man vs. paper
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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
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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
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
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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
Stage One – Paper World
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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
• 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
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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
Stage One – Paper World
Stage Two – Transition
Stage Three – Full System-wide Integration
Stage Four – Continued Improvement
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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
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
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