Renewal Tracking

The Renewal Tracking feature allows for the tracking of certificates, documents, subscriptions, etc., that need routine renewal or have expiration dates. Renewals can be tracked for your company location, staff that are resources (flight staff, mechanics), and general staff.  

Renewals tracking is not for tracking customer credentials or maintenance tracking. Examples of typical items that might be managed through renewal tracking include:

• 141 Certificates
• Certain 135 Documentation
• CFI Certificates
• Publication Subscriptions
• Domain Name Expiration

Enabling Renewals Tracking

Renewal Tracking is enabled by an Administrator via the Admin Tab / Features & Options menu. 

Once enabled, renewals are created and managed by a Manager or higher level user from the Manage Tab / Renewals menu.

Renewal Reports

There are two reports available for managing renewals. 

The Renewal Status report lists all renewal items with time remaining until renewal is due. Staff can see this same report for their own renewal items from the Home Tab / Personal Reports menu using the View My Renewal Data option. Personal renewal reminders also flash in the yellow system status bar for staff 15 days in advance of expiration.

The Renewal Expirations and Calendar report highlights renewals that are past due, due in the current month, and due in the next 3 months. Managers can use this report to ensure that renewals are accomplished on time.

Blocking Dispatch based on Expired Renewals

Each renewal item created for an individual staff member includes an option to disallow dispatch of that staff member if the renewal item on file has expired. In the example reports shown above, renewal item Radio Certificate Exam for staff pilot Joe Greene has expired. This specific renewal item is flagged to not allow dispatch if expired, so dispatch will be blocked with the message shown below.

In order to warn or block at the time of dispatch, a corresponding setting must be made by an Administrator in the Renewals section of the Qualification & Limitation Parameters.

If "Renewal items are expired" is set to disallow, individuals with expired renewals that are marked not to allow dispatch will be blocked from dispatch. Individuals with renewal items that are expired but marked as dispatch allowed will receive a warning at the time of dispatch. 

As with other dispatch blocks, a Manager or higher level user can override the block. A record of all 'Dispatch Overrides' is available from the Review Tab / Dispatch Status page. 

Create / Update Renewal Items

There are two ways to create new renewal items:

Update Renewal Items for

A renewal item can be created for a specific location, resource, or staff member.

Create Renewal item for

A renewal item can be created and automatically applied to all rental staff, all charter staff, all flight staff, all staff that are resources, or all staff.

Enter a Renewal Item using Update Renewal Items for

1. Select Manage Tab
2. Select Renewals
3. Choose a location, resource, or staff member in the drop down box next to "Update Renewal Items for." 
4. Select the Add Renewal Item button.
5. Next enter the Renewal Category, Item Name, Date Reference, Duration, Allow Dispatch, and any Comments and then press the Update Button.
6. Once Updated the List Renewal Items page will re-appear. 
7. Next to the Item just entered press the Edit button under the Last Renewal column, and enter the date the item was last renewed.

Copy a Renewal Plan

If you are setting up renewal tracking for a new resource (flight staff or mechanic), you can copy an existing renewal plan from one of your other resources.

1. Using the "Update Renewal Items for" option, select the new resource from the drop down box and click Go.
2. Instead of using the Add Renewal Item button, select an existing resource in the drop down box next to the "Copy Renewal Plan" option. Click Copy.
3. The resulting renewal plan will not contain dates, so the items will need to be edited to include the appropriate Last Renewal dates for the new resource.

Enter a Renewal Item using Create Renewal Item for

1. Select Manage Tab
2. Select Renewals
3. Choose a staff type in the drop down box next to "Create Renewal Items for." 
4. Next enter the Renewal Category, Item Name, Date Reference, Duration, and any Comments and then press the Update Button.
5. The resulting renewal item will be created for each staff of the type selected. The item will not contain dates, so the item will need to be edited to include the appropriate Last Renewal date for each of the staff.

10/24/11 cli