covid-19 start up & recovery plan - airport...

COVID-19

Start up & Recovery

Plan

June 8, 2020

Goal: Define IBAS start-up plan to recover operation after COVID-19 outbreak according to regulatory standards and pandemic international recommendations

Scope: All IBAS areas including: General Considerations, HR & Human Factors, Occupational Health, Training, Safety, Operations, GSE management and IT

References: - EASA COVID-19 Aviation Health Safety Protocol. Operational Guidelines for the management of air passengers and aviation personnel in relation to the COVID-19 pandemic Issue no:01 Issue date: 20/05/2020

- IATA. Guidance for ground handling during COVID-19 Ed. 4, 08 May 2020

- IATA. COVID-19 Aviation Health Safety Protocol Guidance for the management of airline passengers in relation to the COVID-19. Issue no: 01Issue date: 20/05/2020

- AENA .Guía sobre la aplicación del plan de recuperación operativa para agentes de asistencia en tierra

Approved by: Airport Services Director

Station: MAD, BCN, REU, GRO, PMI, IBZ, MAH, BIO, SCQ, LCG, VGO, OVD, LEN, SDR, VIT, EAS, PNA, AGP, ALC, ABC, GRX, OBD, XRY, BJZ, MLN, TFS, TFN, LPA, SPC

IBERIA AIRPORT SERVICES

IBAS Start- up & Operational Recovery Plan

Date: 08/06/2020

Version Log: Initial

Iberia Airport Services - IBAS Start-up & Operational Recovery Plan

PART I - GENERAL CONSIDERATIONS

To be implemented after COVID-19 outbreakVersion Log: Initial

OWNER

CATEGORY ACTION STATUS HQ Station Remarks

General Plan IBAS Start-up & operational Recovery Plan will state the actions required to start operation safely and efficiently after COVID-19 outbreak according to regulatory standards and pandemic international recommendations

x x This is a live document that will be updated according to pandemic progress and COVID19preventive measures

Change Management

IBAS has develop a process to address, communicate and implement all issues arising from COVID-19 change. It includes among others

x x

Oversight of changes to operational procedures arising from the COVID-1 9 measures: adherence to regulations and conformance to safety procedures.

x x

Personnel & rostering changes: furlough publication, employee qualifications expiration, etc.. x x

Facilities changes at HQ and Airport spaces during the recovery period. x x

Commercial actions with all our airline clients regarding contract services and operational changes

x x

Risks assessments associated with changes listed above x x

Quality Control Guarantee that IBAS have the following policies, plans and programs in place, as well as, a robust process to improve and keep up them up to date:

x x

Ground Handling Licenses for Ground Handling x Available at HQ

IBAS certifications x Available at HQ

Emergency response Plan (ERP) and response plan certified x Available at HQ

In-House Environmental Policy: plans for sustainable procurement, treatment of spills,... x IAG owner

Quality System and Assurance Plan in place for auditing and evaluation x

Safety Management System in place and running up to its full potential x

Organization and Management System including definition of responsibilities and authority for the ground handling management

x IBAS Ground Operations Manual Chapter 6

IBAS Ground Operations Manual containing corporate standards x Version 1-2020. 1st of May 2020

System for Staff Management assigned to its ground handling operations x

Security Plan Approval Certificate in accordance with the corresponding National Requirements (PNS)

x

Ground Support Equipment Inventory List and Maintenance Program x Full fleet inventory and maintenance records available under request

Validity contract with all 3rd parties and outsourced services with the assurance that they have a SMS in place

x

Management and Control of Records and Applicable Documentation x

General Considerations

1


PART II - HR & HUMAN FACTORS


OWNER


Flight Schedule IBAS has already in place a control process to continuously monitor airlines schedule and activity at all stations

x x

Downsizing / anticipated growth x x Maintaining continuous communication with airline planning teamsCoordination of HQ and Stations teams for manpower requirements x x

Dedicated team for HR & HF related issues x x

Staff Rostering Establishment of a rostering system to ensure the availability of required staff according to the most updated flight schedule and real level of operation

x x

Ensure rosters publication and modifications to meet demands x x

Consider skills, experience, knowledge, lack of experience, and qualification distribution across shifts

x

Right-sizing activities & contingency plans for staff shortages x x

Prepared for new staff recruitment x x

Reinforce control process of sick leaves x

Human Factors IBAS has in place a program to identify human factors staff deviation, and to adopt actions on every different situation.

x x

Reduced performance of staff and increased risk in the system is considered x

Work on associated fears, increased stress or physiological reasons due to COVID-19 situation x

Support and wellbeing programs for staff with health or economic difficulties x x

Ensure staff stay engaged in ‘company thinking” x x New monthly newsletter published during the COVID19 crisis for all operational staff

HR &Human Factors

2


PART III - OCCUPATIONAL HEALTH


OWNER


Pandemic assessment

Ensure availability of a corporate wide health-pandemic assessment x x

Develop overall corporate risk level program x x

Assess hazards on a case-by-case basis and defining operational need of PPEs x x

Prioritize different types of PPEs procurement x x

COVID-OHS awareness and promotion campaign for employees including but not limited to the following issues:

x x

* Basic hygienic measures. hand washing, disinfectant solutions,.. x x

* Implementation of social distance (2m) x x

* PPE specific for COVID19 situation such as face masks x x

* Strengthening cleaning procedures, in facilities, equipment and utensils x x

* Fix or mobile Perspex Screens for check-in counters, boarding and information desk x x

PEEEnsure availability of necessary amount of Personal Protective Equipment (PPE) at HQ & Stations

x x

Regularly assessment of PPE requirements for employees at every job function x x

Follow-up plan to PPE in accordance with the provisions of the health authorities x x

Establish a PPE control procedure & consumption reporting x

Management of positives

Management of positive case(s) (IBAS staff) and contact tracing in order to avoid further infections among working staff

x x

Information recording x

Facilities cleaning and sterilized x

Tracking and tracing COVID-19 cases within network x x

Coordination among different handling activities x

Also at health authorities disposal in the event of a health emergency on board x

Physical distancing Ensure compliance with physical distancing strategy at all times: x x

Daily review for changes and develop strategies to comply with latest Authority guidance x x

Disposal of social distancing rules at all the airport working places x According to airport operation strategies at each airport - currently WIPCollaboration with Airport Operator to promote social distancing disposition xOccupational

Health 3


PART III - OCCUPATIONAL HEALTH

To be implemented after COVID-19 outbreak


OWNER


Facilities Ensure compliance with sanitary measures related with COVID19 at airport and company facilities:

x x

Availability of hand disinfection dispensers x x AENA may provided it. IBAS complement it for their employees when there is not possibility nearby hand washing

Baggage restrictions, document requirement or other sanitary measure due to Covid19 are considered

x To be agreed with airlines and airportoperator

If required temperature control for departing and/or arriving passengers n/a n/a If required according to Spanish law in force. Out of IBAS responsibilities

Face mask mandatory for passengers x Currently required according to Spanish law in force. Out of IBAS responsibilities

Daily Terminal Sanitization x AENA will provide it at airport. . Out of IBAS responsibilities

Limited seating in waiting areas x AENA will provide it at airport. Out of IBAS responsibilities

Avoid passengers belongings contact x x According to Iberia OH department

Gate announcements x IBAS will collaborate - AENA responsibility

Cleaning Ensure with the cleaning outsource company, that Health and Safety regulations and customer requirements are implemented in general, and specifically with aircrafts, facilities & GSE cleaning

x x

Availability of PPEs & general cleaning and disinfectant products to be used x

Training of their personnel x

Additional measures

Additional actions implemented by IBERIA in its special company-wide Covid-19 integrated health plan

x x

Reinforcement of cleaning protocols at all IBAS installations at airports x According to Iberia OH department

Wider use of tele-working, tele-training, videoconferences, staggered entrance,… x x According to Iberia OH department

Blood tested for workers during COVID19 crisis x x According to Iberia OH department

Occupational Health 3


PART IV - TRAINING


OWNER


RE-start up Training

Next actions define the start-up program for all IBAS staff returning from various leaves in order to bring them up to speed and ensure their competency and operational readiness

x

Training expiry control for all operational staff returning from furlough x

Update of contents for staff coming from furlough with less than 3 months outside the company

x

ToJ check for all operational staff returning from furlough being out the company from 3 to 6 months

x

ToJ recurrent courses for all operational staff returning from furlough being out the company for more than 6 months

x

Update of contents for staff hired again with a contract finalized for more than 6 months x

Risk Assessment performed including training issues

Planning & Scheduling

Recurrent training will be provided in accordance with the general IBAS Training Program. Extensions are granted in accordance with the regulatory requirements and following AESA statements in case that the recurrent training cannot be provided

x

Staff experience considered to adjusts TOJ & recurrent training x

Use of down times for briefing on OH & Safety education during the firsts weeks of work return x

Alternative training methods considered in this plan. x

Training of Trainers

Trainers tams are continuously updated from HQ during furlough and inactivity. They can access at all times to the Training Platform IB-Learning.

x

Training records IBAS have a system for maintaining training records ( ELM ) that provides for retention, identification, storage, protection, retrieval and disposition of records

x

Continuously tracking of the training validity for staff on duty and off-duty x

Content & Relevant Courses

IBAS Training Program to include specially following training contents, including the duration and objectives:

x As defined in IBAS Ground Operations Manual Chapter 6

Health & Safety, SMS, Load Control, DG, GSE driving, PRM, AVSEC,…

Airlines specific training

Cooperation with airport operator and customer airlines is in place, to ensure that airport requirements and instructions are incorporated into the training

x

Adherence to all SOP and awareness of applicable updates coming from customer carriers is assured for all staff returning from any type of leave.

x

Training 4


PART V - SAFETY


OWNER


Corporate SMS pandemic related assessment

Ensure continued use of IBAS SMS to its full potential x Ongoing related tasks

Establish overall corporate risk assessment for re-starting operations x

Share risk assessments and experiences with Airport Authorities or other operators x x

Station SMS pandemic related assessment

Ensure continued use of IBAS SMS to its full potential at every station x Ongoing related tasks

Identify expert personnel in certain tasks if necessary in each shift x

Reduction of habitual tasks, prioritizing operational x

Meeting promotion with staff working to improve internal or airport processes x

ULD stock control x

Assure fuel supply for GSE & aircrafts (if applicable ) x

Aircraft movements for preserved aircraft x

Security Airport operator is responsible for assuring security at airport facilities. x

Airport security controls are performed by a regulated agent x

Airport operator will ensure cargo protection x

Airport operator will control non authorized people or vehicles access to the airport critical areas

x

Allowances to hand sanitizers due to COVID19 xEvaluate possible drop in Security levels in aircraft care in the event of prolonged reduced activity

x

Support in Airport Security issues to airport authorities especially in boarding areas x

Safety & Security

5


PART VI - OPERATIONS


OWNER


Impact Management

IBAS has establish a management plan to mitigate impact of pandemic in our operations. It includes the following:

x x Actions continuously applied to cope with changes and pandemic limitations

Continuous coordination with HQ areas to align local strategies x x

Actively participation in focal groups / workshops with all stakeholders involved in the airport x Airports will follow local plans and update HQ to be aligned with corporate approachFull awareness about airport infrastructure re-opening plan and phases x

Airport operator passenger disruption management strategies to cope with social distance x

Impact on turn around processes and additional time needs to cope with COVID19 measures x x Currently under review with airlines

Licensing & Badges IBAS is continuously monitoring airport access managements and licensing for personnel: Passes, permits and licenses for personnel and vehicles checked for validity

x

Process Readiness IBAS will assure operational teams readiness to start handling tasks according to airlines policies and regulatory recommendations

x x Notice that turnaround times may be increased by COVID19 measures

At check-in & boarding areas

Desk allocation to allow social distancing xFully equipped xDCS, PNLs, APIS, TIMATIC,... proper functioning xWarning notices including DG, security questions clearly displayed at check-in xBoarding announcements xTravel documents check assured xHand bag procedures with airlines to follow COVID19 recommendations xPrioritize contact stands or walking boarding's, to avoid coaches xWhen coaches are required, capacity and disinfection protocols have been adopted accordingly x x

Load Control RESIBER, Customer app or Customer CLC for LC readiness x

Proper dispatch of operational messages x

Required documents issuance assured (LIR, NOTOC, …) x

Retention of completed mass and balance records assured x

Re-centralized load control in case of failure x

Ramp Ensure full handling services x

GSE disposal x

Refueling service x

Potable water and toilet servicing procedures in place x

Safe communication protocol between the ground personnel and cockpit crew x x

ULD Handling ULDs on suitable ULD base support system & clear form rubbish x

Storage area for unserviceable ULDs clearly marked and units clearly tagged x

ULD stock control data accordingly to business as usual processes x

Baggage Baggage sorting, reconciliation and loading readiness x

Tags and bags material availability x

L&F facilities provided by equipment and storage spaces, and Word Tracer connectivity x x

Ground Operations

6


PART VII - GROUND SERVICE EQUIPMENT MANAGEMENT

To be implemented after COVID-19 outbreak


OWNER


Storage Strategy IBAS has deployed a preservation plan for GSE fleet to ensure safe and fully functional condition, so that it is easy and quick to return to operation with least possible cost:

x x

Storage procedures will follow equipment manufacturers’ (OEM) guidelines x

GSE parked in a controlled area and under cover and CCTV surveillance x

GSE protected from adverse climatic conditions x

Basic and general maintenance principles assured x

Ignition / power systems off or isolated x

Electrically powered GSE, kept with batteries in dry, cool, frost free conditions x

Protected against unauthorized usage x

Storage Period During the GSE storage period, following actions will be undertaken: x

Properly tagging with "unserviceable" labels x

Weekly check of all stored units for overall state of readiness x

Battery levels checked x

Fleet RecordsFleet management teams will consider the following items to keep systems records and data up to date:

x x

Track & record on GSE inventory list, maintenance schedule & maintenance checks according to duration of storage period

x x

Return to Service Plan

IBAS has deployed a GSE return to service plan adjusted to the expected return of operation phases:

Plan to start returning units to service ahead of actual return of air traffic x

Measures in place to ensure cleanliness of high common use touch points on GSE x x

Adequate supplies of parts and fluids x

Airside Vehicle Passes (AVPs) assured x

Serviceability checklist

A return to service safety and functional check should be performed and registered in the maintenance record system. It consider the following checks:

x x To be performed at station for all equipment returning to service

Check for nests, blocked intake and exhaust pipes, flat tires, chewed wires, hoses, … x

Clean off any sliding surfaces x

Sensors cleaned for proper functionality x

Brake system to build up to operating pressure x

Parking area cleared of debris xGSE Management

7


PART VIII - IT


OWNER


General Maintenance

IBAS has an IT System Maintenance Plan in place to ensure its full functionality for the operation re-start:

x x

Ensure critical software and hardware updates x

Recovery of contingency plans for critical systems after hibernation x

Back up lines in the event IT system failure x

Sign In Validity IBAS has establish a transversal maintenance plan of sign in and accounts for personnel on leave with the following actions:

x x

Scheduled IT task to all staff returning for furlough x x

Access to department folders and libraries granted x

Maintenance of personal email accounts and IBAS intranet sign in for all staff during their furlough time

x

Validity of IBAS DCS own system (RESIBER) sign ins have been extended to 180 days x x

Set up tasks with airlines to activate sign ins to their own systems (ALTEA, GoNow, FLY, etc.) for all staff returning from furlough

x

Work From Home IBAS has consider a work from home plan for all staff during the re-start period: x x

VPNs and extranet access will be available to all personnel during the re-start period to allow partial "work from home" tasks

x

Arrangement to have a pool of IBAS laptops with access to airport systems to still combine work from home hours

x x It will be considered under request

Mobile Devices & PCs

Actions in place to deploy an efficient IBAS devices recovery plan: x x

BRS: re-deployment of BRS devices and readers at the airport according to activity volumes x x

PED: Activation of mobile devices pool at airport according to activity volumes x x

Pre-check of airline and frequency lines during the re start period according to activity volumes x

Real Time systems adjustment to adapt capabilities and functionality according to activity demand and needs

x x

InformationTechnologies

8

Thank you.Keep healthy, stay safe!!

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