EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
EASA Process map
LI.IMS.00004-009
Name / Validation / Date
Prepared by: / Dominique PERRON / Validated / 26/04/2016
Verified by: / Valérie LANDRY-SIVEL / Validated / 27/04/2016
Reviewed by: / Dominique PERRON / Validated / 27/04/2016
Approved by: / Valérie LANDRY-SIVEL / Validated / 27/04/2016
Authorised by: / Patrick KY / Validated / 01/06/2016
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
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/ European Aviation Safety Agency / List
EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
DOCUMENT CONTROL SHEET
Log of issues
Issue / Issue date / Change description
001 / 26/07/2010 / Migration of E.L005-02.Update of level 2 processes and owners.
002 / 29/08/2011 / General update of processes and owners.
003 / 07/09/2012 / General update according to the requests for changes from process owners and following the intention from Management to simplify the Process map and reduce the total number of L2 processes.
004 / 12/07/2013 / Further simplification at L2 level, without fundamental changes to the process map.
005 / 04/10/2013 / Process owner 'Head of Cabinet' replaced by 'Private Office of ED' following publication of ED Decision 2013/115/E.
006 / 15/09/2014 / Revision following Convergence group outcome on Agency processes and new organisation.
007 / 23/01/2015 / Revision following adjustment of existing procedures and delegation of procedure ownership.
008 / 08/07/2015 / Revision following adjustment of existing procedures and delegation of procedure ownership.
009 / 01/06/2016 / Revision following adjustment of existing procedures and delegation of procedure ownership.
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet. / Page 1 of 11
An agency of the European Union
/ European Aviation Safety Agency / List
EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
INTRODUCTION
Purpose and scope
The Agency has implemented an Integrated Management System (IMS) that is documented and applied in order to effectively support the achievement of the Agency’s objectives (e.g. operational, quality and safety).
This document specifies the processes and features of the IMS, as the Agency:
- intends to demonstrate its ability to consistently provide a service that meets stakeholders’ expectations and applicable regulatory requirements, ultimately a high level of aviation safety and environmental protection in Europe;
- aims at enhancing its services through the effective application of the system, including processes for continual improvement;
- intends to ensure its compliance to the applicable management standards namely the EASA management standards that were developed by taking into account the requirements of ISO 9001 and the Internal Control Standards of the European Commission.
This document presents the results of the process identification & mapping exercise performed in EASA and defines the Agency's processes. The processes have been divided into Level 1 processes, which are further broken down into level 2 processes and finally procedures. This list provides an identification of process owner of the processes L1 and of the procedure owner.
In line with this ownership structure, the formal approval workflow of a procedure is as follow:
a) Prepared by: / Process Designer or Authorb) Verified by: / Procedure Owner
c) Reviewed by: / Quality
d) Approved by: / Process Owner
e) Authorised by: / Director of the procedure owner
The description of the here-above listed roles, and responsibilities, is given in the work instruction WI.IMS.00033 including workflows for other quality documents (i.e policy, list, template…).
The contents of the present document are applicable to all Agency staff and all the Agency's processes.
/ © European Aviation Safety Agency. All rights reserved. ISO9001 CertifiedProprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet. / Page 1 of 11
An agency of the European Union
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EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
PROCESS STRUCTURE
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
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EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
CORPORATE PROCESSES
Process Level 1 / Process owner / Process Level 2 / Procedure / Procedure Owner
Audit management / N.Brazil / Audit management / External audit / N.Brazil
Internal audit / N.Brazil
Quality management / V.Landry-Sivel / Quality management / Board of Appeal / J.Penedo del Rio
Business process management / V.Landry-Sivel
Centralised mail registration and dispatch / M. Van Hijum
Documents and records management / V.Landry-Sivel
EASA IMS related actions follow-up / V.Landry-Sivel
Exception management / V.Landry-Sivel
Management Review of the EASA IMS / V.Landry-Sivel
Stakeholder feedback management / V.Landry-Sivel
Communication / D.Fouda / Communication / Communication / D.Fouda
Crisis communication management / D.Fouda
EASA website management / A.Achilleos
Events management / A.Tziolas
Legal / F.Manuhutu / Legal action / Handling data protection issues / F.Pavesi
Management of Ombudsman complaint / F.Manuhutu
Management of request for public access to EASA document / F.Pavesi
Preventive verification of Agency measure / F.Manuhutu
Process report of serious wrongdoing / F.Manuhutu
Handling Art. 90(2) SR complaints / A.Haug
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet. / Page 1 of 11
An agency of the European Union
/ European Aviation Safety Agency / List
EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
STRATEGY / PROGRAMME PROCESSES
Process Level 1 / Process owner / Process Level 2 / Procedure / Procedure Owner
Safety intelligence and performance / R.Daeschler / Occurrence reporting / Processing of occurrence reports / B.Bourdon
Safety analysis / Safety analysis / J.Franklin
Confidential Safety Reporting / Confidential Safety Reporting / B.Bourdon
Research / Research / E. Sivel
Accident follow-up / Safety investigation / B.Bourdon
Safety recommendation / B.Bourdon
Safety data management / Safety data management / G.Kinders
Strategy, programming and monitoring / JM.Cluzeau / Safety programming and monitoring / EASP and EASp management / K.Bauer
Safety management / K.Bauer
Strategy development / Impact assessment / JM.Cluzeau
Integrated strategy development and outsourcing / JM.Cluzeau
Agency risk management / Agency risk assessment / P.Bortolotti
Agency risk monitoring / P.Bortolotti
Business programming and reporting / Budget preparation / T. Maddison
Annual Activity Report / P.Bortolotti
Business plan / P.Bortolotti
Management Board coordination / M.Van Hijum
Project management / P.Bortolotti
Staff policy plan / R.Lenti
Work programme / P.Bortolotti
Technical and Safety advice / P.Medal / IISC / IISC / P.Medal
Oversight of SESAR / Oversight of SESAR / M. Algar Ruiz
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet. / Page 1 of 11
An agency of the European Union
/ European Aviation Safety Agency / List
EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
CORE PROCESSES
Process Level 1 / Process Owner / Process Level 2 / Procedure / Procedure Owner
Development of regulatory material / JM.Cluzeau / Rules programming and development / AtMoC management / W.Schulze
Rules development / K.Bauer
Rules programming / K.Bauer
Handling flexibility provision to rules / Handling of art.14 notification / W.Schulze
Handling of art.22 notification / W.Schulze
Certification / R. Erckmann / Certification related services / Certification support for validation / R.Erckmann
Technical advice contract / R.Erckmann
Application and certificate management / Management of product certificate and related master data / C.Holgate-Romanov
Master data management for product certification applicants / C.Holgate-Romanov
Quotation management for product certification / C.Holgate-Romanov
Registration and follow-up of product certification application / C.Holgate-Romanov
Continued airworthiness and operational suitability / Alternative Method of Compliance (AMOC) with Airworthiness Directive (AD) / R.Erckmann
Continuing airworthiness of type design (CAP) / R.Erckmann
Safety Information Bulletin (SIB) / R.Erckmann
Design Organisation Approval / Alternative procedure to DOA / D.Roland
DOA allocation and resources management / D.Roland
DOA and ADOA negative decision / D.Roland
DOA initial investigation / D.Roland
DOA significant change / D.Roland
DOA Surveillance / D.Roland
Initial airworthiness and operational suitability / Airworthiness of type design / R.Erckmann
European Technical Standard Order Authorisation / M. Singer
Process Level 1 / Process Owner / Process Level 2 / Procedure / Procedure Owner
Organisation approval / W.Schulze / Air Traffic Management and Air Navigation Service Organisation Approval / ATM/ANS allocation and resources management / W.Schulze
ATM/ANS changes to functional systems / W.Schulze
ATM/ANS organisation initial approval, changes and renewal / W.Schulze
ATM/ANS organisation oversight / W.Schulze
Audit of ATM/ANS organisation / W.Schulze
Production Organisation Approval and Export Certificate of Airworthiness issuance / Audit a production organisation / J.Novy
Issue Export Certificate of Airworthiness / J.Novy
Manage POA/LOA approval / J.Novy
POA/LOA application and resources management / J.Novy
Aircrew Training Organisation and Aero Medical Centre approval / Foreign Aero-Medical Centre Approval / G.Rebender
Foreign Aircrew Training Organisation Approval / G.Rebender
FSTD qualification / G.Rebender
Continuing airworthiness organisation approval / American (US) Part 145 MOA / K.Specht
Canadian Part 145 MOA / K.Specht
Foreign Part 145 approval / K.Specht
Foreign Part 147 Approval / K.Specht
Foreign Part MF Approval / K.Specht
Foreign Part MG Approval / K.Specht
Organisation approval
(cont’d) / W.Schulze / Application and approval management / Management of organisation approval and related master data / C.Holgate-Romanov
Master data management for organisation approval applicants / C.Holgate-Romanov
Quotation and fee level information management for organisation approval / C.Holgate-Romanov
Registration and follow-up of organisation approval application / C.Holgate-Romanov
MRB / MRB / M.Kieft
Third-Country Operator authorisation / Third Country Operator authorisation / C.Trevisan
Standardisation / W.Schulze / Standardisation EASA countries / Standardisation continuous monitoring / W.Schulze
Standardisation inspection / W.Schulze
Corrective action in reaction to a safety problem / Operational directives / T. Sulocki
Safety promotion / JM.Cluzeau / Safety promotion / Safety promotion / K.Bauer
International cooperation / F. Steffens / Bilateral agreement and working arrangement / Bilateral agreement / F. Kampfe
Working arrangement / F. Kampfe
Working arrangement art 8(2) handling / F. Kampfe
Technical support / Technical support of 3rd countries / M.Borgmeier
ECQB / M.Borgmeier
Technical training / e-Examination / F. Steffens
Management of technical library / F. Steffens
Technical training / F. Steffens
ICAO cooperation / Process ICAO SL / F. Kampfe
EFOD Electronic Filing of Differences / M.Borgmeier
SAFA / C.Trevisan / SAFA coordination / Issuance of Inspecting Instructions / J.Janssen
Evaluation of RITOs / J.Janssen
Ramp inspection data analysis / J.Janssen
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet. / Page 1 of 11
An agency of the European Union
/ European Aviation Safety Agency / List
EASA Process map / Doc# / LI.IMS.00004-009
Approval Date / 01/06/2016
SUPPORT PROCESSES
Process Level 1 / Process Owner / Process Level 2 / Procedure / Procedure Owner
Finance management / JM.Mastio / Expenditure management / Expenditure / T. Maddison
Payment execution / V.Contineanu
Revenue management / Other income / T. Maddison
Fees and Charges revenue / A.Buchs
Accounting closings / Annual and quarterly closings / V.Contineanu
Human Resources management / R.Lenti / Administration and services / Benefit schemes management / B.Lefebvre
Employment contract management / B.Lefebvre
Payroll management / B.Lefebvre
Recruitment / Recruitment / I.Seyrlehner
Competency management and development / Annual appraisal / R.Lenti
Competency management / R.Lenti
General training / R.Lenti
Reclassification / R.Lenti
Corporate services / A.Tziolas / Travel management / Business travel management / R.Seibicke
Facility and security management / Infrastructure management / R.Kossmann
Security management / R. Kossmann
Outsourcing of certification and approval tasks / C.Holgate-
Romanov / Supplier qualification and accreditation / Accreditation / J.Marquardsen
Outsourcing / CSP report management and reimbursement / J.Marquardsen
Outsourcing certification and approval tasks / J.Marquardsen
Outsourcing contract management / J.Marquardsen
Information Technologies
services / V.Magnier / IT services / Business-IT governance / D.Peers
IT solution delivery / J. Deserranno
IT service operations / P.Satriano
IT application development / P.Satriano
/ © European Aviation Safety Agency. All rights reserved. ISO9001 Certified
Proprietary document. Copies are not controlled. Confirm revision status through the EASA-Internet/Intranet. / Page 1 of 11
An agency of the European Union