How to Perform Gap Analysis in Aviation SMS

Performing a gap analysis is a key process in aviation Safety Management Systems (SMS), enabling organizations to assess their safety program against standards like ICAO Annex 19. Trusted by over 450 airlines, airports, and FBOs, SMS Pro streamlines gap analysis with tools like the Implementation Management System and Predictive Analysis Tool, reducing audit prep time by 40% and ensuring compliance. See what our customers say.

Overview of Gap Analysis

A gap analysis in aviation SMS is a structured process to evaluate the current state of a safety program against its desired state, typically compliance with oversight agencies like ICAO, FAA, or IS-BAO. By identifying gaps in areas like hazard identification or safety training, organizations can prioritize resources and plan improvements. SMS Pro’s Implementation Management System automates this process, saving 20–30 hours/month and reducing compliance costs by $10,000–$50,000 annually, as seen in implementations at regional airlines and airports.

Step 1: Choose a Gap Analysis Model

The first step in performing a gap analysis is selecting a model aligned with your organization’s needs. Options include:

ICAO
FAA-Preliminary
FAA-Detailed
Transport Canada
IS-BAO (ideal for quick “speed gap analysis”)
ICAO’s State Safety Program (SSP)

Each model varies in depth. For example, IS-BAO is cursory, suitable for rapid assessments, while ICAO or FAA-Detailed models offer comprehensive evaluations. SMS Pro’s Implementation Management System supports all models, providing templates and scoring tools to streamline selection and execution, ensuring alignment with SMS requirements.

Step 2: Assess Categories and Questions

Each gap analysis model includes a set of questions organized into categories, such as:

Policies and Management of Change
Organization and safety training
Hazard identification and risk analysis
Investigation competency and SMS documentation
Safety promotion and safety objectives
Records management and risk management capabilities

These questions evaluate SMS components, such as whether a Hazard/Risk Register is in place or if safety training is adequate. SMS Pro’s KPI Trend Monitoring tracks category performance, providing real-time insights for airlines and airports, as demonstrated in implementations reducing audit findings by 30%.

Step 3: Delegate and Score

Gap analysis can be extensive, often requiring input from multiple subject-matter experts. Safety managers can assign sections (e.g., hazard identification, safety promotion) to relevant teams. Each question is scored on a 0–5 scale based on implementation maturity:

Score	Assessment	Details
0	No Action	No action taken on this required element.
1	Action Initiated	Actions started but incomplete.
2	Implemented	Satisfactory actions observable in policies and procedures.
3	Integrated	Element integrated with other SMS components.
4	Evaluated and Sustained	Integrated, audited, and sustained over time.
5	State of the Art	Benchmark-level conformance.

SMS Pro’s Implementation Management System automates scoring and delegation, enabling efficient collaboration across teams. Categories also receive an overall 0–5 score, providing a “32,000-foot view” of SMS performance, as seen in FBOs achieving compliance within 12 months.

Step 4: Analyze and Act

Once scored, the gap analysis reveals deficiencies in specific categories or questions, guiding action plans to:

Address gaps, such as enhancing Issue Reporting for better hazard tracking.
Prioritize resources, using Risk Impact Trending Charts to focus on high-impact areas.
Prepare for audits, ensuring compliance with ICAO standards via Predictive Analysis.

SMS Pro’s Safety Assurance System tracks progress on action plans, reducing audit preparation time by 40% and ensuring continuous improvement, as demonstrated by airports achieving “Evaluated and Sustained” scores.

SMS Pro: Streamlining Gap Analysis

SMS Pro, developed by NorthWest Data Solutions, empowers aviation organizations to perform gap analyses with ease. Tools like Implementation Management, KPI Trend Monitoring, and Issue Reporting automate scoring, delegation, and gap resolution, ensuring compliance with FAA, EASA, and ICAO standards. Scalable for teams of 1 to over 500, with plans starting at $0/month, SMS Pro is trusted by 450+ organizations worldwide. Explore pricing plans to find the perfect fit.

What Our Customers Say

“SMS Pro’s gap analysis tools simplified our assessment, cutting audit prep time by 50% and ensuring ICAO compliance.”
— Judi Bethune, Safety Manager, Regional Airline

“The Implementation Management System made delegating gap analysis tasks seamless, saving $12,000 in compliance costs.”
— Diane Hibbett, Airport Safety Director

“SMS Pro’s KPI Trend Monitoring gave us clear insights into SMS gaps, transforming our safety strategy.”
— Per Christensen, FBO Safety Coordinator

“As a global operator, SMS Pro’s gap analysis tools ensured compliance and boosted our SMS maturity.”
— Tim O’Neill, International Operator

Trusted by over 450 aviation organizations. See more customer reviews.

Master Gap Analysis with SMS Pro

Discover how SMS Pro can simplify your gap analysis process. Schedule a Free Demo or Explore Pricing Plans today.