Component Overview
| Component | Purpose | Regulatory Basis |
|---|---|---|
| Contact Directory | Centralized list of internal, external, and regulatory contacts for emergency activation. | 14 CFR 5.27(a) — coordination of emergency response planning |
| Document Library | Version-controlled repository for ERP documents, checklists, and distribution records. | 14 CFR 5.95 — SMS documentation |
| Exercise Program | Scheduled drills, tabletop exercises, and full-scale exercises with compliance tracking. | 14 CFR 5.27(b) — emergency response planning |
| Readiness Score | Composite metric assessing overall ERP preparedness. | 14 CFR 5.73 — safety performance assessment |
Contact Directory
The Contact Directory organizes emergency contacts into three tiers. All contacts include name, title, phone (primary and alternate), email, and role-specific notes.Contact Categories
| Category | API Value | Description | Examples |
|---|---|---|---|
| Internal | internal | Organization personnel with emergency response roles. | Accountable executive, safety manager, chief pilot, director of maintenance, operations manager. |
| External | external | Third-party resources activated during emergencies. | Go-team members, legal counsel, insurance adjuster, employee assistance program (EAP), medical providers, family liaison. |
| Regulatory | regulatory | Government agencies requiring notification after certain events. | NTSB (800-424-0433), FAA FSDO, TSA, local law enforcement, airport authority. |
Contact Record Fields
| Field | Type | Required | Description |
|---|---|---|---|
name | String | Yes | Contact name or agency name. |
title | String | No | Position or title. |
category | Enum | Yes | Internal, external, or regulatory. |
role_in_erp | String | Yes | Specific function during an emergency (e.g., “Initial notification coordinator”). |
phone_primary | String | Yes | Primary contact number. |
phone_alternate | String | No | Backup contact number. |
email | String | No | Email address. |
notification_order | Number | Yes | Sequence in which this contact is notified (1 = first). |
available_24_7 | Boolean | Yes | Whether this contact is reachable at all hours. |
notes | Text | No | Special instructions or access codes. |
last_verified | Date | Auto | Date the contact information was last confirmed accurate. |
Verification Requirements
Contact information requires verification at least annually. Automated reminders are sent 30 days before the verification anniversary. Contacts not verified within 12 months are flagged as stale on the readiness dashboard.Document Library
The Document Library stores all ERP-related documents with version control, distribution tracking, and acknowledgment receipts.Document Types
| Type | API Value | Description |
|---|---|---|
| Emergency Response Plan | erp_plan | The master ERP document. |
| Notification Checklist | notification_checklist | Step-by-step contact notification sequence. |
| Family Assistance Plan | family_assistance | Procedures for supporting families of involved persons. |
| Media Response Guide | media_response | Guidance for spokesperson and media interactions. |
| Post-Accident Procedures | post_accident | Procedures for evidence preservation, wreckage security, and NTSB coordination. |
| Go-Kit Inventory | go_kit | Checklist of items in the emergency go-kit. |
| Exercise Records | exercise_record | After-action reports from completed exercises. |
Version Control
| Feature | Description |
|---|---|
| Version numbering | Automatic sequential versioning (v1, v2, v3…). |
| Change tracking | Each version records what changed and who changed it. |
| Distribution list | Records which personnel received each version. |
| Acknowledgment | Recipients must acknowledge receipt; completion percentage is tracked. |
| Retention | Previous versions are retained and accessible for audit purposes. |
Exercise Program
The Exercise Program tracks scheduled drills and exercises required to maintain ERP proficiency and demonstrate compliance.Exercise Types
| Type | API Value | Frequency | Description |
|---|---|---|---|
| Notification Drill | notification_drill | Quarterly | Test the notification chain by contacting all ERP personnel. Measure response times. |
| Tabletop Exercise | tabletop | Semi-annually | Scenario-based discussion exercise where participants walk through their roles in a simulated emergency. |
| Functional Exercise | functional | Annually | Operational exercise testing specific ERP functions (e.g., family notification, media response). |
| Full-Scale Exercise | full_scale | Every 2 years | Comprehensive exercise involving all ERP components, external agencies, and simulated real-world conditions. |
Exercise Record Fields
| Field | Type | Required | Description |
|---|---|---|---|
type | Enum | Yes | Notification drill, tabletop, functional, or full-scale. |
date | Date | Yes | Date the exercise was conducted. |
scenario | Text | Yes | Description of the exercise scenario. |
participants | Array | Yes | Personnel who participated. |
objectives | Array | Yes | What the exercise aimed to test. |
findings | Array | No | Gaps or issues identified during the exercise. |
corrective_actions | Array | No | Actions to address identified gaps (linked to CPAs). |
after_action_report | File | No | Uploaded after-action report document. |
next_due | Date | Auto | Calculated based on exercise type frequency. |
Compliance Tracking
The system tracks whether each exercise type has been completed within its required frequency. Overdue exercises appear on the readiness dashboard and trigger notifications to the safety manager.| Status | Condition | Display |
|---|---|---|
| Current | Completed within the required frequency period. | Green |
| Due Soon | Within 30 days of the required frequency deadline. | Yellow |
| Overdue | Past the required frequency deadline. | Red |
Readiness Score
The ERP Readiness Score is a composite metric (0 — 100) that assesses overall emergency response preparedness.Scoring Components
| Component | Weight | Scoring Criteria |
|---|---|---|
| Contact currency | 25% | Percentage of contacts verified within 12 months. |
| Document currency | 25% | Percentage of documents reviewed/updated within 12 months; acknowledgment completion rate. |
| Exercise compliance | 30% | Percentage of exercise types completed within their required frequency. |
| Gap closure | 20% | Percentage of exercise-identified corrective actions that are closed. |
Score Bands
| Band | Range | Interpretation |
|---|---|---|
| Ready | 90 — 100 | ERP is well-maintained and exercised. Organization is prepared. |
| Acceptable | 75 — 89 | Minor gaps exist but overall readiness is adequate. |
| Needs Attention | 60 — 74 | Notable gaps in contacts, documents, or exercise compliance. |
| At Risk | 0 — 59 | Significant preparedness gaps requiring immediate management attention. |
Dashboard Visibility
The Readiness Score appears on the SMS safety dashboard alongside SPIs. It is included in quarterly management review data. Visible to Admin and Safety Manager roles.Regulatory Alignment
| Part 5 Section | Requirement | ERP Component |
|---|---|---|
| 5.27(a) | Coordination of emergency response planning | Contact Directory, notification procedures |
| 5.27(b) | Emergency response planning | Document Library, Exercise Program |
| 5.73 | Safety performance assessment | Readiness Score |
| 5.95 | SMS documentation | Document Library version control |
| 5.97 | SMS records | Exercise records, contact verification logs |
Related
Set Up Your ERP
ERP module configuration.
The Four Pillars
How the ERP fits within the Safety Policy pillar of SMS.
CPA Lifecycle
How exercise findings generate corrective actions.
SPI Definitions
Safety Performance Indicators tracked alongside ERP readiness.