Maintenance SMS Software and Coaching

Open only to VAI member operators and maintenance providers, VAI’s SMS Software Solutions & Support Program offers members significant savings of both time and money. Signing up for an SMS software package through our providers should save most operators more money than the cost of their VAI membership dues.

While you’ll still need to enter and analyze your data and grow or maintain a safety culture, using already-developed software is infinitely faster than creating your own program from the ground up. Because of their experience and success in this field, our partners have made the VAI SMS Program as simple as 1-2-3.

The program also offers flexibility, allowing VAI member operators to consider each vendor and select the one best aligned with their needs:

• Air Charter Safety Foundation (ACSF) – ACSF, located in Washington, D.C., offers a full range of SMS software options
• Aircraft Electronics Association (AEA) – AEA, located in Lee’s Summit, Missouri, offers access to their SMS software and training solutions to VAI members who perform maintenance or repair operations exclusively.
• Baldwin Safety & Compliance – Baldwin, of Hilton Head Island, South Carolina, provides the Baldwin SMS Product Suite, which offers a menu of options for small, medium-sized, and large businesses.
• WYVERN Ltd. – WYVERN, based in Nashua, New Hampshire, offers its SMS software and 24/7/365 Support Services package, with affordable options for small operators and other choices with premium SMS software capabilities.

“Each of the providers worked with VAI to establish deeply discounted subscription rates, particularly for our small operators,” says Chris Hill, VAI senior director of safety and manager of the VAI SMS Program.

Additionally, some of the rates are scalable, depending on the specific needs of each operator, allowing for additional aircraft, users, or premium services. The VAI SMS Program rates are available only to new SMS software subscribers and will not apply to existing customers of these programs.

What is the VAI SMS Program?
The VAI SMS Program is a service available exclusively to VAI operator and maintenance provider members that provides unprecedented access to industry-leading safety management system (SMS) software tools and support services. The program gives operators and maintenance providers tools to comprehensively manage aviation safety risks in accordance with SMS principles.

How hard is it to use?
The VAI SMS Program was developed with simplicity in mind. Through our partner provider network, VAI provides industry-leading SMS tools designed to help you get started in a logical and predictable manner. Setting up and sustaining an effective SMS still takes hard work, but it does not have to be complicated.

Each tool was selected for its user-friendly experience that is optimized for those who may lack SMS experience. Educational tutorials, videos, and customer support teams are also available to help subscribers set up accounts and use the program tools to their maximum potential.

How much does it cost?
The deep discounts offered through the VAI SMS Program are available only to new or current VAI operator or maintenance provider members in good standing. VAI partnered with several SMS software providers to make top-quality SMS software affordable for everyone. Even the smallest organizations can get started for $50 a month or less!

Through the VAI SMS program, any organization of any size can also select from a menu of tailored SMS solutions and other premium services at reduced fees. To receive a quote customized to your needs, contact Safety@verticalavi.org.

I already have an SMS software provider. Can I or should I switch to this one?
If you’re already using an SMS application that works for you, keep using it! The VAI SMS Program was developed to help our members who are struggling with SMS implementation to elevate safety in their operations. If you’re not using your current SMS software to its full potential or are dissatisfied in any way with its performance, we encourage you to contact the provider. Explain your concerns and give them a chance to resolve the issue. Chances are, they can help you get on the right path.

Note: Operators who already subscribe to SMS services with one of the VAI SMS providers shouldn’t make any changes to their existing accounts. The VAI SMS Program is available only to current or new VAI operator or maintenance provider members who are activating new SMS subscriptions.

Through this program, I can finally claim that we have a proper SMS—right?
Not so fast. Subscribing to a software solution through the VAI SMS Program doesn’t mean you’ve magically implemented a fully functioning SMS; it means that you’re moving in the right direction. Use of proven SMS software can absolutely make setting up, maintaining, or improving your SMS much easier, particularly when the process is supported by an effective safety culture. If you’ve been waiting for the right time to begin your SMS program, why wait any longer?

What role does my company’s leadership play in setting up an SMS?
Management commitment to safety is essential. Without it, you’re likely spinning your wheels. Do everything you can to get your leadership team personally invested in your safety journey. Every organization, starting right at the top with the accountable executive, must first make a clear commitment to safety and establish the critical foundation of a positive, engaged safety culture. The accountable executive must also define safety expectations, roles, and responsibilities for all employees.

When management invests the time and resources necessary to implement, improve, and sustain an effective SMS, that is a good first step and an indicator that their commitment to safety is sincere. But that is only the beginning.

Do I need SMS software to implement an SMS?
Honestly, you don’t need SMS software to have an effective SMS and a positive safety culture. However, VAI has heard from its members that they would like more support in setting up and maintaining an SMS. While use of the right SMS tools cannot guarantee successful SMS implementation, grow a positive safety culture, or demonstrate compliance with regulations or contractual requirements, it can sure make achieving those goals a lot easier!

If you’re tired of endless updates, outdated spreadsheets, and other burdens related to manual tracking of your safety program, talk to us about how the VAI SMS Program can help you use state-of-the-market tools to manage your SMS, just like commercial airlines and other high-performing aviation organizations.

Who are the VAI SMS program software providers?

• Air Charter Safety Foundation (ACSF) – ACSF, located in Washington, D.C., offers a full range of SMS software options
• Aircraft Electronics Association (AEA) – AEA, located in Lee’s Summit, Missouri, offers access to their SMS software and training solutions to VAI members who perform maintenance or repair operations exclusively.
• Baldwin Safety & Compliance – Baldwin, of Hilton Head Island, South Carolina, provides the Baldwin SMS Product Suite, which offers a menu of options for small, medium-sized, and large businesses
• WYVERN Ltd. – WYVERN, based in Nashua, New Hampshire, offers its SMS software and 24/7/365 Support Services package, with affordable options for small operators and other choices with premium SMS software capabilities.

Which SMS provider should I select? Which provider is best?
VAI assessed 15 separate and highly qualified SMS software providers. Next, we negotiated some of the most competitive rates you’ll find in the market space. HAI then invested our own resources to make the program even more accessible to our operator members. Finally, we narrowed the list to some of the most highly respected SMS providers who offer an optimal mix of quality and value. The rest is up to you.

How can I differentiate between each SMS provider?
Each software platform offers a standard suite of proven SMS functionality and compliance tools. But we understand that you need more information to help you decide. VAI and our partner providers are prepared to answer questions, share information, and deliver product demos to help you select a solution that’s right for you. Our partners are also ready to deliver scaled, customized, or premium options based on your company’s unique requirements.

How do I get started with the VAI SMS Program?
Once your organization has made a sincere commitment to dedicate the necessary time and resources to elevate your operational safety through a structured SMS, contact the VAI safety team at Safety@verticalavi.org.

How is an SMS different from an OSHA safety program?
A safety management system (SMS) is a formal approach to managing safety and risk, including organizational structures, accountabilities, policies, and procedures to identify and control risk. The four components of SMS, safety policy, safety risk management, safety assurance, and safety promotion, work together in providing a safety culture.  OSHA, the US Occupational Safety and Health Administration, provides aviation workers with information and assistance to help create a healthy and safe working environment.

I have a FRAT. Isn’t that good enough for an SMS?
A FRAT (flight risk assessment tool) is a tool used by crew members to identify potential risk(s) as they plan a flight or maintenance procedure. They can distinguish in advance between a low-risk and a high-risk activity, then discuss and determine risk mitigation strategies when necessary. A FRAT is narrowly focused on one activity, whereas a well-rounded SMS involves every activity, in every department, throughout the entire organization. A FRAT is but a small piece of a much larger set of ideas related to safety.

I have a safety reporting form. Isn’t that good enough for an SMS?
A safety reporting form is a tool used within a safety management system. The form can be used for reporting incidents or recommending improvements. The submittal of safety reports leads to assessing risk and implementing corrective action for that event. While human safety reporting is a critically important cornerstone of a successful SMS, it is only a small part of a much bigger picture encompassed by a complete SMS. Without the support of all other components of an SMS, reporting alone will not lead to achieving sensible safety goals.

Does a small organization need the same SMS scale and complexity as a large one?
The complexity of an SMS can and should be scaled to match the resources and skill level available within an organization. Rome wasn’t built in a day, and setting goals and expectations too high on Day 1 will lead to frustration and failure. Start small, but with a plan to grow and learn. Your skills and organizational safety culture WILL improve through serious commitment and perseverance every day.

They say SMS is scalable, but if I have to have four components and 12 elements, how is that scalable?
The degree to which the SMS components and elements are supported, and the sophistication of the SMS in general, are functions of the resources and skill set within the organization. Smaller organizations can use the same tools and techniques as their larger counterparts, just on a smaller scale (but with equally effective results). The tenets of SMS provide solid fundamentals and a framework for every organization, whether you are operating or maintaining 1 aircraft or 1,000.