ERP Components

The Emergency Response Plan (ERP) module provides contact management, document control, exercise scheduling, and readiness scoring for emergency response capabilities as required by 14 CFR Part 5 section 5.27.

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

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.

SMS Reference

SmartScore

Operations Reference

FBO Reference

Maintenance Reference

Operational Reports

Portal Reference

Platform Reference

API Reference

Component Overview

Contact Directory

Contact Categories

Contact Record Fields

Verification Requirements

Document Library

Document Types

Version Control

Exercise Program

Exercise Types

Exercise Record Fields

Compliance Tracking

Readiness Score

Scoring Components

Score Bands

Dashboard Visibility

Regulatory Alignment

Set Up Your ERP

The Four Pillars

CPA Lifecycle

SPI Definitions

​Component Overview

​Contact Directory

​Contact Categories

​Contact Record Fields

​Verification Requirements

​Document Library

​Document Types

​Version Control

​Exercise Program

​Exercise Types

​Exercise Record Fields

​Compliance Tracking

​Readiness Score

​Scoring Components

​Score Bands

​Dashboard Visibility

​Regulatory Alignment

​Related

Set Up Your ERP

The Four Pillars

CPA Lifecycle

SPI Definitions

Component Overview

Contact Directory

Contact Categories

Contact Record Fields

Verification Requirements

Document Library

Document Types

Version Control

Exercise Program

Exercise Types

Exercise Record Fields

Compliance Tracking

Readiness Score

Scoring Components

Score Bands

Dashboard Visibility

Regulatory Alignment

Related