Beginning Scheduling Part 91

PRESENTED BY:

Phil Wolff - Tenet Healthcare

Brande Mann - Glazer’s Distributors

Wednesday, February 4th, 2015| 1:00 pm – 2:30 pm

Schedulers & Dispatchers Conference | San Jose, CA | February 3 – 6, 2015

Beginning Scheduling Part 91

• Scheduler vs. Dispatcher

• Federal Aviation Regulations (FAR)

– Part 91

– Part 121

– Part 135

• Aviation Acronyms vs. Laymen Terms

– 12 Hr. Clock vs. 24 hr. Clock (9:00 pm vs. 21:00L)

– Local Time vs. Zulu Time (0900L vs. 0900Z)

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Introduction to Part 91 Scheduling

Desired Skills of a Scheduler

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Flexible Schedule Customer Service Oriented

Multi-task Self Motivated

Fast Paced Excellent Verbal Communication Skills

Information Flow Attention To Detail

Team Player Effective Problem Solver

Diplomatic Trouble Shooting Skills

Polished Demeanor Ability To Remain Calm In Stressful Situations

Flexible Attitude Outgoing Personality

Self-confident Sensitive To Corporate Climate

Preparing to become a

Scheduler

• Attend a Corporate Scheduler/Dispatcher Initial Course

• Attend a S & D Conference

– Take advantage of the SPDP and PDP courses offered by NBAA

• Network with fellow schedulers

– Job shadow and visit other flight departments

• Familiarize yourself with your company ops manual

– Know your company’s emergency response plan

• Know your crew duty time limitations

• Familiarize yourself with your aircraft

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Expectations

• Who?

– Who will you be interacting with daily?

• Pilots, Maintenance, EAs (Executive Assistants), FBOs, Ground

Transportation, Handlers, Security, Caterers etc…

• What?

– Is expected of you?

– Scheduling only or additional admin. duties?

– Can you do to help your department, passengers and aviation

professionals you interact with?

– Are the service level expectations?

• Satisfy request no matter what the expense or Cost-effective

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Expectations

• When?

– When do I ask for help? ANY TIME!

• Where?

– Learn YOUR flight department. Where are your frequent

destinations, do you travel only Domestic or International?

• Why?

– Learn “WHY” certain procedures are in place. Can you improve a

report or process? Ask Questions!

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The “Hub” of the Flight

Department

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• Information is gathered, processed and then distributed

through the Scheduler to many different groups.

Relationships with Various

Groups

• Understand how each group does their part and what they may

require from you.

– Get to know the Administrative Assistants who send you the flight

requests

– Get to know what your maintenance department will need

– Visit vendors (i.e., ground transportation, catering, maintenance)

– Visit Fixed Base Operators (FBO)

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Communication skills and functional understanding of

each role

The Request…

• By phone?

• By email?

• By online reservation request?

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Trip Request

• Dates & times

• Passenger

• Trip purpose

• Address of meeting/event

• Ground transportation needs

Trip Information

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Trip Folder

• Paper

• Electronic

– Scheduling software

– Folders in email program

How to accomplish

Flight Scheduler Duties

• Aircraft Availability

– Maintenance

– Charter

• Approval

• Travel Grouping Policy

• Airport Selection

– Accommodate aircraft?

– Slots?

– High Risk Airport

– Time Constraints

Pre-Trip

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• Crew Selection

– Availability

– Currency

– Duty Time Limitation

– Build Trip in Scheduling Software

• FBO Selection

– Fees

– Winter Ops

• Fuel

– Programs & Pricing

Flight Scheduler Duties

Pre-Trip

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Flight Scheduler Duties

• Hotels

– Passenger

– Crew

• Ground transportation

– Passenger

– Crew

• Catering

• Checklists

Pre-Trip

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Checklists

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FBO

Checklists

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Domestic

Checklist

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International

• Check weather and create contingency plan

• Send out passenger itineraries

• Email & print trip sheets for crew

• Briefing

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Flight Scheduler Duties

Pre-Trip

International (in addition to Domestic)

• Handler?

• Ensure Airports are Entry Airports

• Collecting country information

– Medical Shots, Information, Preventative measures

– Security Information – Safety Concerns

• Passports / Visas

• Landing and over-flight permits

• Customs, Immigration and General Declaration forms

• E-APIS

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Flight Scheduler Duties

Pre-Trip

Trip Cancelled?!?!

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Trip Cancellation Checklist

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Flight Scheduler Duties

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And who knows how many other tasks end up

on your desk!

Day of Flight

• Weather Check

• Flight Following

• Notifications

– Vehicle onsite

– ETA , delays, etc….

• FBO

• EAs

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Flight Scheduler Duties

Flight Scheduler Duties

• Enter Flight Logs

• Paperwork

– Post Trip Report

– Trip packet

• Reconcile and process invoices from trip

• Create various reports

– Operations Reports

– Financial Reports

– Passenger/Personal Usage

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Post Trip Duties

Post Trip Report

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Scheduling Software

• Shows aircraft & crew availability

• Allows passenger to request a trip via the scheduling software

• Flight following

• Integration

• Schedule aircraft, crew and maintenance

• Allows you to run reports

• Recordkeeping

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Bringing all the parts of your job together

Resources

• Company Manuals

• NBAA & Airmail

• Regional Aviation Organizations

• Local Aviation Departments

• Trade Publications

• Flight Department Members (Pilots, Maintenance, etc…)

• FBO

• Software Company

• Support Vendors

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Helpful Websites

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Airport 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.html

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

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

Acronyms

29 NBAA Management Guide