"Yes, Gridley, Submitting Deficiency Reports is Important" - importance of thorough reports on maintenance issues

Flying Safety, Nov, 2000 by Chris D. Forno

Have you ever installed a part on an aircraft that broke before you got through the operational check? Have you ever changed the same part more than once before you got one that worked properly? How about this: Has your unit experienced more than one inflight emergency (IFE) that was caused by failure of the same part? Worst of all, have you ever testified before a safety investigation board (SIB) or an accident investigation board (AIB) where the board concluded a faulty part caused destruction of an aircraft or a fatality?

If you've been a maintainer or an operator for any length of time, then at one time or another you're likely to have wondered "Why does this part fail so often?" Or, "Why do I have to go through so many of these (fill in a part name) before I get a good one?" You need not wonder. The Air Force has a program in place for evaluating parts that are notoriously unreliable--or present hazards to safety--and fixing them: It's known as Deficiency Reporting.

The Deficiency Reporting System and Deficiency Reports

Technical Order 00-35D-54, USAF Deficiency Reporting and Investigation System, explains the deficiency reporting system in detail. As of this writing, an electronic version of the tech order is accessible on the internet (.mil users only) at: http://www.ext.tinker.af.mil/tild/0035d54.pdf. T.O. 00-35D-54's stated purpose is to establish a system for identifying, reporting and resolving deficiencies on military or weapons systems (hardware, software, mission-critical computer systems, vehicles, and clothing/textiles). Deficiency reporting is essentially a way for field units--the end users--to provide feedback to the responsible agencies--AFMC Air Logistics Centers (ALCs)--in the form of a deficiency report (DR) on items that present hazards or don't perform up to standards.

There are two types of DRs: Category I and Category II.

* The Category I classification is reserved for parts with serious conditions or deficiencies that, if uncorrected, would cause death, severe injury or severe occupational illness; could cause major loss or damage to equipment or a system; or could directly restrict combat or operational readiness. A "black box" that chronically gives off a burning smell or smokes when it fails would likely qualify as a Cat I DR item. While failure of the part itself might not create a flight safety problem, the fact that it puts smoke and fumes in the cockpit--and causes the aircrew to declare an IFE--does present a safety-of-flight situation. You say the same part has been the culprit in several IFEs during the last six months? Then it's especially important to file a Cat I DR so the part is "flagged" and given special engineering attention by the ALC (or contractor) before it causes a major mishap. Cat I DRs are required to be forwarded to the ALC within one workday and closed by the ALC within 30 days of receipt of the e xhibit.

* Category II items are those that do not meet Category I criteria and cover instances where: a deficiency is attributable to errors in workmanship, nonconformance to specifications, drawings, standards, or other technical requirements; a problem is identified for potential improvement; or there is a potential enhancement opportunity. Category II DRs are required to be forwarded to the ALC within three workdays.

The DR Process

You first initiate a DR by filling in all required information for the faulty item on a Standard Form 368 (SF 368), "Product Quality Deficiency Report (PQDR)," or equivalent worksheet, such as is found in the Deficiency Reporting Entry And Mailing System (DREAMS) at Wright-Patterson's Info Central (INFOCEN) web site at https//www.asc.wpafb.af.mil/infocen/. Then, in most USAF organizations, you'll take the SF 368/equivalent worksheet and the bad part to the aircraft maintenance Deficiency Analysis section in the "Quality" function of your organization where they're processed.

Who is "Quality"? Your unit agency that periodically inspects maintenance activity processes and is primarily responsible for ensuring quality aircraft maintenance is being performed. It may go by the name Quality Assurance, Quality Control or Quality Support, but shouldn't be confused with the "Quality Air Force" entity. Deficiency Analysis (DA) is an integral part of your Quality section. DA is responsible for all aspects of the PQDR, including: ensuring proper documentation is accomplished; submitting the report to the applicable ALC; arranging for handling and shipping of the part; and tracking the part's status until the report reaches closure.

Why Submit a DR?

A DR ensures the ALC will generate a report on why the item failed and evaluate whether or not engineering assistance is required to correct an inherent defect. DR evaluations are especially important for aircraft parts. We in the safety world always want to know why that "thing-a-ma-bob" that attaches to the "thing-a-ma-jig" broke and we had to declare an IFE, shut down an engine, or worse yet, learn that a mishap resulted in a fatality. That failed part may be installed in aircraft equipment Air Force-wide and your DR could have far-reaching implications! The ALCs have engineers who love to dissect things and find out what makes them tick. They inspect DR'd items with microscopes and x-rays, poke and prod them, and tear them apart for meticulous examination to find out what went wrong. After reaching a conclusion, they'll document their portion of the DR and send it back to Deficiency Analysis via the GO21 database system. This information is then relayed to those who need it.