Background 

This seasoned Part 91 flight department is comprised of both fixed-wing aircraft and helicopters and has been an early adopter in safety technologies to continually improve its operation. While the flight department had invested in several safety programs and tools, they realized that integrating and managing these resources efficiently was a growing challenge.

Despite their success—highlighted by passing their latest IS-BAO Stage 3 Progressive Audit in 2020—the team identified a critical risk: their operations were highly dependent on individuals balancing full-time roles while also managing key aspects of their safety ecosystem…and maybe not doing it to the level they needed it to be. Recognizing the need to streamline operations, the department embarked on a transformational journey to optimize safety management through the VOCUS Safety Intelligence Platform.

The Challenge

The flight department had all the key components of a robust Safety Management System (SMS):

• An Aviation Safety Action Program (ASAP)
• Flight Operations Quality Assurance (FOQA)
• Fatigue Risk Management System (FRMS)
• A custom in-house audit tracking process
• An Office 365 portal for documentation 

However, the lack of an integrated system for tracking metrics and managing read-and-acknowledgment processes posed significant challenges. Each member of the safety committee was running at full capacity with their primary roles, leaving little time to ensure risk controls were being consistently utilized and more importantly that they were being effective. The fragmented nature of the safety data made it difficult to turn lessons learned into actionable, traceable insights.

The Solution: Implementing VOCUS

In 2020, the flight department adopted VOCUS to integrate their safety programs and automate processes, allowing the flight department to focus on high-value safety insights rather than administrative tasks. VOCUS became the single source of truth for safety data, transforming how the department managed risks and communicated insights.

Key improvements included:

• Enhanced Risk Assessment:
  The traditional FRAT process was replaced by the more dynamic FlightRisk tool within VOCUS. Instead of an outdated checklist, FlightRisk delivered tailored advisories for each specific flight, ensuring crews received the right information at the right time.
• Earlier Hazard Identification:
  Integrating VOCUS with scheduling and flight planning systems allowed the Assistant Chief Pilot to review risk assessments early. This proactive approach enabled more time for mitigation strategies, reducing last-minute changes and enhancing passenger satisfaction.
• Automated Safety Insights:
  VOCUS captured lessons learned and helped transform them into traceable risk controls. The platform’s automation ensured that safety insights were consistently applied, reducing the reliance on individual memory and increasing overall preparedness.

Results and Impact

The transition to VOCUS significantly improved the flight department’s safety performance and operational efficiency. 

Notable outcomes included:

• Better Decision-Making: 
  Crews felt more confident and prepared with curated, relevant information delivered automatically before each flight.
• Increased Operational Efficiency:
  Automating routine safety tasks freed up time for more strategic safety initiatives, making the team’s work more manageable.
• Improved Training and Standards:
  Insights from FlightRisk and SMS directly influenced training programs, policies, and safety objectives, enabling continuous improvement.
• Stronger Safety Culture:
  The ease of generating objective reports and sharing insights fostered a culture of transparency and learning. 

Michael Hoyt, Safety Manager, highlighted that the momentum from using VOCUS has grown each year. The number of rules within FlightRisk continues to expand as crews contribute safety tips and observations, ensuring that lessons learned are never forgotten.

Conclusion

By implementing VOCUS, the flight department exemplifies how integrating safety management tools can lead to significant operational and cultural improvements. The department is now able to do more with the data they capture, turning insights into action and ensuring continuous learning and application—truly capturing the essence of an effective SMS.

As Michael Hoyt summarized, "When we learn something, we can now make it part of our everyday mission..that’s the whole point of our safety program.”