1.1. Summary
One of the objectives of TAAMS is to eliminate the reduplication of data by the various departments; by automating the manual development of flight strips. With this system, a user will have the ability to retrieve information for generating invoices and reports. As information is gathered at the source, a high degree of data accuracy can be expected.
The Proposed TAAMS will be used to document the movement of an aircraft from the time it arrives in Indonesia airspace, through the arrival at Indonesia Airport, until it departs the airport and Indonesia airspace. The system will also calculate any charges arise from arriving at the airport. Additionally, there will be reports available for displaying statistical passenger count information per flight. The charge calculation will be possible not only to help the invoicing but also to display statistical passenger information.
1.2. Flight Control Features
The proposed TAAMS has the following features and capabilities:
Create an electronic flight strip to be accessed and edited by various individuals (AIS, Approach, Tower, and Ground Control)
Differentiate the type of strip (Arriving or Departing)
Categorizes the flight strips into Instrument Flight Rule(IFR) or Voice Flight Rule (VFR)
Sequence the electronic flight strips as needed by the user
Enter flight plan data into a database to be retrieved as needed
Enter arrival data from the Arrival Report of general aviation flights into the system
Calculate fees for pilots such as landing fees, Lighting, Parking, security fees, etc.
A log book feature to insert comments on transactions made
Enter flight plan data into the system, by AIS, to be transferred to the Tower
Send the fees calculated along with the Arrival Report to Accounts.
Automatically send data from the flight strips to an accounting platform once a flight has landed or departed.
Post payments to accounts and save each transaction
Print a report to show all accounts with unpaid balances by CASH customers with the following fields: name, inbound/outbound, date, international/domestic, flight #, make/model, origin, destination, arrival/departure time, control #, cargo fee, departure fee, facility fee, landing fee, and security fee.
Print a daily flight activity report that lists all arriving flights for the day with the following information on the flight: carrier, flight#, type, point of departure, arrival time, passenger #, Cargo fees, overtime, and a personal identification number for each transaction. This report should list flights under these categories: Scheduled, Charter In, Charter Out, Private, Approach, Over-flights, and Touch and Go
Print an Airline Passenger Flight Report that list the number of passengers per flight
Print a detailed Daily Flight Activity Report with all figures posted. This report must have all detailed revenue, each listed by customer.
Calculate fees such as facility fees, security fees, weight of the aircraft, landing fee, passenger fee etc. for arriving airlines
Print a Daily Cash report to list all cash transactions made for the day
Interface the Flight Tracking System with the existing financial system (Excel sheet output
A feed back form financial department will notify the tower and briefing office to prevent departure prior clearance of indebt customers (thus to Control Credit - decipher which customer owes (provide list, incorporating new customer)
Generate reports for the amount of flights for a specified period
Generate reports for the amount of cargo carried for a particular month
Generate the number of cargo flights for a period
Generate passenger statistic reports
Print a flight schedule report
Flight Tracking Billing Module and Cash Module with the ability to generate Invoices for services rendered.
1.3. Apron and Parking Management Module
System will be able to accommodate a Parking guidance system to an air bridge system. Int the case of Voice/Marshalling guidance to stand positions. The system is designed in such a way that all available and used stands are displayed graphically no recording of a new arrival aircraft could be completed unless there is an stand allocated. In the case of departure an automated clearance of the position will take place. As the management is base on tail No. (aircraft registration) recording and observation of this is crucial. In case of any Ramp movement of an aircraft such activity must be recorded – this is to make an update on parking position.
Data produce in the system are used by both aircraft owners and all the ramp staff. Thus to ensure correct data processing
> WorkStation Update – This feature is used to verify that the server path and local path are correct. use of state of the art, up-to-date technology will take care of an automated update of all the workstation, Web based software technology.
> User Code Access – To enable a user to access the system a user code is required when signing into the system.
> The Daily Flight Tab - Provides access to daily processing functions.
> The Reports Tab - Provides access to a variety of reports; this tab has a collection of buttons that grant access to reports for previewing or printing various types of flight information such as flight activity, charge and/or billing summaries, daily cash and aircraft movements. Within each page there are viewable and printable report functions.
> The Finance Interface Tab - Provides access to the operations for interfacing with the Financial System. This tab has a collection of buttons that grant access to forms and reports for updating, viewing, and/or printing customer receivables.
· SETTING UP AIRCRAFT INFORMATION - Some of the buttons on the System Utilies tab of the Main Menu access forms containing information that is used as “lookup tables” on other forms. For example, the data entered in the Engine Categories form will define a list of valid values to be used in the Engine Category field of the Aircraft Types form. Likewise, the data entered in the Aircraft Types and Flight Types forms will define valid values used on the Customers form. On these forms, you can view, change, or add information.
> Aircraft Types - This form is used to initially enter all of the possible aircraft types, their engine information, and weight. The charge to be used as the pre-clearance fee is also specified. The weight and engine type specified is also used in calculating landing fees. This is done only once.
> Flight Type - This form is used to initially enter all of the possible flight types. A 2-character code is specified for each flight type and a description can be given. The sees the description when presented with a list of flight types. The system also allows the user to indicate when each flight type should not be charged. This is done only once.
· SETTING UP CHARGES - Charges are generated according to various tables. This provides support for the variety of cargo fees, landing fees, and other generic charges. The following buttons allow the user to enter the necessary information to define these charges: Engine Type Charges, Fee Information, Apron Parking positions, Air-bridge.
> Engine Type Charges – This form is used to initially enter the landing fee for each engine type. Currently, only two engine types are supported: Jet and Prop. The landing fee varies based on the weight of the plane. On this form, the user selects the engine type, enters the minimum and maximum weights, and enters the charge that pertains to this range. The system uses the weight defined for an aircraft type, finds the range on the form, and selects the appropriate landing fee.
> Fee Information - This form is used to set up the various fee schedules and calculations for each fee.
Entering Fees If the fee can be generated Fee calculation will be set as to the rules of the Indonesia civil aviation authorities. In terms of the means of calculating each flight charge
· SETTING UP CUSTOMERS - The Customers button on the Setup Tab takes the user to a form that is used for adding, changing or deleting contact, aircraft, and account information for each customer.
> Commercial Customers - Some customers have 3-character codes by which they are identified. For example,Air France AFR. This 3-character code (IATA) goes into the Aircraft Identification field. The associated Accounts Receivable code is entered in the Receivable Acct# field.Each Customer Name is unique.
> Private Customers - There are customers who fly privately-owned aircraft. Thus they do not have a 3-character code associated with them. These customers make cash payments. Therefore the same code of CASHI is used for them. For cargo flights in private aircraft, the CHT code is used. In both instances, if the owner’s actual name is not given, then the tail number of the plane is placed in the Name field.
> Fuel Customers - Customers who are involved only with fuel transactions are entered with FUEL inthe Aircraft Identification field.
> Parking Customers - To handle the tracking of parking fees, a customer with the Aircraft Identification field is set to PARKF is defined. All parking fees collected is assigned to this customer.
> Miscellaneous Customers - Sometimes, miscellaneous fees are collected from some customers. To track these fees, the customer is entered with MISC or MISCR in the Aircraft Identification field. The user then specifies different contact and address information for invoicing purposes. MISC is placed after the customer name to keep it unique.
> Aircraft Information - Thissection is used to identify the different types of aircrafts that each customer flies. The user can also define a default flight type for this aircraft and whether or not it is a domestic-based or special craft. This information is used in determining the weight and engine type of the plane so that landing fees can be calculated.
> Finding Customers - The Go To field located at the top of the form allows the user find information quickly for a specific customer.
· SETTING UP – GENERAL - There are buttons on the Setup tab of the Main Menu that allows the user to access forms with information for “lookup tables” that will be used throughout the Flight Tracking System. The user can also set parameters that will be used throughout the system.
> Payment type - This form is used to add, change or delete the types of payment accepted. This determines what form of payment is taken when charges are being paid.
> User Codes - Only authorized personnel has access to the User Codes button. On this form, the user can assign a user code to each employee who is to have access to the system. In addition, the user can select form to indicate the level of access each user has.
· REPORT NOTES - The Report Notes form is different from the other setup forms. The difference is that the information entered in this form appears in the footer of the specified report. The Report field in the left column displays the names of all of the available reports. The user can enter a message in the corresponding Notes field in the right column. Whatever message the user enters appears in the footer of that particular report.
· FLIGHT INFORMATION - The Flight Information button on the Flight Tracking tab of the Main Menu will take the user to a form showing detailed information on all flights and their charges. It is organized into two groups: Flight Info and Charges.
> Finding Flights – The system gives the user the option to find flights either by flight number or by airline, destination/origin etc.
> Editing Flight Information - On this form, the user can view, change, or add information.
> The Flight Info Tab - Some of the fields on this form provide a list of valid values. These lists are determined by the information entered on the setup forms such as for the Aircraft Type, Flight Type, Origin, and Destination. In addition, the system has the ability to allow the user to enter a new commercial customer, CASHI customers, and aircraft type of a customer.
> The Charges Tab - The Fee field provides a list of valid values showing the PCAT code and description of each fee that pertains to this type of flight. These fees come from what was entered on the Fee Information form during Setup. Landing, Lighting, Over-fly Charge, Terminal and parking charges rules are entered at this stage
· BROWSING FLIGHT ACTIVITY – The system gives the user the ability to browse through flights by date range and control number.
· ENTERING CHARGES – The user selects the Enter Charges button on the Flight Tracking tab of the Main Menu to add or modify charges for specific flights. Initially, the form comes up blank. The user must enter a date range to see the selected flights and associated charges (if any). The user can further limit the flights displayed by selecting a carrier or by displaying only overtime flights or only flights that have not yet been charged.
> Adding Charges to Flights - If there are charges already assigned to the flight, they will be listed in the Invoicing section of the form. Otherwise the charges section will be blank.
o Manually calculate Charges for ad hoc flights
o Generating Charges - The system has the ability to generate charges for the user.
· REVIEWING CHARGES - The Review Charges button on the Flight Tracking tab of the Main Menu allows the user to see charge information for all of the flights, grouped by customer. For a specified time period
· ENTERING PAYMENTS – The user can select the Enter Payments button on the Flight Tracking tab of the Main Menu to view pending charges and enter payment information. When a payment is made, a receipt is issued and the status of the account is updated. Initially, the form comes up blank. The user uses the fields at the top of the form to find pending charges for a specific customer.
> Selecting a Customer – The user chooses a customer by selecting an entry from the Get Charges for list. This list displays the Aircraft Identification and the customer’s name. The system automatically displays the corresponding unpaid charges.
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> Adding Fuel Transactions – This feature is used to add fuel transaction data to the system. (optional required by some airports)
· CHANGING USER CODES - This form is used to change the current user code of a user.
· FINANCE - INVOICE PROCESSING - Information about unpaid charges has to be keyed into the Finance System for billing. This tab is used to list, verify, mark, and generate reports for invoices. Output in the form of Excel sheet according to need of finance department.
· PURGING DATA - Some users may wish to remove older flight records that are no longer being used. This feature will shrink the size of the database and speed up searches and data entry.
· LOG OF ACTIVITIES – This button is used to see detailed information about the changes made by various users of the Flight Tracking System. This information can be displayed by date range, user, type of change (action), or form.
· PREVIEWING AND PRINTING REPORTS – this menu provides buttons that allow you to access the reports.
· AIRCRAFT OPERATIONS REPORT –this report summarizes flight information by flight type for a specific date range.
> Report Options – Used to specify a starting date and ending date.
· YEARLY AIRCRAFT OPERATIONS REPORT - This report summarizes flight information by flight type for a specific date range. It displays Totals by Day and by Month, and also reports Totals for each aircraft type.
> Report Options - specify a Starting Date and an Ending Date for the report.
· PASSENGER TRAFFIC REPORT - This report summarizes passenger information by flight type. It lists the airlines (customers) and passengers for all flights within a specified date range.
> Report Options - specify a Starting Date and an Ending Date for the report.
· PASSENGER STATISTICS REPORT - summarizes International and Domestic passenger activity for a specified year. You also have the option of specifying a specific month within that year. The report is grouped by month and also by airline (customer).
· CARGO TRANSACTIONS REPORT - This report summarizes cargo transactions and charges for customers and their flights for the specified time period. It displays general information on each flight and it’s charges.
> Report Options – The user must enter a beginning and ending date for the report. You can further restrict the report by specifying a Customer.
· AIRCRAFT TRACKING REPORT - This report lists all visits from a particular aircraft.
· DAILY CASH REPORT -Summarizes payments by Receipt Number received within a specified date range. It displays general information on the payment: airline (customer), flight and charges paid on that transaction. It shows Totals by Fee on a Subtotals line for each method of payment.
> Report Options – The usermust specify a Starting Date and an Ending Date for the report.
· FEE STATUS REPORT -Summarizes specific fee charges and payment information within a specified date range. It lists the charges and subtotals for each customer.
> Report Options – The user mustspecify a Starting Date and an Ending Date and Select Fee for the report.
· BILLING CHARGES REPORT – Thisreport summarizes charges by the flight and fee type for a specified year. It lists the charges for each customer grouped by month.
> Report Options - system automatically shows the current year as default.
· DAILY FLIGHT ACTIVITY REPORT – Thisreport summarizes information on flights for a specified date. It organizes the information by flight type such as charter, scheduled, private, and over-flight.
> Report Options – The usermust specify a Date for the report. The system automatically shows the current date as default.
· FLIGHT ACTIVITY DETAIL REPORT – This report summarizes charges by customer and flights within a specified date range. It displays general information for each flight and corresponding charges.
> Report Options – The userspecifies a Starting Date and an Ending Date for the report. The system automatically shows the current date as default.
> Flight Activity Preview Grid – This allow you to preview the report in a grid before actually printing it.
> Flight Activity Print - The system will display an error message if you click the Print button before you specify a Starting Date and Ending Date
· FLIGHTS BY LOCATION REPORT – Thisreport summarizes flights for a specified date range and location. It displays general information by customer, such as, number of flights, adult passengers, and local passengers.
> Report Options - must specify a Starting Date and an Ending Date for the report and Location.
> Report Options – The usermust specify a Year for the report. The system automatically shows the current year as default.
· ACTIVITY REPORT - Thisreport summarizes information on flights, passengers and fuel. It limits the information to a specified date range.
· FLIGHT LISTING REPORT - This report lists information on flights ENTERED on a specified date.
Administration Functions
The TAAMS can be administered and maintained by a Systems Administrator, a member of IT Systems Department. Supervisors shall also be trained on daily administrator’s tasks and functions as they will be the first line of defense.
Error Handling
We anticipate that errors will be first reported to the various supervisors then passed to the System Administrator. The Systems Administrator will be the person to liaise with Global Support on the issue reported. We anticipate a quick turnaround on all problems reported with escalation procedures in place.
Travsys Int. will provide 3rd line support as defined above. It is our aim to respond within 24 hours. In most cases the problem will be solved in this timeframe as well. This also depends on the detailed problem analysis provided by the System Administrator. For urgent matters, a 24/7 telephone help line is available.
Security
There is a complete history log of all transaction recorded, including the user name.
Help
> Over the phone support. 24/7 support optional
> Onsite support optional
Travsys Int. will provide onsite support if the problem can not be resoled remotely. However, our experience is that this is rarely happening.
> Remote access Support.
Travsys Int. requires Remote Access to the TAAMS system for support purposes. Therefore we do require a permanent link to the internet.
Printing
There is an ability to print various screens and reports either to a printer or to a file.