• Process Improvement Case Studies

    What is Your Process Today for Aviation Data Management?

    Every corporate flight department is unique. Understanding your flight data and process improvement goals is important.

    For example, it's common for a Fortune 500 company to transport hundreds of individual passengers in a year–creating needs for robust chargeback reporting and tax accounting. Privately-held companies often have fewer passengers, but may encounter complexities resulting from its multiple business entities, tax and reporting needs. Finally, companies with large numbers of pilots tend to emphasize established procedures to ensure a consistent flow of timely and accurate flight data.

    Each situation above creates different types of process improvements for aviation data management.

    Case Studies for a Variety of Flight Departments:

    Each company below utilized AircraftLogs for a particular type of process improvement. Perhaps you have similar goals. Click here to discuss your internal process with an AircraftLogs representative.

  • Fortune 500: Outsourced Aviation Reporting

    Situation

    The travel and tax departments of this Fortune 500 Company managed multiple aircraft and heavy passenger loads. Senior executives hold ownership interests in some of the aircraft, adding to the complexity of aviation reporting. Tax reporting, internal accounting and corporate compliance reports were created from raw, unformatted data extracted from a scheduling system. These extracts were passed to the tax, travel and HR departments, who then built manual spreadsheets for SIFL, IRS disallowances, proxy disclosures, and settlement of related-party transactions.

    Operating Profile
    • Multiple business jets managed by corporate aviation department
    • Publicly-traded SEC registrant with heavy passenger volume
    • Part 91 flights only (non-charter)
    • Executive time share and related-party transactions
    Data
    • Flight logs and passenger manifests
    • Aircraft and crew expenses and receipts
    Solution

    The company outsourced the aviation reporting process to AircraftLogs, which streamlined the current reporting processes and improved data integrity. It also provided an outside, unbiased resource for the accounting treatment of specific flights.

    Goals Achieved
    • Outsource aviation reporting to an independent third party
    Selection Criteria
    • Eliminate data quality issues and unnecessary rework
    • Automation of tax reporting and related party settlements
    • Obtain independent, third-party processing of flight logs
    Implementation & Training
    • Transition completed within 90 days
    • Training for corporate pilots, travel and tax department staff

    Contact us to discuss your internal process with an AircraftLogs representative.

  • Metals & Mining Industry: Simplified Corporate Tax Reporting

    Situation

    The tax department of this publicly-traded company in the Central US was responsible for financial oversight of 3 – 4 business jets managed by an external aviation management company. They were seeking a simplified reporting solution for corporate accounting and tax compliance. Business relationships between the corporation and some of its executives required complex accounting for proper tax treatment and financial statement disclosures. In addition, the company also wanted a tool for monitoring the results provided by the management company.

    Operating Profile
    • Multiple business jets managed by corporate aviation department
    • Publicly-traded SEC registrant
    • Part 91 flights only (non-charter)
    • Light passenger volume
    Data
    • Flight logs and passenger manifests
    Solution

    The company utilized AircraftLogs accounts to segregate flight data between multiple tax entities within their corporate structure. Additionally, they easily converted their current and prior year flight history after their system was configured.

    Goals Achieved
    • Eliminate complex spreadsheet calculations for tax treatment
    • Simplify and standardize aviation data for corporate personnel
    Selection Criteria
    • Automation of SIFL and IRS Disallowance Calculations
    • Ability to audit/monitor aircraft manager
    Implementation & Training
    • Transition completed within two weeks
    • 3 tax and accounting staff trained via Web Demo

    Contact us to discuss your internal process with an AircraftLogs representative.

  • Insurance – Aircraft Scheduling & Reporting

    Situation

    An insurance company maintained a flight department consisting of one business jet for employee transportation throughout the southeastern US. The current systems for scheduling, reporting and tax compliance were "home-grown" (Microsoft Excel and Word) and proving unsatisfactory for their corporate environment.

    Operating Profile
    • One business jet managed by corporate aviation department
    • Privately held insurance company
    • Part 91 flights only (non-charter) with moderate passenger volume
    Data
    • Aircraft and crew schedules
    • Flight records and passenger manifests
    • Aircraft and crew expense charges
    Solution

    The flight department scheduler and the lead corporate accountant jointly led an implementation of AircraftLogs as a solution to manage increasing utilization of the company aircraft.

    Goals Achieved
    • Transition to a single system with integrated scheduling, flight logs and corporate accounting
    Selection Criteria
    • Simplified, one page scheduling
    • Automated SIFL reporting and internal accounting reports
    • System security
    Implementation & Training
    • Transition completed with 60 days
    • Chief pilot, first officer, scheduler and corporate accountant

    Contact us to discuss your internal process with an AircraftLogs representative.

  • Privately-Held Companies with Two Aircraft – Flight Data Management

    Situation

    The chief pilot of a west coast business needed to maintain accurate data for the utilization of two business jets owned by the CEO of several private companies. He wanted confidence that he could produce aircraft information on demand and without delays, across multiple companies.

    Operating Profile
    • Two business jets managed by small flight department
    • Privately-held company led by dynamic CEO entrepreneur
    • Part 91 flights only (non-charter)
    • Light passenger volume
    Data
    • Detailed flight records, aircraft hours and cycles
    • Pilot records and currency
    • Flight records and passenger manifests
    • Tax records for corporate accountants (SIFL and Disallowance)
    • Aircraft and crew expense charges
    Solution

    The chief pilot led the implementation of AircraftLogs system within his flight department, and eliminated manual spreadsheets and recordkeeping tasks across the two aircraft. AircraftLogs also provided custom trip sheets designed for cockpit use in each aircraft.

    Goals Achieved
    • Combined multiple recordkeeping duties for chief pilot with one system
    Selection Criteria
    • Simplified, one-page scheduling and easy data entry for flight logs
    • Automated SIFL reporting and internal accounting report
    • Customized, multi-copy paper flight logs for cockpit use
    Implementation & Training
    • Transition completed within 30 days
    • Chief pilot was trained via web demos

    Contact us to discuss your internal process with an AircraftLogs representative.

  • Manufacturing Subsidiary – Internal Flight Department Reporting

    Situation

    A manufacturing subsidiary of a global conglomerate had growing flight volume. Its flight department encountered internal reporting challenges as it grew to four jets and multiple pilots. After corporate requests for compliance and chargeback reporting increased, the Director of Aviation sought help from an internal IT representative to develop an electronic trip sheet with reporting capabilities.

    Their IT representative contacted AircraftLogs to assess its online trip sheet and reporting features.

    Operating Profile
    • Multiple business jets managed by corporate aviation department
    • Subsidiary of a publicly-traded SEC registrant
    • Part 91 flights with heavy passenger volume (non-charter)
    • Large number of pilots
    Data
    • Flight records and passenger manifests
    • Aircraft and crew expense charges
    • Crew schedules, days worked and overnights
    Solution

    This implementation was completed within 30 days - a fast and cost effective way to immediately improve the business operation.

    The AircraftLogs team worked with flight department personnel to assess data and reporting requirements of the flight department, as well as "downstream" corporate reporting and accounting. This allowed the flight crew to capture all core data in the online system, while the Director of Aviation gained reporting tools for flight operations and corporate information requests. He can also track travel schedules and overnights for the crew to ensure a balanced workload – a difficult task in the past.

    Goals Achieved
    • Implement an electronic trip sheet /flight log for the corporate aviation department
    • Implement a single system
    Selection Criteria
    • Internet-based system and ease-of-use
    • Ability to handle complex flight log data
    Implementation & Training
    • Transition completed within 30 days
    • Corporate pilots and flight department manager
    • Travel and tax department staff

    Contact us to discuss your internal process with an AircraftLogs representative.

  • Setting Goals for Process Improvement

    We recommend that every company consider its internal process in advance of an implementation of AircraftLogs. Regardless of your role the aviation process, in your company are involved with the same data that you need. Gaining a better understanding of your overall process will help all parties involved contribute to process improvements in corporate aviation. We suggest the following:

    1. Diagram your current aviation data process. For a starting point, use the aviation reporting diagram included in our Compliance Services Brochure.
    2. Collaborate with others in your companies that are involved aviation data and share your reporting requirements:
    • Accounting personnel need specific flight and passenger data for departmental charge backs, internal accounting, tax calculations and proxy disclosures
    • Flight Department personnel need specific data to support internal reporting, crew management, FAA compliance, and aircraft maintenance
    3. Identify the process improvements you want to accomplish, in writing.
    Common goals include:
    • Utilize a single system with a common database
    • Elimination of rework and manual spreadsheets
    • Improved data accuracy and operational reporting
    • Automation of tax calculations and corporate compliance
    • Improved security
    • Performing internal accounting, such as chargebacks or budgeting
    • Reducing risk from reliance on paper documentation
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