takeflite setup pilot-staff rostering

Setup Pilot – Staff Rostering

Version 1, January 2014

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Page | i © Copyright Takeflite Ltd 2014

Contents

Takeflite Staff Rostering ............................................................................................................. 1

User Settings .......................................................................................................................... 1

Pilot/Staff Rules ..................................................................................................................... 2

Adding a New Rule Group .................................................................................................. 4

Rule Definitions .................................................................................................................. 5

The Flight Time Rules Tab .................................................................................................. 6

The Duty Time Tab ............................................................................................................. 7

The Standby Tab................................................................................................................. 9

Recency Rules ...................................................................................................................... 10

Pilot/Staff Roster Related Site Settings ............................................................................... 11

Manage Duty Types ......................................................................................................... 12

Define Check and Test Types ........................................................................................... 14

Pre-Defined Work Periods ............................................................................................... 15

Rule % Approach Colours ................................................................................................. 15

14 Day Method ................................................................................................................ 16

Recency Overview ............................................................................................................ 18

Pilot Overview Site Settings ................................................................................................. 18



Page | 1 © Copyright Takeflite Ltd 2014

Takeflite Staff Rostering

Welcome to the Staff Rostering setup manual, where we will discuss the initial setup

of the Staff Roster System including:

1. User requirements

2. Rules

3. Check and training.

Please view the using the Staff Roster system in regards to using the rostering

system once the setup discussed in this manual has been completed.

User Settings

More specific details of User settings specific to Pilot/Crew setup can be found in the

guide to setting up users. More details in regards to individual settings and permissions

related to setting up a pilot are found.

It is important to remember for or a user to appear on the Staff Roster as either a pilot or flight attendant the following conditions must be met:

Pilots must be a User security level and added as Crew

Flight Attendants be User security level and added as Crew

Flight attendant checkbox must be ticked when required,

Must have allocated aircraft assigned.

We also recommend:

Pilot’s weight is included in user settings,

Pilot details are includes in user settings,

Summary of experience has been updated in User Settings,

Various Permissions have been adjusted to meet organisations requirements

Reports are restricted to those required

Crew are provided access to the TF App in the Mobile Permissions section of the User settings

In the case of a Chief Pilot, or similar, we recommend two user accounts are created:

1. As ‘Crew’ which is used for assigning the chief pilot to flights, and

2. As an administration user allowing for management of Staff Roster, pilot Rules

etc.




Pilot/Staff Rules

To setup pilot rules, for example CASA Part 48 rules in Australia, you will first need

to open the Staff Roster.

To do this, choose view and choose Pilot/Staff Roster.

This will bring you to the Pilot/Staff Roster Screen as seen below.

To open the rules sections, which is only available to Admin security level users,

choose setup and choose Part 48 Rules.



Note: If you find the Rules section greyed out, this is as a result of the Pilot Rules

module not turned on. Due to the complexity of Pilot rules this section is an

additional module to Takeflite; please contact Takeflite if you would like to discuss

options.

The Pilot/Crew screen once open will view as seen below. In this screen you will view the

Groups section:

1. (Default) – these are the default rules which are applied to all flights/aircraft

unless otherwise stipulated.

2. Domestic Low Capacity – Rules which are applied against ‘Scheduled’ flights

3. The ‘New Group’ button which allows you to add a new organisations specific

group.

Below the adjustable green bar, you will see the Rules and Definition section:

1. Flight Time tab

2. Duty Time tab

3. Standby tab

4. Definitions button



5. Save Changes and Close button

Adding a New Rule Group

The Default Rule group cannot be deleted, and as mentioned is the rule group that is applied to all flights. All other group types can be created or deleted as per you

organisational requirements.

Note: if Delete selected group is used, this is a permanent delete and the rules

cannot be retrieved, Care should be taken using this button.

To add a new organisation specific Rule group, choose the New Group button.



Enter the name of the new Rule Group to be added in the above window.

Choose OK.

The new Rule Group will then be displayed in the Groups sections of the Rules

Screen under Groups ready for the Rules to be setup.

Rule Definitions

Choose the Definitions button found at the bottom left hand corner of the

Pilot/Crew Rules screen.

Rule definitions are then applied for:

Night Flying – where the rules apply night flying as time as defined

between the times entered,

Duty Night – the definition for night duty time to be applied, when the duty period is more than a certain time between the chosen hours.

Duty Time Calculations Offsets – when duty time is auto assigned in the

Staff roster screen it is these times, before and after the flight, which will

be used to automatically create the duty block.

It is important to remember that the Rule definitions apply across all rule groups,

and are not rule group specific.



The Flight Time Rules Tab

Flight times in Takeflite are those times used when a pilot has been assigned to a

specific flight.

When applying the Flight rules, Takeflite will use the estimated times of the flight until the Flight Logs have been updated. Once this has been done, actual flight

times will be used.

Flight Rules are separated into three sections:

1. Maximum Flight time,

2. Limit of cumulative hours

3. Maximum Flight Deck Duty.

Complete and Save Changes to these rules as per your organisations

requirements. Where a rule does not apply, generally a zero entry will allow the

rule to be ignored.



The Duty Time Tab

Duty times in Takeflite, although when created using the auto assign button

reflect the flight details, are not linked directly to flight times.

As with Flight times, when applying the Duty rules, Takeflite will use the estimated duty times until duty times have been updated using the Flight Logs

and choosing the relevant pilot. Once this has been done, actual duty times will be

used.

Duty rules are separate into eight sections:

1. Roster Limits

2. Time Free of Duty

3. Limit of Cumulative Duty Time

4. Days Free of Duty

5. Night Duty Cycle

6. Maximum Duty Period



7. Roster Limits – allows for specific number of hours to be entered against

sectors for specific Duty periods

8. Extension of Flying Duty Period by Split Duty

When using specific limits (point 7 above), choose New to enter a specific time

range.



Choose select and then enter the appropriate number of hours per sector for that

time range.

For all other rules, as with flight rules, complete and Save changes as per your organisations requirements. Where a rule does not apply, generally a zero entry

will allow the rule to be ignored.

The Standby Tab

The Standby tab allows you to enter the rules that apply when the pilot is Rostered to be on call i.e. is on standby for a day when now flights have been

rostered.

Complete and Save Changes to these rules as per your organisations

requirements. Where a rule does not apply, generally a zero entry will allow the

rule to be ignored.



Recency Rules

The Australian CASA standard Recency Rules, under part 40.1.5 can be turned on by

making you way to the Staff Roster screen (View dropdown menu in the Toolbar and

choose Pilot/Staff Roster).

In the Staff Roster screen choose, Recency rules (i.e. Part 40) as seen in the following

screen shot.

This will then open the following screen where you can:

1. Choose not to apply any of the recency rules

2. Choose to apply Australian recency rules, and then

a. Choose the Specific rules which apply to your orgnisation or

b. Choose all rules which apply to your organisation

3. Save and Close



Pilot/Staff Roster Related Site Settings

Pilot/Staff Roster related Site settings can be found:

1. Choose Setup,

2. Choose Site Settings (or choose F12)

3. In the category window of Site settings choose ‘Staff Roster’ (as seen below)

In this window you will find some individual settings and you have the option to choose the period for warnings to appear for Currency items.

When you are not using the Pilot/Staff Roster Rules you can also enable the ‘Don’t

Calculate rules’ Checkbox by default.

In the following sections we will discuss the more specific settings found in site settings, in particular:



1. Manage Duty Types

2. Define Checks and Test Types

3. Pre-Defined Work Periods

4. Rule % Approach Colours

5. 14 Day method

6. Recency Overview

7. Pilot Overview

Manage Duty Types

Once you have chosen the Manage Duty Types button the following window will

open. These Duty types are used when creating Duty Blocks in the Pilot/Staff

Roster, and are displayed as duty blocks in the Pilot Overview screen.

Options and settings found in this window are:

Duty types in grey are default duty types and cannot be edited or made

Inactive,

Organisation specific Duty types can be added at the bottom of the grid to the right of the * , Don’t forget to Save and Close,



Duty types can be marked at Require Completion. If this box is marked

and the item is not marked as completed Warnings will be displayed.

Date and Time Entry allows you to select the details associated with the

Duty type:

o Single Date only - Duty block applies to a specific Day (no times can

be specified).

o Time Range (on a Single Day) – Duty block occurs on a specific date

with a Start and Finish Time

o Date Range (Date Only) – Duty block Applies to a specific Date Range (no times can be specified).

o Date Range (with times) – Duty block applies to a specific Date

range with a Start and Finish Time

Colour – assign a colour for the Duty Type – as displayed on the Pilot Overview screen. To adjust, click on the colour in the grid and choose the

colour in the below window

Warning Days – Enter the number of days for a warning to be displayed in

the pilot/staff roster screen prior to the duty block date.

Status of the Duty Block:

o Active

o Inactive

Once you have finished adjusting to your organisations requirements, remember to Save and Close.



Define Check and Test Types

Once you have opened the Define Check and Test Types screen the following

window will open. The screen will let you create and check, test and training types

that are specific to your organisation.

When creating a new Check/Test type:

1. Enter the Name

2. Choose if is Repetitive (if it is not you have finished). If repetitive has been chosen:

3. Choose the recurrence number as per the occurrence period,

4. Choose the Recurrence Period, which can be:

a. Days

b. Weeks

c. Months

d. Years

5. Once completed choose Save and Close

When adding a Check and Test type, warnings will be displayed in the Staff Roster

screen.



If a reoccurrence has been selected, once the existing Check/test has been

marked as completed you will be prompted to create a new Check/test item with

the date completed using the recurrence period entered.

Pre-Defined Work Periods

Pre-defined work periods allow you to create specific work period types used in

the Staff Roster which is regularly used by your organisation. When this option is

chosen the below window will open allowing you to enter the name, Start and End

time for this specific period. Once completed, don’t forget to Save and Close.

Rule % Approach Colours

The rule approach colours are those that are displayed in the staff roster screen

when a rule is being approached to being broken according to the colours

indicated in Site settings, as seen below.

As seen you do have the opportunity to disable the 70% and 80% warnings.

You also have the capability to change these colours as required, click on the

colour of the warning % you wish to change, and the Colour window will open.



In the colour box, choose the desired colour and choose ok, this colour will then

be applied for that % warning in the Staff roster screen.

14 Day Method

The 14 day method refers to the way in which a fortnightly roster period is applied when the flight and duty rules are applied to the pilot/staff roster.

Choose the desired method, and if a standing roster is chosen the first day of the

fortnight to be used, and Save and Close

More details in regards to these methods are provided in the following sections

allowing you to apply the best method for your organisation.

You are provided with the choice of using one of the following two techniques:

Standing Roster

Using the Standing, the Operator Designates the day on which the first of the

roster period shall start. The pilots accrued duty time is then calculated within this

fixed or standing period, with neither the first or last day of the designated period changing.

Using the month below as an example, the Operator has designated the Standing

Fortnight as being from the 1st to the 14th of the month (shaded Green), with the

following Standing Fortnight being from the 15th to 28th of the month (shaded Blue).

The applied 90 hours per fortnight is applied within this Standing period, for

example, on Thursday 11th of this month, the hours flown are calculated using the

hours already flown (1st – 11th) plus the hours the pilot is to fly (12th – 14th).

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

1 2 3 4 5 6 7

8 9 10 11

Plus

12 13 14

15

O hours

16 17 18 19 20 21

22 23 24 25 26 27 28

29 30 31 1 2 3 4



Therefore on the 15th, Day one of the following Standing Period, the hours flown

restart at 0 hours, and accumulative for the fortnight from this date.

The period designated above, that is, 14 consecutive days with the accrual of 90

Flight hours, is provided as an example only. In Takeflite this period and accrued flight hours can be altered in accordance to the individual operators CAO 48

exemption with CASA.

Rolling Roster

The Rolling Roster, accumulates the duty time in a designated period, however, as

the name suggests this period is not fixed and progress’s on a daily basis for any given allocated number of consecutive days. In the Rolling roster the total flight

time accrued in any consecutive period (for example 14 days) will not exceed a

total number of duty hours (for example 90 hours) from and including the current

day for the stated period.

In the example below using the Rolling Roster for a period of 14 consecutive days

can be any of the following examples:

Green Shading – The day is the 14th of the month, the Rolling Roster is 13

consecutive days in the past, plus the duty time on the 14th

Blue Shading – The day is the 30th of the month, the Rolling Roster is 13

consecutive days in the past, plus the duty time on the 30th

The Rolling roster ensures that for any of the above consecutive 14 days that the

duty hours do not exceed 90 hours.

The period designated above, that is, 14 consecutive days with the accrual of 90 Flight hours, is provided as an example only. In Takeflite this period and accrued

flight hours can be altered in accordance to the individual operators CAO 48

exemption with CASA.

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

1 2 3 4 5 6 7

8 9 10 11

12 13 14

15

16 17 18 19 20 21

22 23 24 25 26 27 28

29 30 31 1 2 3 4



Recency Overview

The Recency Overview settings apply when the Recently Overview screen is being

used.

You have the opportunity to change the number of days that the warnings are displayed for recency items which are coming up.

You also have the option to adjust the monthly period form being used, either 30

days or 28 days.

Adjust the settings as required in the below box and Save and Close.

Pilot Overview Site Settings

Under the Staff Roster Category in Site Settings you have the sub category of Pilot Over

view, as seen below.

When using the Pilot Overview screen you have the option to show all roster items

by default. Choosing this site setting prevents the need of ticking this box continually

in the Pilot Overview screen.



The colours in the this section are displayed in the Pilot Overview screen only and are

in relation to the Pilot assigned to the flight, and level of notification:

Unassigned – no pilot or Co-pilot have been assigned to the flight

Not notified – a notification has not been sent to the Pilot/Co-pilot

Notified – a notification has been sent to the pilot/co-pilot concerning the

rostered flight but the pilot has not contacted base to confirming they have

been notified

Confirmed – the pilot/co-pilot has confirmed the

notification has been received and they are available for the flight.

Using this system will be discussed in the Using Pilot/Staff Roster

Manual.

When concerned with the colours the flights are displayed in the Pilot Overview, you also have the option to adjust these colours

according to the level of notifications.

Click on the colour you wish to adjust, the Colour chart will open,

choose the desired colour and select OK.

takeflite setup pilot-staff rostering

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