CM-03 · Crew Day-of-Operations Tracking

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Process Flow Diagram (BPMN)

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L4 Process Steps

Step	Step Name	Role / Swim Lane	System	Input	Output	KPI	Dec?	Exc?
Phase 1 1.1	Pull daily crew duty roster from CMS	Crew Scheduling Controller	Jeppesen Crew Management System	Published monthly roster, intraday amendments, real-time crew updates	Day-of-operations crew duty list with flight assignments and report times	Roster accuracy ≥99% match to published pairings; list generated ≥3 hrs before first departure	N	N
1.2	Send automated duty-start notifications to crew	Crew Scheduling System (automated)	IBS Software iCrew	Day-of-operations crew duty list, crew contact and mobile app registration database	SMS and app push notifications with report time, flight number, aircraft registration, and gate	Notification delivery rate ≥99.5% within 30 min of duty window opening; read-receipt confirmed for ≥90% of app-registered crew	N	N
1.3	Verify crew check-in at required report time	Crew Scheduling Controller	Jeppesen Crew Management System	Crew self-reported check-in entries, kiosk or app check-in timestamps, scheduled report times	Confirmed check-in log; no-show flag with timestamp for absent crew members	On-time check-in rate ≥98%; no-show detection and standby activation trigger within 15 min of missed report time	Y	Y
1.4	Validate crew qualifications, recency & type currency	Crew Scheduling Controller	Jeppesen Crew Management System	Crew training records from LMS integration, qualification and recency database, aircraft type assignment	Qualification check pass/fail decision; restriction flags forwarded to pairing optimizer	Zero qualified-crew-on-illegal-assignment incidents; automated compliance check runtime ≤2 min per crew member	Y	Y
Phase 2 2.1	Initialize duty period clock & FRMS baseline	Crew Scheduling System (automated)	IBS Software iCrew	Confirmed check-in timestamp, crew fatigue risk profile, prior-duty rest duration	Active duty record with ACTT (Applicable Cumulative Trip Time) counter initialized; FRMS alerting thresholds set	Duty record initialization within 5 min of check-in confirmation; FRMS baseline computed for 100% of active crew	N	N
2.2	Monitor real-time duty time against FAR Part 117 limits	Crew Scheduling Controller	IBS Software iCrew	ACARS flight departure and arrival timestamps, active duty records, FAR Part 117 FDP and rest parameters	Running duty time totals per crew member; automated alerts triggered at 90% of applicable limit thresholds	Zero FAR Part 117 FDP exceedances; alert triggered ≥60 min before any limit breach; alert-to-action response time ≤10 min	Y	Y
2.3	Calculate projected rest requirement & next availability	Crew Scheduling Controller	Jeppesen Crew Management System	Projected duty end time, FAR Part 117 minimum rest table, hotel inventory data from accommodation vendor API	Minimum rest end timestamp; crew availability window for next assignment; hotel block release notification	Rest calculation accuracy ±0 min (regulatory requirement); hotel release notification issued within 30 min of projected rest start; ≥95% of rest-period hotel blocks confirmed before duty release	N	Y
Phase 3 3.1	Track crew-to-aircraft assignment via ACARS OOOI data	Operations Control Crew Desk	SITA ACARS / Telex	Aircraft OOOI (Out/Off/On/In) movement messages, crew assignment records from Jeppesen CMS	Real-time crew-aircraft match or mismatch status per flight sector	Crew position update latency ≤5 min after OOOI event; position mistrack rate <0.5% of daily operated sectors	Y	Y
3.2	Confirm crew on-board status against PSS manifest	Gate Agent / Crew Scheduling Controller	Amadeus Altéa PSS	Boarding pass scan data, crew manifest from CMS-to-PSS integration feed	Confirmed crew on-board record per flight; late-boarding or missing-crew flag escalated to crew desk	Crew boarding confirmation ≥15 min before STD; zero departures with unresolved unconfirmed crew status	N	Y
3.3	Update crew position records after each completed sector	Crew Scheduling System (automated)	IBS Software iCrew	OOOI timestamps from ACARS, gate arrival confirmation, crew pairing sequence	Updated crew position records with current station; next-sector readiness status flag	Position record updated within 10 min of IN event; data accuracy ≥99.8% match to ACARS source timestamps	N	N
Phase 4 4.1	Receive & triage crew-impacting disruption alerts from NOC	Operations Control Crew Desk	SITA Airport Management System (AMS)	Flight delay and cancellation alerts from NOC disruption board, ATC ground stop and GDP notifications	Crew impact assessment listing affected pairings, downstream connections, and estimated delay propagation	Initial crew impact assessment within 10 min of disruption notification; zero unacknowledged disruption alerts aged >15 min	N	N
4.2	Assess revised schedule legality for impacted crew	Crew Scheduling Controller	Jeppesen Crew Management System	Revised flight schedule from operations control, active crew duty records, FAR Part 117 FDP and rest parameters	Legal or illegal status for each impacted crew member under revised schedule; extension waiver eligibility flags	Legality check completed within 15 min of disruption triage; waiver utilization rate <5% of disrupted operations; zero post-event FAR Part 117 violations	Y	Y
4.3	Source and assign replacement or standby crew	Crew Scheduling Controller	Jeppesen Crew Management System	Standby crew availability list, deadhead crew pool, hotel and accommodation records, airport reserve pool by base	Confirmed crew reassignment with pairing details; standby activation record; deadhead authorization if applicable	Standby crew activated within 30 min of need identification; deadhead crew positioned within 2 hrs; crew coverage rate ≥97% of disrupted flights	Y	Y
4.4	Issue crew reassignment notifications & sync downstream systems	Crew Scheduling Controller	IBS Software iCrew	Confirmed reassignment records from Jeppesen CMS	Push notifications delivered to affected crew; updated pairings in CMS; Altéa PSS crew manifest refreshed; payroll audit trail updated	Crew notification sent within 5 min of reassignment confirmation; CMS-to-PSS sync completed before gate opens (≥30 min before STD); notification delivery confirmation rate ≥98%	N	Y
Phase 5 5.1	Confirm crew sign-off & record actual duty-out time	Crew Scheduling Controller	Jeppesen Crew Management System	Crew self-reported duty-out via mobile app or kiosk, gate departure records, hotel check-in confirmation where applicable	Closed duty record with actual block-out to duty-release timestamps; open duty record flag for anomalies	Duty record closed within 1 hr of crew release; sign-off discrepancy rate <1% of operated duties; open duty record resolution within 4 hrs	N	Y
5.2	Recalculate 28-day cumulative flight & duty hours	Crew Scheduling System (automated)	IBS Software iCrew	Closed duty records, FAR Part 117 cumulative limits (100 hrs per 672-hr window, 1,000 hrs per calendar year), crew fatigue history	Updated 28-day and 365-day flight and duty time totals per crew member; scheduling availability flags for next build cycle	Fatigue record updated within 2 hrs of duty close; zero crew members scheduled before 28-day rolling total validated; cumulative total accuracy ±0 min	Y	Y
5.3	Archive duty records & sync actuals to scheduling and payroll	Crew Scheduling System (automated)	Jeppesen Crew Management System	Validated duty records with actual block times, fatigue recalculation output	Archived duty data package; payroll hours feed to SAP S/4HANA Finance (FI/CO); scheduling feedback to crew pairing optimizer for next build cycle	Payroll data handoff to SAP within 24 hrs of duty close; scheduling feedback loop complete before next crew build cycle (T+48 hrs); archive integrity check ≥99.99%	N	Y

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Process Attributes

Identification

Process IDCM-03

L1 DomainCrew Management

L2 ProcessCrew Day-of-Operations

L3 NameCrew Day-of-Operations Tracking

L4 Steps17 across 5 phases

Decision Gates7 (all with iteration loops)

Exceptions12 documented

Swim Lanes (Roles)

Crew Scheduling Controller

Crew Scheduling System (automated)

Operations Control Crew Desk

Gate Agent / Crew Scheduling Controller

Systems & Tools

Jeppesen Crew Management SystemIBS Software iCrewSITA ACARS / TelexAmadeus Altéa PSSSITA Airport Management System (AMS)

Key Performance Indicators

Pull daily crew duty roster from CMSRoster accuracy ≥99% match to published pairings; list generated ≥3 hrs before first departure

Send automated duty-start notifications to crewNotification delivery rate ≥99.5% within 30 min of duty window opening; read-receipt confirmed for ≥90% of app-registered crew

Verify crew check-in at required report timeOn-time check-in rate ≥98%; no-show detection and standby activation trigger within 15 min of missed report time

Validate crew qualifications, recency & type currencyZero qualified-crew-on-illegal-assignment incidents; automated compliance check runtime ≤2 min per crew member

Initialize duty period clock & FRMS baselineDuty record initialization within 5 min of check-in confirmation; FRMS baseline computed for 100% of active crew

Monitor real-time duty time against FAR Part 117 limitsZero FAR Part 117 FDP exceedances; alert triggered ≥60 min before any limit breach; alert-to-action response time ≤10 min

Calculate projected rest requirement & next availabilityRest calculation accuracy ±0 min (regulatory requirement); hotel release notification issued within 30 min of projected rest start; ≥95% of rest-period hotel blocks confirmed before duty release

Track crew-to-aircraft assignment via ACARS OOOI dataCrew position update latency ≤5 min after OOOI event; position mistrack rate <0.5% of daily operated sectors

Airline-Specific Risks & Pain Points

Late roster amendments from crew bidding workflow can cause data sync lag between Jeppesen and Altéa PSS, risking crew data mismatches at check-in during hub-complex rotations

Crew mobile app adoption varies across base seniority groups; SMS fallback provides no read-receipt confirmation, creating unverified notification risk for critical duty changes during irregular operations

Manual check-in verification at outstations with no dedicated crew desk compresses the standby activation window; regional airport staffing gaps mean no-shows may not be detected until gate agents escalate, often inside 60 min to departure

Training record sync delays between the airline LMS and Jeppesen can allow stale qualification data to persist, creating regulatory exposure under FAR Part 61 if a crew member's type rating lapse is not reflected in the CMS before duty commencement

FRMS models calibrated on aggregate fleet data may underestimate fatigue for crew transitioning from high-density transcontinental rotations into back-to-back short-haul turns, particularly where rest was taken across multiple time zones

ACARS timestamp delays at congested hub airports (e.g., ORD, ATL) can cause duty time calculations to lag actual operations by 5–12 min, compressing the crew controller's response window before a legally binding FDP limit is reached

Inputs / Outputs

Primary InputPublished monthly roster, intraday amendments, real-time crew updates

Primary OutputArchived duty data package; payroll hours feed to SAP S/4HANA Finance (FI/CO); scheduling feedback to crew pairing optimizer for next build cycle

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