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Ilka Wolf, Marketing & Sales Meet the challenges of Continuation Training Record Keeping

Continuation Training Human Factors Training Relevant Technology Procedures Meet the Challenges of Continuation Training Record Keeping WATS 2009

Authority Requirements Who: Certifying Staff, Category B 1 and B 2 Support Staff … and all others When: Every 2 years Duration: Sufficient Syllabus: Depends Content: 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 • EASA certification can be withdrawn • Lose contracts and customers Meet the Challenges of Continuation Training Record Keeping WATS 2009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

Compliance Cycle Data Flow and Rule Setup Authorization/ Qualification Update License / Qualification Setup / Rules Compliance Monitoring Automated Currency / Expiry Date Updates Reporting/ Currency Queue Renewal Workflow Signoff / Approval Recurrent / Continuation Training Meet the Challenges of Continuation Training Record Keeping WATS 2009

Compliance Cycle Renewal Workflow (1) 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. Meet the Challenges of Continuation Training Record Keeping WATS 2009

Compliance Cycle Renewal Workflow Example (2) Engineer is notified by system X Days prior to expiry… Authorization extended Organizes Training, correspondence with authority – Approves (or rejects) renewal Sends renewal request 1. 4. 2. Manager gets renewal request 3. QA gets request Meet the Challenges of Continuation Training Record Keeping Endorses request WATS 2009

Compliance Cycle Renewal Workflow Example (3) • Engineers get e-mail alerts from the system. They can logon to their Web Account and monitor their authorizations: Meet the Challenges of Continuation Training Record Keeping WATS 2009

Compliance Cycle Renewal Workflow Example (4) • 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). Meet the Challenges of Continuation Training Record Keeping WATS 2009

Thank you! Meet the Challenges of Continuation Training Record Keeping WATS 2009