CM-06 · Crew Licensing & Medical Certification

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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	Ingest airman certificate data from FAA IACRA	Crew Compliance Analyst	FAA IACRA (Integrated Airman Certification and Rating Application)	Scheduled nightly sync trigger from FAA IACRA API	Refreshed airman certificate dataset with ATP, type rating, and medical records	Data sync completion rate ≥99.5%; sync latency <4 hours	Y	N
1.2	Risk-rank crew by certification expiry proximity	Crew Compliance Analyst	Jeppesen Crew Management	Refreshed IACRA certificate dataset; crew scheduling horizon (90-day window)	Risk-ranked crew list: Red (expiry <30 days), Amber (30–60 days), Green (>60 days)	100% of crew with expiry <30 days flagged Red; zero missed flags	N	N
1.3	Issue automated crew renewal notification	Crew Compliance System (automated)	Jeppesen Crew Management	Risk-ranked crew list with Red/Amber flags	Automated email and in-app notification to crew member and Chief Pilot with renewal deadlines and action links	Notification delivery rate ≥99%; crew acknowledgement within 5 business days	N	Y
Phase 2 2.1	Submit MedXpress application for AME examination	Flight Crew Member	FAA MedXpress	Crew renewal notification; upcoming medical certificate expiry date	Completed FAA Form 8500-8 application submitted to designated AME; confirmation number issued	MedXpress submission completed ≥21 days before certificate expiry	N	Y
2.2	Conduct Class 1 AME physical examination	Aviation Medical Examiner (AME)	FAA MedXpress	FAA Form 8500-8; crew member presenting at AME office	Completed physical examination; AME determination recorded in MedXpress	First-attempt Class 1 pass rate ≥92%; examination cycle time <2 hours	N	Y
2.3	Validate medical certificate against FAR Part 67	Crew Compliance Analyst	FAA MedXpress	AME examination result and MedXpress determination	Medical certificate issued (valid) or Special Issuance referral / denial issued	Validation processing time <24 hours post-examination; Special Issuance cases escalated within 4 hours	Y	Y
2.4	Upload validated medical certificate to crew record	Crew Compliance Analyst	Jeppesen Crew Management	Issued FAA First-Class medical certificate PDF; validation confirmation from MedXpress	Updated crew qualification record in Jeppesen CM with new medical expiry date; scheduling constraints lifted	Record update latency <2 hours post-certificate issue; zero scheduling errors attributable to stale medical data	N	N
Phase 3 3.1	Query aircraft type rating currency in Jeppesen CM	Crew Compliance Analyst	Jeppesen Crew Management	Updated crew record; assigned aircraft type (B737-700 / B737-800 / B737 MAX 8)	Type rating currency report showing rating issue date, expiry, and recency event log	Query response time <30 seconds; currency data accuracy ≥99.9% vs. FAA IACRA record	N	N
3.2	Verify FAR 61.57 recency requirements for flight ops	Crew Compliance Analyst	Jeppesen Crew Management	Type rating currency report; recent flight log data from crew tracking module	Recency compliance determination: compliant or lapsed for each currency category (takeoff/landing, IFR, PIC)	100% of crew checked for recency currency before schedule publication; zero recency violations detected post-assignment	Y	Y
3.3	Schedule simulator proficiency check for lapsed recency	Crew Training Coordinator	Jeppesen Crew Management	Recency lapse determination; simulator availability calendar	Simulator proficiency check event booked in Jeppesen CM; crew notified with date, location, and evaluator	Simulator slot secured within 10 business days of recency lapse identified; no-show rate <3%	N	Y
Phase 4 4.1	Cross-reference certificates with FAA IACRA Airmen Inquiry	Crew Compliance Analyst	FAA IACRA (Integrated Airman Certification and Rating Application)	Crew qualification records from Jeppesen CM; FAA certificate numbers	IACRA cross-reference report confirming or flagging discrepancies in ATP, type rating, and medical certificate status	100% of active crew cross-referenced monthly; discrepancy detection rate >95% vs. manual audit	N	Y
4.2	Verify Special Issuance conditions and SODA exemptions	Crew Compliance Manager	Jeppesen Crew Management	IACRA cross-reference report; crew medical history flags; FAA SI letter on file	SI compliance verification: conditions met, or deviation requiring FAA Regional Flight Surgeon follow-up identified	100% of crew with active SI conditions reviewed quarterly; zero SI deadline breaches	Y	Y
4.3	Update crew qualification matrix with verified certifications	Crew Compliance Analyst	Jeppesen Crew Management	IACRA cross-reference report; SI compliance verification; proficiency check results	Fully updated crew qualification matrix; scheduling system reflects current authorised aircraft types and positions	Qualification matrix updated within 4 hours of verification completion; scheduling system sync lag <1 hour	N	N
Phase 5 5.1	Flag non-compliant crew and initiate grounding hold	Crew Compliance Manager	Jeppesen Crew Management	Compliance failure flag from certification validation or IACRA cross-reference	Grounding hold applied in Jeppesen CM; crew member status set to NOT QUALIFIED; Chief Pilot and Crew Scheduling notified	Grounding hold applied within 2 hours of compliance failure detection; zero non-compliant crew departing on scheduled flights	N	Y
5.2	Remove crew from active schedule and source replacement	Crew Scheduling Controller	Jeppesen Crew Management	Grounding hold notification; affected flight assignments; available reserve crew list	Affected flights reassigned or covered by reserve crew; operational disruption minimised	Replacement crew sourced within 3 hours of grounding notification; schedule disruption rate <1% attributable to certification grounding	N	Y
5.3	Track remediation progress and certification renewal	Crew Compliance Analyst	Jeppesen Crew Management	Grounding hold record; crew member self-reported remediation milestones; AME/simulator confirmations	Remediation tracking log with milestone dates; estimated return-to-duty date communicated to Crew Scheduling	Average grounding duration <14 days for medical renewal cases; <7 days for recency cases	Y	Y
5.4	Restore crew to active status and release scheduling block	Crew Compliance Manager	Jeppesen Crew Management	Confirmed certification compliance from remediation tracking; updated qualification matrix	Grounding hold lifted; crew status restored to QUALIFIED; crew available for scheduling from next bid period or immediate standby	Reinstatement processing time <2 hours after compliance confirmed; zero scheduling errors on reinstatement day	N	N
Phase 6 6.1	Generate certification compliance dashboard in Tableau	Crew Compliance Manager	Tableau	Qualification matrix export from Jeppesen CM; grounding event log; remediation tracking data	Live certification compliance dashboard showing fleet-wide expiry profile, grounding incidents, and trend lines by certificate type	Dashboard refresh latency <4 hours; fleet-wide certification compliance rate KPI target ≥99.0%	Y	N
6.2	Export FAA regulatory audit package and file deviations	Crew Compliance Manager	Tableau	Certification compliance dashboard; grounding and reinstatement event log; corrective action records	Regulatory audit package (PDF + CSV) ready for FAA POI review; deviation reports filed via ASAP program if compliance threshold breached	Audit package prepared within 24 hours of FAA request; zero open compliance findings older than 30 days	N	Y

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Process Attributes

Identification

Process IDCM-06

L1 DomainCrew Management

L2 ProcessCrew Compliance & Certification

L3 NameCrew Licensing & Medical Certification

L4 Steps19 across 6 phases

Decision Gates6 (all with iteration loops)

Exceptions12 documented

Swim Lanes (Roles)

Crew Compliance Analyst

Crew Compliance System (automated)

Flight Crew Member

Aviation Medical Examiner (AME)

Crew Training Coordinator

Crew Compliance Manager

Crew Scheduling Controller

Systems & Tools

FAA IACRA (Integrated Airman Certification and Rating Application)Jeppesen Crew ManagementFAA MedXpressTableau

Key Performance Indicators

Ingest airman certificate data from FAA IACRAData sync completion rate ≥99.5%; sync latency <4 hours

Risk-rank crew by certification expiry proximity100% of crew with expiry <30 days flagged Red; zero missed flags

Issue automated crew renewal notificationNotification delivery rate ≥99%; crew acknowledgement within 5 business days

Submit MedXpress application for AME examinationMedXpress submission completed ≥21 days before certificate expiry

Conduct Class 1 AME physical examinationFirst-attempt Class 1 pass rate ≥92%; examination cycle time <2 hours

Validate medical certificate against FAR Part 67Validation processing time <24 hours post-examination; Special Issuance cases escalated within 4 hours

Upload validated medical certificate to crew recordRecord update latency <2 hours post-certificate issue; zero scheduling errors attributable to stale medical data

Query aircraft type rating currency in Jeppesen CMQuery response time <30 seconds; currency data accuracy ≥99.9% vs. FAA IACRA record

Airline-Specific Risks & Pain Points

FAA IACRA API throttling during peak batch windows causes stale cert data; no real-time push — polling-only model creates up to 24-hour lag for urgent status changes

Jeppesen CM risk-ranking logic does not account for Special Issuance (SI) medical conditions with shorter validity windows, causing under-flagging of affected crew

Crew members on extended international layovers or LOA may miss email alerts; no SMS or push notification fallback in current Jeppesen CM configuration

MedXpress portal outages during FAA system maintenance windows block submission; crew booking AME appointments within <14 days of expiry creates duty-coverage gaps

Age-40 rule requires captains over 40 to hold Class 1 medical renewed every 6 months (vs. 12 months under 40), doubling administrative burden for senior captain cohort; resource-intensive for AME network

FAR Part 67 Special Issuance (SI) for conditions such as hypertension or AASM-treated OSA requires FAA Regional Flight Surgeon review averaging 30–90 days, creating extended grounding risk for borderline cases

Inputs / Outputs

Primary InputScheduled nightly sync trigger from FAA IACRA API

Primary OutputRegulatory audit package (PDF + CSV) ready for FAA POI review; deviation reports filed via ASAP program if compliance threshold breached

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