Overview: Clay Lacy Aviation, a premier provider of aircraft management, private air charter, maintenance and FBO services, has consistently prioritized safety, placing it in the core of its operation. As part of their ongoing commitment to operational excellence, Clay Lacy implemented a robust Safety Management System (SMS), leveraging Polaris Aero’s VOCUS software to track, report, and mitigate risks across all business lines. This case study highlights how Clay Lacy’s SMS program having processed nearly 1,500 reports, not only enhanced safety but also led to broader positive impacts across the organization with a parallel quality management system that systematizes operational performance and employee engagement.

Challenges: Despite already having a strong safety culture, Clay Lacy’s complex and high-risk environment demanded continuous refinement. The company needed to:

• Address smaller, often overlooked safety issues before they escalated. 
• Create a system that encouraged comprehensive reporting of safety concerns without fear of retribution. 
• Identify patterns and root causes of incidents to implement effective, lasting changes.

Solution: Clay Lacy fortified its SMS with the VOCUS platform to ensure employees across its FBO facilities could report safety concerns in real-time. The system focused on addressing both minor and major hazards, driving a culture of proactive safety management.

According to Mark Foschetti, Safety and Security Manager, by utilizing system data tags and classifications in hazard reports, CLA can quickly identify similar issues and allocate resources effectively. This approach has led to key improvements, including:

• Property Access: Data from VOCUS highlighted  access authorization reform to secure areas, leading to enhanced security staffing and additional awareness training for FBO employees. 
• Trip and Falls: Analysis revealed tripping hazards from misplaced equipment, prompting Clay Lacy to implement new policies for equipment storage, resulting in substantially reduced injuries from tripping. 
• Ground Service Incidents: By tracking incidents related to workplace cultural issues and procedure adherence, Clay Lacy virtually eliminated tow-related accidents and improved compliance with safety protocols.

Results: The implementation of SMS brought significant improvements in both safety and operational performance:

• Enhanced Safety: The proactive approach reduced incidents, including gate access procedures, trip and fall accidents, and hangar rashes, contributing to a safer working environment.
• Employee Engagement & Retention: As employees saw the positive outcomes from SMS improvements, trust in the safety program increased, leading to greater job satisfaction, reduced turnover, and a sense of belonging to the organization. The  safety culture became a positive feedback loop by promoting the behaviors of  those who participate.  
• Operational Efficiency: Improved reporting and safety data allowed better decision-making and communication with the executive team, resulting in more strategic and data-driven management. 
• Industry Recognition: In early 2023, Clay Lacy completed the FAA SMS Voluntary Program (SMSVP) certification, validating its SMS approach and setting the stage for future regulatory compliance as SMS becomes mandatory for all FAR Part 135 operators. 

Ripple Effects: The SMS program’s impact extended beyond safety:

• Improved Client & Insurance Relations: Objective SMS data strengthened negotiations with insurance providers and led to better service and quality feedback from FBO customers. 
• Cultural Shifts: Safety became an even bigger part of daily operations, with employees actively engaged in identifying and solving problems, leading to a higher standard of care and attention across all departments. 
• Trust and Communication: The transparency and data-driven approach fostered stronger relationships with flight departments and internal teams, creating a unified focus on safety and quality.

Conclusion: Clay Lacy’s SMS program has had a profound impact on both the safety and overall culture of the organization, said Eloy Freitas, Vice President of Safety, Quality and Continuous Improvement. Through proactive problem-solving, enhanced employee engagement, and improved operational outcomes, Clay Lacy has set a new standard in aviation safety, heightening the company’s efficiency, employee satisfaction, and industry recognition.