Beginning Schedulingfor Part 91

PRESENTED BY:

Gerald Grady, CSX Corporation

Theresa Lushina, Motorola Solutions

Holly Pendleton, Aflac Incorporated

Schedulers & Dispatchers Conference | San Antonio, TX | January 22 – 25, 2013

Wednesday, January 23, 2013 10:15 am – 11:45 am

How and What we are going to cover

Audience participation

What is your role in the Aviation Department

Scheduling a company aircraft Scheduling a company aircraft

Pre & Post Documentation

Resources

2

In the beginning…

3

What skills did you bring to this job?

Organize

Details

4

Details

Multi-task

Company training classes

Department un-official training

Schedulers & Dispatchers Conference

I am overwhelmed!

There is so much to learn… where do I start?

Schedulers & Dispatchers Conference

Scheduling Software Users meetings

License and re-current schools

Networking

5

Know “YOUR” Aviation Department

Aircraft availability and limitations

Airports and limitations

Crew availability and limitations

6

Passengers

Risk Assessment Tool

Standard Operating Procedures (SOP)

Communication Hub & Language Interpreter

CompanyExecutives

ExecutiveAssistantsService

7

YOU

Assistants

(am/pm)

Pilots

(Zulu)

Maintenance

(24 Hr)

ServiceProviders

Domestic Trip

8

“One of the most useful aspects of the left-brain is the

linear thinking, or sequential thinking. The brain takes

details, lines them up, arranges them in logical order,

and draws conclusions. The left-brain makes lists. It

enjoys schedules and daily planning. A sense of

accomplishment is achieved when tasks are checkedaccomplishment is achieved when tasks are checked

off the list”

9

One of many from a Google search on left-brain

Trip A to Z

Receive trip request Review request – FOM & Company Policies Select aircraft Review and select airports (confirm w/crew if need) Build trip in scheduling software Crew flight Add passenger manifest (For international trips) - contact Service Provider

10

(For international trips) - contact Service Provider Review catering requests* Confirm flight times with executive assistant - Get pax itinerary Select FBO – request any services Arrange ground transportation Arrange crew logistics: hotel / day room / ground / catering Review trip with assigned crew Send executive assistant/passenger completed itinerary Aircraft departure Flight follow Post flight Debrief

REQUESTED

RECEIVED

REVIEWED

The 4 R’s

11

REVIEWED

RECONFIRMED

The Request…

12

By phone?

By email?

By online reservation request?

Receive Details

When

Who

Where

13

What time

Receive Details

Who

Where

When

What time

14

What time

Catering

Ground Transportation

Special Requests

Review Request

Checklist

Date(s) available?

Aircraft available?

Check with maintenance

Closest airport accessible?

15

Closest airport accessible?

Build trip in scheduling software

Time constraints?

Crew available?

Duty day issues?

FBO – accommodate?

Received trip approval?

International Trip Planning

Passports (Primary or Second) – VERIFY

Over-flight and Landing Permits

Visas

Handling Information

16

Over-flight and Landing Permits

Customs, Immigration, & General Declaration forms

CANPASS Checklist

Security Brief

eAPIS

Trip Confirmation –Reconfirm and Cross-Check

Confirmed with: __________________

Location Dates / Times

Purpose of Travel

Review Pax Profile – Special Requests

Catering ordered/confirmed

Pax Ground Transportation

17

Pax Ground Transportation

Pax Information Card

FBO’s Notified

ARO’s / Customs Notified

Crew Notified

Maintenance Tech Notified

Contract Fuel Arranged

Flight Plans

Crew Hotel

Crew Transportation

Checklist – VERY IMPORTANT

Trip cancelled!!!

18

Pre-Flight Briefing & Trip Package

Crew Paperwork

Passenger Manifest (to be signed)

Copy of Passenger Itinerary from Admin

19

Passenger Profile

Flight Plans

Crew Hotel Confirmations and Directions

Crew Transportation

Contract Fuel Arrangements

Catering Details & Confirmation

Flight Following

Was is it? Do You do it? Should You?

tracking system

20

automatic messages

Post Trip

Paperwork – trip packet

Debrief with crew

Reporting

21

POST FLIGHT REPORT

N ________ CAPTAIN: _________________ DATE: _____________

ENCLOSED

TRIP SHEET

LIST OF PASSENGERS RECEIVING SAFETY BRIEF

COMPLETED MAINTENANCE DISCREPANCIES

CATERING / FUEL RECEIPTS

FUEL COST COMPARISON SHEET

BLUE BOOK RETURNED

iPADS RETURNED

CLEANED / RESTOCKED A/C - INSTALLED CARPET RUNNERS

22

CLEANED / RESTOCKED A/C - INSTALLED CARPET RUNNERS

MAINTENANCE POST BRIEFING

(If Applicable) SAFETY / RISK ASSESSMENT REPORT

(If Applicable) SECURITY INCIDENT REPORT

FBO / AIRPORT COMMENTS:

CATERING - PASSENGER SPECIAL REQUESTS:

GENERAL COMMENTS:

Technology is your Friend

Scheduling software Laptop

23

Smart Phone Tablet

Terminology, Websites & Resources…to name a few

24

25

Found in NBAA Management Guide

Helpful WebsitesAirport Information www.acukwik.com

Airport Trip Planner www.universalweather.com

Airport Details www.airnav.com

www.aopa.org

Air Charter Guide www.aircharterguide.com

Aviation Related Calculator www.csgnetwork.com/aviationconverters.ht

ml

Air Traffic Control System www.fly.faa.gov/flyfaa/usmap.jsp

CDC – Traveler’s Health www.cdc.gov/travel/index.htm

26

CDC – Traveler’s Health www.cdc.gov/travel/index.htm

Air Traffic Services (formerly GA Desk) www.airtraffic@nbaa.com

International Civil Aviation Organization www.icao.int/index.html

National Business Aviation (NBAA) www.nbaa.org

Restrictions – International Aviation www.faa.gov/AIRPORTS_AIRTRAFFIC/

Special Traffic Management

(e-STMP)

www.fly.faa.gov/estmp

State Department Travel http://travel.state.gov/

Time Zone Converter www.timezoneconverter.com/index.shtml

U.S. Customs – Traveler Information http://www.cbp.gov/

Visas www.g3visas.com

Weather www.weather.com / www.weathertap.com

Flight Operations Manual (FOM)

NBAA

NBAA Management Guide

Resources

Trade Publications

27

Pilot

Maintenance

Accounting

Good Resource

Accounting

IT

Software Company

FBO

Support Vendors

28