Crew Recency

Crew Recency 2017-09-11T03:59:15+00:00

Info and Concepts

A Recency is an item that must be completed or achieved by the staff member according to regulations or company requirements. In Flight Ops we have categorised recency items as Flight and Non Flight Recencies.

A Flight Recency is one that is achieved in the course of the pilots normal working day. These are recorded at the same time as a pilot completes their flight returns. The requirements for the completion of these is usually that the crew member must complete a set number of the action in a predetermined time period. As an example CASR Part 61.870 (2) mandates 3 IFR instrument approaches in a 90 day period for a pilot to remain current to fly under the IFR.

Examples of a Flight Recency are –

  • IFR Approaches in accordance with CASR Part 61
  • Landings carried out on a trolley in a rotary wing aircraft.
  • Take Off carried out at night.
  • Landings carried out at night.
  • A set number of actions in a set period to remain current to perform that type of operation.

A Non Flight recency is something that is not carried out in the course of a normal flying day. It may be actually carried out in an aircraft but it is something that requires prior planning and perhaps an Instructor or Examiner to be present. It may also be a training requirement mandated by the organisations operations manual.

Examples of Non Flight Recencies are –

  • 12 month Base Check or Line Check.
  • Annual IFR Proficiency check.
  • Renewal of a crew members ASIC.
  • Recurrent training for the crew members 20.11 certification.
  • Pilot Medical
  • Aircraft handling and towing internal training.

A Non Flight Recency item can be renewable or non-renewable (one off items). You can set a renewable interval period and a warning period to start emailing users that the recency item is within the warning period.

Recency items are setup within System Administration and therefore you will require access to this section for their setup

Examples of a Flight Recency are –

  • IFR Approaches in accordance with CASR Part 61
  • Landings carried out on a trolley in a rotary wing aircraft.
  • Take Off carried out at night.
  • Landings carried out at night.

As part of the flight validation of a booking Aerotrack will check that the pilot is current to carry out the flight.

A Recency item is made up of four parts –

  • Category – this can be used to group like items together.
  • Recency Code – this is a short code that allows the item to be identified.
  • Description – a more verbose label for the item where the short code can be expanded upon.
  • Interval – This is a calendar period interval for Non Flight to be renewed and a target count within an interval for Flight related recencies.

Where

From within the System Administration section the organisation can create the recency templates which is a list of all the recency items that will be be applied to staff members

Once a Recency has been setup in the template it can be applied to an individuals account and tracked.

Walkthrough

Setting up a new Recency item.

  1. From within the System Administration section open the “Crew Recency Setup” tab.
  2. In this section you can toggle between the Flight Recencies and Non Flight Recencies using the “Show” button as displayed here. show1Screen Shot 2016-02-22 at 12.25.23 PM
  3. Open the Manage Categories window Screen Shot 2016-08-02 at 2.31.57 PM in the section that you in. This allows you to add a new category, rename an existing category or delete a category. You will not be permitted to delete a category which has items assigned to it.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-02 at 2.33.02 PMScreen Shot 2016-02-22 at 12.25.23 PM
  4. Once the categories have been the individual recency items can be built in the table ready to be applied to staff members.
  5. To add a new recency item click the add a new record icon – Screen Shot 2015-12-09 at 12.31.05 PM
  6. Open the recency item to enter the required information.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-23 at 2.07.57 PMScreen Shot 2016-02-22 at 12.25.23 PMEnter the Category using the drop down menu containing the list of predefined cateogories. Enter a “Code”, this is a shorthand identifier of the item, enter a long description in the field provided.
  7. Check the ‘Renewable” box if the item has to be action on a recurring basis, the interval can either months or days and can be entered in the details section.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-23 at 2.22.22 PMScreen Shot 2016-02-22 at 12.25.23 PMLeave this section blank for a once off recency item that you wish to keep a records of but does not have a renewal period.
  8. Set the warning period in the “Notify Details box, this setting defines when Aerotrack will send out the warning for an upcoming renewal.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-23 at 2.24.51 PMScreen Shot 2016-02-22 at 12.25.23 PM

Setup the Email Warnings sent to staff members

Aerotrack will send an email to the staff members and management to let them know when a recency item is coming due for renewal. The “Email Setup” module allows the organisation to customise how these warnings are communicated.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-23 at 2.35.04 PMScreen Shot 2016-02-22 at 12.25.23 PM

The top section shows the fields available for the Application Manager to include in the warning email. Use the mouse to drag and drop these fields into the body of the email below to compose the message.

The body of the email is comprised of text as entered by the operator and fields included from the database. Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-23 at 2.37.23 PM

Tips

The Usage tab will show you all staff members that the item has been allocated to and shows their expiration date and the days or months to run until a renewal is required.

Use the “Options” box to choose which solution this recency item will be available in.