/Division Head or Managers shall ensure sufficient resources are
provided in managing and monitoring the outsourcing relationship. As a minimum
this shall include:
i. Maintaining appropriate levels of regular contact with the service provider. This
could range from daily operational contact to senior management involvement,
as appropriate;
ii. A process for regular monitoring of performance under the agreement ,
including meeting criteria specified in the SLA;
iii. A process for dealing with issues as they arise and elevating them to
management, as appropriate.
c. As appropriate, PAA may use an external auditor or an appropriate expert to provide
Management of Risk Assessment.

Product Quality Control

A. Scope:
a. These are products acquired from vendor/suppliers, which directly affect the safety
or security of operations or airworthiness of aircraft should be subjected to QMD
Accreditation process;
b. Technical specifications shall be in accordance with the requirements of the
requesting department/division;

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c. This procedure does not apply to outsourced operational functions or services that
are provided by service provider. In addition, it does not apply to electronic
navigation data products utilized in-flight or for operational control.

B. Responsibility:
a. Personnel in-charge of receiving the items shall ensure specification of such items
are met in accordance with appropriate documentation;
b. QMD shall oversee through audits the implementation of such control processes.

C. Information:
a. The following are some examples of products that could have negative effect on the
operations, if put into service with a substandard quality:
b. Training devices (e.g. simulators, door mock-ups);
c. Cabin safety cards or videos;
d. Cabin service carts (trolley);
e. On-board safety equipment (e.g. PBE, lifevest);
f. Ground Support Equipment;
g. Operational software, database (non-navigation);
h. Security screening equipment;
i. Unit Load Devices (ULD), as applicable.

D. Description:
a. Identify products that have a direct effect on the safety or security of operations.
b. Evaluate products suppliers with the selection of suppliers based on their ability to
supply products in accordance with PAA requirements and technical specifications.
c. Use a formal industry vendor/supplier audit or evaluation programs as a means of
assessing the ability of suppliers to deliver quality products

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Accreditation Process

General

a. New vendor or sub-contractor shall be endorsed by involved PAA department to the

Quality Management Department (QMD) for evaluation to ensure compliance to
established requirements and standards for their intended work scope or services.
b. QMD has three (3) methods to evaluate prospective or current vendor and sub-
contractor:

Table 5-2 Evaluation Methodology

EVALUATION METHOD REFERENCE

On-site Audit QSM 5.2.2

Remote Audit QSM 5.2.3

Self-Assessment QSM 5.2.4

NOTE: Kindly refer to QSM provision mentioned above.

Accreditation through On-site Audit

a. QMD shall conduct On-site Audit on Accredited Vendor and Sub-contractor, based on
the Annual Audit Schedule, as applicable.

NOTE: Audit procedures and documentation shall be in accordance with QSM

Chapter 4 – Quality Audit Procedures.

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b. QMD shall conduct on-site audit on “Prospective” Vendor and Sub-contractor such as
Line and Base Maintenance providers, Into-plane fueling, etc., as endorsed by PAA
involved Department, prior to conduct of on-site audit.
c. PAA may render services from a “Prospective” Vendor and Sub-contractor which is
pending accreditation by QMD, wherein in such case that an immediate service is
required to support PAA operation. Head of QMD will require the vendor/sub-contractor
to complete the Self-Assessment Questionnaire as initial assessment.
d. Self-Assessment Questionnaire shall be completed by the Vendor or Sub-contractor
prior to conduct of on-site audit. Kindly refer to QSM 5.2.4 for details.
e. For “Prospective” Vendor or Sub-contractor: All Non-Conformity Report (NCR) raise
shall be properly address/corrected prior to execution of Service Level Agreement
(SLA), as applicable.
f. For Routine Assessment (Scheduled Audit) for Accredited Vendor and Sub-contractor:
The Head of QMD shall ensure on-site audit has been conducted on the organization, at
least once every two (2) years or as practicable.
g. For Deferred - Scheduled Audit on Accredited Vendor and Sub-contractor may be
conducted through “Remote Audit,” kindly refer to QSM 5.2.3 (below) for Remote Audit
Procedures.
h. Audit Records generated from the performance of On-site Audit shall be kept through
QMD External Audit Binder and in the QMD Database. All findings raised shall be
monitored through the QMD Audit Database.
i. Vendor and sub-contractor that have met established requirements shall be accredited
and included in the List of Approved Vendor/Sub-contractor.

Accreditation through Remote Audit

a. QMD shall normally perform an “On-site Audit” to evaluate vendor and sub-contractor
(prospective or accredited). However, in some cases wherein an on-site audit to a
vendor/sub-contractor is not practicable or have been deferred due to some operational
circumstances, a “Remote Audit” may be performed.

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b. A Remote Audit shall be performed through email communication with the responsible
personnel of the vendor/sub-contractor to be audited.
c. Self-Assessment Questionnaire shall be completed by the Vendor or Sub-contractor
prior to conduct of remote audit. Kindly refer to QSM 5.2.4 for details.
d. During a Remote Audit the following process shall be initiated:
i. Provide “Audit Notification,” indicate Remote Audit;
ii. QMD shall ensure that the Auditee is aware of the Audit Objective, Scope,
References, Remote Audit Procedures and Finding response procedures (similar to
Entry or Exit Briefing);

NOTE: Read and sign shall be used to document this process.

iii. During the conduct of remote audit ensure that all items in the “Audit Checksheet”
are covered. Require all relevant documents and certification necessary for proper
evaluation and record;
iv. Generation, issuance, handling, response and recording for Audit Report and NCR
raised shall be in accordance with QSM Chapter 4 – Quality Audit Procedures.
e. Any inconsistency or insufficient data during a remote audit, assigned QMD auditor may
recommend disapproval of accreditation to vendor/supplier and subcontractor.

NOTE: If vendor/sub-contractor does not meet the requirements during the remote
audit. That organization may be removed from the Approved List.

Accreditation through Self-Assessment

a. Concerned PAA Department shall nominate their prospective vendor and/or sub-
contractor fitted to support the operation of PAA. However, due to practicability to

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conduct on-site audit and complexity of the type of products and/or services they can
provide a “Self-Assessment” can be conducted by QMD.
b. The Vendor and Sub-contractor shall complete the “Self-Assessment Questionnaire”
and provide all required documents and certifications indicated on the questionnaire.
c. Accredited Vendor and Sub-contractor, at times shall be completing the questionnaire
for the purpose of updating their information and relevant certifications.
d. The Accreditation through Self-Assessment shall remain valid until two (2) years from
the time of accreditation or until all pertinent certifications are valid.
e. QMD have established pertinent questionnaire applicable to targeted vendor or sub-
contractor. Currently established Vendor and Sub-contractor Evaluation Questionnaire,
are as follows:

Table 5-3 Evaluation Questionnaire

Questionnaire Title Recipient

Sub-contractor Evaluation Questionnaire Maintenance Provider, Service Provider

Vendor Evaluation Questionnaire Vendor or Supplier

Fuel Provider Evaluation Questionnaire Into-Plane Refueling, Fuel Farm

Training Organization Evaluation Training Organization, Flight Simulator

Questionnaire Facility.

Ground Handler Evaluation Questionnaire Passenger Handler, Baggage Handler,

Ramp Handler, Anti-Icing/De-Icing, etc.

f. Upon review and verification, the organization may be included in the Approved List.
Refer to QSM 5.2.5 – Vendor and Sub-contractor Approval.

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Vendor and Sub-contractor Approval

a. Upon successful evaluation through any of the evaluation methods the Vendor/Sub-
contractor will be included into their applicable approval lists:

Table 5-4 Approved List

Classification Approval Document/ Form no.

Vendor/Supplier List of Approved Vendors (Form no. PAA/OQA/F/025)

Service Provider List of Approved Service Providers (Form no. PAA/OQA/F/026)

Maintenance Provider List of Approved Maintenance Providers (Form no. PAA/OQA/F/027)

NOTE: Refer to QSM 9.3.1 – List of Approved Vendors/Service Provider/Maintenance

Provider for fill-out procedures.

b. QMD shall safe-keep all pertinent records mentioned in QSM 5.3.4, 5.4.4 and 5.5.4 –
Vendor/Sub-contractor Records.
c. Result of the evaluation for vendor and sub-contractor shall be found on the
accreditation page of the evaluation questionnaire.
d. The Vendor/Sub-contractor shall be notified of their Approval or Disapproval.

NOTE: A copy of the Accreditation Page of the Vendor/Sub-contractor

Questionnaire shall be provided to the Auditee.

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Suspension or Cancellation of Accreditation

a. Approval of accredited vendor and/or sub-contractor may be revoked, cancelled or

suspended, once QMD identify requirements are not maintained by the approved
organization.
b. Approval for accredited vendor and sub-contractor may be revoked, cancelled or
suspended, as a result of non-response or non-closure of a particular issued NCR.

NOTE: Corrective/Preventive Action shall be subjected to QMD evaluation, prior to

accreditation.

c. A Letter of Notification (either through email or formal letter) shall be provided by QMD
informing the suspension or cancellation of accreditation of vendor/supplier and
subcontractor.
d. Once accreditation has been cancelled or suspended, the organization shall be
removed from the List of Approved Vendor/Sub-contractor.
e. The delisted vendor/sub-contractor may “re-apply” for accreditation. However, they shall
undergo the normal accreditation process as a NEW vendor/sub-contractor.
f. Once satisfactory passed the re-assessment, vendor/supplier or subcontractor shall be
included again on the List of Approved Vendor/Sub-contractor.

Monitoring of Approved Vendor and Sub-contractor

a. Accredited Vendor and Sub-contractor shall notify QMD for any changes in location,
change of ownership or management, certification/approvals, quality and safety
management system.

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NOTE: Any changes as specified (above) may be subjected for evaluation.

b. QMD shall ensure monitoring of all relevant certification/approval and other

requirements are valid/ current.

NOTE: Provision in QSM 5.2.6 item a, shall apply to non-compliant accredited

vendor and sub-contractor.

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Maintenance Provider

Overview – Accreditation Process

Figure 5-1 Maintenance Provider Accreditation Process

MAINTENANCE
PROVIDER
ACCREDITATION

PHASE 1:
ASSESSMENT

PHASE 2:
APPROVAL OR
DISAPPROVAL

PHASE 3:
LIST OF APPROVED
MAINTENANCE
PROVIDER

PHASE 4:
MONITORING

Maintenance Provider - Accreditation Process

A. Phase 1: Assessment.
a. Assessment of Maintenance Providers shall be in accordance with QSM 5.2.1 item b
– Evaluation Methods.
b. Maintenance Providers shall be evaluated in accordance with the applicable
requirements and standards of PCAR Part 6 and other applicable references, as
mentioned in QSM 5.3.3 – Accreditation Criteria.

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c. Maintenance Provider to ensure Self-Evaluation Questionnaire is completed

accordingly. Refer to QSM 5.2.2 item d and 5.2.4 item d.

B. Phase 2: Approval and Disapproval.

a. Maintenance Provider shall be approved, in accordance with QSM 5.2.5 – Vendor
and Sub-contractor Approval.
b. QMD shall include the Accredited Maintenance Provider in the Approved List. Kindly
refer to QSM 5.2.5 – Vendor and Sub-contractor Approval.
c. QMD shall provide the prospective or current maintenance provider with the
“Accreditation Page,” found in the evaluation questionnaire.

C. Phase 3: List of Approved Maintenance Provider.

a. QMD shall distribute the “List of Approved Maintenance Provider (Form no.
PAA/OQA/F/027),” to all involved departments or process owners.

D. Phase 4: Monitoring.
a. All Maintenance Provider included in the Approved List shall be in accordance with
QSM 5.2.7 – Monitoring of Approved Vendor and Sub-contractor.

Accreditation Criteria

a. The Maintenance Provider shall be evaluated base on the following requirements:

i. Has a valid AMO Certification issued by the Civil Aviation Authority of the Philippines
(CAAP), as applicable;
ii. Have proper Housing and Facilities, Tools and Equipment, Parts and Materials,
necessary to perform maintenance activity;
iii. Have an established Management Structure;
iv. Have established Personnel Training Program and Authorization;
v. Rest and Duty Limitation;
vi. Records of Certifying Staff (Authorization);

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vii. Approved Maintenance Organization Procedures Manual (MOPM) or equivalent;

viii. Implemented Quality, Safety and Security Standards;
ix. Have current Technical Publications/Airworthiness Data.

Records

a. Completed Self-Assessment Evaluation Questionnaire;

b. Approved Maintenance Organization Certificate;
c. Service Level Agreement (SLA) or equivalent;
d. Capability List , as applicable;
e. List of Certifying Staff/Authorized Personnel;
f. Technical Publications Masterlist;
g. List of Approved Vendor and Sub-contractor.

NOTE: 1. All records required are not limited to items mentioned above.
2. Hard copies are available in the QMD Office. Electronic copies may be
viewed in the QMD Shared Folder.

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Service Provider

Overview – Accreditation Process

Figure 5-2 Service Provider Accreditation Process

SERVICE PROVIDER
ACCREDITATION

PHASE 1:
ASSESSMENT

PHASE 2:
APPROVAL OR
DISAPPROVAL

PHASE 3:
LIST OF APPROVED
SERVICE PROVIDER

PHASE 4:
MONITORING

Service Provider – Accreditation Process

A. Phase 1: Assessment.
a. Assessment of Service Providers shall be in accordance with QSM 5.2.1 item b –
Evaluation Methods.
b. Service Providers shall be evaluated in accordance with the applicable requirements
and standards, as mentioned in QSM 5.4.3 – Accreditation Criteria.
c. Service Provider to ensure Self-Evaluation Questionnaire is completed accordingly.
Refer to QSM 5.2.2 item d and 5.2.4 item d.

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B. Phase 2: Approval and Disapproval.

a. Service Provider shall be approved, in accordance with QSM 5.2.5 – Vendor and
Sub-contractor Approval.
b. QMD shall include the Accredited Service Provider in the Approved List. Kindly refer
to QSM 5.2.5 – Vendor and Sub-contractor Approval.
c. QMD shall provide the prospective or current service provider with the “Accreditation
Page,” found in the evaluation questionnaire.

C. Phase 3: List of Approved Service Provider.

a. QMD shall distribute the “List of Approved Service Provider” (Form no.
PAA/OQA/F/026), to all involved departments or process owners.

D. Phase 4: Monitoring.
a. All Service Provider included in the Approved List shall be in accordance with QSM
5.2.7 – Monitoring of Approved Vendor and Sub-contractor.

Accreditation Criteria

A. Service Provider – General:

a. Service Providers such as Aircraft Cleaning, Pest Control, Laundry and other “non-
critical” related services shall be evaluated or audited base on the accomplished
evaluation questionnaire and other relevant documents.
b. Service Providers shall have sufficient manpower, tools and equipment, trainings,
manual procedures and management personnel.

B. Ground Handler (e.g. Passenger Handling, Baggage Handling, Ramp Handling,

etc.):
a. The Ground Handler shall have established management personnel.
b. The Ground Handler must have sufficient resources such as “Facilities, Equipment
and Personnel” to appropriately conduct its services or operations.

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c. The Ground Handler must have an appropriate Ground Handling Policies and
Procedures (e.g. Manual).
d. The Ground Handler must have training program (e.g. initial and recurrent training)
to ensure competency of its personnel.

C. Training Organization:
a. Pertains to all training organization providing Technical Training, Flight Simulation
Training, Cabin Attendant Training or any required training for an AOC or AMOC
holder;
b. The Training Organization must have an “Approved Training Organization (ATO)”
Certificate or equivalent, as applicable to training services provided.
c. For ATO with Flight Simulator Training, equipment qualification certificate is required.
d. The Training Organization shall have proper Training Facilities, Training Aids and
Qualified Instructors (acceptable to the Authority).
e. The Training Organization must have an Approved Training Manual for procedures
and policies.
f. The Training Organization must have an established Quality, Safety and Security
System.

D. Fuel Provider (Into-Plane or Fuel Farm):

a. The Fuel Provider must have management personnel.
b. The Fuel Provider must have sufficient resources such as “Facilities, Tools,
Equipment and Personnel (Manpower)” necessary for the services or operations.

NOTE: Facilities and Equipment must be acceptable to PAA, Joint Inspection Group
(JIG), ICAO Document 9977 and Aviation Authority Standards.

c. The Fuel Provider must have an appropriate Fuel Handling Policies and Procedures
(e.g. Manual);

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d. The Fuel Provider has an adequate Authorization and Training Program (e.g. Initial
and Recurrent Training) to ensure competency of its personnel.

NOTE: Personnel Records shall be retained and updated in a manner acceptable to

PAA and Aviation Authority Standards.

e. The Fuel Provider must have an established Quality, Safety and Security System.

E. Calibration Facility:
a. Calibration Facility must have management personnel.
b. The Calibration Facility must have sufficient resources such as “Facilities, Tools,
Equipment and Personnel (Manpower)” necessary for the services or operations.
c. The Calibration Facility must have an appropriate Organizational Policies and
Procedures (e.g. Procedures Manual, SOP, etc.)

NOTE: Calibration Standards based on ASTM, NSTM, NIST, etc.

d. The Calibration Facility has an adequate Authorization and Training Program to

ensure competency of its personnel.

NOTE: Personnel Records shall be retained and updated in a manner acceptable to

PAA and Authority.

e. The Calibration Facility must have an established Quality, Safety and Security
System.

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F. Security Service Providers:

a. The Security Service provider must have management personnel.
b. The Security Service provider must have sufficient Security Personnel, equipped,
qualified and acceptable to PAA, Aviation Authority and Airport Security Authority.
c. The Security Service provider must have an appropriate Policies and Procedures
Manual;

NOTE: Security Service Provider must comply to PAA Approved Security Manual
and other related manual.

d. The Security Service provider has an adequate Authorization and Training Program
to ensure competency of its personnel.\

NOTE: Personnel Records shall be retained and updated in a manner acceptable to

PAA and Aviation Authority Standards.

e. The Security Service provider must have an established Quality and Safety System.

Records

a. Completed Self-Assessment Evaluation Questionnaire;

b. Applicable Approval or Certification;
c. Service Level Agreement or equivalent (as applicable);
d. Capability List (as applicable);
e. Technical Publications Masterlist;
f. List of Approved Vendor and Sub-contractor.

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NOTE: 1. All records required are not limited to items mentioned above.
2. Hard copies are available in the QMD Office. Electronic copies may be
viewed in the QMD Shared Folder.

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Vendor/Supplier

Overview – Accreditation Process

Figure 5-3 Vendor/Supplier Accreditation Process

VENDOR/SUPPLIER
ACCREDITATION

PHASE 1:
ASSESSMENT

PHASE 2:
APPROVAL OR
DISAPPROVAL

PHASE 3:
LIST OF
APPROVED VENDOR

PHASE 4:
MONITORING

Service Provider - Accreditation Process

A. Phase 1: Assessment.
a. Assessment of Vendor/Supplier shall be in accordance with QSM 5.2.1 item b –
Evaluation Methods.
b. Vendor/Supplier shall be evaluated in accordance with the applicable requirements
and standards, as mentioned in QSM 5.5.3 – Accreditation Criteria.
c. Vendor/Supplier to ensure Self-Evaluation Questionnaire is completed accordingly.
Refer to QSM 5.2.2 item d and QSM 5.2.4 item d.

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B. Phase 2: Approval and Disapproval.

a. Service Provider shall be approved, in accordance with QSM 5.2.5 – Vendor and
Sub-contractor Approval.
b. QMD shall include the Accredited Vendor/Supplier in the Approved List. Kindly refer
to QSM 5.2.5 – Vendor and Sub-contractor Approval.
c. QMD shall provide the prospective or current service provider with the “Accreditation
Page,” found in the evaluation questionnaire.

C. Phase 3: List of Approved Vendor.

a. QMD shall distribute the “List of Approved Vendors” (Form no. PAA/OQA/F/025), to
all involved departments or process owners.

D. Phase 4: Monitoring.
a. All Vendor/Supplier included in the Approved List shall be in accordance with QSM
5.2.7 – Monitoring of Approved Vendor and Sub-contractor.

Accreditation Criteria

a. All PAA requirements concerning its Electronic Navigational Data, Technical

Publications, Aeronautical Parts and Materials, etc. which are intended for use on PAA
Operations (e.g. flight operations, navigation, engineering, aircraft, engines, or
equipment, etc.) shall be obtained from following sources:
i. For Electronic Navigational Data/Technical Publications shall be from the OEM,
Software Developer or authorized distributor, as required;
ii. For Aeronautical Parts and Materials shall be from the OEM, Design Organization,
Approved Distributor, all parts must have Certificate of Conformance or Authorizes
Release Certificate (ARC) or documentation acceptable to the Authority;
iii. Vendor/Supplier shall have relevant approval coming from the CAAP or other
Aviation Authority to manufacture and/or distribute aeronautical products.

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b. The Vendor/supplier shall have the following:

i. Certification of foreign or local authority or equivalent
ii. Personnel Training and Qualification;
iii. Management personnel;
iv. Storage facilities;
v. Manual Standards and Procedures;
vi. Certification to distribute products.

Records

a. Accomplished PAA Vendor Evaluation Questionnaire;

b. Approval Certificate;
c. List of Products and Materials Offered;
d. List of Customers;
e. Service Letter Agreement or equivalent (as applicable).

NOTE: 1. All records required are not limited to items mentioned above.
2. Hard copies are available in the QMD Office. Electronic copies may be
viewed in the QMD Shared Folder.

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TABLE OF CONTENTS

CHAPTER 6 – AUTHORIZATION PROCEDURES ................................................... 6.1.1

Maintenance – Authorization Procedures .................................................................. 6.1.1
General .......................................................................................................... 6.1.1
Type of Authorization ..................................................................................... 6.1.1
Authorization Requirements .......................................................................... 6.1.3
Application Procedures for Authorization ....................................................... 6.1.5
Validity of Authorization ................................................................................. 6.1.5
Authorization Holder’s Responsibility............................................................. 6.1.6
Additional Authorization ................................................................................. 6.1.6
Renewal of Authorization ............................................................................... 6.1.7
One-Time Authorization ................................................................................. 6.1.7
Reinstatement of Authorization .................................................................. 6.1.9
Resignation of Authorized Personnel ......................................................... 6.1.9
Application Process Flow ......................................................................... 6.1.10
Flight Operations – Authorization Procedures ........................................................... 6.2.1
General .......................................................................................................... 6.2.1
PTC Authorization Requirements .................................................................. 6.2.1
PTC Application Process ............................................................................... 6.2.2
PTC Application Overview ............................................................................. 6.2.3
Authorization Records ................................................................................................ 6.3.1
General Policies on Authorization Roster ...................................................... 6.3.1
Authorization Roster ...................................................................................... 6.3.2
Authorized Personnel Records Policy............................................................ 6.3.3
Retention of Authorization Records ............................................................... 6.3.4
Access to Authorized Personnel Records ...................................................... 6.3.5

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CHAPTER 6 – AUTHORIZATION PROCEDURES

Maintenance – Authorization Procedures

General

a. Philippines AirAsia, Inc. (PAA) has established policies and procedures on the
authorization of its Accredited Maintenance Provider’s personnel.

NOTE: Refer to QSM 5.3 for Maintenance Provider Accreditation procedures.

b. PAA Quality Management Department (QMD) shall provide an updated “Authorization

Roster” to all concerned offices, each time there is a revision.
c. The Authorization Roster shall contain complete list of authorized personnel by name,
position and type of aircraft, equipment or task qualified to work-on.
d. Adherence to the Scope of Authorization and/or currentness of the Authorization Roster
shall be among the subject of random spot-check or audit by QMD.
e. Authorized personnel are required to perform tasks and/or sign (i.e. worksheets, job
cards, etc.) based on the limitations mentioned in the roster.

Type of Authorization

Table 6-1 Type of Authorization

Type Description

a. Authority given to a person qualified to certify the

airworthiness of an aircraft after maintenance, alteration,
Return to Service (RTS)
repair, rectification of flight and ground remarks and other
maintenance activities.
b. This authorization shall be issued to A&P Mechanics only.

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Type Description

a. Authority given to a person who is qualified to sign-off

task(s) which have been carried out in accordance with
the applicable approved and/or acceptable data/reference

Maintenance Release and with respect to the work performed, the aircraft or

(MR) article is ready for Release to Service.

b. MR Authorization shall be issued only to both A&P and
Avionics Mechanic.
c. Skill specialization shall be indicated in the authorization
roster.

a. Authority given to a person qualified to perform

duplicate/required/critical task inspection as stipulated in
the PAA approved maintenance program and/or
Required Inspection Item
procedures.
(RII)
b. RII Authorization shall be issued only to both A&P and
Avionics Mechanic.
c. Skill specialization shall be indicated in the authorization
roster.

a. This authorization shall qualify an individual to perform

Engine Ground Run
engine run-up provided it is done in accordance with
(EGR)
applicable approved data references, safety policies, and
other applicable engine run-up references.

a. This authorization shall qualify an individual to certify that an

Receiving Inspection (RI) article inspected had no obvious damage and as far as the
accompanying documentation had met PAA receiving
inspection standards and can be considered serviceable.

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Authorization Requirements

a. Candidates for RTS Authorization shall have the following requirements:

i. Must be a regular employee of the Maintenance Provider;
ii. Must be a current RTS Authorized personnel;
iii. Must have a valid CAAP AMT with A&P rating or equivalent foreign license;
iv. Must have completed Aircraft Type Training (Level 3) operated by PAA;
v. Must have an extensive experience on Aircraft Type operated by PAA;
vi. Must have completed PAA MCM Indoctrination Training;
vii. Must have completed PAA Documentation Training (e.g. Taskcards, Logbooks, etc.);
viii. Must have completed SMS Training and Human Factors Training.
b. Candidates for MR Authorization shall have the following requirements:
i. Must be a regular employee of the Maintenance Provider;
ii. Must be a current MR Authorized personnel, duly rated for either A&P or Avionics;
iii. Must have a valid CAAP A&P/AMS License or equivalent foreign license;
iv. Must have completed Aircraft Type Training (Level 3) operated by PAA;
v. Must have an extensive experience on Aircraft Type operated by PAA;
vi. Must have completed PAA MCM Indoctrination Training;
vii. Must have completed PAA Documentation Training (e.g. Taskcards, Logbooks, etc.);
viii. Must have completed SMS Training and Human Factors Training.
c. Candidates for RII Authorization shall have the following requirements:
i. Must be a regular employee of the Maintenance Provider;
ii. Must be a current RII Authorized personnel, duly rated for either A&P or Avionics;
iii. Must have a valid CAAP A&P/AMS License or equivalent foreign license;
iv. Must have completed PAA RII Indoctrination;

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v. Must have an Inspectors Training and Inspection Technique or equivalent;

vi. Must have current PAA RTS and/or MR Authorization (PAA Maintenance Provider
RTS and MR Training requirement shall apply).
d. Candidates for EGR Authorization must have the following requirements:
i. Must be a regular employee of the Maintenance Provider;
ii. Must have current EGR Authorization;
iii. Must have a valid CAAP AMT with A&P rating or equivalent foreign license;
iv. Must have current Engine Run-up Training on Engine Type installed on PAA fleet;
v. Must have current PAA RTS and/or MR Authorization (PAA Maintenance Provider
RTS and MR Training requirement shall apply).
e. Candidates for RI Authorization must have the following requirements:
i. Must be a regular employee of the Maintenance Provider;
ii. Must have completed Aircraft General Familiarization (Level 1) Training;
iii. Completed Parts Incoming Inspection Training which includes the following:
1. Dangerous Goods (DG);
2. Hazardous Material (HAZMAT);
3. Suspected Unapproved Parts (SUP); and
4. Electro-Static Discharge Sensitive (ESDS).
iv. Must have completed PAA MCM and MOPM Indoctrination Training;
v. Must have completed PAA Documentation Training (e.g. Taskcards, Logbooks, etc.)’
vi. Must have completed SMS Training and Human Factors Training.

NOTE: RI Authorization shall only apply to PAA Stores Inspectors.

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Application Procedures for Authorization

a. Application Process overview may be referred to QSM 6.1.12.

b. Applicants for authorization shall submit completed “Application for Authorization” (Form
no. PAA/OQA/F/031) shall constitute as endorsement by their organization.
c. The Applicant’s requirements should satisfy the criteria stated in QSM 6.1.3 and
submitted to QMD for evaluation and review.
d. Assigned evaluating personnel shall have the responsibility to recommend or require to
applicant additional documents necessary for the granting of endorsement or
recommendation.
e. Applicants failed to comply or submit required or additional documents to justify the
application shall be disapproved or denied. Failed applicant will be prohibited from re-
apply within six (6) months.
f. QMD evaluating personnel shall recommend approval of authorization to the Head of
QMD.
g. The successful applicant shall be included on the “Authorization Roster” (Form no.
PAA/OQA/F/040) and shall be updated and disseminated to all concerned PAA Offices
and their organization for any additional or changes on the authorization roster.
h. In addition, successful applicants shall also receive a formal Authorization Certificate
(Form no. PAA/OQA/F/032).
i. The Authorization shall remain valid unless cancelled, suspended, revoked or expiration
of any authorization requirements such as license, training, medical (if necessary). Refer
to QSM 6.1.5 for more details (below).

Validity of Authorization

a. Authorization Validity is subject to the holder’s continuing compliance to the

prerequisites of the authorization (i.e., License, Training, various Certificates, as
applicable).

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NOTE: Authorization shall be deemed suspended once the required recurrent

training course is not taken on time or when the required license has expired
or was not renewed on time.

b. In addition, any violation committed due to negligence, unauthorized use of

authorization, disciplinary sanctions, etc. shall be subjected to an inquiry and may result
to suspension, upon deliberation by the Head of QMD.
c. The Head of QMD serves the right to suspend, revoke or cancel the authorization for
lapses or reasons mentioned in the Authorization Certificate.
d. All Authorization Privileges of the Holder shall cease as advised or deliberated by QMD.

Authorization Holder’s Responsibility

a. An Authorized personnel shall ensure that the valid license and authorization certificate
(or equivalent) are in their physical possession or readily accessible in the aircraft or at
the worksite when exercising their authorization privileges.
b. The Authorized personnel shall responsible for ensuring that all relevant licenses and
pre-requisites for authorizations are current and valid;
c. The Authorized personnel shall be responsible to initiate the “Renewal Process,” at least
one (1) month prior to expiration of license, training, etc.;
d. The Authorized personnel shall submit all required documents for the renewal process.

Additional Authorization

a. Applicants for additional rating of authorization shall submit the following documents:
i. Properly filled-out Application for Authorization (Form no. PAA/OQA/F/031);
ii. Photocopy of the Training Certificate pertaining to the Authorization being applied.

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b. Photocopy of the Training Records, which contains the skills relevant to the additional
authorization being applied and the hours employed for the respective acquired skills or
practical experience.
c. Copy of Authorization issued by the Maintenance Provider.
d. Assigned evaluating personnel shall review and recommend to Head of QMD for
approval of additional authorization once found satisfactory.
e. A new authorization certificate shall be issued to maintenance personnel who
satisfactory passed the evaluation.
f. Upon approval, the database and roster shall be updated and include any additional
rating of maintenance personnel.

Renewal of Authorization

a. Personnel renewing their authorization shall submit necessary documents such as:
i. Completed Application for Authorization form;
ii. Photocopy of the renewed license;
iii. Copy of Authorization issued by Maintenance Provider;
iv. Proof of Recurrent Training, as applicable.
b. Other additional requirements that may require by the evaluating QAI personnel
c. QMD shall exclude maintenance personnel in the Authorization Roster with expired,
cancelled, suspended, and revoked authorization.
d. The maintenance person renewing their authorization shall surrender their previous
Authorization Certificate (Form no. PAA/OQA/F/032).

One-Time Authorization

a. One-Time Authorization shall only be issued on situations were:

i. PAA aircraft encountered malfunction or defect at an outstation, where there is no
authorized mechanic and/or accredited maintenance provider;

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ii. PAA aircraft was diverted to a station, where PAA does not have an authorized
mechanic and/or accredited maintenance provider;
iii. Specialized Services are required to complete a scheduled work on PAA Aircraft,
which shall be outsourced to an accredited maintenance provider on an Ad Hoc
Basis; or
iv. In special cases, wherein the Head of QMD determines the necessity of such
authorization provided that the candidate meets the requirements stated in QSM
6.1.3
b. For Line and Base Maintenance related One-Time Authorization: Maintenance
personnel from a Maintenance Provider with a valid CAAP AMO Certificate and
appropriately rated shall be eligible for One-Time Authorization.
c. Basic requirements for One-Time Authorization shall be based on provisions stated in
QSM 6.1.3. Additional requirements may be required by the evaluating QMD personnel.
d. Issued One-Time Authorization shall only be used based on the authorization issued by
QMD (i.e. RTS, MR, RII, EGR, etc.) and the validity indicated on the Authorization
Certificate.
e. QMD shall issue an Authorization Certificate, indicating “Scope of Authorization” and
“Validity of Authorization.”

NOTE: Refer to QSM 9.4.2 - Authorization Certificate (Form no. PAA/OQA/F/032)

fill-out procedures for details.

f. Other than the formal Authorization Certificate being issued by QMD, an email
authorization may be issued depending on the urgency of the task to be performed or
services that may require. However, the official Authorization Certificate shall be
provided as soon as practicable for documentation purposes.
g. One-Time Authorization’s validity shall not exceed fifteen (15) days period. Validity
period shall be specifically indicated on the authorization certificate.

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Reinstatement of Authorization

a. No maintenance personnel may perform their Authorization function, once their

authorization is cancelled or suspended.
b. Maintenance personnel with cancelled or suspended authorization can apply for
reinstatement with endorsement from the personnel’s immediate superior/department
head.

NOTE: Application form shall be accompanied by all necessary supporting

documents.

c. Basic requirements for reinstatement of authorization shall be based on provisions

stated in QSM 6.1.3. Additional requirements may be required by the evaluating QMD
personnel.
d. Authorization shall remain cancelled or suspended until such time a “Reinstatement”
has been issued by QMD.

NOTE: QMD to issue revised Authorization Certificate and inclusion of the

reinstated personnel details in the Authorization Roster.

Resignation of Authorized Personnel

a. All granted authorization shall cease on the personnel’s last day in the organization.
b. QMD shall update Authorization Roster (deletion of entry) of particular Authorized
personnel.
c. It is the responsibility of the Contracted Maintenance Provider to notify QMD, in-case
their maintenance personnel holding an authorization issued by QMD have already
resigned or not connected to their organization.

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Application Process Flow

Figure 6-1 Normal Application Process

PHASE 1:
SUBMISSION OF
REQUIREMENTS

PHASE 2:
ACCEPTANCE

PHASE 3:
HEAD OF QMD’S
FINAL EVALUATION
AND APPROVAL

PHASE 4: Issuance of:

ISSUANCE OF 1. Authorization Certificate;
AUTHORIZATION 2. Authorization Roster.

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Figure 6-2 Normal Renewal/Reinstatement Process

PHASE 1: RENEWAL
ADVICES
EXPIRING
AUTHORIZATION

PHASE 2:
SUBMISSION OF
REQUIREMENTS

PHASE 3:
ACCEPTANCE
AND EVALUATION

PHASE 4:
HEAD OF QMD’S
FINAL EVALUATION
AND APPROVAL

PHASE 6: Issuance of Updated:

ISSUANCE OF 1. Authorization Certificate;
AUTHORIZATION 2. Authorization Roster.

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Figure 6-3 Normal Additional Authorization Process

PHASE 1:
SUBMISSION OF
ADDITIONAL
REQUIREMENTS

PHASE 2:
ACCEPTANCE
AND EVALUATION

PHASE 3:
HEAD OF QMD’S
FINAL EVALUATION
AND APPROVAL

PHASE 4:
REVISION AND Issuance of Updated:
ISSUANCE OF 1. Authorization Certificate;
AUTHORIZATION 2. Authorization Roster.

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Flight Operations – Authorization Procedures

General

a. Pilot Transit Check (PTC) – This authorization shall qualify the Pilot-in-Command (PIC)
to perform Transit Check at outstation without contracted maintenance provider.
b. PTC or walk-around check may be performed by authorized PIC at every transit stop in
accordance PTC Checklist and Flight Crew Operations Manual (FCOM).
c. Only PIC holding a PTC Authorization may perform the Transit Check (PTC).
d. If after PIC’s PTC or Transit Check, an aircraft discrepancy was noted or detected. In
this case PTC shall no longer be applicable. PIC shall automatically coordinate with
PAA Operations Control Center (OCC) or Maintenance Operations Control (MOC) or the
available contracted maintenance provider in the area.

PTC Authorization Requirements

a. Must be a regular employee of Philippines AirAsia, Inc. (PAA);

b. Must have a valid CAAP Pilot License – Air Transport Pilot License (ATPL);
c. Completed PTC with Refuelling Indoctrination;
d. Completed three (3) PTC Practical Examination;
e. Completed PAA Documentation Training (i.e. MR1 Logbook fill-out procedures).

NOTE: 1. All personnel acquiring for authorization shall comply with the above
requirements and qualification and other necessary additional
requirements or documents that may require by the evaluating
personnel.
2. Insufficient documents or requirements may not be accepted or may not
acquire recommendation for issuance of PTC Authorization.

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PTC Application Process

a. The applicant shall submit all required documents to QMD including the application form
for PTC authorization. Applicants shall fill-out the “Application for PTC Authorization”
(Form no. PAA/OQA/F/034).

NOTE: Refer to QSM 9.4.5 for Application – PTC Authorization fill-out procedure.

b. The applicant shall undergo three (3) “PTC Practical Examination” and must
satisfactorily complete the said activity. The PTC Qualifying Form (Form no.
PAA/OQA/F/017) shall be submitted as a requirement for application.

NOTE: Refer to QSM 9.4.7 for PTC Qualifying Form fill-out procedure.

c. Evaluating personnel shall review all submitted documents and qualifications. Once
applicants satisfy the requirements evaluating officer may recommend issuance of PTC
authorization.
d. Head of QMD shall have the final approval for the issuance of PTC authorization.
e. All Authorized PTC holder shall be included on the PTC Authorization Roster (Form no.
PAA/OQA/F/030) and shall be transmitted to concerned departments/offices.

NOTE: Refer to QSM 9.4.6 for PTC Authorization Roster fill-out procedures.

f. For unsuccessful Application, evaluating personnel shall notify concerned Pilot or the
head of department stating the reason of disapproval.
g. QMD shall perform periodic inspection (quarterly) on all records of Pilots with PTC
Authorization to verify the currency of their pertinent records.

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PTC Application Overview

Figure 6-4 PTC Application Overview

PHASE 1:
SUBMISSION OF
REQUIREMENTS
Not

PHASE 2:
QMD ACCEPTANCE

PHASE 3:
HEAD OF QMD’S
FINAL EVALUATION
AND APPROVAL

PHASE 4:
ISSUANCE OF Authorization Roster;
AUTHORIZATION

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Authorization Records

General Policies on Authorization Roster

a. Philippines AirAsia, Inc. (PAA) shall maintain a “Roster of all Authorized personnel,”
which includes details of the Scope of their Authorization. The PAA personnel shall be
notified in writing of the scope of their authorization.
b. Quality Management Department (QMD) shall maintain and control all “Roster of
Authorized Personnel,” for the following:
i. Maintenance:
1. Return to Service (RTS);
2. Required Inspection Item (RII);
3. Maintenance Release (MR);
4. Engine Ground Run (EGR);
5. Receiving Inspection (RI).

NOTE: The above shall be recorded through the Authorization Roster (Form no.
PAA/OQA/040). Refer to QSM 9.4.4 for Authorization Roster fill-out
procedures

ii. PAA Flight Operations:

1. PTC Authorization Roster (Form no. PAA/OQA/F/030).

NOTE: Refer to QSM 9.4.7 fo r PTC Authorization Roster fill-out procedures

c. The Roster shall be updated by the QMD, within five (5) working days, following the
maintenance personnel acknowledgement of their Authorization; or in some cases due
to Revocation, Change in the Scope of Authorization, Additional Authorization and/or
inclusion of a Newly Authorized Personnel.

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d. All concerned PAA offices or organization shall maintain the Roster of Authorized
Personnel containing complete list of authorized personnel by name, position and the
type of aircraft, equipment or task qualified to work on. The respective PAA offices and
organization shall ensure that the rosters are kept current at all times and conspicuously
posted within their respective areas.
e. Adherence to the Scope of Authorization and/or updateness of personnel roster shall be
among the subject of random spot check or audit by QMD.

Authorization Roster

a. Authorized personnel are required to perform tasks and/or sign (i.e. worksheets, job
cards, etc.) based on the limitations mentioned in these lists.

NOTE: PAA personnel who are “NOT” included in this roster shall not perform
specific tasks and/or sign applicable worksheets, job card, etc.

b. The names of these personnel shall be removed from the roster due to expired licenses,
overdue recurrent training, unsatisfactory performance, etc.

NOTE: QMD shall periodically notify authorized personnel concerning their expiring
license(s), recurrent training, etc.

c. The concerned personnel shall provide a copy of the renewed license, recurrent training
completion report (or similar proof), etc. to QMD prior to the expiration. Failure to do so
will force QMD to remove the name of the concerned personnel from the Authorization
Roster.

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d. For Maintenance personnel who are not yet included in the Authorization Roster, but
who already possess the qualifications and recommendation from their Superior or
equivalent can submit their application to QMD together with the supporting documents.
QMD shall act on the recommendation and provide feedback within a reasonable
period.
e. The concerned PAA offices and maintenance provider shall have their own monitoring
and shall act accordingly and in a timely manner to update QMD on its actions and at
the same time ensure the availability of sufficient authorized manpower needed for their
activities.
f. QMD shall be responsible to properly disseminate the rosters revision (printed copy) to
all concerned PAA offices and maintenance providers.

Authorized Personnel Records Policy

a. “Authorization Record File” of all Authorized personnel shall be controlled, updated and
maintained by QMD. The record shall include the following:
i. Curriculum Vitae;
ii. CAA License (e.g. AMT, AMS, etc.);
iii. Training Records (Certificates or Completion Report);
iv. Approved Authorization Files (e.g. Application, Stamps Accountability, etc.).
b. The Authorization Record File shall be made clear for all users, which may require
checking of these documents.
c. Authorized personnel are not required to carry the authorization document at all times,
but shall ensure availability once requested within a reasonable period of time.
d. The following information is contained in the Authorization Files (QMD Shared folder)
with respect to each Authorized Personnel:
i. Name;
ii. Date of Birth;
iii. Training Record;
iv. Qualification relevant to the Authorization;

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v. Scope of Authorization;
vi. Authorization original issue;
vii. Validity of Authorization;
viii. Authorization Identification code;
ix. CAA Licenses issued;
x. Stamp Letter Code, if stamp is issued;
xi. Particulars of the personnel with Limited or One-Off Authorization;
xii. Name of Maintenance Provider, if contracted.

Retention of Authorization Records

a. “Authorized Personnel Records” shall be kept properly by the QMD.

NOTE: These records shall NOT be accessible from unauthorized person.

b. Storage of these Records shall be in a dry and secured storage area to assure safety
from unauthorized access, loss and destruction.
c. All Authorized Personnel Records shall be kept for a period of five (5) years after the
personnel have ceased employment or upon cancellation/revocation of authorization.

NOTE: The Authorized personnel shall be furnished with a copy of their record prior
to leaving PAA. This can be made possible once requested.

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Access to Authorized Personnel Records

a. The number of Authorized personnel to access the system shall be limited to minimize
the possibility of records being altered in an unauthorized manner and to limit
confidential records.
b. The Authorized personnel shall be given reasonable access on request to his/her
records.
c. The Authority is authorized to and may investigate the records system for initial and
continued approval, or when the CAAP has cause to doubt the competence of particular
Authorized personnel.
d. Access to the Authorized Personnel Records shall be made available by the QMD under
the Approval of the Head of QMD.

NOTE: Authorized persons, apart from the PAA QMD shall also include
Maintenance Supervisors or Managers and the CAAP.

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TABLE OF CONTENTS

CHAPTER 7 – DOCUMENT & RECORDS CONTROL SYSTEM .............................. 7.1.1

Document Control System ......................................................................................... 7.1.1
7.1.1 General .......................................................................................................... 7.1.1
7.1.2 Document Control Policy Statement .............................................................. 7.1.1
Record Management System .................................................................................... 7.2.1
7.2.1 General .......................................................................................................... 7.2.1

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CHAPTER 7 – DOCUMENT & RECORDS CONTROL SYSTEM

Document Control System

7.1.1 General

a. The Document Control System (DCS) shall establish the process and responsibilities for
the development, revision, review, approval, distribution, maintenance and control of
documents within Philippines AirAsia, Inc. (PAA).
b. DCS shall ensure that authorized formats and forms are being used; and all required
controlled documents are available to employees and that obsolete copies are promptly
removed, replaced and invalidated or destroyed.
c. DCS shall ensure documents are accessible and only the latest revision is available for
use.
d. The policy also applies to all controlled documents produced by or received by all
subsidiaries, associates and jointly controlled entities within the AirAsia Group, and to all
employees, contractors, sub-contractors, vendors, manufacturers and suppliers of
AirAsia Group.
e. QMD has developed the Document Control Manual (DCM) to standardize and define
procedures for documents and record management of PAA.

7.1.2 Document Control Policy Statement

a. PAA is fully committed to apply the principles of Document Control and shall ensure that
the necessary resources are available to run and maintain the system.
b. Document Control System (DCS) is critical to our business, in order to ensure:
i. Safety of our various stakeholders, operations and assets;
ii. Safeguarding of our reputation through the quality control of our documentation;
iii. Compliance with applicable regulatory requirements such as PCAR [Link] – Flight
Safety Document System (FSDS), industry best practice, international standards and
contractual requirements;
iv. Efficiency of our activities;

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v. Security of our intellectual property.

c. Following that, PAA shall have a system to ensure:
i. Standardized management and control of documentation and/or records used
directly in the conduct or support of operations, which is compliant to Regulatory
requirements;
ii. Accurate and up-to-date documents are available to those personnel required to use
them, including, in the case of outsourced operational functions to employees of
external service providers;
iii. All documents and/or records are secured, protected, accessible and distributed in
accordance and continuous improvement;
iv. All documents must be reviewed at least once in twelve (12) months, for applicability
and continuous improvement;
v. The content and retention of records is in accordance with requirements of the
Authority, as applicable and to ensure records are subjected to standardized
processes.

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Record Management System

7.2.1 General

a. This procedure covers the identification, storage, protection, retrieval, retention time and
disposition of all the quality records generated.
b. Quality Records shall include objective, multi-media accounts of inspections, tests and
observations in the form of raw data, graphics, analytical summaries and reports which
serve as evidence of product or system conformance and acceptance and which
documents non-conformities.

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TABLE OF CONTENTS

8.0 CHAPTER 8 – HANDLING OF REGULATORY REQUIREMENTS ........................... 8.1.1

8.1 Regulatory Audit ........................................................................................................ 8.1.1
8.1.1 General .......................................................................................................... 8.1.1
8.1.2 Handling of Regulatory Audit ......................................................................... 8.1.1
8.2 Aircraft Certificates..................................................................................................... 8.2.1
8.2.1 General .......................................................................................................... 8.2.1
8.2.2 Certificate of Airworthiness (COA) ................................................................. 8.2.1
8.2.3 Certificate of Registration (COR) ................................................................... 8.2.3
8.2.4 Aircraft Radio Station License (ASL) ............................................................. 8.2.4
8.2.5 Noise Certificate ............................................................................................ 8.2.5
8.2.6 Aircraft Engine or Appliance Certificate of Registration ................................. 8.2.5
8.3 AOC Certificate Renewal ........................................................................................... 8.3.1
8.3.1 General .......................................................................................................... 8.3.1
8.3.2 Air Operator Certificate (AOC) Renewal ........................................................ 8.3.1
8.4 Notification of Organizational Changes ...................................................................... 8.4.1
8.4.1 General .......................................................................................................... 8.4.1
8.4.2 Changes to be Notified .................................................................................. 8.4.1
8.4.3 Notification Process ....................................................................................... 8.4.1
8.5 Flight Safety Service Difficulty Report (FSSDR) ........................................................ 8.5.1
8.5.1 General .......................................................................................................... 8.5.1
8.5.2 Reportable Occurrence (Reference PCAR [Link]) ....................................... 8.5.1
8.5.3 Handling of FSSDR ....................................................................................... 8.5.3
8.6 Minimum Equipment List (MEL) Repair Interval Extension (MELRIE) ....................... 8.6.1
8.6.1 General .......................................................................................................... 8.6.1
8.6.2 MELRIE Policy ............................................................................................... 8.6.1
8.6.3 Handling of MELRIE ...................................................................................... 8.6.3
8.7 Short Term Escalation (STE) ..................................................................................... 8.7.1
8.7.1 General Policy ............................................................................................... 8.7.1
8.7.2 Handling of STE............................................................................................. 8.7.2

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8.8 Major Modification and Repair ................................................................................... 8.8.1

8.8.1 General Policy ............................................................................................... 8.8.1
8.8.2 Handling of Major Modification/Repair ........................................................... 8.8.1
8.9 Aircraft Survey ........................................................................................................... 8.9.1
8.9.1 General Policy ............................................................................................... 8.9.1
8.9.2 Aircraft Survey Overview ............................................................................... 8.9.3
8.9.3 Requirement Guidelines ................................................................................ 8.9.4
8.10 Delivery of Used Aircraft .......................................................................................... 8.10.1
8.10.1 Introduction............................................................................................... 8.10.1
8.10.2 Delivery Requirements ............................................................................. 8.10.1
8.10.3 Technical Team ........................................................................................ 8.10.2
8.10.4 Procedures ............................................................................................... 8.10.3
8.11 Delivery of Brand New Aircraft ................................................................................. 8.11.1
8.11.1 Introduction............................................................................................... 8.11.1
8.11.2 Policy on Leased Aircraft .......................................................................... 8.11.1
8.11.3 Policy on Purchased Aircraft .................................................................... 8.11.2
8.11.4 Procedures ............................................................................................... 8.11.2
8.11.5 Responsibilities ........................................................................................ 8.11.6
8.12 Aircraft Redelivery.................................................................................................... 8.12.1
8.12.1 Introduction............................................................................................... 8.12.1
8.12.2 Responsibilities ........................................................................................ 8.12.1
8.12.3 Procedures ............................................................................................... 8.12.4
8.13 Voluntary Disclosure ................................................................................................ 8.13.1
8.13.1 General..................................................................................................... 8.13.1
8.13.2 Voluntary Disclosure Policy ...................................................................... 8.13.1
8.13.3 Voluntary Disclosure Procedures ............................................................. 8.13.2
8.14 Regulatory Watch .................................................................................................... 8.14.1
8.14.1 General..................................................................................................... 8.14.1
8.14.2 Regulatory Watch Procedure ................................................................... 8.14.1

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8.0 CHAPTER 8 – HANDLING OF REGULATORY REQUIREMENTS

8.1 Regulatory Audit

8.1.1 General

a. All type of “Regulatory Audit” (e.g. Safety Audit, Surveillance Audit and Renewal Audit)
shall be assisted by Quality Management Department (QMD).
b. Regulatory Audit shall mean audits performed by any local or foreign regulatory body,
such as the Civil Aviation Authority of the Philippines (CAAP), Department of Civil
Aviation - Malaysia (DCAM), Federal Aviation Administration (FAA), European Aviation
Safety Agency (EASA), etc.
c. Prior to the any Regulatory Audit, QMD shall be informing or notifying concerned
departments for preparation.

8.1.2 Handling of Regulatory Audit

a. Notify concerned or affected department that will be audited.

b. For the preparation depending on the criticality of the Regulatory Audit, QMD may
require for a meeting to discuss areas or scope of the audit.
c. Prior to the conduct of regulatory audit, QMD may perform mock-audit or check
compliance of areas or department that will be audited.
d. During the audit assigned QMD personnel shall act as Audit Guide to assist Regulatory
auditor to go-around the facility or area that will be audited.
e. Any non-conformity raised by regulatory auditor shall be noted by assigned QMD
personnel facilitating the said audit.
f. Any non-conformity during the regulatory audit shall be coordinated by assigned QMD
personnel to concerned departments necessary for establishing corrective/preventive
action or equivalent.
g. Any corrective/preventive action provided by concerned department shall be monitored
and verified by assigned QMD personnel.

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h. All records of generated during the regulatory audits shall be kept by QMD for reference
purposes.

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8.2 Aircraft Certificates

8.2.1 General

a. Quality Management Department (QMD) shall have the responsibility to monitor validity
or expiry date of all required certificates of aircraft.
b. The Quality Officer (QO) shall refer and monitor all validity or expiration of certificates on
the aircraft monitoring database.
c. QO shall update and release the Aircraft Information and Monitoring (Form no.
PAA/OQA/F/012) during significant changes. The said information sheet shall be
distributed to relevant PAA personnel and/or departments.

NOTE: Refer to QSM 9.6.4 – Aircraft Information and Monitoring, fill-out procedures.

d. De-registered Aircraft shall be reflected on the Deregistered Aircraft Information (Form

no. PAA/OQA/F/013).
e. CAAP may revise requirements mentioned herewith. However, basic procedures shall
remain the same.

8.2.2 Certificate of Airworthiness (COA)

a. QMD shall initiate request to PAA Technical Records for the following documents:
i. Accomplished the Application for Airworthiness Certificate (CAAP Form no. 1029-2);
ii. Accomplished Annual Inspection Report (CAAP Form no. AS-2-1-02A);
iii. Accomplished Radio, Electronics and Instrument Inspection Report (CAAP Form no.
1013);
iv. Certified current status of summary records of the Airframe, Engine, APU and all
other required aeronautical products;
v. Certified Work Done Summary or equivalent, as applicable;

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vi. Certified Aircraft General Data;

vii. Compliance to the following:
1. Airworthiness Data (AD);
2. Service Bulletin (SB);
3. Letter of Instructions;
4. Memorandum Circular (MC);
5. Safety Circular, etc.
viii. Accomplished List of Maintenance Checks;
ix. Certified Navigation and Communication Equipment List;
x. Latest Weight and Balance Report;
xi. Test Flight Report, as applicable;
xii. Flight Data Recorder (FDR)/Cockpit Voice Recorder (CVR) Evaluation;
b. Once all requirements have been provided by Technical Records. QMD to evaluate all
submitted documents.
c. QMD shall prepare the following prior to submission:
i. Letter of Intent for Original/Renewal of COA;
ii. Request Accounting Clearance from CAAP Accounting Office;
iii. Payment of Original/Renewal COA fee and CAAP Inspector’s fee.
d. QMD to submit all completed COA application requirements to CAAP for processing.

NOTE: Receiving copy must be secured for reference.

e. QMD to coordinate with Operations Control Center (OCC) for the Aircraft availability for
inspection.
f. During the Physical Inspection of the Aircraft, all remarks issued by assigned CAAP
Inspector shall be mitigated through corrective/preventive action, as applicable.
g. During the release of Original/Renewed COA, QMD shall immediately transmit the COA
to the Technical Planning to workload the replacement of the installed COA.

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NOTE: Removed expired document shall be returned back to QMD.

8.2.3 Certificate of Registration (COR)

a. For Original Registration: Assignment of Registration Number and must be used within
ninety (90) days, otherwise registry number is deemed automatically cancelled if not
used within that specified period;
b. QMD shall initiate request to the following documents:
i. For QMD:
1. Accomplished the Application for Aircraft Registration (CAAP Form no. 1028);
ii. For Legal:
1. Documentary evidence of ownership (Lease Agreement, as applicable);
2. Customs Clearance and/or Tax Exemption, if exempted;
3. Copy of De-registration from the State of Origin, if previously from Foreign State;
4. Corporation papers duly signed by PAA Board of Directors;
c. Once all requirements have been provided. QMD shall collate and evaluate all
submitted documents.
d. QMD shall prepare the following prior to submission:
i. Letter of Intent for Original/Renewal of COR;
ii. Request Accounting Clearance from CAAP Accounting Office;
iii. Payment of Original/Renewal COR fee.
e. QMD to submit all completed COR application requirements to CAAP for processing.

NOTE: Receiving copy must be secured for reference.

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f. During the release of Original COR, QMD shall immediately transmit the COR to the
Technical Planning to workload the installation of the COR with the Official Receipt
(Validity).
g. For the Renewed COR, similar to QSM 8.2.3 item f; but only the Official Receipt shall be
installed.

NOTE: Removed expired document shall be returned back to QMD.

8.2.4 Aircraft Radio Station License (ASL)

a. QMD shall initiate request of the following requirements:

i. For Technical Records:
1. Accomplished Radio Equipment Inspection form;
ii. For Flight Operations:
1. Copy of Pilot Radio License;
2. Copy of Certificate of Employment.
b. All pertinent documents to be submitted to PAA Contracted Service Provider for
processing.
c. Any other documents required by the National Telecommunication Commission (NTC)
shall be requested by the service provider to PAA QMD.
d. During the release of Original/Renewed ASL, QMD shall immediately transmit the ASL
to the Technical Planning to workload the replacement of the installed ASL.

NOTE: Removed expired document shall be returned back to QMD.

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8.2.5 Noise Certificate

a. QMD shall initiate request of the following requirements from the Technical Records:
i. Aircraft Flight Manual (AFM);
ii. Non-Incident Report;
iii. Previous Noise Certificate (if used Aircraft);
iv. Manufacturer’s Type Certificate Data Sheet (TCDS).
b. Once all requirements have been provided. QMD shall collate and evaluate all
submitted documents.
c. QMD shall prepare the following prior to submission:
i. Letter of Intent for the application of Noise Certificate;
ii. Request Accounting Clearance from CAAP Accounting Office;
iii. Payment of Original Noise Certificate.
d. QMD to submit all completed Noise Certificate application requirements to CAAP for
processing.
e. During the release of Original Noise Certificate; QMD shall immediately transmit the
Noise Certificate to the Technical Planning to workload the installation of the certificate.

8.2.6 Aircraft Engine or Appliance Certificate of Registration

a. PAA Legal Department to request QMD to initiate application for Aircraft Engine or
Appliance Certificate of Registration, the following documents shall be provided to QMD:
i. Original or Certified True Copy (CTC) of Documentary evidence of Ownership or
Lease Agreement;
ii. Importation Documents;
iii. Proof of Payment of Duties and Taxes from the Bureau of Customs (BOC).
b. Then QMD shall initiate request Technical Services for Photograph of imported aircraft
engine or appliance (request front view, side view, top view and rear view);
c. Once photograph have been provided. QMD shall evaluate submitted photo.
d. QMD shall prepare the following prior to submission:

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i. Notarized Registration Form (CAAP Form 1028-1);

ii. Letter of Intent for the application of Aircraft Engine or Appliance COR;
iii. Corporation Documents such as SEC or Business Permit (DTI);
iv. Request Accounting Clearance from CAAP Accounting Office;
e. QMD to submit all completed Aircraft Engine or Appliance COR application
requirements to CAAP for processing.
f. During the release of the Certificate of Registration; QMD shall immediately transmit the
certificate to Technical Records.

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8.3 AOC Certificate Renewal

8.3.1 General

a. Air Operator Certificate (AOC) certifies that Philippines AirAsia, Inc. (PAA) has met the
minimum requirements of the Civil Aviation Authority of the Philippines (CAAP) and is
thereby authorized to operate Scheduled/Non-Scheduled International and Domestic
Passenger/Cargo Operations. Absence of this certificate ceases the whole operation of
PAA.

NOTE: Preparation for the application of AOC renewal shall be initiated three (3)
months prior to expiration or certificate.

8.3.2 Air Operator Certificate (AOC) Renewal

a. Quality Management Department (QMD) shall provide the following requirements and
forms to be submitted to CAAP for the renewal application of PAA AOC.
i. Written request for the renewal of AOC;
ii. Accomplished and signed Application for Air Operator Certificate;
iii. Financial information required for renewal of the AOC;
iv. PCAR Part 7, 8 and 9 Compliance Statement;
v. Payment for Registration and Documentation Fee;
vi. Other relevant documents that may require by the authority.
b. Coordinate and assist the Aviation Authority inspector to all arrangement prior to
conduct of their Audit.

NOTE: Approval for the renewal of AOC depends on the result of the CAAP Audit.

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c. If there is an Audit Finding raised, disseminate to concerned departments for the

necessary corrective actions or plans on the noted audit findings.
d. Submit corrective actions together with the attachments and settle payment of fees.
e. Upon receipt of the new certificate, the assigned QMD personnel shall:
i. Photocopy and scan the new certificate;
ii. Provide photocopies of the new certificate to the concerned departments;
iii. File/frame the Original Air Operator Certificate.
f. Monitor the validity of certificate.

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8.4 Notification of Organizational Changes

8.4.1 General

Philippines AirAsia, Inc. (PAA) shall be responsible to provide written notification to applicable
authority of any changes in the organization mentioned herewith.

8.4.2 Changes to be Notified

a. PAA shall notify the authority during the following changes:

i. Name of the Organization;
ii. Location of the Organization;
iii. Ownership of the Organization;
iv. The Accountable Manager; or
v. Any of the Post Holders.

8.4.3 Notification Process

a. Concerned department shall construct a notification letter regarding any changes on

management personnel.
b. The notification letter shall be signed by the Accountable Manager and endorse to
Quality Management Department (QMD) for transmitting or submitting to authority.
c. QMD shall record the outgoing documents and transmit to authority. A receiving copy
may be necessary for the traceability of documents
d. Receiving copy will be transmitted to concerned department and a separate file copy will
be provided by QMD for reference.

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8.5 Flight Safety Service Difficulty Report (FSSDR)

8.5.1 General

The Flight Safety Service Difficulty Report (FSSDR) CAAP Form 1023 shall be furnished
together with relevant attachments, to be submitted to the CAAP – Flight Safety Inspectorate
Services (FSIS). This report shall be made in the period prescribed by the regulations within
seventy-two (72) hours or three (3) days from the occurrence of the
incident/accident/malfunction.

NOTE: In cases where complete information required for the report is not possible
to produce and may delay the prescribed submission by the Authority. A
preliminary report may be submitted, then subsequent details that will be
found shall be provided to the Aviation Authority to update the initial report.

8.5.2 Reportable Occurrence (Reference PCAR [Link])

a. As per PCAR Part 5 : [Link] – Owners or operators of airplane over 5,700 kg maximum
take-off weight shall report to the Authority any failures, malfunctions or defects that
result in at least the following:
i. Fires during flight and whether the related Fire-Warning System properly operated;
ii. Fires during flight not protected by a related Fire-Warning System properly operated;
iii. False Fire-Warning during flight;
iv. An Engine Exhaust System that causes damage during flight to the engine, adjacent
structure, equipment or components;
v. An Aircraft Component that causes accumulation or circulation of smoke, vapor or
toxic or noxious fumes in the Crew Compartment or Passenger Cabin during flight;
vi. Engine Shutdown during flight because of Flameout;

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vii. Engine Shutdown during flight when external damage to the Engine or Aircraft
Structure occurs;
viii. Shutdown during flight of more than one (1) Engine;
ix. A Propeller Feathering System or ability of the system to control overspeed during
flight (Not Applicable to PAA Fleet);
x. A Fuel or Fuel-Dumping System that affects fuel flow or causes hazardous leakage
during flight;
xi. An “Unintended” Landing Gear Extension or Retraction, or causes hazardous
leakage during flight;
xii. Brake System Components that result in loss of brake actuating force when the
airplane is in motion or on the ground;
xiii. Aircraft Structure that requires Major Repair;
[Link], permanent deformation or corrosion of Aircraft Structures, if more than the
maximum acceptable to the manufacturer or the Authority;
xv. Aircraft Components or Systems malfunction that result in taking Emergency Actions
during flight (except action to shut down an engine);
[Link] interruption to a flight, unscheduled change of aircraft enroute, or unscheduled
stop or diversion from the route, caused by known or suspected technical difficulties
or malfunction;
xvii. Any abnormal vibration or buffeting caused by a Structural or System
Malfunction;
xviii. A Failure or Malfunction of more than one (1) altitude, airspeed or altitude
instrument during a given operation of the aircraft;
[Link] number of Engines removed prematurely because of Malfunction, Failure or
Defect, listed by make and model and the aircraft type in which it was installed; or
xx. The number of propeller featherings in flight, listed by type of propeller, engine and
aircraft on which it was installed.

b. Items that requires immediate notification to CAAP via telephone, fax or email within
specified time-set by the Authority should be made after discovery but not limited to:

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i. Primary Structural Failure;

ii. Control System Failure;
iii. Fire in the Aircraft;
iv. Engine Structure Failure;
v. Any condition considered an imminent hazard to Safety.

8.5.3 Handling of FSSDR

a. Philippines AirAsia, Inc. (PAA) Maintenance Operations Center (MOC):

i. Gather all necessary information concerning reportable occurrence at the outstation,
as applicable, and report immediately to the QMD thru an investigation report of the
occurrence with twenty-four (24) Hours.
ii. Shall provide the Aircraft Maintenance Report (AMR) to QMD for review and further
investigation by QMD.
b. Quality Management Department (QMD)
i. Shall perform evaluate the AMR with supporting documents, to be translated to the
official FSSDR (Form 1023).
ii. Completed FSSDR shall be submitted to CAAP, within seventy-two (72) hours after
the occurrence.
iii. QMD to monitor outstanding FSSDR (open), until reported occurrence has been
CLOSED.
c. FSSDR Status shall be classified, please refer to Table 8-1 FSSDR Status (below).

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Table 8-1 FSSDR Status

When mechanical failure or malfunction is still under

ORIG-OPEN investigation, rectification, and/or deferred thru MEL/ADD
at the time of reporting.

When mechanical failure or malfunction has been rectified

ORIG-CLOSED and/or corrected at the time of reporting or when an ORIG-
OPEN status is completed.

When the mechanical failure or malfunction under

SUPP-OPEN investigation at the time of reporting is recurrence of a
previously submitted service difficulty.

When mechanical failure or malfunction has been rectified

SUPP-CLOSED at the time of reporting and such report is a recurrence of
previously submitted one.

An errata or correction on a previously submitted service

CORRECTION
difficulty report.

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8.6 Minimum Equipment List (MEL) Repair Interval Extension (MELRIE)

8.6.1 General

a. Minimum Equipment List (MEL) Repair Interval Extension (MELRIE) may be requested
by the Engineering Department (Technical Services) once any unforeseen
circumstances arises that may result to the delay of rectifying an MEL item.
b. To ensure that the safety and airworthiness of the aircraft is not compromised repair
time limits to rectify such discrepancies or failures are set based on the causal effects
and risk of such failures over time. These repair time limits are established in the
Approved MEL or Configuration Deviation List (CDL).

8.6.2 MELRIE Policy

a. MELRIE (Form no. PAA/OQA/F/022) shall be use for any MEL extension request.
b. No MELRIE shall be submitted to the Civil Aviation Authority of the Philippines (CAAP),
unless it has been evaluated by the Quality Management Department (QMD) and
recommended by the Head of QMD.
c. The Head of QMD have the responsibility to recommend approval or rejection of any
MELRIE Request upon evaluation.
d. MEL Repair Interval in accordance with MMEL 00-05 – Repair Interval:

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Table 8-2 MEL Category

CATEGORY DESCRIPTION

a. No standard interval is specified, however, items in this category

shall be rectified in accordance with the dispatch conditions stated
in the MEL.

b. Where a time period is specified in calendar days, it shall start at

A
00:01 on the calendar day following the day of discovery.

c. Where a time period is specified in number of flights or flight

hours, it shall start at the beginning of the first flight following the
discovery of the failure.

a. Items in this category shall be rectified within three (3) consecutive

calendar days, excluding the day of discovery.

B b. For example, if it were recorded at 13:00 on January 26 th, the 3-

day interval begins at 00:01 on January 27 th and ends at 23:59 on
January 29th.

a. Items in this category shall be rectified within ten (10) consecutive

calendar days, excluding the day of discovery.

C b. For example, if it were recorded at 13:00 on January 26 th, the 10-

day interval begins at 00:01 on January 27 th and ends at 23:59 on
February 5th.

a. Items in this category shall be rectified within one hundred and

D twenty (120) consecutive calendar days, excluding the day of
discovery.

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NOTE: MELRIE is only applicable for Category B, C, and D for the same duration
as specified in the MEL.

e. MELRIE shall only be allowed one-time per transaction.

f. MELRIE shall be accomplished at the earliest opportunity.

8.6.3 Handling of MELRIE

a. All requests for extension must be submitted to QMD for evaluation at least three (3)
working days prior to MEL due date.
b. All requests for MELRIE shall be supported by relevant documents demonstrating valid
reason for the extension.
c. QMD to indicate MELRIE reference number:

YR-MM-001 1. Last two (2) digit of the Year when the

MELRIE raised.
2. Months in numeric calendar sequence.
1 2 3 3. Three (3) digit running sequence number.

Example: 16-07-008

d. MELRIE required documents:

i. MELRIE Request Letter to CAAP;
ii. Accomplished MELRIE form;
iii. Copy of Commercial Invoice;
iv. Copy of Airway Bill;
v. Copy of Specific MEL Reference;
vi. Copy of MR1 and/or MR2 Logbook entry;
vii. Documented communication regarding Parts availability;
viii. Parts Interchangeability reference (i.e. IPM, CMM, etc.), as applicable;

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ix. Troubleshooting History, as applicable.

x. Technical justification that the aircraft is airworthy.
e. In-case of cancellation of MELRIE Request, Engineering Department – Head/Manager
shall communicate the cancellation through email to QMD.
f. Once, MELRIE Approval is secured. QMD to forward the Approved MELRIE to PAA
Maintenance Operation Center (MOC) to place it on-board that specific aircraft.

NOTE: MELRIE shall be on-board the aircraft, until extended task has been closed.
]

g. MOC shall ensure to report the closure of all MELRIE to QMD.

h. QMD shall update MELRIE entry and facilitate closure on the MELRIE Monitoring Sheet.
i. QMD to update CAAP regarding the closure of the MELRIE.

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8.7 Short Term Escalation (STE)

8.7.1 General Policy

a. Short Term Escalation (STE) may be requested whenever maintenance task will not be
complied in a timely manner due to unforeseen circumstances.
b. For C-Check and above, escalation of task(s) shall require the approval of the Civil
Aviation Authority of the Philippines (CAAP).
c. For E-Check and below, escalation of task(s) shall be approved internally by the Head
of Engineering and recommended by the Quality Manager (QM).
d. Escalation beyond the tolerance stated on Aircraft Maintenance Program (AMP) shall
require approval from CAAP, including adequate justification.
e. STE tolerance is described fully in the Philippines AirAsia, Inc. (PAA) Aircraft
Maintenance Program - Part 1.
f. Short Term Escalation shall not apply for following:
i. Airworthiness Directives (AD);
ii. Life Limited Parts intervals specified by manufacturer of the aircraft/engine type
certificate data sheets;
iii. Limitation specified by Minimum Equipment List (MEL) or Configuration Deviation
List (CDL);
iv. Structural sampling periods imposed by Maintenance Review Board (MRB);
v. Certification Maintenance Requirements (CMR) (unless specifically allowed and
designated by the CMR documents);
vi. Fuel system Airworthiness Limitations (AL) and Critical Design Configuration Control
Limitations (CDCCL).
g. This procedure should not be abused or used indiscriminately to cover-up poor
maintenance practices, maintenance program shortcoming or poor management. It
must not be used repetitively to, in effect, constitute a fleet time extension.
h. Quality Management Department (QMD) shall have a separate monitoring of previously
issued STE to avoid any buying back of time. A compilation of approved and
disapproved STE shall be maintained by QMD for future references.

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8.7.2 Handling of STE

a. All request for STE (Form no. PAA/OQA/F/023) shall be submitted to QMD for
evaluation at least two (2) weeks prior to required escalation.
b. All requests for STE shall be supported by relevant documents demonstrating a valid
reason for escalation.
c. QMD to indicate STE reference number:

STE-YR-001 1. Last two (2) digit of the Year when the STE
raised.
2. Three (3) digit running sequence number.
1 2
Example: STE-16-008

d. STE required documents:

i. STE Request Letter to CAAP;
ii. Accomplished STE form;
iii. Letter from the Maintenance Provider, as applicable;
iv. Documented communication regarding the reason for STE;
v. Applicable AMP reference;
vi. Copy of the Work Package.
e. In-case of cancellation of STE Request, Engineering Department – Head/Manager shall
communicate the cancellation through email to QMD.
f. Once STE is approved by CAAP. QMD shall forward the Approved STE to PAA
Maintenance Planning Section to prepare necessary action following the escalation.
g. PAA Maintenance Planning shall provide a copy of the “Certificate of Release to
Service” (CRS) to QMD.
h. QMD shall update STE entry and facilitate closure on the STE Monitoring Sheet.
i. QMD to update CAAP regarding the closure of the STE.

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8.8 Major Modification and Repair

8.8.1 General Policy

a. Major Modification means alteration not listed in the aircraft, aircraft engine
specification; (1) that might appreciably affect weight, balance, structural strength,
performance, powerplant, operations, flight characteristics, or other qualities affecting
airworthiness; or (2) that is not done according to accepted practices or cannot be done
by elementary operations.
b. Major Repair means a repair that if improperly done might appreciably affect weight,
balance, structural strength, performance, powerplant, operations, flight characteristics,
or other qualities affecting airworthiness; or that is not done according to accepted
practices or cannot be done by elementary operations.

8.8.2 Handling of Major Modification/Repair

a. Major Modification/Repair - Normal Process:

Figure 8-1
MAJOR
MODIFICATION/
MAJOR REPAIR

QMD REVIEW
DOCUMENTS

Not Acceptable.

CAAP APPROVAL

Not Acceptable.

PERFORM MAJOR
Acceptab
MODIFICATION/

REPORT COMPLETED
MODIFICATION/REPAIR TO
CAAP THROUGH MR&M.

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b. Approval Process due to timely release of Repair Data Assessment Sheet (RDAS):
Figure 8-2

SUSPECTED MAJOR
REPAIR

TSE: INITIATE REQUEST

FOR RDAS TO OEM.

OEM: RELEASE TSE: INITIATE QMD: REVIEW

TECHNICAL DISPOSITION. CAAP APPROVAL DOCUMENTS RECEIVED.

OEM:
FINAL CATGORIZATION OF TSE: REPORT
Not Acceptable.
THE REPAIR AND ACCOMPLISMENT TO OEM
PROVIDES RDAS TO TSE.

Acceptable.

TSE: PREPARE ALL REQUIRED AMO: PERFORM CAAP: APPROVAL

DOCUMENTS WITH MR&M. MAJOR REPAIR Acceptabl
OF DAF
MODIFICATION/

QMD: REVIEW DOCUMENTS

RECEIVED.

Not Acceptable.

NOTE: QMD and TSE shall NOT allow any CRS/RTS,

Acceptable. without securing CAAP approval or acceptance of MR&M.

AMO: RELEASE AIRCRAFT TO SERVICE

CAAP ACCEPTANCE
(SIGNS THE CERTIFICATE OF RELEASE TO SERVICE)

AIRCRAFT RETURN TO OPERATION

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8.9 Aircraft Survey

8.9.1 General Policy

a. The Aircraft Survey Procedures compliments, Philippines AirAsia, Inc.’s (PAA’s) Aircraft
Delivery procedures which standardize PAA’s used-aircraft selection process. Details
are explained further in the succeeding QSM 8.10 – Aircraft Delivery – Used.
b. PAA shall form an Aircraft Survey Team, comprised of the following skills:
i. Survey Team Leader;
ii. Team members:
1. Technical Services Engineer;
2. Technical Planner;
3. Flight Operations Department;
4. Catering Services;
5. Cabin Services;
6. Finance Department;
7. Legal Department.

NOTE: Each team members will be responsible for their own aircraft inspection.

c. Aircraft Survey Program (ASP) provides information on how to PAA conduct survey on a
prospective aircraft based on its current physical condition and configuration compared
to PAA requirements.
d. The ASP outlines PAA’s policies and procedures prior to acquisition of “used aircraft” for
a possible lease/sub-lease/purchase.
e. Types of Aircraft Survey (Refer to Table 8-3 Type of Aircraft Survey - below).

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Table 8-3 Type of Aircraft Survey

a. The condition survey would typically involve, the aircraft

being in a maintenance hangar with full access necessary to
structural area;

b. The optimum time to complete the survey would be during a

routine maintenance input and includes sampling of areas
such as under the floor and lower fuselage structural, engine
TYPE 1
borescope videos, flight test, etc.;

c. Total audit of aircraft records. This covers the physical

inspection of all the records and associated documents and
no sampling methods are used.

a. Thorough general condition survey of the aircraft is

completed but without gaining access to areas such as
underfloor structure.

b. Access is limited to the opening of engine cowls, etc.

inspecting from the ground and access steps where
TYPE 2
necessary.

c. The records review is a combination of physical verification

and sampling.

a. The condition survey is based on a “general walk-around

inspection” including selected components’ part number
verification and typically involves approximately five (5) to
seven (7) hours with the aircraft to establish the general
condition.
TYPE 3
b. The technical records review is based on sampling and
checking the aircraft records against the previously
completed aircraft technical specifications.

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f. Phases of Aircraft Survey (Refer to Table 8-4 Phases of Aircraft Survey - below).

Table 8-4 Phases of Aircraft Survey

Involves team composition and

PRE-AIRCRAFT
PHASE 1 preliminary data from the aircraft
SURVEY
owner or lessor.

The actual survey, which is conducted

PHASE 2 AIRCRAFT SURVEY
by the survey team.

This phase covers the consolidation of

POST AIRCRAFT
PHASE 3 survey team report and contact
SURVEY
negotiations, if necessary.

8.9.2 Aircraft Survey Overview

a. Pre-Aircraft Survey:
i. Adequate preparation prior to the actual on-site survey by PAA Aircraft Survey Team
and/or Contracted technical representatives shall be accomplished by proper
coordination with all involved offices and with the aircraft lessor through PAA
Finance Department.
ii. As outlined in QSM 8.9.3 Item a (below), list of documents shall be used in the initial
aircraft evaluation and the preparation of the Letter of Intent (LOI) which must be
obtained from aircraft lessor, as reference.
iii. As outlines in QSM 8.9.3 item b (below), checklist generated from the documents
outlined in QSM 8.9.3 item a shall be prepared.
iv. Coordination with Aircraft Lessor shall be made on the need to survey specific
areas/components and a consequent acknowledgement regarding the availability
and extent of the survey that will be performed shall be obtained.

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NOTE: The extent of the aircraft survey shall be in accordance with QSM 8.9.1 item e.

v. Once the necessary preliminary information has been obtained, a Survey Team shall
be formed which is basically and primarily composed of a Team Leader, a technical
group comprised of representatives mentioned in QSM 8.9.1 item b.
vi. Briefing of team members to discuss the scope of the survey.
b. Aircraft Survey:
i. In coordination with the on-site aircraft lessor representative, the Survey Team will
perform the aircraft survey in accordance with the Checklist generated.
ii. The Survey Team shall check and do actual verification of the components installed
in the aircraft as compared to those listed in QSM 8.9.2 item [Link].
iii. The Survey Team shall provide a list of observed peculiarities (if any) compared to
PAA aircraft standard configurations.
c. Post Aircraft Survey:
i. All technical inputs from the Survey Team shall be consolidated and submitted to
Finance Department.
ii. Should the prospective aircraft be pursued for lease/purchase, the list of aircraft
records and documents shall be obtained for review as outlined in QSM 8.9.3 item c
(below).
iii. The Team Leader shall participate in the Aircraft Specific Lease Agreement
negotiation based on the data gathered from the survey report and the requested
aircraft records and documents.

8.9.3 Requirement Guidelines

a. List of documents obtained from Aircraft Lessor.

i. Aircraft Technical Specifications;
ii. LOPA;

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iii. List of Loose and Emergency Equipment and Layout;

iv. List of Galley Inserts/Equipment and Layout;
v. List of Major Avionics Line Replaceable Units (LRUs), include: Part Number,
Quantity per aircraft and manufacturer;
vi. Flight Deck Layout Drawing;
vii. Maintenance interval including the last done and the next due.
b. Checklist Requirements.
i. Physical condition of the aircraft exterior:
1. Exterior painting for deterioration;
2. Skin surfaces for deterioration, distortion or damages;
3. Navigation/Communication antennas for deterioration, distortion or damages;
4. Landing gear condition;
5. Cargo bays and cargo doors;
6. Engine cowlings for cracks, corrosion and misalignment.
ii. Physical condition of the aircraft interior.
1. Seats and safety belts for general condition and defects;
2. Floor carpets and curtains for general condition and defects;
3. Placards and decals;
4. Floor path emergency lighting;
5. Loose and emergency equipment and mounting;
6. Galleys for poor condition and defects;
7. Lavatories for poor condition and defects;
8. Floor panels, sidewalls, ceilings and overhead compartments for general
condition and defect;
9. Cockpit instruments and electronic systems for condition, mounting and
operations;
10. Window and panes.
c. List of documents obtained from Aircraft Lessor.
i. Aircraft Detailed Specifications;

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ii. List of Airframe history of owners/operators with maintenance and inspection

program records;
iii. Statement of current time, cycles and landing of the aircraft;
iv. Engine Logbooks;
v. Engine Time/Cycle Data;
vi. APU logbook;
vii. Engine Trend Data;
viii. Incident/Accident Statements, as applicable;
ix. Engine Thrust Power rating statements;
x. Engine and Landing Gears LLPs Status;
xi. EGT Exceedance/Over Temperature Statement, as applicable;
xii. Oil used (specification type);
xiii. Engines’ Last Shop Findings Report and Last Shop Visit Report;
[Link], Engines, APU and Components SB Modification Status;
xv. Airframe, Engines, APU and Components Modification (done outside OEM SB)
Status (include approved data through STC or DER process);
[Link] and Engine, APU and Components AD Status;
xvii. List of Alternative Methods of Compliance (AMOC), as applicable;
xviii. Certification documents for all major repairs and modifications;
[Link] of all structure defect repairs, indicating repair status (permanent or
temporary) and showing approved reference (FAA Form 337 or equivalent);
xx. List of Hard Time Components;
[Link] Weighing Report (Latest Weight and Balance Report);
xxii. Current Maintenance Program (Airframe, engines, components, CPCP, aging
program and SSID).

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8.10 Delivery of Used Aircraft

8.10.1 Introduction

a. This Aircraft Delivery Program outlines the policy and procedures by which Philippines
AirAsia, Inc. (PAA) takes delivery of “Used Aircraft” from a seller or lessor.
b. Aircraft Survey shall be performed prior to any final selection, in accordance with QSM
8.9.
c. This program shall ensure that selected used aircraft are properly examined on all
technical and documentation prior to acceptance of the aircraft.

8.10.2 Delivery Requirements

a. General requirements – should be made available four (4) weeks prior to on-site
assignment of Technical Representatives:
i. Aircraft Purchase/Lease/Sub-lease Agreement;
ii. Lessor’s Consent, as applicable;
iii. Aircraft Definition;
iv. Seller or Lessor Delivery Schedule;
v. Delivery Check Work Package based on the requirements of the Purchase or Lease
Agreement.
b. Project Planning requirements – should be made available within three (3) weeks prior
to on-site assignment:
i. Scope of participation on the surveillance/inspection required during aircraft delivery
check and acceptance from the seller or lessor for purchased or leased aircraft, as
applicable;
ii. Establishment of On-site Technical Team for the Acceptance of the “Used” Aircraft;
iii. Contact details of concerned offices, Seller or Lessor’s representatives or its
subcontractors for coordination with regards to the delivery check, aircraft technical
documentation/acceptance and aircraft delivery requirements;
iv. Methods used to track the progress during the Delivery Check;
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v. Available of other concerned offices technical requirements.

c. On-site Technical Team requirements:
i. Technical Representatives Office – should be furnished and equipped with
communication facility at the agreed delivery location.
d. Other requirements:
i. Availability of accredited Maintenance Provider;
ii. Availability of complete Aircraft Delivery documents required by the Authority and the
manufacturer for continuous airworthiness;
iii. Identify the PAA Standardization Work Package.

8.10.3 Technical Team

A. General Policy:
a. The aircraft seller or lessor must agree to have a PAA Technical Representative to
oversee and monitor the acceptance program of the used aircraft;
b. The skills and total number of the required technical representatives will depend on
the scope of work to be performed and team may be compose but not limited to the
following:
i. Project Management - Team Leader;
ii. Team members:
1. Technical Services Engineer;
2. Technical Records;
3. Technical Planner;
4. Aircraft Mechanic;
5. Technical Purchaser;
6. Quality Assurance Inspector;
7. Legal Representative.
c. The Technical Representatives shall be responsible for the overall control and
monitoring of the aircraft delivery check and technical documentation for the
acceptance of the aircraft.

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B. Technical Representatives - Qualifications:

a. PAA Technical Representative:
i. Must be knowledgeable with the aircraft surveillance inspection documentation
or the equivalent;
ii. Shall review and validate qualification and experience of the contracted
technical representative, if applicable.
b. Contracted Technical Representatives:
i. The number and skills of technical representatives shall be adequate to perform
the scope of the work required.
ii. The recommending maintenance provider shall supply training
records/experience information;
iii. Shall be knowledgeable on Inspection and Quality Control Procedures, as
applicable;
iv. Shall be knowledgeable on Production Planning and Control Procedures, as
applicable;
v. Assessed and recommended by Maintenance Provider, as applicable and
approved by PAA;
vi. Once approved by PAA, the Technical Representative shall meet with
corresponding PAA representative to discuss the scope of work, at least two (2)
weeks prior to on-site assignment.

8.10.4 Procedures

A. Aircraft Survey Activity – refer to QSM 8.9 for details.

B. Delivery Check Activities:

a. Technical Representative shall provide updates on a daily basis regarding the
progress of assigned task;
b. Technical Representative shall monitor all aircraft delivery activities;

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c. Discrepancies noted during aircraft inspection and record reviews that do not meet
the delivery requirements shall be recorded and forwarded to the seller or lessor for
rectification;
d. After the work is performed, technical representatives shall visually and physically
verify the completion of the corrective action;
e. Technical representative shall notify the Team Leader for any open items noted
during the surveillance/verification/review that may impact the delivery date of the
aircraft;
f. All aircraft documentation or test reports shall be coordinated with the Team Leader
for subsequent handling to involved offices;
g. Prior to the start of delivery check, the team leader or its representatives shall
coordinate the following with the aircraft manufacturer:
i. Registration number;
ii. SELCAL Code;
iii. Mode S Address;
iv. SATCOM Commissioning.
h. The Technical Representatives shall brief/debrief the team members on a daily
basis.

C. Post Delivery Check Activities:

a. After the release of the aircraft from the delivery check and depending on the
requirements of the Purchase or Lease Agreement, the technical representative shall
monitor and participate in the following:
i. Engine Run;
ii. Acceptance Flight;
iii. Video Borescope Inspection.

NOTE: All defects noted that do not meet the requirements of the Purchase or
Lease Agreement shall be forwarded to the seller or lessor for rectification.

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In the case that the defects noted are not rectified and granting that they do
not violate any regulatory requirements, the open items shall be included in
the list of exceptions to the acceptance.

b. Technical Representatives shall support the acceptance team in all technical matters
of the aircraft delivery and acceptance.

D. Aircraft Acceptance and Transfer of Title:

a. After both PAA and the Seller or Lessor have agreed to address all open issues
either thru rectification defects or by any other acceptable means, aircraft
acceptance and transfer of title shall take place.
b. Seller or lessor shall provide the following documents to PAA, for the issuance of
CAAP Certificate of Airworthiness (COA) and Certificate of Registration (COR).
c. QMD to initiate application for COA and COR, once all requirements are complete.
d. CAAP to issue COA and COR.

E. Work Order:
a. The Technical Representative shall coordinate with the Seller or Lessor all post
aircraft delivery and acceptance activities for work order notification.
b. The work order shall comprise of the following, but not limited to:
i. Loading of PAA Operational Softwares;
ii. Other works as may deemed mandatory for PAA operations.
c. The aircraft work order to be coordinated with the Seller or Lessor are the following,
but not limited to:
i. Aircraft Fueling;
ii. Filing-up the water tanks;
iii. Cargo Loading;
iv. Pre-flight Check.

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F. Ferry Flight:
a. Ferry Flight shall be coordinated with the Seller or Lessor’s Ferry Flight coordinator.
b. Technical Representatives shall ensure that all items stated in the Certificate of
Acceptance that shall be located on the aircraft prior to the ferry flight are on-board
and properly documented.
c. The ferry flight shall commence only after the Transfer of Title (TOT).
d. Prior to the ferry flight, the following documents must be loaded on the aircraft and
turned-over to the flight crew assigned for the ferry flight by the technical
representatives.
i. Aircraft Technical Logbook (MR1, MR2);
ii. Certificate of Airworthiness (COA);
iii. Certificate of Registration (COR);
iv. Noise Certificate;
v. Certificate of Insurance;
vi. Aircraft Station License (ASL);
vii. Inventory List of Loose Equipment;
viii. MMEL and PAA MEL;
ix. Aircraft Flight Manual (AFM);
x. Quick Reference Handbook;
xi. Weight and Balance Manual, as required;
xii. Cargo Proforma Invoice, as required;
xiii. Cargo Manifest, as required;
[Link], as required;
xv. MNL Directory for Ferry Flight.
e. The flight and ground handling shall be coordinated with the seller or lessor of PAA
Finance Department and other representatives, as applicable.
f. Delivery flight confirmation shall be coordinated by the Team Leader with the
following offices:
i. PAA OCC for flight monitoring;
ii. PAA GOD for flight servicing after the ferry flight;

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iii. PAA Technical Services

iv. Maintenance Provider for discrepancies noted during the ferry flight legs and
further coordination of activities that must be done at base prior to first revenue
flight.
v. Seller or Lessor Representative for discrepancies noted during the ferry flight
legs.
g. After all work and all documentation are completed, the technical representatives
review the master records, work release or equipment to ensure the documentation
is complete and accurate.
h. Before the aircraft departs from the facility, the technical representatives shall
perform a walk-around. The purpose of this surveillance measure is to ensure no
protective equipment, pins, covers, etc., are installed on the aircraft prior to delivery.

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8.11 Delivery of Brand New Aircraft

8.11.1 Introduction

This Aircraft Production and Acceptance Program outlines the policies and procedures by
which Philippines AirAsia, Inc. (PAA) takes delivery of new aircraft from aircraft manufacturer’s
production facility. This program closely examines the aircraft production up to documentation
for the final technical acceptance of the aircraft.

8.11.2 Policy on Leased Aircraft

a. The coverage of the Aircraft Acceptance for Leased New Aircraft shall be based on the
contract or applicable terms and agreement.
b. The surveillance may cover, but not limited to the Final Assembly Line, Flight Line and
Delivery Phase, which composes of the following tasks:
i. Presentation of Aircraft Exterior after painting;
ii. Presentation of Engine Installation;
iii. Presentation of Main Landing Gear Bay including the Ram Air Turbine (RAT);
iv. Presentation of the Nose Gear Wheel Well;
v. Presentation of Fuel Gauging;
vi. Presentation of Emergency Equipment;
vii. Presentation of Cabin after installation of seats, floor covering, galleys, lavatories
and equipment.
viii. Presentation of Cabin Tests;
ix. Presentation of Emergency Tests;
x. External and Cabin Checks;
xi. Static Checks;
xii. Engine Run;
xiii. Customer Acceptance Flight;
[Link] Acceptance;
xv. Transfer of Title.
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8.11.3 Policy on Purchased Aircraft

a. The coverage of PAA purchased aircraft shall start from aircraft production assembly
inspection up to the technical documentation for the acceptance of the aircraft.
b. Surveillance requirements: to ensure the quality of production and that the new aircraft
is in accordance to PAA definition the following inspections, but not limited to, may be
done by PAA Technical Representative. (1) Inspection at Manufacturer’s Facility; and
(2) Final Assembly Line Inspection, as coordinated with Aircraft Manufacturer.
c. Final Assembly Line Surveillance as stated in QSM 7.11.2 item b.

8.11.4 Procedures

A. General Surveillance:
a. The technical representative shall provide update on a daily basis regarding the
progress of assigned task.
b. The technical representative shall monitor the documentation presentation and
physical section presentation.
c. The technical representatives shall access the manufacturer’s library or electronic
information system for assessment and monitoring of the Technical Logbooks,
concessions and aircraft production schedule are applicable.
d. Discrepancies shall be documented as follows, depending on the aircraft
manufacturers required documentation:
i. All discrepancies shall be noted through technical logbooks or equivalent
recording;
ii. The respective aircraft manufacturer’s customer surveillance or equivalent must
coordinate the discrepancy for corrective action. The findings will remain open
until positive corrective action is taken;
iii. If no rework is done on the subject discrepancy, PAA may request concession.
e. After the work is performed, technical representative visually/physically verify the
completion of the corrective action.

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f. The contracted technical representative will notify the Team Leader of any technical
discrepancy noted during surveillance that may impact the delivery date and/or
return-to-service time of the aircraft in question.
g. All aircraft documentations or test reports shall be coordinated with the Team Leader
for subsequent handling/coordination with other PAA affected offices.
h. Three (3) months before the confirmed delivery date, the Team Leader or its
representative shall coordinate the following with the aircraft manufacturer:
i. Registration number;
ii. SELCAL Code;
iii. Mode S Address;
iv. SATCOM Commissioning (if necessary).
i. PAA Technical Representative shall brief/debrief all team members on a daily basis.

B. Flight Line and Delivery Phase:

a. Before or during the Flight Line Phase, advance copies of the Aircraft Inspection
Report/ Readiness Log (as applicable), Airworthiness Directives (AD Listing), Aircraft
Definition and Weight and Balance Report is provided to the Team Leader by the
aircraft manufacturer.
b. The Delivery Phase is divided as follows:
i. External and Cabin Checks – presentation of the aircraft different zones as
described in the Inspection Checklist, with the Extended Customer Ground Check
as the standard (for Airbus Aircraft). The Inspector shall conduct a walk-around
check for the external and cabin checks;
ii. Static Checks – all aircraft system functionally checks to be performed in the
cockpit on ground. The Avionics and Airframe & Powerplant (A&P)
Representatives shall use the full Customer Acceptance Manual – Part 1 Chapter
1 (for Airbus Aircraft) or equivalent manual for this activity. Possible
discrepancies may be entered in the Technical Logbook;
iii. Engine Run – Integrity check of the engines and systems while the engine is
running. The Avionics and A&P Representatives shall use the full Customer

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for this activity. Possible discrepancies may be entered in the Technical Logbook;
iv. Acceptance Flight – Check of aircraft system, engines and cabin during flight.
The Inspector, Avionics and A&P Representatives shall use the full Customer
Acceptance Manual – Part 2 (for Airbus Aircraft) or equivalent manual for this
activity. Possible discrepancies may be entered in the Technical Logbook.
Briefing on the flight profile shall be done on the customer flight crew prior to the
flight.
v. Technical Acceptance Closure – a mandatory milestone for obtaining the
Certificate of Airworthiness. All Technical Logbook issues must be closed and all
concessions must be published and accepted. Technical Representative for
conformity shall ensure that the Aircraft Inspection Report/Readiness Log (as
applicable) and the Certificate of Airworthiness shall be provided to the aircraft
manufacturer.

C. Work Order:
a. Technical Representative shall coordinate with the aircraft manufacturer all non-
aircraft production activities for work order notification.
b. The work order shall comprise the following, but not limited to:
i. Loading of PAA software. Refer to applicable Engineering Publication for the list
of loadable software for the new aircraft;
ii. Other works as may deemed mandatory for PAA operations. Refer to the
applicable Engineering Publications for the list of activities that will be done for
the new aircraft.
c. The aircraft work order to be coordinated with the aircraft manufacturer are the
following, but not limited to:
i. Fueling;
ii. Filling-up the water tanks;
iii. Cargo Loading;
iv. Pre-flight Checks.

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D. Ferry Flight:
a. The Ferry Flight shall be coordinated with the Aircraft Manufacturer’s Ferry Flight
coordinator.
b. PAA Technical representative shall ensure that the PAA standard ferry flight kit is
loaded on the aircraft prior to ferry flight as necessary.
c. The ferry flight shall commence only after the transfer of Title (TOT).
d. Prior to the ferry flight, the following documents must be provided by the aircraft
manufacturer/lessor as applicable.
i. Copy of Certificate of Airworthiness for Export
ii. Copy of Certificate of Non-Registration
iii. Copy of Type Certificate (First Aircraft only)
iv. Production Aircraft Test Completion Certificate
v. Airworthiness Directive Compliance List
vi. List of Modifications (Type Definition: First Aircraft only)
vii. List of Aircraft Modifications in addition to the aircraft Type Design
viii. Aircraft Inspection Report
ix. Weight Report
x. Log Books for engine, APU, etc.
e. The flight and ground handling shall be coordinated with Aircraft Manufacturer by
PAA Corporate Finance, Technical Program Manager (coordination with FOD, GOD
and Catering) or its representatives as applicable.
f. Delivery flight conformation shall be coordinated by the Team Leader with the
following offices:
i. PAA OCC for flight monitoring;
ii. PAA ASD for flight servicing after the ferry flight;
iii. PAA Technical Services;
iv. Maintenance provider – for discrepancies noted during the ferry flight legs and
further coordination of activities that must be done at home base prior to first
revenue flight.

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v. Aircraft Manufacturer’s representative – for discrepancies noted during ferry flight

legs.
g. After all work and all documentation are completed, the PAA Technical
Representatives review the master records, work release or equivalent to ensure the
documentation is complete and accurate.
h. Before the aircraft departs from the manufacturer’s facility, the PAA Technical
Representatives perform an Outgoing Checklist. The purpose of this surveillance
measure is to ensure no protective equipment, pins, covers, etc., are installed on the
aircraft prior to delivery from the manufacturer’s facility.

8.11.5 Responsibilities

A. Team Leader – Technical Representative:

a. Shall be responsible for the overall control and monitoring of the aircraft production
and technical documentation for the acceptance of the aircraft.
b. Shall ensure that the aircraft is in accordance to the contracted aircraft definition.
c. Shall coordinate the following information of the aircraft to be delivered with the
aircraft manufacturer:
i. Registration Number;
ii. SELCAL Code;
iii. Mode S Address;
iv. SATCOM Commissioning (if necessary).
d. Shall provide the required daily reports to concerned PAA offices.
e. Shall monitor the documentation Presentation and Physical Section Presentation.
f. Shall monitor all activities of the technical team member.
g. Shall brief / debrief the team members on daily basis.
h. Shall establish the exceptions to the Technical Acceptance Closure.
i. Shall coordinate the Delivery flight conformation with PAA concerned offices.

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B. Quality Assurance Inspector:

a. Responsible for the review of the aircraft documentations affecting the airworthiness.
b. Shall coordinate the requirements of the Aviation Authorities to the Team Leader.
c. Shall coordinate with the Team leader any requirement or discrepancy noted during
the Flight Line Phase or advance documentations as may be needed during aircraft
surveillance.

C. Aircraft Inspector:
a. Shall be responsible for the exterior and interior checks of the aircraft.
b. Responsible for the work orders requiring the Inspector level certifications.
c. Shall ensure that all findings are closed and completed.
d. Shall meet and brief the Team Leader and/or the Acceptance team of the
documentation and any specific problems the aircraft might have and ensure that
open logbook/major findings have been transferred to commitments letters.
e. Shall brief the Team Leader and/or the Acceptance Team on any pertinent
information that will assist with the documentation and acceptance of the aircraft.
f. Shall coordinate with the Team Leader and/or the Acceptance Team of any
requirements, documentations and discrepancies noted during
inspection/surveillance that impact the delivery date of the aircraft.
g. Shall be responsible for the release of the aircraft, if Required Inspection Item (RII)
Document Certified Release is required during the Flight Leg.
h. Shall coordinate all aircraft documentations, records, or test reports with the Team
Leader for subsequent handling / coordination with PAA Maintenance Provider.

D. Airframe and Powerplant (A&P) Mechanic:

a. Shall be responsible for the exterior and interior check of the aircraft.
b. Shall coordinate with the Aircraft Inspector or Team Leader any requirement or
discrepancy noted during the Delivery Phase or advance documentations as may be
needed during the aircraft surveillance.

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c. Shall notify the Aircraft Inspector or the Team Leader any requirement or
discrepancy noted during the surveillance that may impact the delivery date and /or
return-to-service time of the aircraft in question.
d. Shall be responsible for any rectification that requires an A&P certified mechanic
during the ferry flight of the aircraft.

E. Avionics Mechanic:
a. Shall be responsible for the Static and Engine run tests. Alternatively these functions
may be performed by authorizes Flight Crew (Captain) Representative.
b. Shall coordinate with the Aircraft Inspector or the Team Leader any requirement or
discrepancy noted during the Delivery Phase or advance documentations as many
be needed during the aircraft surveillance.
c. Shall notify the Aircraft Inspector and /or the Team Leader any technical discrepancy
noted during surveillance that may impact the delivery date and/or return-to-service
time of the aircraft in question.
d. Shall be responsible for any rectification that requires certified avionics mechanic
during the ferry flight of the aircraft.

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8.12 Aircraft Redelivery

8.12.1 Introduction

a. The Aircraft Redelivery Procedures outlines the policies and procedures by which
Philippines AirAsia, Inc. (PAA) returns the aircraft to the lessor.
b. This program provides guidelines for the redelivery preparation, aircraft redelivery check
and documentation for the final technical acceptance of the aircraft.
c. PAA shall form an Aircraft Redelivery Team, comprised of the following skills:
i. Project Management - Team Leader;
ii. Team members:
1. Technical Services Engineer;
2. Technical Records;
3. Technical Planner;
4. Aircraft Mechanic;
5. Technical Purchaser;
6. Quality Assurance Inspector;
7. Legal Representative.

NOTE: On-site team members shall generally be termed as Technical

Representatives.

8.12.2 Responsibilities

A. Project Management – Team Leader:

a. Shall be responsible for the control and monitoring of technical activities during the
aircraft redelivery, in coordination with concerned offices;
b. Shall provide the required regular reports regarding general status of aircraft
redelivery to concerned offices;

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c. Shall monitor all activities of the Technical Team members;

d. Shall regularly debrief with the team members on the status of the aircraft;
e. Shall coordinate the Redelivery Flight with concerned offices.

B. Technical Services – Team member:

a. Shall be responsible for the control and monitoring of technical activities in the
aircraft redelivery check;
b. Shall provide the required regular reports regarding aircraft maintenance check
status to all concerned offices;
c. Shall coordinate to concerned offices any requirements maintenance work and
technical issues during the redelivery check that may impact the redelivery date of
the aircraft.

C. Technical Records – Team member:

a. Shall be responsible for the control and monitoring of technical activities in the
aircraft redelivery check;
b. Shall coordinate and rectify discrepancies noted on the technical records and
documentation required for aircraft redelivery;
c. Shall regularly brief the Team Leader and/or technical team with the documentation
status and concerns which may affect timely return of the aircraft.

D. Technical Planner – Team member:

a. Shall be responsible for the development of Redelivery Workpackage, which
includes the following:
i. MPD requirements per Redelivery Checklist;
ii. Cabin Reconfiguration, as applicable;
iii. Removal of PAA standardization modifications;
iv. Lessor’s or Next Lessee’s modification requirements;
v. Other requirements per Lease Agreement/Common Terms Agreement.
b. Shall coordinate with the Team Leader for revisions of the Redelivery Workpackage.

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c. Shall be knowledgeable on Production Planning and Control Procedures;

E. Technical Purchaser – Team member:

a. Shall be responsible for provisioning of materials and parts requirement of the
Redelivery Workpackage during the redelivery check;
b. Shall monitor the timely availability/shipment of materials and parts requirements of
the aircraft and provide a daily status report to the Team Leader.

F. Aircraft Mechanic – Team member:

a. Must be an Airframe and Powerplant (A&P) rated Aircraft Mechanic;
b. Shall be knowledgeable on Inspection and Quality Control Procedures;
c. Shall ensure that all findings are closed and completed, and if necessary, include
items in the list of exceptions;
d. Shall coordinate with the Team Leader and/or technical team of any pertinent
information that will assist in the timely return of the aircraft;
e. Shall coordinate with the Team Leader and/or technical team of any requirements,
documentations and discrepancies noted during inspection that may impact the
redelivery date of the aircraft.

G. Quality Assurance Inspector – Team member:

a. Shall be responsible for the review of the Redelivery Checklist affecting the aircraft
airworthiness;
b. Shall coordinate the requirements of the Aviation Authorities to the Team Leader;
c. Shall coordinate the Export COA & Aircraft Deregistration requirements and
processing to the Aviation Authority.

H. Legal Department – Team member:

a. Shall ensure all legal requirements such as Agreements, Special Power of Attorney,
etc. are provided in a timely manner;
b. Shall provide legal guidance during the entire aircraft redelivery project.

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8.12.3 Procedures

A. Pre-Redelivery Preparation Activities:

a. At least six (6) months prior to aircraft input for redelivery check, a coordination
meeting between all involved PAA Offices shall be conducted to discuss the general
and project planning requirements for the redelivery of the aircraft;
b. Aircraft Redelivery Project Management shall provide to all respective offices the
following:
i. Aircraft Redelivery Project Action Plan;
ii. Aircraft Redelivery detailed Gantt Chart (Timeline);
iii. Redelivery Checklist based on the Lease/Common Terms Agreement;
iv. Other documents that may be required.
c. Technical Records shall review the following and provide to the Lessor, as
requested:
i. Airframe Configuration Status;
ii. Airworthiness Directive (AD) Status List;
iii. Aircraft Modification Status;
iv. Engine Status (last Shop visit Reports, LLP Status);
v. Landing Gear Status (last Overhaul Reports, LLP Status);
vi. APU Status (Last Shoop visit Reports, LLP Status);
vii. Components (On-condition/Condition Monitoring, Hard-time).
d. PAA Technical Planning shall prepare the Initial Work Package for the redelivery
check, with the following scope for lessor’s approval:
i. MPD requirements per Redelivery Checklist;
ii. Cabin Reconfiguration, as applicable;
iii. Removal of PAA Standardization Modification, as applicable;
iv. Lessor or next Lessee’s modification requirements, as applicable;
v. Other requirements per Lease Agreement/Common Terms Agreement.
e. Project Management shall coordinate with the Lessor regarding to the following
information:
i. New Aircraft Registration Number;

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ii. New SELCAL Code;

iii. New Mode S Address;
iv. New SATCOM commissioning (if necessary).
f. PAA Quality Management Department (QMD) shall prepare and coordinate all
application requirements for Aircraft De-registration and Export Certificate of
Airworthiness (COA) to CAAP:
i. Aircraft De-registration requirements:
1. Letter of Intent to De-register the Aircraft;
2. Accomplished application for De-registration (CAAP form 1028-5) indicating
the new owner and the country where the aircraft will be exported;
3. Original Certificate of Registration with Annotation;
4. Certificate of Airworthiness;
5. CAAP prescribed fees;
6. CAAP Accounting Clearance;
7. Notarized Bill of Sale.
ii. Export Certificate of Airworthiness:
1. Letter of request for Export COA;
2. Accomplished Application for Export COA (CAAP form 1031-1);
3. Total Time Accumulated;
4. Accounting Clearance;
5. Deed of Sale;
6. Aircraft Non-incident/accident Report.
7. PAA Legal Department to prepare the following documents:
iii. Prepare the Termination of Lease/Sub-lease Agreement;
iv. Special Power of Attorney (SPA) of Signatories;
v. Notarization or consularization of such documents, as required.

B. Redelivery Check Activities:

a. Technical Representative shall provide update on a daily basis regarding the
progress of the assigned tasks.

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b. Technical Representative shall monitor all technical concerns of the aircraft

redelivery activities.
c. Defects and discrepancies noted during aircraft inspection that do not meet the
redelivery requirements shall be forwarded by the Lessor to the Technical
Representatives for rectification;
d. Defects and discrepancies noted during documentation and records reviews that do
not meet the redelivery requirements shall be forwarded by the Lessor to the
Technical Representative for rectification.
e. As necessary, the Technical Representative together with the Lessor’s technical
representative shall verify corrective action performed to address findings. If
satisfactory, the discrepancy shall be accepted by the lessor’s technical
representatives and documented by PAA technical representatives.
f. The Technical Representative shall remain transparent and notify the Project
Management of items noted during the surveillance, verification or review that may
impact the redelivery date of the aircraft.

C. Post-Redelivery Check Activities:

a. After the Release to Service (RTS) of the aircraft from the redelivery check and as
required by the Lease Agreement/ Common Terms Agreement, the Technical
Representatives shall monitor the following:
i. Engine Ground-run;
ii. Engine Borescope Inspection;
iii. Acceptance Flight, as necessary.
b. All findings noted that do not meet the requirements of the Lease Agreement/
Common Terms Agreement shall be forwarded by the Lessor to the Project
Management for rectification. Findings which could not be rectified, granting such do
not violate any regulatory requirements shall be negotiated accordingly with the
lessor (either commercially and/or by inclusion in the list of exceptions to the return
acceptance).

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c. The Technical Representative shall support the acceptance team in all technical
matters of the aircraft redelivery and return acceptance.

D. Aircraft Return Acceptance:

a. After PAA and Lessor have agreed that the aircraft is fit for return in accordance with
the requirements of the Lease Agreement/Common Terms Agreement, aircraft return
acceptance shall take place.
b. Lessor shall provide all required documents to PAA through the Project Management
for the issuance of the Export Certificate of Airworthiness, as required.
c. Once all application requirements are provided, QMD shall process the Export COA
to CAAP;
d. Following the issuance of Export COA, QMD to submit application for the Aircraft
Deregistration to CAAP.
e. Secure issuance of Export COA and Aircraft Deregistration.
f. Old aircraft documents, such as COA, COR, Noise Certificate and others shall be
returned to CAAP after Aircraft Return, as required by CAAP.

E. Redelivery Flight:
a. Redelivery Flight shall be coordinated by Lessor to PAA Project Management;
b. Prior to the Redelivery Flight the following documents shall be turned-over to PAA
Technical Representative:
i. Aircraft Technical Logbook (MR1);
ii. Certificate of Airworthiness (COA);
iii. Certificate of Registration (COR);
iv. Noise Certificate;
v. Certificate of Insurance;
vi. Aircraft Station License (ASL);
vii. Loose Equipment List;
viii. PAA Minimum Equipment List (MEL);
ix. PAA Aircraft Flight Manual (AFM);

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x. PAA Quick Reference Handbook (QRH);

xi. PAA Weight and Balance Manual (WBM), as applicable;
xii. Cargo Invoice Proforma, as applicable;
xiii. Cargo Airway Bill, as applicable;
[Link] Manifest, as applicable;
xv. General Declaration (GENDEC);
[Link] Directory for Ferry Flight
c. Redelivery flight confirmation shall be coordinated by the Project Management with
the following Operations Control Center (OCC) for subsequent updating of their
system regarding the return of the aircraft.

F. Project Completion:
a. After all work and documentation are completed, the Technical Representative shall
review the master records, work release or equivalent to ensure the documentation
is complete and accurate.

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Chapter 8

8.13 Voluntary Disclosure

8.13.1 General

a. Philippines AirAsia, Inc. (PAA) shall ensure that all apparent violations shall be
communicated to the Civil Aviation Authority of the Philippines (CAAP) in accordance
with Advisory Circular (AC) 01-005: Voluntary Disclosure.
b. This provision shall be applicable to both PAA’s approval as an Air Operator Certificate
(AOC) and Approved Maintenance Organization Certificate (AMOC) holder.
c. This encourages the development of a credible quality assurance system an integral
part of their PAA’s everyday management activity in order to fully realized the benefits of
this provision.

8.13.2 Voluntary Disclosure Policy

a. PAA shall notify CAAP of the apparent violations immediately, after detecting it and
before the CAAP has learned of it by any other means.
b. The apparent violation was inadvertent.
c. The apparent violation does not indicate a lack or reasonable question of qualification of
the regulated organizations.
d. Immediate action shall be taken by PAA to terminate or at least mitigate the apparent
violation.
e. PAA QMD shall perform an inquiry and develop a comprehensive corrective action, in
cooperation with the involved PAA Department.
f. If a repeated violation occurs, notwithstanding the fact that a comprehensive correction
action was satisfactorily completed and followed, the procedures outlined in CAAP AC
01-005 shall apply.

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Chapter 8

8.13.3 Voluntary Disclosure Procedures

a. Kindly refer to Figure 8-3 Voluntary Disclosure Flow-Chart, for process flow.

NOTE: Voluntary Disclosure details can be referred to CAAP AC 01-005.

b. The written report should be provided to the assigned CAAP Principal Maintenance
Inspector (PMI) and/or Principal Operations Inspector (POI) within ten (10) working days
after the initial notification.
c. The written report shall contain information but not limited to items indicated in CAAP
AC 01-005: Appendix A.

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Figure 8-3 Voluntary Disclosure Flow-Chart

APPARENT VIOLATION

STEP 1:
NOTIFICATION OF APPARENT
VIOLATION
(IMMEDIATELY UPON DISCOVERY)

STEP 2:
PREPARATION OF OFFICIAL
VOLUNTARY DISCLOSURE

If the Comprehensive Action

Plan is not acceptable.
STEP 3:
SUBMISSION TO CAAP
(EVALUATION)

STEP 4:
IMPLEMENTATION OF THE
COMPREHENSIVE
CORRECTIVE ACTION

STEP 5:
VOLUNTARY DISCLOSURE
CLOSURE

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Chapter 8

8.14 Regulatory Watch

8.14.1 General

a. Philippines AirAsia, Inc. (PAA) Quality Management Department (QMD) shall be

responsible to initiate and keep the organization abreast with newly released and/or
amendments to applicable regulations.
b. QMD shall establish communication with the following institutions, but not limited to:
i. Civil Aviation Authority of the Philippines (CAAP);
ii. National Telecommunication Commission (NTC);
iii. Department of Civil Aviation – Malaysia (DCAM).

NOTE: List shall include other authorities that are applicable to PAA operations.

8.14.2 Regulatory Watch Procedure

a. Quality Assurance Inspector (QAI) shall establish communication with appropriate

authorities for the purpose of newly release and/or amendments to applicable
regulations.
b. QAI may use the following media to gather new regulatory information:
i. Directly to Authority Representative;
ii. Authority Website;
iii. Newspapers, etc.;
c. Documents to be checked are as follow, but not limited to the following:
i. Civil Aviation Regulations (CAR);
ii. Advisory Circular (AC);
iii. Memorandum Circular (MC), etc.;

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d. Once new release and/or amendments have been issued QAI shall initiate evaluation on
its applicability to PAA operations. If applicable, QAI to determine affected PAA
Department.
e. Regulatory Watch shall be performed by QAI on a daily basis or as appropriate.

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INTENTIONALLY LEFT BLANK

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Chapter 9

TABLE OF CONTENTS

9.0 CHAPTER 9 – QUALITY MANAGEMENT FORMS ................................................... 9.1.1

9.1 General Form ............................................................................................................. 9.1.1
9.1.1 Quality Bulletin ................................................................................................ 9.1.1
9.1.2 Quality Management Personnel Qualification Record ..................................... 9.1.3
9.1.3 Auditor and Lead Auditor Evaluation Form ..................................................... 9.1.5
9.1.4 Read and Sign Form ....................................................................................... 9.1.9
9.1.5 Analysis Report ............................................................................................. 9.1.11
9.2 Quality Audit Forms ................................................................................................... 9.2.1
9.2.1 Audit Notification Form .................................................................................... 9.2.1
9.2.2 Audit Checklist ................................................................................................ 9.2.4
9.2.3 Quality Audit Attendance Sheet Form ............................................................. 9.2.7
9.2.4 Audit Debriefing Form ................................................................................... 9.2.10
9.2.5 Audit Report .................................................................................................. 9.2.13
9.2.6 Non-Conformity Report ................................................................................. 9.2.18
9.2.7 Condition Notice ............................................................................................ 9.2.23
9.2.8 Inspection Report .......................................................................................... 9.2.26
9.2.9 Interview Logsheet ........................................................................................ 9.2.28
9.2.10 Audit Preparation Checklist ........................................................................... 9.2.30
9.3 Vendor and Sub-contractor Accreditation Forms ....................................................... 9.3.1
9.3.1 List of Approved Vendor/ Service Provider/ Maintenance Provider ................. 9.3.1
9.3.2 Vendor and Sub-contractor Evaluation Questionnaire .................................... 9.3.3
9.4 Authorization Forms ................................................................................................... 9.4.1
9.4.1 Application for Authorization (Maintenance) .................................................... 9.4.1
9.4.2 Authorization Certificate .................................................................................. 9.4.5
9.4.3 Authorization Roster ........................................................................................ 9.4.8
9.4.4 Application for PTC Authorization ................................................................. 9.4.11
9.4.5 PTC Authorization Roster.............................................................................. 9.4.15
9.4.6 PTC Qualifying Form ..................................................................................... 9.4.18
9.5 Regulatory Forms ...................................................................................................... 9.5.1

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9.5.1 MEL Repair Interval Extension (MELRIE) Form .............................................. 9.5.1

9.5.2 Short Term Escalation (STE) Form ................................................................. 9.5.5
9.5.3 Corrective Action Plan Form ......................................................................... 9.5.10
9.5.4 Aircraft Information and Monitoring ............................................................... 9.5.13

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9.0 CHAPTER 9 – QUALITY MANAGEMENT FORMS

9.1 General Form

9.1.1 Quality Bulletin

a. Form Layout:

1 3
2 4

7 8

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Quality Bulletin no. Assigned QB control number.

Organization Name/Department of recipient of

2 Issued to
the QB.

Aircraft Registry affected by the QB, If

3 Applicability
applicable.

4 Issue Date Date QB was released.

5 Subject Title of the Quality Bulletin.

6 (Quality Bulletin Content) Main body of the bulletin

 Signature over printed name (QAI);

7 Prepared by
 Date prepared.

 Signature over printed name (Head of QMD);

8 Approved by
 Date approved.

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9.1.2 Quality Management Personnel Qualification Record

a. Form Layout:

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b. Fill-out Procedures

ITEM FIELD CAPTION INFORMATION NEEDED

Name – indicate QMD personnel’s name.

1 Position
Date of Birth – indicate birthdate of QMD
personnel.

Basic Training – Indicate all basic training completed by the QMD

2
Background personnel.

Technical and Indicate all required training per QMD

3 designation, in accordance with QSM.
Quality Training Summary

Quality Experience – Indicate all relevant audits performed.

4
Audit Performed

 Signature of the QMD personnel;

5 Signature of the Personnel
 Date signed.

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9.1.3 Auditor and Lead Auditor Evaluation Form

a. Form Layout

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 GENERAL INFORMATION

A Staff’s Name Name of QMD personnel.

B ID Number Indicate assigned PAA Company ID no.

C Position Indicate designated position.

D Hiring Date Indicate date when joined PAA.

E Audit Function Tick “Auditor” or “Lead Auditor.”

2 COMPANY INDOCTRINATION

A (Training Title) In accordance with PAA QSM requirements.

B Conducted by Indicate name of instructor or training

organization.

C Date Date when the training was conducted.

3 ON-THE-JOB TRAINING

A Audit Area Indicate audit area description.

B Audit Code Indicate assigned audit code

C Date Indicate date when audit was conducted.

D Auditor’s Evaluation Indicate comments on the performance.

E Evaluated by Signature over printed name of the Lead

Auditor.

F Date Evaluation date.

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4 FINAL RECOMMENDATION

 Recommend for Release;

 Re-assessment;
A (Tick box)
 Approved as QMD Auditor;

 Approved as Lead Auditor.

Comments – final recommendation.

Assessed by – Signature over printed name of

B (Auditor Evaluation)
QAI.

Date – Date of Assessment.

Comments – for approval.

Approved by – Signature over printed name of

C (Head of QMD’s Approval)
QM.

Date – Date of Approval.

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9.1.4 Read and Sign Form

a. Form Layout:

1 6

2 3 4 5

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Subject Indicate “Title” of the document to be Read and

Signed.

2 Item Indicate number of person who read and

signed.

3 Name Indicate complete name.

4 Position Indicate designation.

5 Signature Signature of the person who read and signed.

6 Date Date when the document was read.

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9.1.5 Analysis Report

a. Form Layout:

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10

11

12 13

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

Indicate the following:

 Subject - indicate main identifier of the accident/

incident or reason for Quality Inquiry;

 Organization – Name of the involved organization;

1 Introduction
 Department – Name of the involved department;

 Location – Indicate location of the accident/incident

or reason for Quality Inquiry;

 Date of Event – Indicate the exact date of the

incident/accident or reason for Quality Inquiry.

Described the initial report regarding the

accident/incident or the reason for the inquiry. This
2 Background
shall provide an in-depth background on the subject
matter.

 Describe the sequence of events;

3 Analysis process  Breakdown of the affected process;

 Site policy and procedures affected;

Evidences/Supporting
4 List of evidences and references.
Documents

5 Person Interviewed Indicate name and contact details of the interviewee.

6 Established Facts Describe all facts gathered during the interview.

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Describe all defined weakness or non-compliance

7 Summary of Findings that resulted to the accident/incident or reason for
the inquiry.

8 Mitigating Factors Information or evidence presented.

Other Relevant
9 Remarks
Information

10 Conclusion Judgment or decision reached by reasoning.

Suggestion or proposal as to the best course of

11 Recommendation
action, especially one put forward

Quality Assurance Inspector print name and

12 Prepared By
signature.

13 Approved By Print name and signature of Head of QMD

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Chapter 9

9.2 Quality Audit Forms

9.2.1 Audit Notification Form

a. Form Layout:

1 2 3

4 5

10 11

12

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

AAA-YR-01

1 2 3

1. Pre-assigned three (3) letter code, identifying

the audit area.
1 Audit Code

2. Last two (2) digit of the Year when the audit

was conducted.

3. Running sequence number of Audit

conducted for the year.

2 Audit Title Indicate Audit Area description.

3 Audit Type Indicate “Internal” or “External” Audit.

Indicate complete name (surname, first name,

4 Lead Auditor
middle name) of the assigned Lead Auditor.

Indicate complete name of assigned Audit

5 Team Members
Member(s).

Describe the main objective of the Audit to be

6 Audit Objective
conducted.

Describe the Areas/Scope to be checked during

7 Audit Scope
the Audit.

Indicate all Reference Manual used as basis for

8 References
the Audit.

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Plot the Audit Itinerary in details:

a. Entry Briefing;
9 Audit Schedule
b. Audit Proper (Area/Scope);

c. Exit Briefing.

1. Indicate signature over printed name of the

Lead Auditor.
10 Prepared by
2. Indicate date when Audit Notification was
prepared.

1. Tick box: Accept or Reschedule.

11 Auditee’s Acknowledgement 2. Auditee’s signature over printed name and

date acknowledged.

If rescheduled, kindly state reason for deferring

the scheduled audit and indicate proposed date.
12 Remarks
NOTE: Auditee is only allowed once to defer any
scheduled audit.

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9.2.2 Audit Checklist

a. Form Layout:

1
2
3

4
5

6
7

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

AAA-YR-01

1 2 3

1. Pre-assigned three (3) letter code, identifying

the audit area.
1 Audit Code

2. Last two (2) digit of the Year when the audit

was conducted.

3. Running sequence number of Audit

conducted for the year.

2 Audit Area Indicate Audit Area description.

3 Date of Audit Indicate the date of the conduct of audit.

Indicate all probable questions to be asked

4 Description during the audit based on agreed references to
be used.

Indicate what reference manual and reference

5 Reference
number used for that particular question.

Check compliance status to that particular audit

question:

Documented and Implemented;

6 Assessment

Documented, not Implemented;

Implemented, not Documented;

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Not Documented, Not Implemented.

Encircle Finding Level (Level 1, 2 or 3), if it is a

non-conformity.

Indicate any additional information verified

7 Remarks
during the audit proper.

Each check sheet created shall be traceable to

its intended Audit Area.

Audit Check sheet control number shall be

written in this format:

AAA- R 00

8 (Revision Status) 1 2
1. Audit Area Code – as assigned.
2. Revision number.

Sample: Audit for Technical Services which have

a checklist on its 2nd revision, shall be written as
TSE-R02.

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9.2.3 Quality Audit Attendance Sheet Form

a. Form Layout

1 2

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Audit Area Indicate Audit Area to be audited.

Indicate assigned Audit Code in accordance

2 Audit Code
with the Audit Schedule.

Date – when entry briefing was held.

Time Started – time when entry briefing started.

Time Ended – time when entry briefing has

adjourned.

Name of Attendee(s) - (Last, First Name, Middle

3 Entry Briefing
Initial).

Position held in the Organization.

Contact details (e.g. email address, mobile no.,

etc.).

Signature of the Attendee(s).

Date – when exit briefing was held.

Time Started – time when the exit briefing

started.

4 Exit Briefing
Time Ended – time when the exit briefing has
adjourned.

Name of Attendee(s) - (Last, First Name, Middle

Initial).

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Position held in the Organization.

Contact details (e.g. email address, mobile no.,

etc.).

Signature of the Attendee(s).

Signature over printed name of the assigned

5 Auditor(s)
QMD Auditor(s).

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9.2.4 Audit Debriefing Form

a. Form Layout:

1 2 3

4 5 6

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Audit Area Indicate Audit Area description.

AAA-YR-01

1 2 3

1. Pre-assigned three (3) letter code, identifying

the audit area.
2 Audit Code

2. Last two (2) digit of the Year when the audit

was conducted.

3. Running sequence number of Audit conducted

for the year.

Indicate date when the Audit Debriefing has been

3 Date generated (Normally same date with Audit – Exit
Briefing).

Describe non-conformity noted during the audit.

4 Findings NOTE: Finding description must be clear and

specific.

Indicate Finding Level in accordance with initial

5 Level evaluation e.g. Level 1 – Major, Level 2 – Minor,
Level 3 – Observation.

6 Remarks Additional information regarding the finding noted.

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To be signed by the Auditee during the Exit

Briefing.
7 Acknowledged by

(Signature over printed name)

To be signed by the Audit Team during the Exit

Briefing.
8 Audited by

(Signature over printed name)

To be signed by both Auditee and Auditor, signify

9 (Auditor and Auditee Initial) that all pages generated has been discussed and
agreed upon.

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9.2.5 Audit Report

a. Form Layout:

1
2
3
4
5
6
7

10

11

12

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13

14

15

16 17 18

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Audit Area Indicate Audit Area description.

AAA-YR-01

1 2 3

1. Pre-assigned three (3) letter code,

identifying the audit area.
2 Audit Code
2. Last two (2) digit of the Year when the audit
was conducted.

3. Running sequence number of Audit

conducted for the year.

3 Type of Audit Indicate “Internal” or “External” Audit.

Indicate pertinent dates when the audit was

4 Date of Audit
conducted (e.g. 27 March to 30 March 2016).

5 Organization Indicate the name of the organization audited.

Indicate the department, where the conduct of

6 Department
audit was initiated.

Indicate the complete address of the

7 Location organization or the location where the audit was
conducted.

Describe the main objective of the Audit to be

8 Audit Objective
conducted.

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Describe the Areas/Scope to be checked during

9 Audit Scope
the Audit.

Indicate all Reference Manual used as basis for

10 References
the Audit.

Complete name of the Lead Auditor;

11 Assigned Auditor(s)
Complete name(s) of the Audit Member(s).

Indicate complete name of responsible

personnel.

Indicate the position they hold in their

12 Auditee(s)
department.

Indicate provided email address or mobile

number.

Narrate all the audit methods used during the

13 Methodology scheduled audit. E.g. interview, sampling,
observation, etc.

Describe all information gathered and informed

during the course of audit.

Describe fully all basis for any finding and

14 Conclusion observations.

Describe overall status of the department, in-

terms of its compliance to regulatory and
internal procedures.

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Indicate assigned Non-conformity Report (NCR)

Control no. and Finding Level.

NCR-YR-001

15 Audit Finding Raised 1 2

1. Audit Cycle Year.

2. Assigned control number in accordance

with NCR Registry monitoring list.

To be signed by Auditor/Audit Member who

16 Prepared by prepared the report and indicate date
preparation was completed.

To be signed by the Lead Auditor and indicate

17 Verified by date of final review or concurrence of the report
and indicate date review was completed.

To be signed by the Head of QMD and indicate

18 Approved by
date of approval of the report for release.

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9.2.6 Non-Conformity Report

a. Form Layout:

1 2
3 4
5
7 6
8 9
10

11

12

13 14

15

16

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17

18

19

20

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Audit Area Indicate Audit Area description.

AAA-YR-01

1 2 3

1. Pre-assigned three (3) letter code, identifying the

audit area.
2 Audit Code
2. Last two (2) digit of the Year when the audit was
conducted.

3. Running sequence number of Audit conducted for

the year.

3 Company Name Indicate name of the organization audited.

Indicated sequenced NCR control number.

NCR-YR-01

1 2
4 NCR Control no.
1. Last two (2) digit of the Year when the audit finding
was raised.

2. Running sequence number of Audit Finding for the

year.

5 Department Indicate auditee’s department.

6 Finding Level As prescribed by QSM 3.5.4.

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7 Responsible Name of the Auditee/Auditee’s Manager.

Tick “Original Issue” or “Re-issuance no.” then indicate

8 (NCR Issuance Status)
number of issuance for this particular NCR registry.

Indicate previous NCR Control number of the recurring

9 Repeat Finding
finding.

10 Reference Indicate manual reference number.

11 Audit Finding Describe the Non-conformity.

Tick required response:

Corrective Action;
12 Action Required
Preventive Action;

N/A (Observation).

Auditor(s) Name and Auditor’s Signature over printed name.

13
Signature

14 Issue Date Date of Issuance to the Auditee.

AUDITEE’S RESPONSIBILITY

Root Cause Analysis Software (S) – procedures, training, support, etc.

(SHELL Model) Hardware (H) – machine, tools, equipment, etc.

15
Environment (E) – the working environment of L-H-S
functions
NOTE: Refer to QSM
4.6.3 for Root Cause Liveware (L) – Humans in the workplace, organization

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Analysis (RCA)
Liveware (Central) (L) – Humans in frontline
Procedures (SHELL
Model). Causal Factor – indicate brief explanation based on
identified RCA.

Indicate corrective action (as described in QSM 3.5.5).

16 Corrective Action Indicate Response Date (e.g. DD-MMM-YY)

Indicate Target Date, if applicable (e.g. DD-MMM-YY)

Indicate preventive action (as described in QSM 3.5.5).

17 Preventive Action Indicate Response Date (e.g. DD-MMM-YY)

Indicate Target Date, if applicable (e.g. DD-MMM-YY)

AUDITOR’S AND QMD MANAGER’S RESPONSIBILITY

Corrective/Preventive Indicate comments regarding the provided corrective

18 and preventive action.
Action Acceptance

Corrective Action Indicate verified/remarks regarding the provided

19 corrective and preventive action.
Follow-up Result

Indicate comments regarding the auditor’s

recommendation.
20 Head of QMD Approval

Tick NCR “CLOSED” or “OPEN”

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9.2.7 Condition Notice

a. Form Layout:

1 2
3 4
5 6
7 8
9

10

11

12

13

14

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 QI Description Indicate Quality Inspection (QI) description.

QI-YR-001

1 2
2 QI Code
1. Last two (2) digit of the Year when the audit was
conducted.

2. Running sequence number of QI conducted.

3 Organization Indicate name of the organization inspected.

Indicated sequenced NCR control number.

CN-YR-001

1 2
4 CN Control no.

1. Last two (2) digit of the Year when the audit finding
was raised.

2. Running sequence number of CN for the year.

5 Department Indicate auditee’s department.

6 Finding Category As prescribed by QSM 3.5.4.

7 Responsible Name of the Auditee/Auditee’s Manager.

Indicate previous CN Control number of the recurring

8 Repeat Finding
finding.

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9 Reference Indicate manual reference number.

QUALITY INSPECTION FINDING

(Finding Description) Describe the Non-conformity.

Auditor(s) Name and Auditor’s Signature over printed name.

10
Signature

Issue Date Date of Issuance to the Auditee.

AUDITEE’S RESPONSE

Tick the following descriptor: (Auditee)

 Organization;
 Knowledge;
 Discipline;
11 Root Cause Analysis  Resources;
 Procedures;
 Awareness
 Communication;
 Time.

12 Corrective Action Indicate corrective action (as described in QSM 3.5.5).

AUDITOR’S EVALUATION

Indicate verified/remarks regarding the provided

13 Follow-up Results
corrective action.

Indicate comments regarding the auditor’s

recommendation.
14 Non-Compliance Closure

Tick NCR “CLOSED” or “OPEN”

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9.2.8 Inspection Report

a. Form Layout:

1
2
3
4
5

8 9

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Quality Inspection Code Indicate assigned QI Code.

2 Description Indicate description of the conducted inspection.

3 Date of Inspection Date of Inspection.

4 Department Indicate inspected department.

5 Location Indicate site address of the conducted inspection.

6 Description Narrate information gathered during the inspection.

7 Condition Notice Indicate CN Control no. and finding level, if any.

Signature over Printed name of QAI.

8 Prepared by Indicate the date when the Inspection Report is

prepared.

Signature over Printed name of the Head of Quality

Management.
9 Certified by
Indicate the date when the Inspection Report is
certified.

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Chapter 9

9.2.9 Interview Logsheet

a. Form Layout

1 2

3 4 5 6 7

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b. Fill-out Procedures:
ITEM FIELD CAPTION INFORMATION NEEDED

Indicate the purpose of the interview; or

1 Description
Indicate the description of the Quality Inspection.

2 QI Code Indicate the assigned QI Code, if applicable.

3 Name Interviewee’s Name.

4 Position Describe the interviewee’s position held.

Interviewee’s contact details (e.g. mobile number,

5 Contact Details
email, etc.)

6 Signature Interviewee’s signature.

7 Date Date when the interviewee was interviewed.

8 (Assigned QAI) Signature over printed name of the assigned QAI.

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9.2.10 Audit Preparation Checklist

a. Form Layout

1 2 3

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b. Fill-out Procedures

ITEM FIELD CAPTION INFORMATION NEEDED

A Auditor’s Resources

1 Auditor Selection Indicate complete name of assigned auditor(s).

Tick, if required or processed:

 Travel Allowance;
 Hotel Accommodation;
2 Auditor’s Logistics  Transportation;
 Security/Facility Pass;
 Visa and/or Travel Insurance;
 Personal Protective Equipment (PPE).

B Auditor’s Research and Preparation

1 Audit Notification Audit Notification has been generated.

2 Audit References Identification of required references.

Indicate any significant issues from previous Audit

3 Previous Audit
Report and NCRs.

Safety and Security Indicate any Safety or Security related occurrences, if

4
Reports any.

Indicate Audit Checklist code to be used once revised

5 Audit Checklist
or generated.

C (Auditor’s Signature)

To be signed by the assigned Lead Auditor.

1 Prepared by
Indicate signature over printed name.

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2 Acknowledged by To be signed (initial) by all Audit Team Members.

Indicate Date when the Audit Preparation has been

3 Date
completed.

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Chapter 9

9.3 Vendor and Sub-contractor Accreditation Forms

9.3.1 List of Approved Vendor/ Service Provider/ Maintenance Provider

a. Form Layout: 3

6
1

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NOTE: All three (3) Approved List (above) shall follow the same format for
organization details.

DESCRIPTION FORM NO.

A List of Approved Vendors PAA/QMD/F/025

B List of Approved Service Providers PAA/QMD/F/026

C List of Approved Maintenance Providers PAA/QMD/F/027

b. Fill-out Procedures:

ITEM DESCRIPTION INFORMATION NEEDED

1 Form Title :

LIST OF APPROVED SERVICE PROVIDERS

LIST OF APPROVED VENDORS

Title
LIST OF APPROVED MAINTENANCE
PROVIDERS

2 Column Title:

Items Sequence Number

Name of Company / Address / Telephone and

Company Name
Fax Number

Services Type of services offered by the company

List of Certificate and Approval of the company

Certificate / Approval
with validity.

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PAA Accreditation Approval Date of Approval from the PAA

Limitation(s) Limitation of services offered by the company

3 Revision information

AA 000 3 digit sequence no., as assigned.

AV – Approved Vendors;
Issue No.
AS – Approved Service Providers;

AM – Approved Maintenance Providers.

Indicate date when the approved list was

Date Release
released.

4 Revision Highlight(s)

Indicate all changes made on a particular

Revision Highlight(s)
revision/issue, to highlight changes.

5 Prepared by:

Signature over printed name of the QA

Inspector who updated the approved list.
Prepared by

Date revision was accomplished.

6 Approved by:

Signature over printed name of the Head of

QMD.
Approved by

Date revision was approved.

9.3.2 Vendor and Sub-contractor Evaluation Questionnaire

a. Form Layout:

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DESCRIPTION FORM NO.

A Sub-contractor Evaluation Questionnaire PAA/OQA/F/005

B Vendor Evaluation Questionnaire PAA/OQA/F/011

C Fuel Provider Evaluation Questionnaire PAA/OQA/F/007

NOTE: PAA Evaluation Questionnaire generated by QMD is not limited to above

mentioned questionnaires. QMD serves the right to create new questionnaires
to tailor-fit, different types of contracting organizations.

8
6

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10 11

12

13 14

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

GENERAL INFORMATION

1 (Important Reminder) Describes instructions and policies.

Requires basic information regarding the

2 General Information
organization.

Requires information regarding

Certification/Approvals held by the organization.
Certification/Approval; or

(For Sub-contractor)

3
Requires commercial information (e.g. product,
services, etc.) being provided by the
Commercial Details organization.

(For Vendor and Fuel Provider)

4 (Questions) Requires “YES” or “NO” response.

ORGANIZATION CERTIFICATION/ REQUIREMENTS GUIDE

Require complete name of authorized

5 Name
representative.

Requires position held by the authorized

6 Designation
representative.

7 Date of Completion Requires date the questionnaire was completed.

Requires the signature/stamp of the authorized

8 Signature/Stamp
representative.

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Describes all requirements needed prior to

9 (Requirements)
QMD evaluation.

ACCREDITATION PAGE

Tick box for QA Inspector regarding type of

application:
10 Assessment Type  New;
 Routine;
 Re-assessment.

Tick box for QA Inspector regarding result of the

evaluation:
 Approved;
11 Results
 Pending Assessment;
 Not Approved;
 On-site Audit.

12 Remarks Narrate result of the evaluation.

Indicate signature over printed name of the QA

13 Evaluated by
Inspector; and indicate date of evaluation.

Indicate signature over printed name of the Head

14 Approved by of QMD; and indicate date of
approval/disapproval.

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Chapter 9

9.4 Authorization Forms

9.4.1 Application for Authorization (Maintenance)

a. Form Layout:

3 4

5 6 7

8
9

10 11

12

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 APPLICANT’S INFORMATION

Applicant’s name (Last Name, First Name,

Name
Middle Name)

Designation Position held by the Applicant.

Contact no. Contact details.

Date of Birth Birthday of the applicant (format: DD-MMM-YY)

Age Applicant’s Age

Sex Applicant’s Gender (M or F)

Name of the Organization and Department of the

Organization/Department
Applicant.

E-mail Address Company email address.

Marital Status Indicate marital status (i.e. Single, Married, etc.)

Citizenship Indicate Applicant’s citizenship.

2 LICENSE INFORMATION

Issued by Indicate issuing Civil Aviation Authority.

Indicate ratings held (i.e. Airframe, Powerplant,

Rating
Avionics, etc.)

Date Issued Indicate original date of issuance of the license.

License Type Indicate type of license held based on local CAR.

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License No. Indicate assigned license number.

Expiration Date Indicate expiration date of the license number.

3 TYPE OF APPLICATION

 New Application;

 Renewal of Authorization;

(Tick box)  Additional Authorization;

 One-Time Authorization;

 Reinstatement of Authorization.

4 SCOPE OF AUTHORIZATION

 Release to Service (RTS);

 Required Inspection Items (RII);

(Tick box)  Maintenance Release (MR);

 Engine Ground-Run (EGR);

 Specialized Authorization.

5 Authorization no. PAAI assigned Authorization number.

6 Skill Type Indicate maintenance personnel’s skill.

Indicate qualifying Aircraft Type (i.e. A320-200,

7 Aircraft Type
etc.)
8 APPLICATION REQUIREMENTS
 Copy of valid license;
(Tick box)  Copy of relevant training;

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 Copy of previous authorization, as applicable.

9 APPLICANT’S SIGNATURE

(Applicant’s Signature) Applicant’s Signature over printed name.

Date Date signed.

10 ENDORSED BY

(Endorsed by) Endorser’s Signature over printed name.

Date Date endorsed.

11 QMD ACCEPTANCE

(QMD Acceptance) QMD personnel’s Signature over printed name.

Date Date accepted.

12 REMARKS

Indicate QMD remarks on the application

(Remarks)
package submitted.

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Chapter 9

9.4.2 Authorization Certificate

a. Form Layout:

1 2 3

5 6

7 8

10

11

12

13
14

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Authorization no. Indicate assigned authorization number.

Indicate the date of original issuance of

2 Issue Date
authorization.

3 Expiration Date Indicate Authorization Expiration date.

4 Name Name of the Authorized Personnel.

Indicate position held by the authorized

5 Designation
personnel.

Indicate department of the authorized

6 Department
personnel.

7 License Indicate License Issuer, Type and Rating.

8 License no. Indicate License number.

 QMD personnel’s Signature over printed
name.
9 Evaluated by
 Date evaluated.
 Head of QMD’s Signature over printed name.
10 Approved by  Date approved.

Type of Authorization held, Tick box:

 Return to Service (RTS);
11 Scope of Authorization  Required Inspection Item (RII);
 Maintenance Release (MR);
 Engine Ground Run (EGR);

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 Specialized Authorization, indicate

authorization type.

Indicate authorization limitations and specify;

Example:

1. Limited to A319/A320 Aircraft Type.

12 Remarks/ Limitation 2. RII Authorization limited to Airframe and

Powerplant Task(s).

3. Thermographic Test (TT) – XUTC Certificate

no. 32102319850828163X, valid until 18-
Jun-2020;

Signature over printed name of the Authorized

13 Acknowledge by
personnel.

Provide specimen mark of the assigned

14 Stamp no.
Authorization Stamp.

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Chapter 9

9.4.3 Authorization Roster

a. Form Layout:

2
3
4
5

6 7 8 9 10 11

12 13

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Date Prepared Indicate date when the roster was prepared.

2 Company Name Name of the Organization.

3 CAA-AMOC Number Indicate AMOC number.

4 Expiration Indicate AMOC validity.

Indicate Station where the Authorized Personnel are

5 Location
assigned.

6 Name Indicate name of the Authorized Personnel.

7 Position Indicate position of the Authorized Personnel.

8 Authorization No. PAA assigned Authorization No.

Mark “X” if the Authorized Personnel is authorized

either one or all of the following: Return to Service
9 Scope of Authorization (RTS), Maintenance Release (MR), Required
Inspection Item (RII) and/or Engine Ground Run
(EGR)

Scope of Authorization - Indicate Specialized Authorization issued by PAA

10
Specialized (e.g. Receiving Inspection)

Indicate special instructions or additional

11 Remarks
information.

Signature over printed name (QAI);

12 Prepared by
Date of prepared roster.

13 Approved by Signature over printed name (Head of QMD);

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Date of prepared roster.

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Chapter 9

9.4.4 Application for PTC Authorization

a. Form Layout:

5 6

7 8

9 10

11 12

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 APPLICANT’S INFORMATION

Applicant’s name (Last Name, First Name,

Name
Middle Name)

Designation Position held by the Applicant.

Department Indicate applicant’s department.

Contact no. Contact details.

E-mail Address Indicate company email address.

Date of Birth Birthday of the applicant (format: DD-MMM-YY)

Age Applicant’s Age

Sex Applicant’s Gender (M or F)

Marital Status Indicate marital status (i.e. Single, Married, etc.)

Citizenship Indicate Applicant’s citizenship.

2l LICENSE INFORMATION

Issued by Indicate issuing Civil Aviation Authority.

Indicate type of license held based on local

License Type
CAR.

Rating Indicate ratings held.

License no. Indicate assigned license number.

Date Issued Indicate original date of issuance of the license.

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Expiration Date Indicate expiration date of the license number.

3 MEDICAL CERTIFICATE

Indicate Type of Medical Examination

Type of Examination
performed.

Result Indicate result of tests.

Date Issued Indicate date of issuance of Medical Certificate.

4 TRAINING HISTORY

Course Title Indicate relevant course title.

Conducted by Indicate instructor’s name.

Finish Date Date of Completion.

5 TYPE OF APPLICATION

New Application

(Tick box) Renewal of Authorization

Reinstatement of Authorization

6 SCOPE OF AUTHORIZATION

PTC Authorization
(Tick box)
Others: ________________________

7 PTC Authorization no. PAAI assigned PTC Authorization number.

Indicate qualifying Aircraft Type (i.e. A320-200,

8 Aircraft Type
etc.)

9 APPLICANT’S SIGNATURE

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(Applicant’s Signature) Applicant’s Signature over printed name.

Date Date signed.

10 ENDORSED BY

(Endorsed by) Endorser’s Signature over printed name.

Date Date endorsed.

11 RECEIVED BY

(QMD Acceptance) QMD personnel’s Signature over printed name.

Date Date accepted.

12 REMARKS

Indicate QMD remarks on the application

(Remarks)
package submitted.

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9.4.5 PTC Authorization Roster

a. Form Layout:

2 3

6 7

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b. Fill-out Procedures:

ITEM Description Information Needed

1 FORM TITLE : PILOT TRANSIT CHECK (PTC) AUTHORIZATION ROSTER

2 ISSUE NO.

PT 000 3 digit sequence no., as assigned.

Issue No.
PT – Pilot Transit Check

3 DART RELEASED

Indicate date when the approved list was

Date Released
released.

4 COLUMN TITLE

Item Sequence No.

Name of Pilot (Last Name, First Name, Middle

Name
Name)

Airline Transport Pilot License No. issue by

Pilot License No.
CAAP

Pilot Transit Check Authorization No. issue by

PTC Authorization No.
QMD

5 CONDITIONS

Conditions Requirement for issuance of PTC Authorization.

6 PREPARED BY

 Signature over printed name of the QA

Inspector who updated the approved list.
Prepared by:

 Date revision was accomplished.

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7 APPROVED BY:

 Signature over printed name of the Head of

QMD.
Approved by:

 Date revision was approved.

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9.4.6 PTC Qualifying Form

a. Form Layout:

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6 7

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b. Fill-out procedures:

ITEM Description Information Needed

1 Form Title PILOT TRANSIT CHECK QUALIFYING FORM

2 Pilot Details

Complete Name of Pilot (Last Name, First Name

Name
and Middle Name)

Date Date accomplished the form

Position Position of Pilot

License Type Pilot License Type

License Number Pilot License Number

Aircraft Rating Aircraft Rating (A320)

3 Flight Details

Aircraft Registration Number Aircraft Registration Number

Flight Number Flight Number (eg. Z2 942)

Route Route (eg. MNL – KUL)

4 Practical Examination

Item Sequence Number

Subject Subject to be check by pilot

Pilot’s Signature Pilot Signature who conduct the PTC

Mechanic’s Signature Certifying Mechanic’s Signature

5 Name and Signature

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Quality Management Forms Issue 08 Rev 00
Chapter 9

Signature over Printed Name of pilot who conduct

Signature over Printed Name
the PTC

COMPETENCY ASSESSMENT

Certifying Mechanic’s Signature who evaluated the

6 Evaluated By:
pilot

7 Endorsed By: Chief Pilot Training and Standards Signature

Remarks of Certifying Mechanic’s and Chief Pilot

8 Remarks
Training and Standards

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Quality System Manual Date 28 Mar 18

Quality Management Forms Issue 08 Rev 00
Chapter 9

9.5 Regulatory Forms

9.5.1 MEL Repair Interval Extension (MELRIE) Form

a. Form Layout:

1 2 3 4 5

6 7 8 9

10

11

12
12.a 12.b

12.c 12.d
13

14 15

14.a 14.b

16

17

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

GENERAL INFORMATION

1 MELRIE Control no. To be assigned by QMD personnel.

2 Aircraft Registration Registration Number of affected Aircraft.

3 MSN Assigned Manufacturer’s Serial Number.

Date when the application for MELRIE was

4 Date Requested
generated.

Date when the application was received by

5 Date Received
QMD.

Indicate MR2 Sequence no. where MEL was

6 MR2 Sequence no.
entered.

7 MEL Reference Indicate MEL Reference number.

8 MEL Category Indicate MEL Category described in PAAI MCM.

9 MEL Due Date Indicate date when the MEL will expire.

Indicate MEL entry in the Aircraft Technical Log

10 Discrepancy
(MR1).

Indicate main justification for the application of

11 Reason/Justification
MEL Extension.

12 Requirements
12.a Parts/Materials

Nomenclature Part or Material Description.

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Part Number OEM assigned Part Number.

Indicate when the part/material was officially

Order Date
purchased.

Indicate delivery date of purchased

Arrival Date
part/materials.

12.b Tools and Equipment

Nomenclature Tools and Equipment Description.

Part Number OEM assigned Part Number.

Indicate when tools/equipment was officially

Order Date
purchased.

Indicate delivery date of purchased

Arrival Date
tools/equipment.

Extension date applied for (e.g. 12 Mar 2016, 20

12.c Required Extension
Days)

12.d Planned Date of Correction Date when the task will be performed.

13 Requested By

Indicate Signature over printed name and date

Engineering Representative
of Engineering Representative.

Indicate Signature over printed name and date

Head of Engineering
of Head of Engineering.

14 QMD APPROVAL
14.a (QMD Evaluation)

Remarks Indicate result of evaluation.

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Quality Management Forms Issue 08 Rev 00
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Indicate Signature over printed name and date

Signature
of QA Inspector.

14.b (Head of QMD Evaluation)

Tick box Recommended or Rejected;

Remarks Indicate result of final evaluation.

Indicate Signature over printed name and date

Signature
of Head of Quality Management.

15 CAAP APPROVAL

Tick box Approved or Disapproved;

Remarks Indicate result of final evaluation.

Indicate CAAP PMI’s Signature over printed

Signature
name and date approved or disapproved.

16 MELRIE CLOSURE

QA Inspector to indicate all pertinent details

Supporting Documents details
verified for the closure of the MELRIE.

Indicate Signature over printed name and date

Verified by
of QA Inspector.

17 (Distribution)

Original Aircraft Copy;

Copy 2 QMD;

Copy 3 MOC (Engineering);

Copy 4 CAAP.

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Quality Management Forms Issue 08 Rev 00
Chapter 9

9.5.2 Short Term Escalation (STE) Form

a. Form Lay-out:

1 2 3 4 5

6
7 8

10 11 12

13 14 15

16 17 18

19

20 21

22 23

26
24 25

27

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Quality Management Forms Issue 08 Rev 00
Chapter 9

b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

GENERAL INFORMATION

1 STE Control no. To be assigned by QMD personnel.

2 Aircraft Registration Registration Number of affected Aircraft.

3 MSN Assigned Manufacturer’s Serial Number.

Date when the application for STE was

4 Date Requested
generated.

Date when the application was received by

5 Date Received
QMD.

SHORT TERM ESCALATION DETAILS

COMPONENTS

6 Nomenclature Part or Material Description.

7 Part number OEM assigned Part Number.

8 Serial number OEM assigned Serial Number.

MAINTENANCE PROGRAM

Maintenance requirements Indicate MEL entry in the Aircraft Technical Log

9
and reference (MR1).

Current location of the Aircraft

10 Location of Aircraft
(e.g. Lufthansa Technik, Manila)

Indicate current aircraft total flying/cycle.

11 Aircraft Total Flying/Cycle
(e.g. FH/FC with date data was taken – “as of”)

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Indicate aircraft total time/cycle from the last

scheduled maintenance performed.
12 Aircraft Total Time/Cycle
(e.g. FH/FC with date when the Maintenance
performed was completed)

Indicate forecasted date for this scheduled

Forecasted Maintenance
13 maintenance.
due Date
(DD-MM-YYYY format)

Time since last Indicate aircraft’s accumulated time during last

14
Maintenance maintenance (e.g. DY/ FH/ FC)

Indicate aircraft remaining time before the

15 Time Remaining forecasted maintenance due date.
(e.g. DY/FH/FC)

As indicated in the Approved PAAI AMP.

16 Current Approved Interval
(e.g. DY/FH/FC)

As indicated in the Approved PAAI AMP.

17 Maximum Extension Limit
(e.g. DY/FH/FC)

Indicate applicable interval for the extension.

18 Proposed Interim Interval
(e.g. DY)

REASON/JUSTIFICATION

Indicate main justification for the application of

19 Reason/Justification
STE.

REQUESTED BY

Indicate Signature over printed name and date

20 Engineering Representative
of Engineering Representative

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Indicate Signature over printed name and date

21 Head of Engineering
of Head of Engineering.

QMD APPROVAL

Tick box – Recommended for Approval or

Disapproved/Rejected.

Indicate “Amount of Escalation Approved.”

(e.g. DY/FH/FC)
(Head of Department
Indicate “Approved Interim Interval.”
22 Quality Management
(e.g. DY)
Evaluation)
Indicate Signature over printed name of Head of
Quality Management.

Indicate Date when the STE was recommended

for approval.

CAAP APPROVAL

Tick box – Approved or Disapproved.

Remarks – Indicate result of final evaluation.

23 (CAAP Approval) Indicate Signature over printed name of CAAP

PMI.

Indicate Date when the STE was

approval/disapproval.

SHORT TERM ESCALATION CLOSURE

Supporting Documents QA Inspector to indicate all pertinent details

24
details verified for the closure of the STE.

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Actual Compliance of
25 Indicate date when the layover was completed.
Layover

Indicate Signature over printed name and date

26 Verified by
of QA Inspector.

27 (Distribution)

Original QMD;

Copy 2 Technical Planning;

Copy 3 CAAP.

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Quality Management Forms Issue 08 Rev 00
Chapter 9

9.5.3 Corrective Action Plan Form

a. Form Layout:

1 2
3 4
5

10
11

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b. Fill-out Procedures:

ITEM FIELD CAPTION INFORMATION NEEDED

1 Safety Issue No. Indicate pre-assigned safety issue control no.

2 Receipt Date Indicate pre-assigned receipt date.

3 Assigned Inspector Indicate pre-assigned CAAP Inspector.

4 Target Date Indicate pre-determined target date.

5 Reference State reference indicated by CAAP.

Indicate the Safety Concern Statement

6 CAAP Safety Concern
(Finding).

Tick the following descriptor: (Auditee)

Organization;

Knowledge;

Discipline;

7 Root Cause Analysis Resources;

Procedures;

Awareness

Communication;

Time.

Describe fully the reason, why the finding has

8 Cause
occurred

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Indicate the Corrective Action to be executed to

9 Corrective Action
correct the finding.

Signature over printed name of the assigned

10 Prepared/Verified by
QAI.

11 Completion Date Indicated Target Date or Completion Date.

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Quality Management Forms Issue 08 Rev 00
Chapter 9

9.5.4 Aircraft Information and Monitoring

a. Form Layout:

6
1

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Chapter 9

b. Fill-out Procedures:

ITEM DESCRIPTION INFORMATION NEEDED

1 Form Title: AIRCRAFT INFORMATION AND MONITORING
2 Column Title:

A Aircraft Type Indicate Aircraft Type

B Registration Number Indicate Aircraft Registration Number

C Serial Number Indicate Manufacturer’s Serial Number

D COA Expiry Certificate of Airworthiness Expiration Date

E COR Expiry Certificate of Registration Expiration Date

F ASL Expiry Aircraft Station License Expiration Date

G W and B Expiry Weight and Balance Expiration Date of the Aircraft

H Insurance Cert. Expiry Insurance Certificate Expiration Date of the Aircraft

I Engine Manufacturer Company name of Engine Manufacturer

J Engine Type Indicate installed Aircraft Engine Type

K Engine Model Indicate installed Aircraft Engine Model

L Engine Serial No. Indicate Engine Serial Number (ESN) – LH and RH

M Aircraft Date Manufactured Date Manufactured

O Lessor Name of Lessor

N PAA Date Acquired Date Acquired by the Philippines AirAsia Inc.

P Remark(s) Indicate remarks on the aircraft

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3 Distribution List

Carbon Copy of distribution:

Cc:
CEO/Secretary CEO/QMD/Planning/OCC/Records/File

4 As of:

As of: Current Date

5 Prepared by:

 Signature over printed name of the QA Inspector

who updated the form.
Prepared by:

 Date revision was accomplished.

6 Approved by:

a. Signature over printed name of the Head of QMD.

Approved by:
b. Date revision was approved.

Authority: Head of Quality Management Department, Philippines AirAsia, Inc. 9.5.15