The Relationship Between SMS Software and Consultants

The relationship between SMS software and consultants is often misunderstood in business aviation. Some operators view these as interchangeable options, while others assume one replaces the need for the other. In practice, SMS software and SMS consultants serve different but complementary roles within a Safety Management System in business aviation. When aligned correctly, they reinforce each other and strengthen an operator’s ability to meet regulatory expectations, manage risk, and sustain safety performance over time.

At its core, a Safety Management System in business aviation is a management framework, not a tool and not a service. SMS software provides structure, consistency, and recordkeeping. SMS consultants provide expertise, judgment, and operational context. Understanding how these functions interact is essential for operators under Parts 91, 135, 141, 145, and 139 who are building, improving, or sustaining an SMS.

This article explains how SMS software and consultants work together, why that relationship matters, and what effective implementation looks like in real-world operations.

What Is the Role of SMS Software in Business Aviation?

SMS software is an enabling tool that supports the execution and documentation of an SMS. Modern platforms typically provide standardized workflows for hazard reporting, risk assessment, safety assurance activities, training records, safety promotion, and management review.

Under FAA 14 CFR Part 5, operators are expected to demonstrate that safety processes are defined, followed, and monitored. Software supports this by providing:

• A consistent method for collecting safety data

• Structured risk assessment and mitigation tracking

• Documented evidence of safety assurance activities

• Records that can be reviewed internally and externally

SMS software does not define safety policy, determine acceptable risk, or make operational decisions. It provides the system within which those decisions are recorded and managed.

Operators unfamiliar with SMS often benefit from reviewing foundational guidance such as What Is a Safety Management System in Business Aviation? to understand that tools support the system but do not constitute the system themselves.

What Is the Role of an SMS Consultant?

An SMS consultant provides subject matter expertise and practical guidance to help an operator design, implement, or evaluate its SMS. Consultants often bring experience across multiple operators, regulatory environments, and operational profiles.

Common consultant activities include:

• Assisting with initial SMS design and gap analysis

• Interpreting regulatory expectations under Part 5 and ICAO Annex 19

• Helping define safety policies, roles, and responsibilities

• Supporting internal audits, management reviews, and corrective actions

• Advising on hazard identification and risk assessment practices

Unlike software, consultants exercise professional judgment. They help translate regulatory intent into operationally appropriate processes. This is particularly important for smaller operators or those without a full-time Safety Manager.

For operators deciding when external expertise is appropriate, When Does an Operator Actually Need an SMS? provides useful context on timing and scope.

Why the Relationship Between Software and Consultants Matters

SMS software and consultants address different risks. Software mitigates the risk of inconsistency, poor recordkeeping, and fragmented data. Consultants mitigate the risk of misunderstanding regulatory intent, misapplying SMS concepts, or designing processes that do not fit the operation.

In business aviation, many operators have limited internal safety resources. This makes the alignment between tools and expertise especially important. Without guidance, an operator may configure software incorrectly or adopt workflows that look complete but fail to meet Part 5 expectations.

Without software, consultant recommendations may not be implemented consistently or sustained after the engagement ends.

When combined effectively, consultants help design and validate the SMS, while software ensures that the system is executed the same way every day.

How This Relationship Works in Real Operations

In practice, the relationship between SMS software and consultants evolves over time.

Initial SMS Implementation

During initial implementation, consultants often take the lead. They help the operator define safety policy, identify hazards, establish risk acceptance criteria, and determine appropriate assurance activities. Software is introduced as the mechanism to capture and manage these processes.

At this stage, the consultant may help configure the software to reflect the operator’s structure and regulatory obligations. The goal is alignment between documented procedures and how the system is actually used.

Operators building from the ground up often follow guidance similar to a Step-by-Step Guide to Building an SMS for Business Aviation, using both tools and expertise to avoid common early mistakes.

Ongoing SMS Operation

Once the SMS is operational, software becomes the primary day-to-day interface. Hazard reports are submitted, risk assessments are completed, and safety actions are tracked within the system.

Consultants may shift to a periodic or advisory role, supporting:

• Annual SMS reviews

• Internal audits and evaluations

• Updates due to operational or regulatory changes

• Preparation for external audits

In this phase, software provides continuity, while consultants provide oversight and improvement recommendations.

Audits and Evaluations

During audits, SMS software becomes the primary source of objective evidence. Consultants help operators prepare by ensuring records are complete, processes are followed, and findings are addressed appropriately.

Understanding what auditors expect is critical. Resources such as What Auditors Look for in an SMS Program clarify how documented evidence and effective processes are evaluated together.

Common Misunderstandings About SMS Software and Consultants

Several misconceptions frequently undermine effective SMS implementation.

Believing Software Alone Creates an SMS

Software does not establish safety culture, define risk tolerance, or ensure management accountability. Operators who rely solely on software often produce well-organized records without meaningful safety outcomes.

Believing Consultants Replace the Need for Tools

Consultants can design strong processes, but without a structured system, those processes are difficult to sustain. Manual tracking increases the risk of inconsistency and lost data, particularly as operations grow.

Treating Software Configuration as a One-Time Task

SMS is a living system. As operations change, software workflows and data structures must be reviewed and adjusted. Consultants often play a key role in identifying when changes are needed.

Assuming All Operators Need the Same Approach

Part 91, Part 135, and Part 145 operations face different regulatory expectations and operational risks. The relationship between software and consultants must be tailored accordingly, as outlined in How SMS Applies Differently to Part 91, Part 135, and Part 145 Operators.

What Good Implementation Looks Like

When SMS software and consultants are aligned, several characteristics are consistently present.

• Safety processes are clearly defined and documented

• Software workflows mirror actual operational practices

• Safety data is reviewed regularly and used for decision-making

• Consultants provide targeted input rather than constant oversight

• Management understands both the system and its outputs

In these organizations, the SMS is neither consultant-driven nor software-driven. It is management-driven, supported by appropriate tools and expertise.

How Technology Supports This Relationship

Modern SMS platforms support the consultant-operator relationship by improving transparency and consistency. Shared access allows consultants to review data remotely, identify trends, and provide informed recommendations without disrupting operations.

Technology also supports ICAO Annex 19 principles by enabling data-driven safety management. Aggregated hazard data, trend analysis, and documented assurance activities help operators move beyond compliance toward proactive risk management.

Importantly, technology should support existing safety processes rather than dictate them. Consultants often help ensure that software enhances, rather than constrains, the operator’s SMS.

Forward-Looking Considerations for Operators

As regulatory expectations and operational complexity increase, the relationship between SMS software and consultants will continue to evolve. Operators should expect greater emphasis on data quality, trend analysis, and demonstrable safety performance.

Selecting tools and expertise that can adapt over time is critical. An effective Safety Management System in business aviation relies on both sound professional judgment and reliable systems to support it.

Understanding the distinct but complementary roles of SMS software and consultants allows operators to make informed decisions, avoid common pitfalls, and build an SMS that meets both regulatory requirements and operational realities.