FlightCRM. User Manual. version 2.1

FlightCRM User Manual version 2.1

Table of Contents Introduction... 6 Overview... 6 User Functions... 7 Logging on... 7 The Menu System... 8 Logging Out... 9 Packages... 10 Master Daily Flight Record... 11 Accommodation... 19 Bookings... 21 Engineering... 28 Maintenance...35 Flight & Duty Times... 39 Ops Notes... 42 Safety Management System... 44 Weather... 49 Student Training Records... 50 Miscellaneous... 57 Logbook... 57 Landings/Aerodromes... 58 Quick Search... 59 Options... 60 Change Password... 60 Update Currency Checks... 61 Flight Crew Currency... 62 Pilot Flight & Duty Summary... 63 Reporting... 64 Bookings... 64 Daily Crew Summary... 66 Flight & Duty Times... 67 Fuel... 68 Landings... 69 Ops Notes... 70 Master Daily Flight Record... 71 Engineering... 73 Setup... 76 Page 3 of 103

Accommodation... 76 Aerodromes... 77 Aircraft... 79 Flight and Duty Times... 82 Fuel Suppliers... 83 Test Fees... 84 Menu... 86 Files... 88 Staff... 89 Customers... 93 Training Competencies... 100 Weather... 103 SMS... 104 Page 4 of 103

This page intentionally left blank Page 5 of 103

Introduction Overview FlightCRM is a powerful and flexible Customer Relationship Management Tool (CRMT) designed specifically for the Aviation Industry and Flight Training Organisations. FlightCRM is a hosted, online software application. It can be accessed 24 hours a day, 7 days a week from any PC, laptop or workstation connected to the Internet. FlightCRM can manage just about every aspect of your Aviation Business or Flight Training Organisation; from students through to customers, aircraft, maintenance, engineering, accounting and administration. All of your business information is stored in the one system which provides staff with greater visibility and access to a wide variety of information. FlightCRM an ideal solution for managing your aviation business. Page 6 of 103

User Functions Logging on Step 1: Enter your username. This will usually be given to you by your employer or IT manager. Step 2: Enter your password. Step 3: Click the Login button. Note: When regularly using the same computer, you can click the Remember checkbox to automatically save your username for the next time you access the system. The system will not store your password. Page 7 of 103

The Menu System The software and associated tools are extremely simple to navigate, and what s more, you can customise the menu any way you want. See the setup section for further information. To navigate the menu, simply move your mouse over the menu item and a sub-menu of options will automatically appear. Items can be nested within other items (called sub-menus) which help to keep the menu organised and tidy. Page 8 of 103

Logging Out Once you have finished using the software we recommend that you click the Logout option (far right) instead of simply closing your web browser. This is the most secure way to terminate your session. Page 9 of 103

Packages Before we start exploring the various packages that FlightCRM has to offer it is important to note that the FlightCRM software application is essentially a collection of packages that which deliver the necessary tools to manage your business. Some packages come built-in whereas other packages are available for purchase at additional cost. Below is a table summarising the packages that are currently available. Package Built-in Additional Purchase Accommodation No Yes Bookings Yes No Engineering No Yes Flight & Duty Times No Yes Master Daily Flight Record Yes No Maintenance Yes No Ops Notices Yes No Safety Management No Yes Aircraft Trend Monitoring No Yes Weather No Yes Student Training Records No Yes In this section we will explore all of the possible packages available. Page 10 of 103

Master Daily Flight Record (Built-in) We will first take a look at the Master Daily Flight Record (MDFR). The MDFR is one of the most important tools of the FlightCRM software because the data recorded here links to the majority of the other tools. The MDFR is where all of the information belonging to a particular flight is recorded. By default the MDFR is located under the Home menu. If pilots and crew accurately record the information pertaining to a particular flight here, the system can harness and display the data in many powerful ways. One example is the airswitch time for a certain flight this data is linked to the maintenance area where the system can report on progressive totals which is important for knowing when a 50 hourly or 100 hourly inspection is due. Let s start by looking at the MDFR screen. The current working date is always displayed at the top of the screen. It shows the day as well as the month and year. To change to a different day, you can click the calendar icon or use the previous < and next > buttons. In case you get to far in the past or future, simply click the Show Today or Show Tomorrow links to take you back to the current day or tomorrow respectively. Flights conducted in the past can easily be re-entered by selecting the appropriate date. To create a new flight entry: Step 1: Select the customer (optional). The customer drop down is populated from the Customer database. This could be a charter client or a student if you are using the software for a training organisation. Page 11 of 103

Sometimes a customer/student may not be recent or a medical certificate may be due to expire. A red warning section will be displayed, alerting the user if a problem exists with the student. Warnings will be displayed in the following cases: If the student does not hold a GFPT (as specified in the customer database) and has not had a dual flight in the previous 30 days or 3 hours. If the student holds a GFPT and has not had a dual flight in the previous 90 days or 15 hours. If the student is a PPL holder, and has not flown within the previous 90 days, have they conducted 3 take-offs and landings to carry passengers. If the student has conducted 15 hours with only a junior instructor (without 250 hours of instructing) and not had a dual check with a senior instructor within the last 90 days. If a class 1 or class 2 medical is about to expire in the next fourteen (14) days or has already expired. Step 2: Select the pilot in command for this flight (P1). The P1 is always the pilot-incommand. If the flight is a training flight, P1 would be the instructor. For company ICUS flights, the P1 should be the pilot conducting the supervision. If the flight is a solo or private flight, select <SELF> from the drop down. Step 3: Select the additional crew member for the flight (P2). The P2 is generally only used for charter, ICUS flights or crew flight testing where it is important to log such information (this is then linked to the crew logbook and flight & duty times). Step 4: Select the hire type for the flight. Available options are Aerial Work, Charter, ICUS, Dual, Solo, Private. Other options include Classroom, Exam and Mutual (for flight instructor training). Step 5: Select the aircraft for the flight. The aircraft is populated from the Aircraft database providing that the Show on master daily flight sheet is set. The aircraft can also be a synthetic trainer. Step 6: Enter the details for the flight. It could be a cross-country flight where you would enter YSBK-YORG-YSBK for example. It might be a dual instructional flight on Turning so enter the details as appropriate. Essentially, enter what you would write in the details field in a pilot logbook. Step 7: Click the landings button to select which aerodromes the flight landed or intends to land at. The aerodromes recorded here link to the landing report which will be discussed later. The aerodrome list is populated by the Aerodrome database which Page 12 of 103

comes preset with all available aerodromes in Australia (you can add extra ALAs or unlicensed aerodromes if they don t exist here). Step 8: If this is a flight test, select the appropriate test. Step 9: Click the Add Entry button. A confirmation box similar to the following will appear: If you are happy with the information entered, click OK. Page 13 of 103

When the flight has been successfully recorded you should see the following on the screen. A brief message indicates that the flight was successfully added to the daily flight record and the flight itself appears in blue in the table below. A blue coloured entry indicates that the flight has not yet concluded. A brown coloured entry indicates that the flight has completed. The table will display the date, customer, pilot-in-command, additional crew, type of flight, aircraft, airswitch, vdo, details as well as the landings, approaches and accounting information. The table of flight records also contains some filtering options at the top if you want to restrict the list if it is too big. You can filter the list by customer, pilot-in-command, additional crew, hire type and aircraft. To reset all the filters click the reset filters button. Sometimes you may need to see cancelled flights and to do this simply click the Show cancelled flights checkbox. The last column in the table contains various option buttons. = Click this button to edit the flight entry. The edit option allows you to re-edit the customer, P1, P2, hire type, aircraft and details for the flight if you need to. = Click this button to cancel the flight. Once a flight is cancelled it will be removed from the list and not linked to any other information. = Click this button if you have entered the flight into your accounting software. This is simply an option for businesses that may use MYOB (or other software) and is an indicator to accounting personal that this flight is processed. Page 14 of 103

= Click this button to indicate if the details have been checked against an aircraft flight sheet. Sometimes errors do exist with data entry and this option just serves as a backup to make sure that the flight times have been recorded correctly. The next section discusses the fields and data that can be recorded for a particular flight. When a crew member returns from a flight, it is time to record the information pertaining to that flight. To do this, click the button next to the corresponding flight. The appropriate entry will then highlight and display various data fields for input. The majority of the fields are self-explanatory but are explained below for clarity. Details Notes Airswitch VDO Student IF Time Total no. of Landings Enter the details of the flight. If the flight was a cross-country and a diversion occurred this field may need changing from the original details. Enter some brief notes for this flight. Currently not used. Enter the airswitch time for the flight. Enter the vdo (chocks-to-chocks) time. Even if the flight was cancelled say due to a problem during take-off, it is still important to enter the airswitch & vdo time. If the airswitch time is not entered it will not link to the maintenance section. Also, if part, or all of the flight was conducted at night, enter the night hours. The night hours cannot be greater than the total VDO time. If this was a dual instructional flight (say Basic IF) the student may have logged some instrument time under the hood or actual, so record that here. Enter the total number of landings for the Page 15 of 103

Oil uplifted Aerodrome Landings Enroute IFR charges Test Fees Fuel Supplier Fuel Added Fuel Used Flight Training Sequence flight. This data links to the maintenance section. Enter any oil uplifted. For multi-engine aircraft, fields for both the Left & Right engines will appear. Update the aerodromes where the flight landed by clicking the Landings button. If the flight was IFR, Airservices charges would normally be applied. This field is used in the accounting section. If the flight was a flight test, select the appropriate test fee. If fuel was loaded to the aircraft, select the supplier. The fuel supplier is populated from the Fuel Supplier database. Sometimes the fuel may have been loaded from a new supplier, so it is possible to select Other and enter a description here. Enter how much fuel (in litres) was added for the flight. If fuel was added at a remote aerodrome, click the Locations button. Enter how much fuel (in litres) was used or burnt during the flight. If the flight was a training flight, whether it was dual, solo or private, but needs to be recorded in the student s training file, select the appropriate sequence. The sequences are populated from the Training Competency database. The data fields on the right of the screen are used for recency and flight & duty times and are generally only used by flight crew and instructors. IF Time IF Check Approaches GPS Recency Takeoffs at Night Enter how much instrument time was conducted during the flight. If the flight was a check flight by an approved person, check the IF Check checkbox. If instrument approaches were conducted during this flight click the appropriate approaches. You can also enter details for the specific approaches that you conducted. A requirement of CAO 40.2.1 in respect to GPS use is that pilots must have completed an approach using the same GPS in the previous 6 months. Use this option to select which GPSs were used during this flight. This field links to the flight & duty times. For night currency, pilots much carry out 3 takeoffs at night in the previous 90 days for passenger carrying ability. Enter how many night take-offs were conducted during the flight. Takeoffs at Landings For night currency, pilots much carry out 3 landings at night in the previous 90 days for Page 16 of 103

passenger carrying ability. Enter how many night landings were conducted during the flight. When all of the appropriate data has been entered, simply click the Save button. Not all entries in the MDFR need to be actual flights. They could be synthetic flight trainer sessions or theory examinations, even classroom briefings. The MDFR can record data for these different types of entries. Synthetic Trainer sessions When a synthetic trainer is selected as the aircraft in the MDFR, the following screen will appear: Obviously the fields that belong to a synthetic trainer session are much more limited than that for an actual flight, i.e. you can t add oil to a synthetic trainer (or maybe you can with your specific one). It is for this reason that the only fields relevant here are Student IF time, and the flight crew recency options. Theory examinations For many flight training organisations, in house theory examinations are an integral part of the student s training and the MDFR allows you to record these. Page 17 of 103

By selecting Exam as the hire type the following screen will appear: From this screen, you can enter the time that the student took to complete the examination, together with their result (percentage) and whether the exam was a pass or failure. The appropriate test fee can also be selected. This now concludes the section on the MDFR. Remember that the MDFR is the cornerstone of the FlightCRM software. From here, many of the tools and reports pull their information. It is important that the data is entered here correctly to maintain integrity throughout the system. Page 18 of 103

Accommodation (Optional package) The accommodation tool is primarily used by flight training organisations that may have student accommodation facilities and need to keep track of who is staying where. By default, the accommodation tool is located under the Home menu. Let s take a look at the basic functions. The working date can be changed by clicking the calendar icon or using the next > and previous < buttons. Clicking these buttons will advance the screen to the next week. The accommodation page always displays the day of the week starting at Sunday and finishing on Saturday. Each unit/house (from now on referred to as Complex) will be listed on the left, together with each individual room. The accommodation complexes can be setup in the administration area. There is no limit to the number of complexes or rooms per complex. To assign a student to a particular room click the Edit icon next to the appropriate entry. Page 19 of 103

The following screen will appear: At the top of the screen the currently selected Complex and Room number will be shown. The table will display the day and month (starting at Sunday) for the next four (4) weeks and will allow you to specify the student/customer who will be occupying that room. Step 1: From the Use Customer drop down, select the customer who you wish to assign to the room. Step 2: For the appropriate date(s) that the student will occupy the room, click the button. This will assign them to that room. Step 3: When complete, click the Save button. Page 20 of 103

Bookings (Built-in) Like most aviation businesses that dispatch aircraft, whether it be a training school or charter organisation, it is useful to know when an aircraft is or isn t available, and for training organisations, when an instructor is or isn t available. The booking tool allows bookings to be made for each aircraft in the fleet as well as each flight crew member. Let s explore some of the features of the booking system. By default, the booking system can be accessed under the Home menu. The current working date is always displayed at the top of the screen. It shows the day as well as the month and year. To change to a different day, you can click the calendar icon or use the previous < and next > buttons. In case you get to far in the past or future, simply click the Show Today or Show Tomorrow links to take you back to the current day or tomorrow respectively. Sometimes you might like to jump direct to the MDFR for the particular day on the booking sheet. To do this, click the Show Flight Sheet link. Page 21 of 103

Also at the top of the booking screen you will notice the following options: The Display sheet by drop down allows you to change how the booking sheet is presented. The available options are: Day: The booking sheet will show all aircraft and all flight crew on a single screen for the current date. Week (with crew): The booking sheet will show all the days for the current week (starting at Monday), including all aircraft and all flight crew. Week (no crew): The booking sheet will show all the days for the current week (starting at Monday), but will only show aircraft (and not flight crew). Week (just crew): The booking sheet will show all the days for the current week (starting at Monday), but will only show flight crew (and not aircraft). The buttons alongside the display options allow you to change the booking sheet. By default, the Make button and Cancellations button are always enabled. When a particular booking is selected the Change, Cancel and Daily Sheet buttons will enable. Let s now look at the various buttons on the booking sheet and what they do. Page 22 of 103

Make button The Make button allows you to create a new booking. When you click the Make button, the following screen will appear: You will notice two tabs at the top of the Make booking screen. One is for single bookings and the other for multiple bookings. Multiple bookings can be used to save time instead of creating a single booking over and over. For example, you can book an aircraft out for maintenance for an entire week by using the multiple booking screen. The following is an explanation of the available data fields: Date Start Time End Time Customer The date that this booking is for. The time that this booking starts. Times start at 07:00 and finish at 21:00. The time that this booking ends. For training organisations, the start and end times should be the time that the aircraft needs to be available and not include pre and post flight briefings. It is also possible to click the All Day and 8:30-5:00 buttons to automatically set the start and end times. Select the customer (optional) that the booking is for. PIC/Crew Other Crew Select the pilot-in-command for this flight. Leave blank if the flight is private or solo Select an additional crew pilot if this flight is for Page 23 of 103

Booking Type Aircraft/Resource Details Comments flight crew checks or testing Select the type of booking. Options available are Private, Solo, Dual, ICUS, Charter, Mutual, Classroom, Exam, Aerial Work, Testing, Maintenance, Admin. It is even possible to set Unavailable if a particular crew member is not available for duty. Select the aircraft or resource that the booking is for. This field is not just limited to aircraft, but can also be used for classrooms and synthetic trainers. Enter the details for this booking. Enter any additional comments that apply to this booking. Instructor s may need to place student specific comments to bring to another instructor s attention. If you are happy with the information entered, click the Save button. If a double booking will occur (i.e. aircraft or flight crew) an error message will be displayed at the top of the booking screen. Page 24 of 103

Multiple Bookings When an aircraft or flight crew needs to be booked over multiple days, use the Multiple Booking screen. Enter the date, start and end times that you want the booking made for, then click the Add > button. The dates and times will appear in the list box below. When you click the Save button, the booking information entered on the single booking screen will be applied for all the dates and times specified in the list box. Creating a booking is a simple process and as explained previously the system will prevent double ups. Page 25 of 103

Let s now explore the remaining option buttons. Before we do this, let s first look at the booking sheet itself. Alongside each individual booking you will notice a small button. Clicking this button selects the associated booking and enables the Change, Cancel and Daily Sheet buttons. To change a booking, click the Change button. All the details of the currently selected booking will be displayed on screen and can modified if required. To cancel a booking click the Cancel button. The following screen will appear: If you are sure you want to cancel the booking click OK. Note: When a booking is cancelled it is still in the system but just not visible on the booking sheet. The user who cancelled the booking as well as the time of the cancellation is recorded. This feature prevents disputes between students and/or staff if a booking is not adhered to as planned. Page 26 of 103

The remaining button Daily Sheet allows you to quickly transfer the booking to the MDFR. Note you still need to click the Add Entry button on the MDFR screen. Before we finish our discussion about the booking system, let s look at the different colour codes for each booking type. Dual/Mutual Solo Private/Aerial Work Charter/ICUS Maintenance Flight Test Unavailable Classroom/Exam Administration Reservation That concludes our discussion on the booking system. As we discovered, the booking system allows you to keep track of flight crew whereabouts and allows you to manage aircraft dispatching efficiently and easily. Page 27 of 103

Engineering (Optional package) An integral part of any aviation business is Engineering. Maintenance plays a crucial role in keeping aircraft in the air. FlightCRM contains a collection of tools to help engineers monitor the servicing of aircraft in the company fleet. Before we continue it is important to remind ourselves that a large proportion of the data used by the engineer tools come from the MDFR. Take a moment now to review the section in this manual where we discussed the MDFR in detail. Inventory An engineering workshop has an inventory of many parts that are used for aircraft servicing. FlightCRM contains a database for managing all of these parts. By default the parts inventory is located under the Home > Engineering > Inventory menu. The first screen allows engineers to search the inventory. From this screen it is possible to search by part description, part number, GRN (Global Reference Number), serial number and location within the workshop. Enter the search criteria as appropriate then click the Search button. If you need to search and display all parts, simply click the Search All button. To add a new part to the inventory, click the Add Part button. Suppose that we want to find all batteries in the workshop. Enter the keyword battery in to the description text box and then click the Search button. Page 28 of 103

The following list of results is displayed: All parts matching the description battery are displayed. The table shows the part number, serial number, GRN, location, supplier, date that the part was received by the workshop, the quantity currently in stock, the unit price and the asset value (quantity x unit price). Next to each part you will notice an Edit button which you can click to update any of the details. At the bottom of the table the total asset value is displayed as well as a delete button. Click the parts you want to delete with the checkbox on the left and then click the Delete Part(s) button. Before we continue let s look at how we can add part suppliers to the system. Part Suppliers By default part suppliers can be accessed under Home > Engineering > Suppliers. Page 29 of 103

The following screen appears: The table displays the supplier number, name, contact person, together with phone, mobile, fax and email contact details. To edit a supplier or add a new one, click the Edit button next to the supplier or click the Add New Supplier buttons respectively. Of course, to delete a supplier, click the appropriate checkbox on the left then click the Delete Supplier(s) button. Add/Edit Supplier Complete the appropriate data fields then click the Save button. Page 30 of 103

Parts in the inventory are of no use unless they are assigned to a specific job, and FlightCRM takes care of job management. By default, Jobs can be accessed under Home > Engineering > Jobs menu. The following screen will appear: The job table will show whether the job is currently active, the job number, the aircraft assigned to a particular job, as well as the date started and the date finished. It is also possible to click the Invoice button to display a standard invoice for the job and of course an Edit button to update any of the job details. Click the Add New Job button to create a new job or to delete a job, click the appropriate checkbox on the left, then click the Delete Job(s) button. Add/Edit Job Page 31 of 103

Select the date that the job started by clicking the calendar icon. Enter a description for the job, and if appropriate, select the aircraft that the job should be assigned to. The list of aircraft is populated by the aircraft database. When appropriate select the date that the job was finished by clicking the calendar icon. If a job becomes inactive un-check the Active checkbox. When all of the data fields have been completed, click the Save button. Job Tracking The job tracking tool is where all of the information is tied together, and is the area where engineers and LAMEs will record the work that they do on a particular aircraft. By default, job tracking is accessed under the Home > Engineering > Job Tracking menu. The following screen will appear: The working date is always displayed at the top of the screen. To change to a different date click the calendar icon or use the previous < and next > buttons to change days. Of course, you can quickly jump to the current day or the next by click the Show Today or Show Tomorrow links respectively. Step 1: Select the engineer/lame who worked on the job item. The engineers/lame list is populated by the staff database with those who are marked as engineers. Step 2: Select the job that was worked on. The job list is populated by the job database. Step 3: Select the type of work that was undertaken. The available options are Parts and Labour. If Parts is selected as the type of work, the Part list below will enable, allowing you to select the appropriate part. Also, enter the quantity of the selected part that was used for the job. Page 32 of 103

If Labour is selected as the type of work, then the hours worked, together with the details box will enable allowing you to enter the information where appropriate. Step 4: Click the Add Entry button. A brief message will indicate that the job item was successfully added to the system. The job tracking page will display a complete list of job items that have been completed for the working date. The last column on the right of the table Options contains various buttons for updating existing work entries. Click the icon to update any part of the work item or click the icon to delete. We now have a collection of work items that belong to a database of engineering jobs. We will look at the reporting section in more detail a little later, but for now we will explore the Invoice options available. To view an invoice for a particular job, open the Jobs page (Home > Engineering > Jobs). Page 33 of 103

Click the Invoice button next to the corresponding job. The following screen will appear: The invoice screen will display each work item that was assigned to the job ordered by date. The information displayed will include the date, description of the item (including part details if parts were used), the quantity, unit price and total price. Labour will also be displayed together with the hours worked. The sub-total and total cost of the job will also be displayed at the bottom of the list. This invoice screen is extremely useful for determining exactly how much was spent on a particular job. Page 34 of 103

Maintenance (Built-in) One of the most important tools of FlightCRM is the Maintenance Tool, and by default is accessed under the Home > Engineering > Maintenance or Home > Maintenance menu. The list is relatively simple in nature but at the same time extremely powerful and useful. Each aircraft in the company fleet is displayed, together with the time remaining and number of days before the 50 hourly and 100 hourly service is required. The coming up column will also display any scheduled servicing coming up next for the corresponding aircraft. Of course if a 50 hourly service has already been completed this will be indicated in the list. The following table summarises the colour codes: Hours Days Urgent No hours remain on the MR. Service is due within the next 2 days for 50 hourly, or next 3 days for 100 hourly. OK No servicing required. No servicing required. Warning Service is due within 5 hours. Service is due within the next 5 days for 50 and 100 hourly. +/- 5% dispensation Service can be completed now. Some MRs for 50 hourly have a +/- 5% dispensation. N/A The maintenance screen can alert engineers and flight crew to upcoming maintenance in one simple to use area. For each aircraft it is also possible to view the maintenance release form as it should look. To do this, click the Details button. The following screen will appear: Page 35 of 103

The maintenance release displayed on this screen should be identical to that of the actual aircraft MR. The progressive totals on this screen are taken from the MDFR which now highlights the importance of accurately recording the data there. Also displayed is the total number of landings for the appropriate day, together with any oil uplifts. It is possible to print this screen if required by clicking the Print Daily Inspections button at the bottom of the screen. Page 36 of 103

Updating/Creating a Maintenance Release Click the Edit MR button next the corresponding aircraft. Depending on the user s access level, the following screen will appear: The Maintenance Release (MR) screen allows you to update the details for the current aircraft. Page 37 of 103

The majority of the fields are self-explanatory but are explained below for clarity. Date of service Hours at service Override hours at service Airswitch sheet hours at service VDO sheet hours at service AME licence/authority No Category Operational Category System of Maintenance Date that the aircraft came out of service. Aircraft hours at start of the MR. If the service was completed before the MDFR contains any records, set the hours here. Not currently used. Not currently used. The LAME number. The category (VFR, VFR Night or IFR) The operational category (Private, Aerial Work, Charter, RPT) System of maintenance, e.g. CASA Schedule Five Scheduled servicing (including 50 and 100 hourly) can be specified in the Schedules/Maintenance Required section. You must give each schedule a unique number (1,2,3 etc), select the type of service (50 hourly, 100 hourly or other) and enter the details. Some servicing is due on a certain date, whereas others are due at certain hours. Enter or select the appropriate criteria. When a particular service is completed, select the date completed. When all of the MR data has been entered click the Save button. If it is time to create a new MR for the aircraft, click the Create New MR button. Page 38 of 103

Flight & Duty Times (Optional package) Managing Pilot Flight & Duty times is a requirement of CAO 48.0 and it s sub regulations. FlightCRM contains a Flight & Duty Time management tool that pilots can use to keep track of their duty. The tool itself is very simple to use and the majority of the information is automatically linked to the MDFR. The only additional piece of information that flight crew need to record in this tool is their duty sign-on and sign-off times. The tool also supports split duties if the need should arise. By default, the Flight & Duty Times tool can be accessed under the Home > Flight & Duty Times > Update menu. The screen is divided into various sections including Duty Times, Flight Times, IFR currency, Night Flight, Earliest Sign-on, Late Night Operations and Late Night Warnings. The Duty Times section contains two sets of input fields (coloured green) where flight crew simply enter their sign-on and sign-off times. If a tour of duty is split over two periods enter the last period in the Duty Time 2 boxes. On the far right of the Duty Times section, various boxes indicate the duty completed for the current day, how much duty was completed in the previous 7 days, and how much duty was completed in the previous 14 days. If configured, the system will also indicate the amount of duty remaining for the 7 and 14 days if appropriate. Any hours exceeded will be displayed in a red box alerting the crew to a possible problem. Page 39 of 103

The Flight Times section contains various boxes indicating the flight time completed for the current day, the previous 7 days, the previous 14 days, and optionally the last 28 or 30 days, as well as the previous year (365 days). If configured the Flight Times section will also display the remaining flight times available for the given period. Again, any hours exceeded will be displayed in a red box alerting the crew to a possible problem. The IFR section contains various boxes for IFR currency. A requirement of CAO 40.2.1 section 11 states that pilots must complete 3 hours of instrument time in the previous 90 days, of which 1 hour must be in flight. The IFR section will display how much instrument time was completed for the current day (which includes synthetic trainer time), how much was completed in the previous 90 days and also show when (in days) they need to conduct further instrument time to keep current it even tells the pilot what they must do to keep current. For single pilot operations, another requirement of CAO 40.2.1 is that they must conduct at least one instrument approach. Also displayed in the IFR section is each individual approach recency requirement. Some approaches such as VOR,NDB,RNAV/GNSS,DGA are due every 90 days, whereas others, such as ILS are due every 35 days. The system will indicate when (in days) the next approach is required to keep current. Checkboxes also display if an approach of that type was conducted on the current day. Another requirement of CAO 40.2.1 section 11.3B is that pilots intending to use GPS for RNAV/GNSS approaches must have used the same GPS within the previous 6 months in flight or in a synthetic trainer. The system will show when the next RNAV/GNSS approach is due to keep current. Page 40 of 103

The Night Flight section contains various boxes for night recency. A requirement of CAO 40.2.1 section 5, is that for flights containing passengers (including dual instructional flights), pilots must complete 3 take-offs and landings at night within the previous 90 days. Note that pilots must be the ones manipulating the controls to satisfy this requirement. The section will display how many take-offs and landings were completed for the current day, the number completed in the previous 90 days, and when (in days) the next take-off or landing must be completed to keep current it even tells the pilot how many take-offs or landings they must complete to keep current. The Earliest Sign On section will tell the crew when they can sign-on for the next tour of duty. It takes in to account the sub-legislation of CAO 48.1. For example, the system automatically knows if a tour of duty finished after 10:00pm local time, so will adjust the next sign-on time accordingly. CAO 48.1 standard or CAO 48.1 dispensation Part V can be applied and configured. The Late Night Operations and Late Night Warning sections belong to CAO 48 dispensations Part III & Part V and basically warn the crew about flights at night that have occurred in the previous 7 to 28 day period. If any of the late night warnings appear as Yes, rest periods may have to be adjusted. Page 41 of 103

Ops Notes (Built-in) From time to time important operational matters need to be brought to the attention of flight crew and company personnel. The Ops Notes tool allows Chief Pilots or other staff to upload documents of an operational matter. Although this is usually enough, some responsibility is left to the flight crew to actually read the document. By default, the Ops Notes tool is accessed under the Home > Ops Notes menu. The following screen appears: A list of all current ops notices, together with the date, code and title will appear in the table. Flight crew can click the View Ops Note link to open the document in a new browser window. Administrators also have the ability to Edit or Delete an existing document by clicking the Edit or Delete links respectively. The final two columns in the table indicate if the user has viewed the document together with the date and time that it was viewed. Add/Edit Ops Note To create a new ops note, click the Add Ops Note. The following screen will appear: Page 42 of 103

Step 1: Enter the date for the ops note. Step 2: Enter a code for the ops note (any alphanumerical characters). Step 3: Enter a title for the ops note describing the nature of the document. Step 3: Click the Browse button and select the file for upload (e.g. doc,pdf). Step 4: To reset staff sign-off for the document, click the Reset staff sign off for this operational notice checkbox. Step 5: Click the Save button. When a new ops notice is uploaded a red warning bar will be displayed on every screen of the application indicating that a new document is ready to view. The ops note title, together with a link to view the document will appear. When the document has been read and understood, click the Viewed checkbox corresponding to the ops note, then click the Save button. Page 43 of 103

Safety Management System (Optional package) A Safety Management system provides a mean for flight crew and company personnel to report accidents and incidents to the safety management team. FlightCRM contains a tool allowing them to do this. By default the SMS tool can be accessed under the Home > Safety Management System > Forms > Air Safety Report Form menu. The following screen will appear: At the top of the screen you will notice fields for entering your personal details, as well as the current date. The role that the reporter played in relation to the aircraft (Crew, Passenger & Maintenance) can also be specified. Page 44 of 103

Part A of the form allows the reporter to provide further details about the accident/incident. The name of the pilot-in-command, the pilot who was flying at the time of the occurrence, the licence type, ARNs, aircraft registration (which is populated by the aircraft database) can also be specified. The date and local time of the occurrence, the occurrence category (e.g. Aircraft separation, Weather/environment) and the location where the event took place can be specified here as well. The number of persons on board the aircraft, whether the flight was VFR or IFR, whether the flight was in VMC or IMC together with the lighting conditions Day or Night can be entered. Other fields provide recording of the type of operation, effect on the flight, the phase of the flight in which the event occurred, together with specific weather conditions. Page 45 of 103

Part B provides fields to expand on the information already provided. The large textbox allows a full narrative and description of the event to be entered by the reporter. The system also allows the reporter to upload multiple file documents (e.g. doc,pdf) to support their report. Human factors in many cases sometimes play a part in any accident or incident and the reporting form allows the reporter to specify these. Part C is optional, if the reporter believes that the occurrence could be hazardous if it was to occur again. Select the appropriate boxes that apply here. When all data has been entered, click the Submit Report button. Any mandatory fields that have not been completed will be marked in red. All fields with an asterisk (*) are mandatory fields and must be completed. When a report is submitted, an email is sent to the Safety Management Team (an address set up in the Administration area) providing a description of the report and a link to the FlightCRM website. The Safety Management Team can then view and respond to the report. By default, the complete list of SMS reports can be accessed under the Home > Safety Management System > Forms > Current Safety Forms menu. Page 46 of 103

The following screen will appear: At the top of the screen it is possible to filter the list by event occurrence, e.g. let s say you just wanted to view all aircraft separation incidents. A status column in the list indicates whether the report is currently Pending (no action taken yet), Open or Closed. Page 47 of 103

Once a report is submitted, only the Safety Management Team or Administrator is able to edit the report. Other users of the FlightCRM software can only view an incident report once it is open or closed. The Safety Management Team or Administrator will see an additional Part D section where they can respond to the report and provide suggestions and findings based on their investigation of the accident or incident. Click the Submit Report button to save any changes. This now concludes our discussion on the SMS tool. Page 48 of 103

Weather (Built-in) The weather tool can display the current TAF or METAR for the locations specified in the Administration/Setup area. By default, the TAF and METAR screens can be accessed under the Home > Weather > TAF and Home > Weather > METAR menu. Page 49 of 103

Student Training Records (Optional Package) FlightCRM allows flight training organisations to maintain and manage a student s training file electronically. Each flight entered through the MDFR can be assigned to the student s training record. Let s now explore how to do this. When completing the MDFR entry for a particular flight, a list of training sequences can be selected. When a sequence is selected, the following window will appear after the Save button is pressed. To edit the student s training record, click the OK button. The following screen will appear: At the top of the screen you will notice tabs labelled Flight Details, Remedial Training, Consolidation Training, New Flight Training, Comments, Notes and Overall Assessment. We will explore each of these tabs in a moment, but first, it is also important to mention that the above same screen can also be accessed from the student/customer database. Page 50 of 103

A student record can be opened by using the Quick Search feature (which is discussed later) or by clicking Setup > Customers and opening the appropriate student record. Click the Training File tab and then click the Edit link next to the relevant training flight. The Flight Details tab contains most of the flight details, including the date, aircraft, sequence, duration (VDO), hire type and flight details. The Remedial Training tab is not currently used. Page 51 of 103

The Consolidation Training tab shows all competency items (as specified in the training competency database) that should be consolidated during the training sequence. Each competency contains a syllabus reference, activity and the activity s criteria. An assessment score from 1 to 4 can be recorded. Use the following table for recording the assessment. 1 Achieved the standard required for Commercial Pilot as detailed in the Australian National Competency Standards for Private and Commercial Pilots. An indication of the student having reached this standard is that the student always operates within the published limits, and once a maneuver is commenced, the procedure used and the successful outcome is never in doubt. 2 Achieved the standard required for private pilot as detailed in the Australian National Competency Standards for Private and Commercial Pilots. One of the indications of the student having reached this standard is that the student generally operates within published limits and although the procedure used, may vary somewhat from the standard. Although, the outcome of a maneuver may sometimes be in doubt, the result is successful. 3 Able to achieve the private pilot standard on the majority of occasions; safe to operate under direct supervision. The student is safe to operate the aircraft under prescribed conditions. The issue is not whether the student is safe or not (always a requirement) but their degree of consistency (or lack of it). 4 Has received training in the element but not able to consistently achieve the PPL standard. Page 52 of 103

The New Flight Training tab shows all competency items (as specified in the training competency database) that should be covered during the training sequence. Each competency contains a syllabus reference, activity and the activity s criteria. An assessment score from 1 to 4 can be recorded. Use the following table for recording the assessment. 1 Achieved the standard required for Commercial Pilot as detailed in the Australian National Competency Standards for Private and Commercial Pilots. An indication of the student having reached this standard is that the student always operates within the published limits, and once a maneuver is commenced, the procedure used and the successful outcome is never in doubt. 2 Achieved the standard required for private pilot as detailed in the Australian National Competency Standards for Private and Commercial Pilots. One of the indications of the student having reached this standard is that the student generally operates within published limits and although the procedure used, may vary somewhat from the standard. Although, the outcome of a maneuver may sometimes be in doubt, the result is successful. 3 Able to achieve the private pilot standard on the majority of occasions; safe to operate under direct supervision. The student is safe to operate the aircraft under prescribed conditions. The issue is not whether the student is safe or not (always a requirement) but their degree of consistency (or lack of it). 4 Has received training in the element but not able to consistently achieve the PPL standard. The Comments tab allows the instructor to enter specific comments for the flight, including in-flight conditions, student preparation, student technique and any recommendations. Click the Use Current METAR button to assign the latest METAR to the in-flight conditions. The METAR used here is the location set in the weather database. Page 53 of 103

Click the Use METAR at Flight button to assign the actual METAR when the flight was added to the MDFR. The METAR used here is the location set in the weather database. The Notes tab allows the instructor to expand on their comments. A full description can be entered and its appearance changed by using the formatting buttons. The Overall Assessment tab allows the instructor to finalise their evaluation. If the student should progress to the next lesson, click the Next Lesson checkbox. Also set the assessment level for technique and judgement, airmanship and human factors, threat and error management and english language proficiency. When all fields have been completed, click the Save button at the top of the screen. Let s now explore how to view and print the student s training record. Page 54 of 103

Firstly, open the customer/student record by searching via the Quick Search option, or choosing Setup > Customers from the main menu. Step 1: Use the checkboxes on the left to select the sequences that you need to view or print. Alternatively, click the Select All or Unselect All buttons. Step 2: Click the View Selected button to view the selected sequences. Step 3: Click the Print Selected button to print the selected sequences. Step 4: To exclude progressive flight hours in the print-out, click the Exclude progressive totals checkbox. Page 55 of 103

The following screen will appear: The print out contains all details about the training flight and a section in the top right hand corner showing the total flight times to date. The instructor s evaluation for each competency item is displayed under the Remedial, Consolidation and New Flight Training sections. The in-flight conditions, preparation, technique and recommendations, together with the overall evaluation is also displayed at the bottom of the screen. Expanded comments will be displayed over the page when printed. Training Records can be printed as a hard-copy at any stage of the student s training. Page 56 of 103

Miscellaneous Logbook The FlightCRM software contains a built-in logbook for flight crew and instructors as well as one for students. To view a flight crew logbook click the logbook icon next to the P1 select box on the MDFR. To view a student logbook click the logbook icon next to the Customer select box on the MDFR. The following screen will appear: Use the date fields at the top of the screen to restrict the logbook list to a certain period of time and then click the Display button. The data displayed in the logbook is taken from the MDFR. Page 57 of 103

Landings/Aerodromes (Built-in) When aerodromes need to specified throughout the FlightCRM software, click the relevant button and the following screen will appear: Add a new aerodrome by typing the four (4) letter ICAO code in the text box at the top of the screen. A list of favourites (as specified in the Administration area) can also be shown by clicking the Favourites button. Select the aerodrome that you wish to add, then click the Add >>> button. The selected aerodromes will be displayed in the Landing at list box. Use the CTRL key and mouse to select multiple aerodromes if you need to delete any. Once completed, click the OK button. Page 58 of 103

Quick Search The quick search function allows you to quickly navigate to the staff, customer or aircraft database by typing in a search keyword. To do this, start typing in the Quick Search textbox and a list of matching items will be shown. Click the item that you wish to view and the appropriate screen will be displayed automatically. Page 59 of 103

Options Change Password To change your password, click Options > Change Password Step 1: Enter your old password Step 2: Enter your new password Step 3: Confirm your new password Passwords must be at least 6 characters in length. Passwords are case-sensitive. Note: For security the system does not store passwords in plain text and it is therefore impossible to retrieve a saved password for a user. An administrator will need to change the password on the users behave should they forget it. Page 60 of 103

Update Currency Checks (Built-in) The FlightCRM software keeps track of flight crew currency checks and reminds them when upcoming ones are due. By default the flight crew currency settings can be updated via the Options > Update Currency Checks menu. Checks that are up-coming will be displayed in orange, and checks that have already expired will be displayed in red. Step 1: Update the name of the currency check and set the expiry date by clicking the calendar icon. Step 2: To add a new check, enter the name in the New: text box. Step 3: To delete a check, click the appropriate delete checkbox. When an up-coming check is due, an orange warning bar will be displayed at the top of every screen throughout the FlightCRM software. From this bar it is possible to update the check immediately or hide the warning. Page 61 of 103

Flight Crew Currency As mentioned, the FlightCRM software keeps track of flight crew currency and the Flight Crew Currency screen shows all crew currency checks on the one screen. By default all flight crew currency can be viewed via the Home > Flight & Duty Times > Flight Crew Currency menu. The list displayed will show all upcoming checks. Red items are urgent and required now, orange items are warnings. The list can be changed by selecting the Sort warnings by drop down. Available options are Pilot, Currency Check and Due Date. Page 62 of 103

Pilot Flight & Duty Summary The FlightCRM software can summarise all flight & duty limits on the one screen. By default the pilot flight & duty summary can be viewed via the Home > Flight & Duty Times > Pilot Summary menu. The following screen will appear: Page 63 of 103

Reporting Reports summarise information and data from all areas of the FlightCRM software. They provide at a glance summaries of data recorded by the system. Let s now explore the various reports available. Bookings By default, the booking report can be accessed under the Reports > Bookings menu. The report allows you to search both past and future bookings. You can also search a specific date period, a customer/student, flight crew or aircraft. Additional options allow you to find cancelled bookings and by default only bookings in the future are displayed unless the Include bookings in the past checkbox is checked. Page 64 of 103

Select the search criteria and then click the Search button. A complete list of bookings matching the search criteria will appear. The first column which shows the booking number will be displayed in red if the booking is in the past and in green if the booking is in the future. The details of the booking, duration, customer/student, flight crew, aircraft and details will also be shown in the list. The date that the booking was made together with the user s initials who booked it will also appear. The colour codes as explained in previous chapters are also applied. To print the list, click the Print button. To reset the search criteria click the Reset button. Page 65 of 103

Daily Crew Summary The Daily Crew Summary report allows you to see what bookings a particular flight crew has coming up. By default the Daily Crew Summary report can be accessed via the Reports > Daily Crew Summary menu. Select the flight crew that you wish to view from the Select Flight Crew drop down at the top of the screen. The screen will then automatically show all bookings for the current day, the bookings tomorrow and finally all of the bookings coming up in the next fourteen (14) days. To quickly jump to the booking sheet, click the Date link in the Next 14 days section. Page 66 of 103

Flight & Duty Times The Flight & Duty Times report allows you to see the flight and duty times for a particular pilot for a particular period. By default the Flight & Duty Times report can be accessed via the Reports > Flight & Duty Times menu. You must enter a date period either via the calendar icons or by selecting a month via the by month drop down. You also need to select the flight crew. Once the search criteria have been specified, click the Search button. The following screen will appear. The list displayed shows the date, the duty sign-on and sign-off times, the flight times conducted for the current day, the last 7 days, the last 28 days and the last 365 days (1 year). The total instrument time for the current day, the previous 90 days and any IF checks are also shown. Night flight times, including take-offs and landings, together with instrument approach checks are shown in the remaining columns. Any duty or flight times that are exceeded will appear in red. To print the Flight & Duty Time report, click the Print button. To reset the search criteria click the Reset button. Page 67 of 103

Fuel The Fuel report allows you to see how much fuel has been uplifted to company aircraft for a particular period, supplier, aircraft or aerodrome. By default the Fuel report can be accessed via the Reports > Fuel menu. Select the date period that you would like to search by via the calendar icons or click the by month drop down. Select the fuel supplier or vendor. Select the aircraft. Enter the four (4) letter ICAO identifier for the aerodrome. When all search criteria have been entered, click the Search button. The following screen will appear. The list display shows the date of a particular flight, the customer/student, the aircraft, the details of the flight, the fuel vendor/supplier, locations where the fuel was loaded, together with the litres added and the litres used. The bottom of the table displays the total amount of fuel added and used in litres. Page 68 of 103

Landings The Landings report allows you to see how many times an aircraft has landed at a particular aerodrome. By default the Landings report can be accessed via the Reports > Landings menu. Select the date period that you would like to search by via the calendar icons or click the by month drop down. Select the aircraft. Enter the four (4) letter ICAO identifier for the aerodrome. When all search criteria have been entered, click the Search button. The following screen will appear. The list display shows the date of a particular flight, the customer/student, aircraft, the details of the flight, where the aircraft landed and the total number of landings. The bottom of the table displays the total number of landings for the specified criteria. If multiple landings occurred at the one aerodrome, the four (4) letter ICAO identifier will appear with a x number, e.g. YSBK x 3 indicating 3 landings were conducted at YSBK. Page 69 of 103

Ops Notes The Ops Notes report allows you to see if particular flight crew have viewed and understood operational notices that have been uploaded to the system Unlike most reports there are no search criteria for this one. The table displayed shows the staff member on the left, and the top of the table shows each ops note. You can click the ops note link at the top of the table to open it in a new browser window. For each crew and ops note in the table, the date and time that the ops note was viewed is displayed in UTC time. Page 70 of 103

Master Daily Flight Record The MDFR report allows you to display all entries in the MDFR for a specified period, customer, pilot-in-command, additional crew or aircraft. By default the MDFR report can be accessed via the Reports > Master Daily Flight Record menu. Select the date period that you would like to search by via the calendar icons or click the by month drop down. Select the customer (optional). Select the pilot-in-command (optional). Select the additional crew member. If the additional crew member is the same as the pilot-in-command, click the Same as PIC checkbox. Select the aircraft. Additional options allow you to include cancelled flights in the report, or flights only with customers/students, entries with instrument time and so on. Page 71 of 103

When all search criteria have been entered, click the Search button. The following screen will appear. The table displayed shows the date of the flight, the customer, pilot-in-command, additional crew, hire type, aircraft, airswitch, vdo, flight details, accounting information, landings, approaches and instrument approaches conducted. Entries marked in software. Entries marked in sheet. indicate that the flight has been entered into the accounting indicate that the flight has been check against the aircraft flight The total airswitch and vdo times will be displayed at the bottom of the report. An extra option available at the bottom of the screen is the Display on Master Flight Sheet button. Clicking this button will load all of the shown flights in the MDFR so that the data can be updated in one easy place. Page 72 of 103

Engineering The Engineering report allows you to find jobs and search for labour that has been conducted on particular aircraft for a specified period. By default the Engineering report can be accessed via the Reports > Engineering menu. There are two search options. The first is a Job search. Select the date period that you would like to search by via the calendar icons or click the by month drop down. Optionally, enter the job number or aircraft. When all search criteria has been entered, click the Search button. The following screen will appear. The list displayed shows the job number, aircraft, description of the job, together with the date it was started and the date it was finished. In the final column of the list, options are displayed for the invoice. To display all items (parts & labour) on the invoice select All Items from the select box. To display only parts on the invoice select Parts Only from the select box. To display only labour on the invoice select Labour Only from the select box. Page 73 of 103

Click the Invoice button and the following screen will appear. The bottom of the report will display the total cost for the job. Page 74 of 103

The second search option allows you to search all the labour for a particular engineer/lame. Select the date period that you would like to search by via the calendar icons or click the fortnight drop down. Select the engineer/lame. When all search criteria has been entered, click the Report button. The following screen will appear. Page 75 of 103

Setup Accommodation By default, the accommodation database can be updated by clicking the Setup > Accommodation menu or choosing Accommodation from the menu on the left of any setup page. A complete list of accommodation complexes is displayed showing the name of the complex and number of rooms. To edit a complex click the Edit button. To add a new complex, click the Add New button. To delete a complex, click the appropriate delete checkbox on the left, then click the Delete button. Add/Edit Accommodation Step 1: Enter the name of the accommodation complex. Step 2: Enter how many rooms are available in the complex. There is no limit to the number of rooms per complex. Step 3: Click the Save button to save any changes. Page 76 of 103

Aerodromes By default, the aerodrome database can be updated by clicking the Setup > Aerodromes menu or choosing Aerodromes from the menu on the left of any setup page. The aerodrome database is used by the MDFR mainly, when selecting landing aerodromes or fuel supplier locations. A complete list of aerodromes is displayed showing the four(4) letter ICAO code, aerodrome name and state that the aerodrome resides in. Quick letter links at the top of the screen allow you to show all aerodromes for the given letter. e.g. click H to show all aerodromes with the YHxx format. By default, the list shows the letter A. To edit an aerodrome click the Edit button. To add a new aerodrome, click the Add New button. To delete an aerodrome, click the appropriate delete checkbox on the left, then click the Delete button. Page 77 of 103

Add/Edit Aerodrome Step 1: Enter the four (4) letter ICAO code for the aerodrome. Step 2: Enter the name of the aerodrome. Step 3: Enter the state that the aerodrome resides in. Step 4: Click the Landings checkbox to add the aerodrome to the favourites list for landings. Click the Fuel vendors checkbox to add the aerodrome to the favourites list for fuel vendors. Step 5: Click the Save button to save any changes. Page 78 of 103

Aircraft By default, the aircraft database can be updated by clicking the Setup > Aircraft menu or choosing Aircraft from the menu on the left of any setup page. The aircraft database is used throughout many areas of the FlightCRM application. A complete list of aircraft is displayed showing whether it is active, the registration and the type. Option buttons allow you to edit the details for a particular aircraft, or edit the maintenance release. Whilst synthetic trainers are not technically aircraft, they are used in places where an aircraft is required to be selected such as the booking sheet and MDFR. It is for this reason that synthetic trainers also need to be added to the aircraft database. To edit an aircraft click the Edit button. To add a new aircraft, click the Add New button. To delete an aircraft, click the appropriate delete checkbox on the left, then click the Delete button. You will notice that some aircraft (i.e. synthetic trainers) may not have an Edit MR button. This is because of the Display tab/options in the aircraft edit screen. Page 79 of 103

Add/Edit Aircraft At the top of the screen you will notice tabs labelled General, Details and Display. The General tab contains basic information for the aircraft. Step 1: Click the active checkbox to make the current aircraft active. In-active aircraft will not appear anywhere in the system only reporting. Step 2: Enter the type of aircraft (e.g. C172, BE58). Step 3: Enter the registration of the aircraft (ignore the VH- prefix). Step 4: If the aircraft is multi-engine, click the Multi-Engine checkbox. Step 5: If the aircraft is a synthetic trainer, click the Synthetic Trainer checkbox. The Details tab contains extra fields for the aircraft. Step 6: Enter the maximum take-off weight (MTOW) in kg for the aircraft (currently not used anywhere). Page 80 of 103

Step 7: Enter the maximum landing weight (MLW) in kg for the aircraft (currently not used anywhere). Step 8: Enter the fuel flow in litres/hour for the aircraft (currently not used anywhere). The Display tab contains options for where the aircraft should be used and displayed throughout the application. Step 9: Click the Show on the master daily flight sheet to display on the MDFR. Step 10: Click the Show on booking sheet to display on the booking sheet. Step 11: Click the Show on maintenance sheet to display in the maintenance tool and allow MRs to be created for the aircraft. Step 12: Click the Show on engineering jobs to display the aircraft in the engineering tools. Step 13: When all details have been entered, click the Save button. Page 81 of 103

Flight and Duty Times By default, the flight & duty configuration can be updated by clicking the Setup > Duty Times menu or choosing Duty Times from the menu on the left of any setup page. The flight & duty configuration is used by the Flight & Duty Time tool to control how it functions. The majority of the fields are self-explanatory but are clarified in the following table: Max 7 Day Duty Enter the maximum hours of duty permitted in 7 days. Max 14 Day Duty Enter the maximum hours of duty permitted in 14 days. Max 7 Day Flight Time Enter the maximum flight time permitted in 7 days. Max 14 Day Flight Time Enter the maximum flight time permitted in 14 days. Max 28 Day Flight Time Enter the maximum flight time permitted in 28 days. Max 365 Day Flight Time Enter the maximum flight time permitted in 1 year (365 days). Flight Times Select whether 28 days or 30 days should be applied for maximum flight times. CAO 48 Select CAO 48 standard or CAO 48 dispensation Part V. Split Duties Select either Sum of Duty, Sum of Duty + Rest Period or Sum of Duty + 50% of Rest Period. Currency Reminder Enter how many days crew should be reminded prior to a currency check. Late Night Duty Start Enter the time that a late night duty is defined as. GPS Unit 1 Enter the name of the first GPS unit used. GPS Unit 2 Enter the name of the second GPS unit used. GPS Unit 3 Enter the name of the third GPS unit used. GPS Unit 4 Enter the name of the fourth GPS unit used. Update all of the relevant configuration items then click the Save button. Page 82 of 103

Fuel Suppliers By default, the fuel suppliers database can be updated by clicking the Setup > Fuel Suppliers menu or choosing Fuel Suppliers from the menu on the left of any setup page. The fuel supplier database is used in the MDFR for recording fuel uplifts. To edit a fuel supplier click the Edit button. To add a new fuel supplier, click the Add New button. To delete a fuel supplier, click the appropriate delete checkbox on the left, then click the Delete button. Add/Edit Fuel Supplier Step 1: Enter the name of the fuel supplier. Step 2: Click the Save button. Page 83 of 103

Test Fees By default, the test fees database can be updated by clicking the Setup > Test Fees menu or choosing Test Fees from the menu on the left of any setup page. The test fees database is used in the MDFR. A complete list of test fees is displayed showing whether it is active, the test fee name and the cost. To edit a test fee click the Edit button. To add a new test fee, click the Add New button. To delete a test fee, click the appropriate delete checkbox on the left, then click the Delete button. Add/Edit Test Fee Step 1: Click the active checkbox to make the current test fee. Step 2: Enter the name of the test fee. Page 84 of 103

Step 3: Enter the cost of the test fee. Step 4: Click the Save button. Page 85 of 103

Menu By default, the menu can be modified by clicking Setup > Menu or choosing Menu from the left of any setup page. This screen allows you to create menu items and control the way that the main menu works for navigating the software. The list displayed shows the menu item, sorted in the same way that it appears throughout all the software screens. To edit a menu item, click the Edit button next to the corresponding item. To add a new menu item, click the Add New button at the top of the screen. To delete a menu item, click the corresponding delete checkbox, then click the Delete button. If you make mistakes, you can easily restore the default menu by clicking the Restore Default Menu button. Page 86 of 103

Add/Edit Menu Item Step 1: Select the parent menu item for the current menu. Select TOP if the item should appear on the very top menu. Step 2: Enter the label for the menu item. The label is what will appear in the menu. Step 3: Enter the link that the menu item should point to. This is normally a relative link and you can see from the existing items how relative links work. Sometimes you might like to link to a completely different web site, so enter the full http:// path here. Step 4: If you would like the menu to appear in bold, or for the link to open in a new browser window, click the Bold and Open in new window checkbox respectively. Step 5: Assign the menu item a sort ID. Menu items are sorted numerically by this number. Step 6: Click the Save button to apply your changes. Page 87 of 103

Files The Files area allows you to upload your own files and documents to the server. You can then link to these files and documents by modifying the menu as we discussed in the previous section. By default, the File setup screen can be accessed by clicking Setup > Files or choosing Files from the left menu of any setup page. All files reside in the relative path /files/ on your given hostname. For security reasons, it is not possible to upload files to any other location. The files screen will show a list of folders/directories for the specified path. To change to a different directory, click the link next to the folder. To create a new directory, enter the name in the Directory textbox, then click the Create button. To upload a new file in the current directory, click the Browse button, select the file from your computer and then click the Upload File button. Any type of file can be uploaded to the server. The web path column will display the relative web path for the current file. You can use this path in the menu control system to link to the file. To delete a file or folder, click the appropriate delete checkbox, then click the Delete Selected box. Note: A folder must be completely empty before it can be deleted. Page 88 of 103

Staff By default, the staff database can be updated by clicking the Setup > Staff menu or choosing Staff from the menu on the left of any setup page. The staff database is used throughout many areas of the FlightCRM application, including logon, MDFR, Flight & Duty Times and Bookings. Quick letter links at the top of the screen allow you to show all staff for the given letter. e.g. click H to show all staff members with names beginning with H. By default all staff are displayed. The list displays whether the staff member is active, the name of the staff member, the username and email address. To edit a staff member, click the Edit button. To add a new staff member, click the Add New button. To delete a staff member, click the appropriate delete checkbox, then click the Delete button. Page 89 of 103

Add/Edit Staff At the top of the screen you will notice tabs labelled Details, Privileges and Currency. The Details tab contains general details for the staff member. Step 1: Click the active checkbox to make the current staff member active. In-active staff members will not appear anywhere in the system only reporting. Step 2: Enter the aviation reference number ARN for the staff member. Step 3: Enter the first name for the staff member. Step 4: Enter the last name for the staff member. Step 5: Enter the username for the staff member. This will be used to login to the software. Step 6: To update the password, enter the password otherwise leave blank. Step 7: Click the Must change password at next login to force the user to change their password. Step 7: Enter the email address for the staff member. Step 8: Enter the contact phone number for the staff member. Page 90 of 103

The Privileges tab contains various settings to control access to certain functions throughout the software. Step 9: Click the checkboxes for the privileges that need setting. The following table describes the privilege settings: Intranet Administrator Safety Manager Flight Crew Casual Pilot Instructor Instructor Grade Senior Instructor Night Supervision Approval This user has access to all areas of the software. It is the highest level of access possible. This user has the ability to view all SMS reports, and is able to modify and delete them as well as complete Section D of the report form. This user has access to all flight crew functions and will appear in the booking sheet and MDFR lists. This user has limited access rights, but does appear in the booking sheet and MDFR lists. This user is a flight instructor. Available options are Grade 1, Grade 2, Junior Grade 3 and Senior Grade 3. Junior Grade 3 instructors require supervision by the CFI or a Grade 1 and this will be indicated on the booking sheet where relevant. This user has logged over 250 hours of instructing. If a student has not had a dual check with a senior instructor for more than 15 hours or 30 days a warning is displayed on the MDFR. This user has night supervision approval. Page 91 of 103

Engineer Engineer Admin Accounting This user is a LAME or Engineer and has access to the engineering tools. This user is the head engineer, and has the ability to access, edit and delete most of the engineering data. This user has accounting rights, and can update and delete most of the customer data. The Currency tab contains all of the checks due for the current staff member. Checks that are up-coming will be displayed in orange, and checks that have already expired will be displayed in red. Step 10: Update the name of the currency check and set the expiry date by clicking the calendar icon. Step 11: To add a new check, enter the name in the New: text box. Step 12: To delete a check, click the appropriate delete checkbox. When an up-coming check is due, an orange warning bar will be displayed at the top of every screen throughout the FlightCRM software. From this bar it is possible to update the check immediately or hide the warning. Step 13: When all of the data has been entered, click the Save button. Page 92 of 103

Customers By default, the customer database can be updated by clicking the Setup > Customers menu or choosing Customers from the menu on the left of any setup page. The customer database is used throughout many areas of the FlightCRM application, including the MDFR, Bookings & Training Competencies. The customer database can become quite large. For this reason, the first screen for customer setup is to select the customer from the drop down list. Select the customer that you wish to edit and then click the Edit button. To delete an existing customer, select the customer, then click the Delete button. To create a new customer, click the Add New button. Page 93 of 103

The following screen will appear. At the top of the screen you will notice tabs labelled General, View/Print, Training File, Previous Training, Documents, Photo ID, Contact, Medical, Lic/Ratings and Theory. The General tab contains general information for the customer. Step 1: Click the active checkbox to make the current customer active. In-active customers will not appear anywhere in the system only reporting. Step 2: If the customer is a company, select the Company radio box, then type the name of the company. If the customer is a person, select the Person radio box, then type the first name and last name of the customer. You can also enter a middle name, date of birth (dob) and ASIC expiry date. The View/Print tab contains options for printing customer information. The Logbook option will open the customer/student logbook. We looked at the logbook feature in a previous section. Page 94 of 103

The Bookings option will display all upcoming bookings for the customer, using the booking report. The Flight Sheet Entries option will show all entries from the MDFR for the current customer. The Communication History option will show all email communication for the current customer. The Progress Report will show a summary of training flights, sub totalling dual & solo flying hours. The Training File tab contains all of the training flights for the current customer/student. The list shows the date, instructor, hire type, aircraft, hours, training sequence, flight details and various options. Checkboxes on the far left allow each flight sequence to be viewed or printed. Page 95 of 103

Click the Sheet option to display the flight on the MDFR. Click the Edit option to edit the student s training record. We looked at the student s training record in a previous section. The Previous Training tab allows you to initialise a student s progress totals for their flying hours. This may be necessary if a student has come from another flying school. Enter the hours for dual & PIC time for both single and multi-engine aircraft and break down by day & night. The Documents tab allows you to upload and manage customer documents (e.g. pdf, doc). Each file can be categorised by Licence, Logbook, Medical, Endorsements, Exams or Other. Step 1: Click the Browse button and select the file from your computer. Step 2: Select the type of file. Step 3: If ready to upload and save, click the Save button. Page 96 of 103

The Photo ID tab allows you to upload a photo image (e.g. jpg, gif, png) for the student/customer. Step 1: Click the Browse button and select the image file from your computer. Step 2: To delete an existing photo image, click the Delete checkbox. Step 3: If ready to upload and save, click the Save button. The Contact tab allows you record specific contact information for the customer. Enter the mobile phone, home phone, work phone and email address. If required, also enter the address, suburb, state and post code. Page 97 of 103

The Medical tab allows you record details for the student s current medical certificate. The expiry dates set here are used in the MDFR to warn users that a student s medical is about to or has expired. Step 1: Enter the Designated Medical Examiner/Doctor and the place of the medical exam. Step 2: Select the Class 1 expiry date if appropriate and enter any class 1 restrictions. Step 3: Select the Class 2 expiry date if appropriate and enter any class 2 restrictions. The Lic/Ratings tab allows you to record licence and rating details for the current student. Step 1: Select the course that the student is enrolled in. Available options include CPL, CPL & MECIR, FIR, GFPT, MECIR, PPL, PPL & CPL. Step 2: Select the highest licence type currently held by the student. Step 3: Select the date that an instructor sighted the student s logbook. Step 4: If the student holds a flight radio operator licence, click the checkbox. Page 98 of 103

Step 5: If the student holds a NVFR rating, click the single engine or multi engine type as appropriate. Step 6: If the student holds private IFR rating (PIFR), select its expiry date. Step 7: If the student holds a command instructor rating (CIR), select its expiry date. Step 8: If the student is a flight instructor, select their grade and FIR expiry date. The Theory tab allows you to record theory passes and credits for the current student. Step 1: For each theory exam, select the date that it was passed and enter the location/place where the exam was conducted. Available theory exams include pre-solo, pre area-solo, flight radio operator licence, basic aeronautical knowledge (bak), private pilot licence (ppl), commercial pilot licence (cpl), instrument rating (irex), GNSS enroute and overseas conversions. Page 99 of 103

Training Competencies By default, the training competency database can be updated by clicking the Setup > Competencies menu or choosing Competencies from the menu on the left of any setup page. The training competency database is used throughout the student s training record and MDFR. A list of all of the training sequences is displayed. By default all courses are displayed. To restrict the list to a particular course, select it from the Show course drop down. Available courses are GFPT, PPL, CPL, NVFR, NVFR CCTS (circuits) and Other. To delete a sequence, check the appropriate delete checkbox, then click the Delete Sequence(s) button. Page 100 of 103

Add/Edit Sequence Step 1: Select the course for the training sequence. Step 2: Enter the name of the sequence. Step 3: If the sequence is a flight test sequence, click the flight test by ATO checkbox. If the sequence is circuit flying, click the circuit flying checkbox. If the sequence is a cross country flight, click the cross country checkbox. Step 4: Enter the type of sequence options available are Dual and Solo. Step 5: Enter how many units apply for this sequence (not currently used). Step 6: Enter the approximate duration in hours for the sequence. Step 7: Enter the route details if relevant. Step 8: Select the default landing locations for the flight sequence (normally only used when cross country). Step 9: Enter some extra notes for the sequence. Page 101 of 103

Also on this screen are fields for each competency that makes up the sequence. Competencies are grouped by Consolidation Training and New Flight Training. For each competency, complete the following: Step 1: Enter a number (competency items are sorted numerically by this). Step 2: Enter the CASA syllabus reference number for the competency item. Step 3: Enter the activity description for the competency item. Step 4: Enter the criteria for the competency item. To delete a particular competency item, click the red delete checkbox. When all information has been entered, click the Save button. Page 102 of 103

Weather By default, the weather database can be updated by clicking the Setup > Weather menu or choosing Weather from the menu on the left of any setup page. The weather database is used by the Weather tool to display the current METAR and TAF information via NAIPS. Up to 10 aerodromes can be specified. Step 1: Enter the four (4) letter ICAO aerodrome identifier. Step 2: Set the default aerodrome. The default aerodrome will always be displayed first in the list and is also used by the Student Training Record to save the in-flight conditions at the time of the flight. Step 3: Click the Save button. Page 103 of 103