Guidance and Information on ECCAIRS/ADREP Compatibility
 
 
 

What does Regulation (EU) 376/2014 say about ECCAIRS/ ADREP Compatibility?

The occurrence reporting databases of EASA, the Member States and organisations shall use formats which are:

(a) standardised to facilitate information exchange; and

(b) compatible with the ECCAIRS Software and the ADREP taxonomy. 

The Key Principle from Guidance Material to Regulation (EU) 376/2014: 

Occurrence reports contained in an organisation database and sent to the competent authority shall comply with format specifications that include the compatibility with the ECCAIRS Software and the ADREP Taxonomy, the use of standardised formats and the provision of mandatory data fields.

What is the purpose of this part of the Regulation?

When occurrence reports are received at EASA and the Member States from both individuals and organisations they are entered into ECCAIRS compatible databases.  Historically, this task involves manual data entry from paper forms into the electronic ECCAIRS system.  However this is extremely time consuming and takes resources away from Safety Management.  It also leads to reduce the quality of data in ECCAIRS databases that is used for analysis of safety.  The main purpose of the Regulation is to use standard report and data transfer formats to reduce the level of manual data entry.  Such standard reports and data transfer formats also help people across the European Aviation Community to report in the same way and use the same terminology. 

What is ECCAIRS?

The European Co-ordination Centre for Accident and Incident Reporting Systems (ECCAIRS) is a software tool that assists National and European Transport entities in implementing the safety data collection, storage and dissemination requirement of Regulation (EU) 996/2010 on the investigation and prevention of accidents and incidents in civil aviation and Regulation (EU) 376/2014 on the reporting, analysis and follow-up of occurrences in civil aviation.  Occurrences provided to EASA, National Aviation Authorities (NAAs) and Safety Investigation Authorities (SIAs) are entered and stored in ECCAIRS databases at national level and within EASA.  Data collected by EASA and at National Level are then uploaded into the European Central Repository (ECR) that is also an ECCAIRS database.  ECCAIRS was first released in 1998 and soon after that work started on extending this initial version to support various ICAO standards and the previous EU Directive 2003/42/2003 on occurrence reporting.  In August 2003, ECCAIRS 4 was released and the current version of ECCAIRS, version 5, was released in 2011.

What is the ADREP Taxonomy?

The Accident Reporting System (ADREP) Taxonomy was originally developed by ICAO to standardise the reporting of accidents and incidents at global level.  This taxonomy is used within the ECCAIRS system and is currently updated at European Level by the ECCAIRS Taxonomy WG that is chaired by EASA and supported at global level through the CAST/ ICAO Common Taxonomy Team.  Because the taxonomy covers the full range of data collection needed for in-depth reports on aircraft accidents it has over 1200 data fields.  However, many of these fields are not needed for occurrence reporting and therefore a smaller, reduced sub-set of the taxonomy is used for this purpose, this is called the Reduced Interface Taxonomy (RIT).

What are the requirements for ECCAIRS/ ADREP Compatibility within Regulation (EU) 376/2014?

Compatibility with the ECCAIRS/ ADREP requirements within Regulation (EU) 376/3014 can be achieved by reporting aviation safety occurrences using one of the following methods:

To have an ECCAIRS/ ADREP Compatible Database which provides an output in the required electronic format (E5F or XML).

All organisations within the scope of the Regulation are required to store occurrence reports in a database and this database must be capable of producing an output that is compatible with ECCAIRS.  Organisations should submit both Mandatory and Voluntary Occurrence Reports in such a format.  This can be achieved in 2 ways:

The first option is for an organisation to use the ECCAIRS software.  This option is not a mandatory requirement and no formal support is provided to organisations on the use of ECCAIRS.

The second option is for an organisation to use any safety management/ safety reporting tool/ safety database that should be configured to produce an ECCAIRS compatible XML file.  EASA and NAAs have been working with occurrence reporting system providers to include this functionality within their systems.  In the first case you should contact your software provider for more information to ask if they plan to take this approach.  More information on the XML file format is available to registered users of the ECCAIRS Portal under Support.  For more information on the application of this XML file format, please contact EASA (safety.analysis@easa.europa.eu) or your NAA/ SIA focal point.

To report an occurrence via either the European Occurrence Reporting Portal or National Equivalents.

The European Aviation Safety Reporting Portal <this website> provides common reporting forms for organisations and individuals to report to their competent authority, including NAAs and EASA, using a common and simple interface. This solution is meant for both individuals and organisations, in particular those organisations that have a low number of occurrence reports per year.  The European Aviation Reporting Portal (http://www.aviationreporting.eu) provides on-line reporting via a web-interface and off-line reporting using of a pdf form that may be downloaded from the portal and, once completed, shall be uploaded to the same portal.  In both cases, the act of submitting the report will trigger a submission report to the competent authority.

In the portal, there are five reporting forms (ATM/ANS, Flight Operations, Technical, Aerodrome and General Aviation). Organisations should chose the most adequate form for the type of occurrence which is being reported to the Agency (e.g., DOA, POA and EASA-145 would use the Technical form, while the ATO would use the Flight Operations).

Some EASA Member States have other on-line reporting portals and arrangements in place to enable ECCAIRS/ ADREP compatible reporting.  Where this is the case, clicking on the relevant flag in the portal takes the reporter to the portal of the relevant country.  Reporters are also able to access these reporting portals directly.  In case of questions on reporting to Member States or EASA through either this portal or national portal please contact the relevant competent authority.

Which fields need to be provided in the electronic file format?

Do all ADREP fields needs to be reported? As described, ADREP is a taxonomy created by ICAO and incorporated into ECCAIRS, containing a number of fields.  Not all fields within the ADREP taxonomy are required to be reported, only a subset. These mandatory fields can be found in Annex 1 to the Regulation. The XML file described in Option 1 above, provides the means to report the mandatory fields, plus some additional fields (which can optionally be reported and will improve the flow of information). For example ‘date of occurrence’ is mandatory, but ‘runway identifier’ is not mandatory but can be reported via the electronic means as part of the XML file.

I have an off the shelf occurrence reporting system from a major provider – will this functionality be included?

A number of providers of occurrence reporting / safety management software have indicated they will include the functionality in their system to produce an electronic output which is ECCAIRS/ADREP compatible.  Please contact your own software provider directly to ask if they plan to take this approach.