Corrective Action Memo

Maintenance Process and Documentation Protocol

Process

Initiating the process, I engaged in discussions with the operations manager to outline objectives and identify pertinent needs. Subsequently, I conducted interviews with supervisors to ascertain the root causes of incomplete maintenance tasks. Leveraging my extensive aviation maintenance experience spanning over 15 years, I applied my expertise as a Subject Matter Expert (SME) to reflect on past effective turnover practices. Drawing upon this experience, I synthesized solutions tailored to address the identified issues. Furthermore, I thoroughly reviewed the General Maintenance Manual (GMM) to align solutions with client instructions on conducting turnovers.

To visually organize the problem and proposed solutions, an action map was meticulously crafted. Within the action map framework, the problem was articulated, accompanied by concrete examples to underscore its significance. Solutions were then developed, with one approach involving the documentation of incomplete maintenance in the Logbook and non-routine form, referencing protocols outlined in the client's GMM. Additionally, drawing from my Navy experience, I advocated for verbal and visual pass-downs between shifts as an effective method to address incomplete maintenance tasks.

Following the formulation of the action map, a comprehensive document was prepared. This document delineated the problem statement, provided illustrative examples, and outlined solutions derived from the action map. The content underwent rigorous editing using editing software to ensure grammatical accuracy. Subsequently, I personally reviewed the document to ensure coherence and effectiveness in conveying the intended message. Leveraging ChatGPT, I solicited feedback and further refined the document to enhance clarity and conciseness.

Upon finalizing the memo's structure and content, it was formatted in accordance with memo guidelines, reviewed, and saved before being uploaded onto Microsoft SharePoint. The training department and operations manager conducted a thorough review of the document, providing their validation of its quality. With their approval secured, the memo was forwarded to the Federal Aviation Administration (FAA) for official approval.

Upon receiving FAA approval, supervisors facilitated a session wherein the memo was read aloud, followed by an open forum for questions and clarifications. Subsequently, mechanics acknowledged their participation in the training by signing documentation, thereby concluding the training process.

Action Map

In addressing the issue, I engaged in consultations with both current shift supervisors and those transitioning onto shifts to gather insights. My investigation revealed that some preventive measures were indeed being taken by both supervisors and mechanics. However, a consistent pattern emerged highlighting deficiencies in communication and documentation practices. It became evident that the absence of a Standard Operating Procedure (SOP) for turnovers was a significant contributing factor to the problem.

To address this core issue effectively, I structured the action map with the central focus on the lack of SOP for turnovers. I then outlined major solutions aimed at rectifying this issue. Initially, I proposed two general creative actions to lay the groundwork for addressing the problem comprehensively. Subsequently, I elaborated on the corrective actions, emphasizing the importance of adherence to these processes in alignment with the standards outlined in the General Maintenance Manual (GMM). Additionally, I underscored the potential ramifications of neglecting these procedures, emphasizing the potential losses that could ensue.

Action Map

Full Development

This project was completed within a tight deadline of seven days, with the actual development process taking less than six hours. The rapid completion was facilitated by several key factors: ready availability of leadership for interviews, a solid understanding of the project's goals, extensive experience in executing efficient turnovers from previous roles as a mechanic, and unwavering focus once the project commenced. Drawing from years of academic training, I leveraged my expertise in crafting informative documents by structuring the project to begin with an introduction, followed by a comprehensive solution, and concluding with a succinct summary.

After drafting the initial document, I employed my writing skills honed as an author to meticulously edit it multiple times. Subsequently, I utilized ChatGPT to refine the language and ensure effective communication. Upon finalizing the content, I sought out memo templates online and selected the most suitable one to format the document appropriately.

The completed memo was then uploaded onto SharePoint, and a notification was promptly sent to the manager informing them of its availability. Following a brief review period, the manager and their team approved the memo, paving the way for submission to the FAA for further assessment. Subsequent to its submission, multiple meetings were convened wherein the memo was presented, discussed, and attendees were required to sign a document confirming their participation in the turnover training outlined within.