> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Prepare a Management Review

> Prepare quarterly and annual management reviews using safety performance data, investigation outcomes, CPA status, and culture survey results.

By following this guide, you will assemble the data sources needed for a management review, structure the review agenda, document decisions, and record follow-up actions for regulatory traceability.

<Info>
  **Who should read this:** Accountable executives, safety managers,
  and directors of safety who lead or contribute to management reviews.

  **Prerequisites:** Safety manager or accountable executive role.
  The organization should have at least one quarter of safety data
  to support a meaningful review.
</Info>

## Regulatory Basis

| Regulation  | Requirement                                                                                                                                                            |
| ----------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| 14 CFR 5.25 | Management review -- the accountable executive must ensure the SMS is reviewed at planned intervals to ensure its continuing suitability, adequacy, and effectiveness. |
| 14 CFR 5.27 | Safety policy review and update.                                                                                                                                       |
| 14 CFR 5.71 | Safety performance monitoring and measurement.                                                                                                                         |
| 14 CFR 5.73 | Safety performance assessment.                                                                                                                                         |
| 14 CFR 5.75 | Continuous improvement.                                                                                                                                                |
| AC 120-92D  | Advisory guidance on management review scope and frequency.                                                                                                            |

## Review Frequency

| Type                 | Frequency      | Scope                                                                                                                             |
| -------------------- | -------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| **Quarterly review** | Every 3 months | Operational safety performance, SPI trends, open investigations and CPAs, reporting culture metrics.                              |
| **Annual review**    | Once per year  | Comprehensive SMS assessment including policy review, resource adequacy, organizational changes, and strategic safety objectives. |

<Tip>
  Many organizations align their quarterly review with the safety committee meeting schedule. The
  annual review is typically conducted in Q4 or Q1 to inform the next year's safety objectives.
</Tip>

## Gather Data Sources

Before the review meeting, assemble data from the following sources in PlaneConnection.

<Steps>
  ### Step 1: Review Safety Performance Indicators (SPIs)

  Navigate to **Safety > SPIs** and review the dashboard. Key metrics to capture:

  * SPI trends over the review period (improving, stable, or degrading).
  * Any SPIs that have breached alert or target thresholds.
  * Comparison against benchmarks (if configured).

  ### Step 2: Review safety reports

  Navigate to **Safety > Reports** and filter for the review period. Capture:

  * Total reports submitted by type (hazard, incident, near-miss, concern, observation, audit finding).
  * Reporting rate trend (reports per flight hour or per month).
  * Anonymous vs. identified reporting ratio.
  * Report status distribution (open, under review, closed).

  ### Step 3: Review investigations

  Navigate to **Safety > Investigations** and assess:

  * Number of investigations opened, completed, and overdue during the period.
  * Common root cause categories identified.
  * Average investigation duration.
  * Any investigations returned for additional work.

  ### Step 4: Review CPAs

  Navigate to **Safety > CPAs** and assess:

  * Total CPAs open, completed, and overdue.
  * Verification status of completed CPAs.
  * Effectiveness ratings from verified CPAs.
  * CPAs linked to recurring issues.

  ### Step 5: Review the hazard register

  Navigate to **Safety > Hazards** and assess:

  * New hazards identified during the period.
  * Hazard status distribution (draft, active, mitigated, accepted, closed).
  * Overdue hazard reviews.
  * Risk matrix distribution (concentration of risks by zone).

  ### Step 6: Review culture survey results (if available)

  Navigate to **Safety > Culture Surveys** and review:

  * Most recent survey scores by dimension.
  * Trends compared to previous surveys.
  * Areas of concern flagged by respondents.

  ### Step 7: Review compliance status

  Navigate to **Safety > Compliance** and assess:

  * Overall compliance percentage by Part 5 subpart.
  * Gap analysis results.
  * Evidence export readiness score.

  ### Step 8: Review Just Culture statistics

  Navigate to **Safety > Just Culture** and review:

  * Quarterly case distribution (human error, at-risk, reckless).
  * Whether the pattern indicates healthy reporting culture.
</Steps>

## Structure the Review Agenda

A structured agenda ensures all required topics are covered. Use this template:

| Agenda Item                      | Source                              | Time   |
| -------------------------------- | ----------------------------------- | ------ |
| 1. Previous review action items  | Prior meeting minutes               | 10 min |
| 2. Safety performance indicators | SPIs dashboard                      | 15 min |
| 3. Safety reporting trends       | Reports summary                     | 10 min |
| 4. Investigation outcomes        | Investigations summary              | 15 min |
| 5. CPA status and effectiveness  | CPAs summary                        | 10 min |
| 6. Hazard register review        | Hazard register                     | 10 min |
| 7. Compliance status             | Compliance dashboard                | 10 min |
| 8. Safety culture assessment     | Culture surveys, Just Culture stats | 10 min |
| 9. Resource adequacy             | Staffing, training, budget          | 10 min |
| 10. Decisions and action items   | Meeting discussion                  | 15 min |

<Note>
  For annual reviews, add agenda items for safety policy review (14 CFR 5.27), organizational change
  impact assessment, strategic safety objectives for the next year, and SMS adequacy assessment.
</Note>

## Decision Frameworks

Management reviews should produce documented decisions. Use these frameworks to structure decision-making:

### Safety Performance Decisions

| SPI Trend                      | Decision Framework                                                                     |
| ------------------------------ | -------------------------------------------------------------------------------------- |
| All SPIs within targets        | Affirm current controls. Consider raising targets for continuous improvement.          |
| One or more SPIs in alert zone | Assign investigation or root cause analysis. Set a timeline for corrective action.     |
| SPIs breaching targets         | Determine if immediate operational changes are needed. Create CPAs with high priority. |

### Resource Decisions

| Finding                       | Decision Framework                                                              |
| ----------------------------- | ------------------------------------------------------------------------------- |
| Investigation backlog growing | Assess investigator capacity. Consider additional training or staffing.         |
| CPA overdue rate increasing   | Review assignment distribution. Adjust due dates or reassign actions.           |
| Reporting rate declining      | Evaluate potential barriers to reporting. Consider safety promotion activities. |

### Policy Decisions (Annual Review)

| Assessment                      | Decision Framework                                                               |
| ------------------------------- | -------------------------------------------------------------------------------- |
| Safety objectives met           | Set new objectives for the next period. Document achievements.                   |
| Safety objectives not met       | Analyze root causes. Adjust objectives or allocate additional resources.         |
| Organizational changes occurred | Evaluate impact on SMS. Initiate Management of Change (MoC) if not already done. |

## Document the Review

<Steps>
  ### Step 1: Record attendees

  Document all participants, their roles, and whether they attended in person or remotely.

  ### Step 2: Document findings

  For each agenda item, record:

  * Key data points reviewed.
  * Discussion summary.
  * Decisions made.

  ### Step 3: Record action items

  For each decision that requires follow-up, record:

  | Field              | Description                        |
  | ------------------ | ---------------------------------- |
  | Action description | What needs to be done.             |
  | Responsible person | Who owns the action.               |
  | Due date           | When the action must be completed. |
  | Priority           | Critical, high, medium, or low.    |

  ### Step 4: Create CPAs for systemic issues

  If the review identifies systemic safety issues requiring formal tracking, create CPAs from **Safety > CPAs > New** and link them to the management review.

  ### Step 5: Store the review record

  Save the management review documentation. This record satisfies 14 CFR 5.25 and 5.97 requirements and should be available for FAA surveillance.
</Steps>

<Warning>
  Management review records are a common target during FAA surveillance visits. Ensure reviews are
  conducted at planned intervals with documented agendas, attendees, data reviewed, decisions made,
  and follow-up actions assigned.
</Warning>

## Related

<CardGroup cols={2}>
  <Card title="Track Compliance" href="/how-to/sms/track-compliance">
    How compliance data feeds into management reviews.
  </Card>

  <Card title="Configure SPIs" href="/how-to/sms/configure-spis">
    Setting up the safety performance indicators reviewed in management reviews.
  </Card>

  <Card title="Export Compliance Evidence" href="/how-to/sms/export-compliance-evidence">
    Generate evidence packages that support management review findings.
  </Card>

  <Card title="The Four Pillars" href="/explanation/four-pillars">
    How management reviews connect to SMS pillar requirements.
  </Card>
</CardGroup>