man vs. paper

Man vs. Paper

PRESENTED BY:

Henry “Duke” LeDuc (Texas Instruments)

Scott Voglesonger (Davinci Jets)

Thursday, January 21, 2016 | 3:30 pm - 4:10 pm and 16:20 pm - 17:00pm

Schedulers & Dispatchers Conference | Tampa, FL | January 19 – 22, 2016

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Texas Instruments, Incorporated

• Part 91 Corporate Flight Department for a Fortune 500 Company.

• TI Flight Operations established in 1965 (50 Years Accident Free Flying)

• IS-BAO Stage III (2nd Recertification)

• Operate two Bombardier Global 6000 Aircraft

• Over 55% of Flight Hours are International Operations

Background

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Man vs. Paper!

• What’s wrong with our current paper based system?

• Is going paperless complicated to do?

• Will my staff and business be able to adopt to a paperless document

management system instead of traditional paper system we are using?

• Will added technology speed up or slow down our workflow?

• Can I really save any significant amount of money by going paperless?

• Will I be forced to change how I run my business in a paperless environment?

• Is paperless right for aviation?

Why Go Paperless Anyway?

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Drivers of Technology

• Go Faster

• Increased Access to Information

• Makes Process Simpler and Less Painful

• Higher Efficiency with Resources

Clearly Satisfies a Need or Solves a Problem

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Reasons NOT to Go Paperless

• Fear of Change! (Real or Imagined)

• New Procedures

• Additional Initial Costs (Tools, Software &

Training)

• Possible Glitches and Data Loss on the

Road

• Some Documents Must be Kept in Paper

Format

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Reasons to Go Paperless• Best Way to Pass Information Accurately

• Improves Communication by Reducing e-mails and Phone Calls

• Increased Access to Information

• Greater Data Protection and Security

• On-the-go access

• Tracking History

• Save Money

• Historical Archiving and Referencing

• Go Green

• It’s Fun

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Tools Needed• Cloud Drive (Dropbox; iCloud; Box; etc.)

• Scanner

• Software to convert documents to .pdf

format (Adobe Acrobat Pro; You may

also use MS Word)

• Software to host the information stored

information from the Cloud Drive (OBDS

Aviation Docs; Bombardier FlightDeck;

Evernote)

• Collaborative Checklists/Workflow

Solutions

• Computers

• Mobile Phone

• iPad

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Steps: Taking Your Flight Paperless

• Most Critical Step in the Process

• Get Your Team Onboard

• Define the Problem and Decide the

Scope of the Project

• Choose and Organize Documents

• Establish Your Budget

• Consider Integration with Existing

Applications

• Map Out Implementation Plan

Collaboration and Planning

How the Pieces Fit

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Major Areas of Implementation

• Active Flight Documents

• Operational Documents (Further Subdivided by Fleet, Aircraft and Aircraft Type)

• Manuals - Any document produced in-house;

• Publications - Externally produced and managed

• Forms – Anything that needs to be filled out

Documents

Active Flight Documents

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Sample Domestic Structure

Active Flight Documents

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Sample International Structure

Operational Documents

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Further Subdivided by Fleet, Aircraft and Aircraft Type

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Major Areas of Implementation

• Reduces Manual Processes and Potential Errors

• Allows More Inclusive Trip Planning

• Improves Communication

• Ensures All Personnel are Aware of the Status of All Arrangements

• Clearly Communicates Delegation of Responsibilities

• On-the-Go Access

Collaborative Checklists and Workflow

Collaborative Checklist

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All Teams Working Towards One Goal

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Helpful Hints Along the Way

• Don’t try to change all of your systems at once. Take baby steps if needed

• Build your systems based on your teams habits and closely mirror the information

in a similar format

• Be consistent – Use standard format names and uniform file structures to make

the information easy to find

• Highly recommended that you do not use the old system once the new system

has been implemented

• Ensure Your Filing Structure is not too complicated for your team to want to use

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Davinci Jets

• Charter/Management company based in Charlotte NC

• Founded in 2006. Started with one managed Citation XLS

• 12 managed jets/turboprops spread among 5 different locations

• About 50/50 split between part 91 and part 135

• About 45 employees

Background

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Davinci Jets

• How to achieve profitable growth?

– Need to find efficiencies so that we can add airplanes without increasing overhead

– Need to be able to manage remote operations so that we can open new markets

• Must always meet regulatory requirements

– Electronic recordkeeping requirements

– OpSpec A025 and A061

– AC 120-78 and 120-76C

Challenge

Sources: enter sources here

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Davinci Jets

Roadmap

Stage One – Paper World

Stage Two – Transition

Stage Three – Full System-wide Integration

Stage Four – Continued Improvement

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Davinci Jets

Roadmap





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Davinci Jets

• Heavily dependent on manual process

• Extensive use of paper manuals and Excel spreadsheets

• Flight Operations: Paper charts, paper load manifest, paper manuals, paper

training records

• Maintenance: Carbon form AML, dry erase board for inspection status

• Scheduling: Basic use of scheduling and quoting software

• Finance: Excel spreadsheets and QuickBooks, manual invoicing process

• Business Development: Excel spreadsheets, dry erase boards, notepads

• Inefficient siloes with little cross talk


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Davinci Jets

Roadmap





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Davinci Jets

• Identify key improvement areas, set priorities and timeline

– Flight Ops: Electronic flight bag, trip reporting and load manifest calculation

– Scheduling: Upgrade to hosted scheduling solution with mobile access

– Finance: Upgrade accounting software to be able to measure profitability by department

and tail number, automate expense entry and reconciliation

– Sales: Integrate CRM software with quoting/scheduling software, DocuSign

– Maintenance: Mobile, electronic submission of discrepancies and electronic tracking of

aircraft status

• Identify software solutions and support partners

– Flight Apps – Using to help with full integration of all software and benchmarking of

industry best practices

– Software – Using Office 365, FOS with FOS Mobile, iPreflight, Intacct, Salesforce and

Camp


Office 365

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Davinci Jets

Stage Two – Transition (cont.)

FOS

QuickBooks

Salesforce

Camp

FOS Mobile

Mx write-

ups

Invoice

iPreflight

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Davinci Jets

Roadmap





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Davinci Jets

• Full integration of all platforms with two way data transmission and automated

reporting

– Company:

• Office 365 for calendar, email, productivity suite, collaboration, document management and

workflow

– Scheduling: FOS/FOS Mobile fully integrated, trip data updated and automatically sent to flight crews

– Finance:

• Intacct accounting software has two way data transmission with FOS allowing for real time

company performance dashboard

• Intacct measures profitability by department and tail number, automated expense entry and

reconciliation

– Sales: Salesforce has two way data transmission with FOS allowing tracking of lead generation,

seamless conversion from opportunity to trip and contact management

– Maintenance: Mobile, electronic submission of discrepancies and electronic tracking of aircraft status

Stage Three – Full System Wide Integration

Office 365

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Davinci Jets

Stage Two – Transition (cont.)

FOS

QuickBooks

Salesforce

Camp

FOS Mobile

Mx write-

ups

Invoice

iPreflight

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Davinci Jets

Roadmap





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Davinci Jets

• Continuous research and exploration of new technology

• Continuous benchmarking and evaluation of industry best practices
