Continuation Training Record Keeping

1. Continuation Training Record Keeping Ilka Wolf, Marketing & Sales Meetthechallengesof

2. Continuation Training Human Factors Training Relevant Technology Procedures

3. Authority Requirements Who: Certifying Staff, Category B1 and B2 Support Staff … and all others When: Every 2 years Duration: Sufficient Syllabus: Depends Content: Individual

4. 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

5. 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 • EASA certification can be withdrawn • Lose contracts and customers

6. Record Keeping Compliance: What are the business problems to be solved? • Expiry Dates of every authorization in connection with employees needs to be tracked • Multiple methods for tracking expiration of a technician’s currency • Any complexity of continuation training syllabus • No clear assignment of responsibilities • Communication challenge

7. 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

8. Compliance CycleData Flow and Rule Setup Authorization/ Qualification Setup / Rules Update License / Qualification Compliance Monitoring Automated Currency / Expiry Date Updates Reporting/ Currency Queue Signoff / Approval Renewal Workflow Recurrent / Continuation Training

9. Compliance CycleRenewal 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.

10. Compliance CycleRenewal Workflow Example (2) Engineer is notified by system Sends renewal request X Days prior to expiry… 1. Authorization extended Manager gets renewal request 4. 2. 3. Endorses request Organizes Training, correspondence with authority – Approves (or rejects) renewal QA gets request

11. Compliance CycleRenewal Workflow Example (3) • Engineers get e-mail alerts from the system.They can logon to their Web Account and monitor their authorizations:

12. Compliance CycleRenewal 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).

13. Thank you!