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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
2
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
3
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?
4
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
5
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
6
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
7
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
8
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
9
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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
11
Sample Domestic Structure
Active Flight Documents
12
Sample International Structure
Operational Documents
13
Further Subdivided by Fleet, Aircraft and Aircraft Type
14
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
15
All Teams Working Towards One Goal
16
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
17
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
18
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
19
Davinci Jets
Roadmap
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
20
Davinci Jets
Roadmap
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
21
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
Stage One – Paper World
22
Davinci Jets
Roadmap
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
23
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
Stage Two – Transition
Office 365
24
Davinci Jets
Stage Two – Transition (cont.)
FOS
QuickBooks
Salesforce
Camp
FOS Mobile
Mx write-
ups
Invoice
iPreflight
25
Davinci Jets
Roadmap
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
26
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
27
Davinci Jets
Stage Two – Transition (cont.)
FOS
QuickBooks
Salesforce
Camp
FOS Mobile
Mx write-
ups
Invoice
iPreflight
28
Davinci Jets
Roadmap
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
29
Davinci Jets
• Continuous research and exploration of new technology
• Continuous benchmarking and evaluation of industry best practices
Stage Four – Continued Improvement