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To keep safety risks at an acceptable level despite the increasing level of air traffic activity, modern
safety management practices are shifting from a reactive and basic proactive mode to a predictive
approach. The ICAO Doc. 9859 (Safety Management Manual) demands a system, which collects,
(risk) analyses and shares safety related data arising from normal operations.

IQSMS (Integrated Quality and Safety Management System) is a web-based solution to implement
SMS (Safety Management System). The software’s modular setup enables ASQS customers to
decide which modules support their company most effectively.

All modules are feeding a common database with standardized event classifications. This way, a
predictive approach for the identification of possible overall company risks by means of risk
assessment and classification is guaranteed.

Currently, a total of 10 modules are available, with a focus on the three main modules Quality
Management, Risk Management and Reporting.

This document will focus on the features and functionality of the . For more information
about other modules, please refer to the respective user guides or the general .

is a highly adaptable tool and ASQS strives to meet the individual needs of every customer.
Many standard features can therefore be adapted and customized to the needs of each
organization. This might lead to some feature described in this user guide to vary from the version
actually used by your organization. If you do encounter any ambiguity in this guide, please do not
hesitate to contact our support.

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The IQSMS Risk Register, or Hazard Log, is used to effectively identify hazards that could possibly
affect your organisation. For each event, users can manually define the potential hazards and
consequences, the initial risk prior to the implementation of safety controls, as well as the residual
risk to analyse, measure and determine the effectiveness of the safety controls in place.

The Risk Register can be accessed either through the page or through
the page.

If entering through the Risk Management Module, select from the main
screen. The main screen of the Risk Register Admin page is shown below.

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In the upper part of the Risk Register overview you have the option to for a specific event
and to . Use to create a PDF of the Risk Register, either as a portrait
or landscape model.

To the left, you will see a legend that explains the colour coding within the different controls.

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The risk assessments can be grouped into various categories, to support a structured and logical
navigation across the processes, according to their areas of applicability.

To add a new Risk Assessment category, select from the top menu and enter the name in
the following overlay.

Once you press the new category will be available in the drop-down menu. To delete existing
categories, select them from the drop-down menu and click . To rename any risk
assessment category select .
Please Note: As new categories are entered with a free text field, these cannot be shown in the statistics.

To create a new event, select from the menu at the bottom of the screen. You can
create as many events as needed under each Risk Assessment category.

The new event will be added to the overview list where you can edit all fields by clicking on them.

Please Note: When adding a hazard, check your existing hazards so there is no overlap. The Risk Register is
linked to the Bow Tie database and so hazard frequency is calculated with this combination, therefore
duplicated hazards should be avoided for statistical reasons.

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To add a title and description via the appropriate text fields, click on the fields and enter them.
Choose the single options for and from the drop-down menus.

To add a control, click on in the controls tab. An overlay will appear where you can
select a control from a dropdown list, as well as the appropriate responsible. To edit an existing
control, click the tab and you can edit the details.

Please Note: When adding a new safety control, check your existing controls so there is no overlap. The Risk
Register is linked to the Bow Tie database and so the statistical efficiency of the control is calculated
according comprehensive database, therefore duplicated controls should be avoided for statistical reasons.

To add a consequence, click from the consequence tab and a similar overlay
will appear.

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Fill in the fields and select to finalise your new entry.
Please note: All changes will be automatically saved in the overview of the Risk Register. To edit any item,
click on the field where changes are necessary.

An additional feature that can be enabled is the option for each process in
the Risk Register.

Clicking on this button, will allow you to define for each process how the hazard was identified
(free text field) and the method used for identification. The dropdown field can be customised upon
request to include options other than the default ones (proactive, predictive and reactive).

To delete an entry, move the cursor over the ID and click . The event will then be removed
from the overview.

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To print the risk register, select the print button from the top of the screen. You have two different
options of printing, as shown in the screenshot below.

If you select to print a list of Risk assessments, the following PDF will be generated. Here a brief
overview of the risk assessments will be loaded, with few details included.

If you select to print a list of events from this assessment, a PDF of all the event specific to what you
have chosen will be displayed. This includes a lot more detail, such as the probability and severity
of each risk.

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Please note: The field on the printout Relevant Previously Reported Incident Data refers to reports from the
Reporting Module that were assigned to this particular risk scenario during risk assessment. For more information on
risk assessing reports using the Risk Register method, please refer to section “Risk Register in the Reporting Module”
of this User Guide.

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The Risk Register can be used in the Reporting Module to carry out the of a report.
When you are in the risk assessment page of a report, you have the option of selecting Risk Register
as the method of risk assessment to be carried out.

Go through the drop down lists to select the Risk Assessment category that you have predefined in
the admin page. Underneath this you can select the specific event. You will then see your risk
register with your already defined hazards and consequences. With the button, you can
assign the report to multiple risk register processes.

You can set the hazards to either or using the toggle button. Under the
tab, you will see the severity, probability and level of the risk prior to safety controls. In the
tab, you have a list of the safety controls in place. You can set a control to either or
The shows the predefined residual risk after implementation of safety controls. In the
final tab, you can set your predefined consequences to either or

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Below the risk register, an overview of your hazards, controls and consequences is shown. It is
automatically updated with each toggle configuration you make above.

At the bottom of the page, you must manually select the risk rating from the risk matrix. This part is
mandatory and the button will only become active once you have done this.

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© Aviation Safety and Quality Solutions S.à r.L.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or
transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or
otherwise, without prior written permission of Aviation Safety & Quality Solutions S.à r.L.

The IQSMS program was created by Günther Syrowatka, Dipl. Ing. (FH) Günther Schindl, Capt. Ing.
Wilhelm Kment, Mag. Daniela Rogen and Martha Böck at Aviation Safety & Quality Solutions S.à
r.L., Luxembourg.

The MySQL database is a product of MySQL AB in Uppsala, Sweden.

The IQSMS program is a web-based tool for implementing a Safety Management System. The
complete system currently consists of 10 modules: Reporting Module, Quality Management Module,
Risk Management Module. FDM Module, Ground OPS Module, Flight Risk Module, Document
Distribution Module, Survey Module, Fatigue Module, and Emergency Response Planning Module.

This user guide describes the use of the IQSMS version 3.20.
The actual IQSMS version number can be identified by clicking on the icon in the upper part of
the screen.

The ASQS team is dedicated to provide comprehensive support to users of the program. This
includes not only problem solving and bug-fixes, but also general assistance to facilitate the use of
the program.

In case you encounter any problems while using the program, please first refer to the IQSMS User
Guide. If the available documentation does not adequately address your problem, please contact
ASQS Support:
e-mail: support@asqs.net anytime, reply within the next business day.

To ensure best readability, we use a generic masculine form throughout this document. It does
however refer equally to both sexes.

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