Continuation Training Record Keeping

Meet the challenges of

Ilka Wolf, Marketing & Sales

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Continuation Training

Human Factors TrainingRelevant TechnologyProcedures

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Authority Requirements

Who: Certifying Staff, Category B1 and B2 Support Staff … and all others

When: Every 2 years

Duration: Sufficient Syllabus: DependsContent: Individual

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Record Keeping: EASA Requirements

AMC 145.A.35• (e): List all staff and when training will take

place, its elements (…) and that it was carried out (…)

• (j/1): Records must contain a minimum of information, e.g. personal and qualification data

• (j/3): It must be ensured that records cannot be altered in an unauthorised manner (…)

• (l): Certifying staff shall produce their authorisation to any authorised person within 24 hours

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Non-Compliance - Consequences

• Individuals must “recertify” their qualification

• Operation is subject to additional rules and regulatory oversight – please the authority!

• EASA certification can be withdrawn

• Lose contracts and customers

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Record Keeping Compliance: What are the business problems to be solved?

1. Expiry Dates of every authorization in connection with employees needs to be tracked

2. Multiple methods for tracking expiration of a technician’s currency

3. Any complexity of continuation training syllabus

4. No clear assignment of responsibilities

5. Communication challenge

Meet the Challenges of Continuation Training Record Keeping WATS 2009

How can software with automation functionalities improve and facilitate the Training Record Keeping Process?

• Standard Method for monitoring employee qualifications / Have all information in one database

• Quick access to records for everyone. Clear data structure and transparency.

• Automated Workflows– Service Bulletin Workflow (with confirmation that info has

been read)– Authorization Renewal Workflow / Compliance Cycle

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Authorization/ Qualification

Recurrent / Continuation

Training

Compliance Monitoring

Reporting/ Currency Queue

RenewalWorkflow

Update License / Qualification

Automated Currency / Expiry

Date Updates

Setup / Rules

Compliance CycleData Flow and Rule Setup

Meet the Challenges of Continuation Training Record Keeping WATS 2009

For what do we need the workflow?

• Notifying employees in advance.

• Centralizing the ‘open’ renewal items.

• Automate the extension of expiry dates.

• Define workflow steps according to your business process.

Compliance CycleRenewal Workflow (1)

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Compliance CycleRenewal Workflow Example (2)

3.

Engineer is notified by

systemX Days prior to expiry…

QA gets request

Manager gets renewal request

Authorization extended

Sends renewal request

Organizes Training, correspondence with authority –

Approves (or rejects) renewal

Endorses request

1.

2.4.

Meet the Challenges of Continuation Training Record Keeping WATS 2009

• Engineers get e-mail alerts from the system.They can logon to their Web Account and monitor their authorizations:

Compliance CycleRenewal Workflow Example (3)

Meet the Challenges of Continuation Training Record Keeping WATS 2009

• The MQA’s and Managers see the ‘open’ licenses for multiple Engineers:

• When approving the renewal, the expiry date is updated by the system for the previously defined period (e.g. 2 years).

Compliance CycleRenewal Workflow Example (4)

Meet the Challenges of Continuation Training Record Keeping WATS 2009

Thank you!