GALAXY SYSTEM USER MANUAL
Chapter 6 (Crew/Info)
Crew/Info pull down menu – Along the top of the Galaxy Ops screen, there is a number of menu options and one of them is “Crew/Info”. This is where most of the crewmember information is found. By placing your cursor over the “Crew/Info” tab the following pull down menu will appear. To select one of the menu choices, just move the cursor down to the desired menu item and click on that item.
Adding Crewmembers - Under the Galaxy Menu option “Crew/Info” there are six (6) pull down menu items and all are applicable to this application. Let’s start out with “Crew Manage”. When you click on “Crew Manage”, the following screen comes up.
This screen provides a way to “Add” a crewmember, “Delete” a crewmember, “Edit” a crewmember, and “Copy As”. In the main body of the “Manage Crew” editor is the list of crewmember names. In Figure 6-1 above, the crewmember names are made up names used for training and development and do not represent a list of real Crewmembers. All the names except one, has a “Z” preceding the name so as to arrange all of these dummy names at the bottom of the page, since the names appear in alphabetical order. You can select any crewmember from this list and then you can delete Edit or Copy Crew to that crewmember. Also there is the “ADD” option which is used to install a new crewmember. Notice that in addition to the options along the top of the “Crew Manage” editor, there are two additional options on the right side of the screen and they are “Security” and “Training”. Every company probably has their own procedures to comply with US Citizenship for Crewmembers and other required personnel. Our security program is an attempt to help with this process but was never used. The same thing applies to the Training program.
To add a crewmember to your list of crewmembers, just click on “Crew Manage” under the Galaxy menu option “Crew/Info” and the “Manage Crew” screen in Figure 6-1 above comes up. Click on the “Add” button on the right. The following screen comes up shown in Figure 6-2 below.
Enter the Crewmember’s name where directed. A convention of how your company wants to enter the Crewmember names must be decided before getting started. One way a company might choose to go is to enter all Flight Deck crewmembers by using their last name and then first initial or vice versa or first name and then last name. Some airlines may want to enter flight deck crewmembers by one convention and cabin crewmembers by another convention, i.e. “C TUTTLLE” as a pilot and “MARY CASSIDY” as a cabin crewmember. Actually, the program doesn’t care about the name; however it is all about the crewmember ID number. The ID number absolutely MUST be entered either manually or by using the “Auto IDs” feature for every crewmember. Once having entered a crewmember and his or her ID number, it can never be sued again.
Like having a convention as to how the names are entered, most company also has a convention as to what ID numbers are assigned to various employee groups. As an example, Management and office staff might be assigned ID numbers from 1 to 99, Pilots may have ID numbers assigned from 100 to 1000, Flight Attendants from 1001 to 2000 and Mechanics from 2001 to 3000. The same ID number may not be issued to two different people. There are two ways to add an ID number. Probably, the most preferred method is to manually enter an ID number. If you try to use an ID number that has been previously assigned, the program will reject it. The only problem with manually selecting ID numbers is keeping track of numbers and for you to assign and the next sequential number to be used.
The other method of entering ID numbers is to use the “Auto IDs” button. If you click on “Auto IDs”, the following screen will appear.
Here we select our starting and end ID number to the block of ID numbers and the increments by which the program will automatically assign the ID numbers. Click on “Recalc Numbers”. The program automatically selects the next available ID number but you must enter the “Start”, “End” and “Increment By”. You would then click on “OK”.
Here we just click on “ADD” and you have entered a crewmember.
When you click on “ADD”, the programs takes you back to this screen You should always click on “Done” so as to let the program sort the crewmembers in alphabetical order before continuing on to add or delete or even to edit any crewmember..
After having completed operations as described above, bring up “Crew Manage” and select a name from the list and click on “Edit” in the check box then again in the button “Edit” on the right side. That will now bring up the main Crew Manage screen. The example of this screen in Figure 6-6 below shows the absolute minimum data that must be entered in this screen to work in the Galaxy System Crew Tracking program.
There are only these four data fields that are absolutely required to be used in the Crew Tracking program and they are Crewmember Name, Crewmember ID, Aircraft (type for qualifications), and Crew Positions. Crew Positions are shown by a “Crew Code”. Crew Code “1” is “PICs”, “2” is “SICs”, “4” is for Lead Flight Attendants “LFA” and “5” is for all other Flight Attendants. Of course all Lead Flight Attendants are qualified to operate as other flight attendants as well as LFAs.
If a crewmember is qualified in more than one aircraft type, the word “ALL” can be entered in the “Aircraft” field which will let this crewmember fly any aircraft. All of the rest of the data fields are informational only. Checker Tuttle is not a valid crewmember with your company but is in the system for software testing and training purposes. Below in Figure 6-7 is a Crew Manage form filled in much more detail than is actually required.
The data generated by this form has no active function in the Crew Tracking program. It is informational only. It is believed that no one has ever used this program.
The Training Editor is also a program that no one ever used. It was planned that the Crew Tracking program would check the data generated from the Training Editor and test whether each crewmember is legal to operate the flight from a qualification standpoint. Again, no one ever used the program so further development was stopped. Below in Figure 6-9 is the Training Editor.
The “Crew Report Format” function is an editor which provides a means by which the Crew Report can be customized for each airline operator. As an example, a Domestic Aircarrier would be concerned about flight hours in the past seven days whereas a Supplemental operator is not be concerned with that. Below in Figure 6-10, is the Crew Report Format editor. Click on each data that you want to appear on the Crew Report or the Projected Crew Report. One can click these selections on or off one at any time.
This Crew Report Format setup will generate a “Crew Report” as depicted below in Figure 6-12 and a “Projected Crew Report” as depicted in Figure 6-13. These flights were flights that were duplicated for training purposes and do not represent actual flight time for actual flights.
To bring up a “Crew Report”, click on “Crew Report” under the “Crew/Info” menu option. A blank Crew Report screen will come up. Here we notice that the Date of the report is the current date. The “Begin Date” defaults to the first day of the current month and the “End Date” defaults to the current day. The nice thing about this screen is that you can change the date range for the report. As an example, you could change the date range from its defaults to the first day of November, 2011 to the 30th day of November 2011 and the report would be generated for that date range. You must enter the crewmember’s name in this form before you click on “Submit” at the bottom of the screen. However you don’t have to physically type in the name. Just click on the down arrowhead in the “Name” field and a list of all crewmembers are displayed from which to select from. You never need to be concerned with the Crewmember ID number it can be called up by the name.
There is a “Crew Report” shown in here in Figure 6-12 and there is a “Projected Crew Report” shown below in Figure 6-13. They are identical except that the “Crew Report” does not display color coded times when a possible violation or possible conflicts of FARs occurred in the past or is scheduled to occur in the future whereas the “Projected Crew Report” does show these possible violations. You might say that the Crew Report is more FAA friendly. The Projected Crew Report looks back in the crew records generated in the past and it looks forward at crew records for flights that haven’t operated yet. If a flight will potentially violate FAA flight and/or duty time limitations in the future the Projected Crew Report will display them via color coded flight data. Right now, both reports will look ahead and look back in time however we are going to change the “Crew Report” to only look back. Other than that both reports look exactly the same and displays data according to the user specifications made in the “Crew Report Format” editor. If we pull up the same report as in Figure 6-13 for the “Projected Crew Report”, you can see at a glance that the crewmember in violation of the 30 day times limitation of a maximum of 100 Hrs. in 30 days.
Now let’s look at the “Crew Batch Report” with the report time and date of 1515 GMT and 04-03-2013. Notice that the time in the past 24 Hrs. is 7:11 Hrs. and the time in the past 30 Days is 118:58 whereas when the report time is 04-25-2013, the time in the past 24 Hrs. is 00:00 and the 30 Day time is 48:33. One might say that one of the reports is incorrect. Yes it is in incorrect in one of the cases but not in this case. It just depends on when the report is generated on the Crew Batch Report which makes it a dynamic report. In the Crew Report, the times reflect the last flight times that were operated by that crewmember. I hope this is not too confusing.
Release From Duty Report – This is a two part report. The top half of the report is basically just the Crew Report for the last flight only. The bottom half is a basic summary of the crewmember’s times. When the menu option is selected, a crew selection screen comes up. Normally one would just let this program create the report based on the crewmember’s very last flight, however one can specify a time and a date for the report. One can also select pilots or Flight Attendants for the report.
Below is a Release From Duty report that was generated at 1343 GMT for 12-05-2013.
Below in Figure 6-15 is a Release From Duty report generated on 12-05-2013 which reflects what the crew times (i.e. daily times, 28 day times etc.) after this crewmember hasn’t flown since 12-05-2013.
The Release From Duty report is an incredible tool for crew scheduler. It displays the last flight that the crewmember flew in the same format as used by the Crew Report. Below that part of the report is the summary section. Here the flight time flown for the day or for the most recent series of flights is shown in addition to Flight Time remaining, FDP and FDP remaining, maximum Flight Time from Table A, Maximum FDP from Table B, last Off-duty date and time in both GMT and local time and Next full legal date and time. This report is a dynamic report. That is to say if you generate the report right after the flight is completed, you might get, as an example, 4:30 of remaining FDP but if you waited a few hours, the same report would say the remaining FDP is much less than 4:30 and in fact it might even say that the remaining FDP time is zero. Then after the crewmember has had ten hours of rest, the same report would give a full legal DFP remaining. Of course the maximum FDP remaining has to be illustrated with a default value like nine (9) hours since the program doesn’t know what time of the day a flight would be scheduled or how many flight legs are planned.
A “Check Legality” function is a part of the Galaxy System Crew Tracking program. It can be invoked from three different places but always works exactly the same. You can invoke this function from the “Crew Batch” program, from the “Aircraft Schedule” program and from the pull down menu under the “Crew/Info” menu option. When invoked this function will check all flights for all crewmembers for the next 168 Hrs. and for the next 672 Hrs. and if there any potential violations of conflicts, will give an output like the Projected Crew (Figure 6-13), report like but will only show the flights where there will be a potential problem. It goes without saying that this feature only works if flights and crews are entered in all flights for the next 30 days or for whatever lessor time period where results might are expected.
Crewmember Theater/Location - Under the Crew/Info Menu, a new menu item will be "Crewmember Theater/Location". This selection will invoke the entire crew list from which to select a crewmember. When selected it will return their current location depicted in both types of airport IDs, longitude and time offset.
Crew Location Batch Report - Alsothe Crew/Info tab, a new menu item can be invoked called Crew Location Batch Report. This Basically just gives the user the same information as the Crewmember Theater Location feature except in this case it will give the location for every crewmember listed on a particular flight. Here, you merely place your cursor over a Flight Tag that has had crewmembers installed and a flight that has not operated yet.
Deadhead and Reserve Duty Editor
The Duty Editor uses the Aircraft Schedule editor to build a schedule Duty period much the same way that a normal flight is built. The big difference is that the check box is checked any time that one wants to build a scheduled Duty period.
Notice the check box right after “Reserve or Deadhead Duty”. Here is what the graphic display will look like:
When this check box is checked, rather than build a normal flight with expected Out Time, Off Time, On Time and In Times to be entered these values are already filled in and should not be edited by the user. Here is a sample as to how these times are pre-entered. In the sample above shows, the Departure Time is 0600 and the Arrival Time is 1500 GMT. But what is different is that the Off Time, Out Time, On Time and In Time are all set to 0600 which is the same as the departure. This makes the Block time zero (0) but does record the correct Duty time.
The Tail Tag and the Flight Tag generated by this Aircraft Schedule Editor entry will color code them in Turquoise so that one can easily differentiate them from normal flights. If these Tail and Flight Tags remained on the Galaxy screen indefinably as is the case with normal flights, there would be an unmanageable number of them on the screen. Imagine having 250 Tail Tags on the Galaxy screen. Therefore, when the Reserve or Deadhead operation is concluded, the Flight Following screen for this operation should be invoked and then it should be saved. When it is saved, the graphic display of both the Tail Tag and the Flight Tag will disappear from the Galaxy screen but the record which can be brought up with the Crew Report or the Projected Crew Report will still exist and will be able to be brought up like any other flight operation.
In one of these Duty operations needs to be edited or deleted after it has been saved and can no longer be brought up with the aircraft Schedule Editor, it can be brought up in “Flight Schedule” under the Menu tab “Flt/Update”. To click on this menu item will invoke the following screen:
This is the Flight Schedule Filter screen. If only the date range is populated as shown here, it will bring up all flights or duty operations in that date range. By filling in one or more of the empty fields, you can further narrow the operations that will be pulled up. Below is the case where there were only two Reserve operations in this Date Range.
Once having saved the Duty operation, either the Reserve Line or the Deadhead line and having saved it, although the graphic presentation will no longer be able to be seen the record will exist under Crew Records or Projected Crew Reports. Here is a typical Projected Crew Report from a Deadhead operation.
As you can see, there is Duty Time shown but the Block Time is Zero (0).