CM-12 · Crew Recruitment & Onboarding

📊

Process Flow Diagram (BPMN)

📋

L4 Process Steps

Step	Step Name	Role / Swim Lane	System	Input	Output	KPI	Dec?	Exc?
Phase 1 1.1	Analyse crew headcount gap vs. demand forecast	Crew Planning Analyst	AWS Redshift + Amadeus SkyCAST	12-month schedule demand forecast, current crew establishment headcount by fleet and base	Headcount gap report segmented by fleet type, domicile, and class date window	Forecast accuracy ±5% vs. actual recruits needed; report delivered ≥10 months ahead of class date	Y	N
1.2	Submit and approve crew recruitment requisition	Crew Resource Manager	SAP SuccessFactors Recruiting	Approved headcount gap report, budget allocation from Finance (SAP S/4HANA FI/CO)	Approved job requisition record with fleet type, domicile, target class date, and minimum qualifications	Requisition-to-posting cycle ≤3 business days; budget approval SLA ≤5 business days	Y	N
Phase 2 2.1	Publish vacancy and build candidate pipeline	Talent Acquisition Specialist	SAP SuccessFactors Recruiting + LinkedIn Recruiter	Approved requisition with role minimums (ATP certificate, total flight hours, type rating preferences)	Live job posting across channels; ranked candidate pipeline in ATS	Application-to-qualified-applicant ratio ≥15%; time-to-slate ≤21 days from posting	N	N
2.2	Screen applications against FAR 121 ATP minimums	Talent Acquisition Specialist	SAP SuccessFactors Recruiting + FAA Airmen Inquiry	Candidate application submissions; FAA Airmen Inquiry certificate data	Shortlisted candidates meeting FAR 121.436 ATP, total hours, and currency requirements	Screen pass rate ≥40% of qualified applicants; false-negative rate <5% on manual reviews	Y	Y
2.3	Conduct HR pre-screen video interview	Talent Acquisition Specialist	SAP SuccessFactors Recruiting + Microsoft Teams	Shortlisted candidate pool from application screening	Pre-screen assessment score; advance or decline decision per candidate	Pre-screen to assessment conversion rate ≥65%; no-show rate <10%	Y	N
Phase 3 3.1	Administer aptitude and psychometric assessment	Talent Acquisition Specialist	Hogan Assessments / Criteria Corp CCAT	Advance decision from pre-screen; candidate email invitation to assessment portal	Cognitive aptitude score, personality fit report, and composite recommendation	Assessment completion rate ≥90%; pass threshold ≥65th percentile on cognitive battery	Y	N
3.2	Conduct simulator technical assessment — FFS Level D	Check Airman / Training Captain	CAE SimuFlite Full-Flight Simulator (FFS Level D)	Passed aptitude assessment; confirmed FFS simulator slot from training schedule	Simulator assessment gradesheet (pass / conditional / fail) per standardised evaluation form	First-attempt pass rate ≥75%; FFS simulator utilisation for recruiting ≥80% of booked slots	Y	Y
3.3	Conduct structured panel interview and make hire decision	Chief Pilot / HR Business Partner	SAP SuccessFactors Recruiting	FFS gradesheet, aptitude and psychometric scores, pre-screen interview notes	Hire or no-hire decision recorded in ATS; offer authorisation initiated	Offer acceptance rate ≥85%; panel-to-verbal-offer cycle ≤5 business days	Y	N
Phase 4 4.1	Initiate PRIA check and criminal background screening	HR Compliance Specialist	FAA Airmen Records Clearinghouse (ARC) + HireRight Background Screening	Conditional offer accepted; signed PRIA consent form from candidate	PRIA report (prior employer records, accident/incident history, drug and alcohol test records); criminal background check result	PRIA response turnaround ≤30 days (FAR 121.432 statutory deadline); background check completion ≤10 days; disqualification rate <8%	Y	Y
4.2	Schedule and complete FAA Class 1 AME medical exam	HR Compliance Specialist	FAA MedXPress + AME Network (Aviation Medical Examiner)	Candidate personal data; completed FAA Form 8500-8 submitted via MedXPress	First-Class Medical Certificate issued by AME; MedXPress submission forwarded to FAA AMCD (Aeromedical Certification Division)	First-class medical pass rate ≥88%; average AME scheduling lead time ≤10 days; medical disqualification identified pre-class ≥95% of cases	Y	Y
4.3	Verify right-to-work and obtain TSA security clearance	HR Compliance Specialist	DHS E-Verify + TSA Security Threat Assessment (STA) Portal	Government-issued identity documents; completed I-9 form	E-Verify employment authorisation result; TSA STA clearance confirmation number	E-Verify clearance ≤3 business days; TSA STA clearance ≤21 days; I-9 compliance rate 100%	Y	Y
4.4	Issue employment contract and confirm class date	HR Business Partner	SAP SuccessFactors Onboarding + DocuSign	All compliance checks passed; class date slot confirmed with Training Operations	Digitally signed employment contract; new hire record activated in HRIS; class start date confirmed to candidate and training department	Contract signature to class start ≥14 days buffer; offer-to-class-start cycle ≤90 days; DocuSign completion rate 100% within 3 days of issue	N	N
Phase 5 5.1	Complete airline indoctrination and systems ground school	Training Instructor / New Hire Pilot	SAP SuccessFactors Learning (LMS) + Airline CBT Training Portal	Class start date; FAR Part 121 Subpart N-approved training syllabus; aircraft systems manuals	Ground school completion certificate; aircraft systems knowledge exam result (pass threshold ≥80%)	Ground school exam first-attempt pass rate ≥90%; dropout or withdrawal rate <5% per class	Y	Y
5.2	Conduct type rating simulator training under AQP	Training Captain / Check Airman	CAE SimuFlite FFS Level D + LOSA Observation Software	Ground school completion certificate; FAA-approved Advanced Qualification Programme (AQP) training plan	FFS event grades per AQP curriculum; simulator training records logged per FAR 121.409	FFS training syllabus completion rate 100%; average event grade ≥Satisfactory on all AQP manoeuvres; FFS utilisation ≥85%	Y	Y
5.3	Administer FAA checkride and issue type rating	FAA Designated Pilot Examiner (DPE) / AAIP Check Airman	FAA IACRA (Integrated Airman Certification and Rating Application)	Completed AQP FFS training with all events graded Satisfactory; training records package	Temporary airman certificate with type rating endorsement; IACRA application submitted to FAA Registry	First-attempt checkride pass rate ≥85%; temporary certificate issuance ≤2 days post-exam; permanent certificate ≤120 days per FAA Registry SLA	Y	Y
Phase 6 6.1	Complete Initial Operating Experience (IOE) line check	IOE Check Airman / New Hire First Officer	Jeppesen Crew Management + Jeppesen FliteDeck (EFB)	Type rating certificate on file; FAR 121.434 IOE syllabus; assigned IOE pairings in crew schedule	IOE completion sign-off by Check Airman; line check gradesheet; FAR 121 line qualification endorsed	IOE completion within 90 days of type rating issuance (FAR 121.434); first-attempt line check pass rate ≥90%; IOE hours per graduate ≤25 hours	Y	Y
6.2	Activate crew qualification record and assign domicile	Crew Scheduling Analyst	Jeppesen Crew Management + IBS Software iCrew	IOE sign-off documentation; type rating on file; employment contract domicile preference	Active crew qualification record in Jeppesen; domicile assignment confirmed; PBS eligibility flag set in iCrew	System activation within 24 hours of IOE sign-off; crew record data accuracy 100%; payroll activation lag ≤1 business day	N	Y
6.3	Assign to initial PBS bid period and complete onboarding	Crew Planning Analyst / New Hire Pilot	Jeppesen CrewPlan + SAP SuccessFactors Onboarding	Active crew qualification record; open roster positions for current bid period; onboarding task checklist	First PBS bid period assignment; completed onboarding compliance tasks (uniform fitting, airport ID, emergency equipment familiarisation, CBA acknowledgement)	Time from IOE completion to first revenue pairing ≤5 days; onboarding task completion rate 100% by day 30; year-1 voluntary attrition ≤8%	N	N

📋

Process Attributes

Identification

Process IDCM-12

L1 DomainCrew Management

L2 ProcessCrew Planning & Rostering

L3 NameCrew Recruitment & Onboarding

L4 Steps18 across 6 phases

Decision Gates14 (all with iteration loops)

Exceptions10 documented

Swim Lanes (Roles)

Crew Planning Analyst

Crew Resource Manager

Talent Acquisition Specialist

Check Airman / Training Captain

Chief Pilot / HR Business Partner

HR Compliance Specialist

HR Business Partner

Training Instructor / New Hire Pilot

Training Captain / Check Airman

FAA Designated Pilot Examiner (DPE) / AAIP Check Airman

IOE Check Airman / New Hire First Officer

Crew Scheduling Analyst

Crew Planning Analyst / New Hire Pilot

Systems & Tools

AWS Redshift + Amadeus SkyCASTSAP SuccessFactors RecruitingSAP SuccessFactors Recruiting + LinkedIn RecruiterSAP SuccessFactors Recruiting + FAA Airmen InquirySAP SuccessFactors Recruiting + Microsoft TeamsHogan Assessments / Criteria Corp CCATCAE SimuFlite Full-Flight Simulator (FFS Level D)FAA Airmen Records Clearinghouse (ARC) + HireRight Background ScreeningFAA MedXPress + AME Network (Aviation Medical Examiner)DHS E-Verify + TSA Security Threat Assessment (STA) PortalSAP SuccessFactors Onboarding + DocuSignSAP SuccessFactors Learning (LMS) + Airline CBT Training PortalCAE SimuFlite FFS Level D + LOSA Observation SoftwareFAA IACRA (Integrated Airman Certification and Rating Application)Jeppesen Crew Management + Jeppesen FliteDeck (EFB)Jeppesen Crew Management + IBS Software iCrewJeppesen CrewPlan + SAP SuccessFactors Onboarding

Key Performance Indicators

Analyse crew headcount gap vs. demand forecastForecast accuracy ±5% vs. actual recruits needed; report delivered ≥10 months ahead of class date

Submit and approve crew recruitment requisitionRequisition-to-posting cycle ≤3 business days; budget approval SLA ≤5 business days

Publish vacancy and build candidate pipelineApplication-to-qualified-applicant ratio ≥15%; time-to-slate ≤21 days from posting

Screen applications against FAR 121 ATP minimumsScreen pass rate ≥40% of qualified applicants; false-negative rate <5% on manual reviews

Conduct HR pre-screen video interviewPre-screen to assessment conversion rate ≥65%; no-show rate <10%

Administer aptitude and psychometric assessmentAssessment completion rate ≥90%; pass threshold ≥65th percentile on cognitive battery

Conduct simulator technical assessment — FFS Level DFirst-attempt pass rate ≥75%; FFS simulator utilisation for recruiting ≥80% of booked slots

Conduct structured panel interview and make hire decisionOffer acceptance rate ≥85%; panel-to-verbal-offer cycle ≤5 business days

Airline-Specific Risks & Pain Points

Demand forecast volatility from new route announcements and aircraft delivery slippage causes mid-cycle requisition revisions; 9–12-month type-rating lead times mean over/under-hiring is costly and hard to correct

SAP SuccessFactors integration with Jeppesen Crew Management is manual; class date misalignment between HR and Training wastes simulator slots costing $5,000–$12,000 per unused FFS hour

FAR 121.436 ATP minimum (1,500 hours) creates a shallow qualified candidate pool; competition from cargo carriers and regional airlines for experienced pilots drives signing bonus inflation, increasing cost-per-hire beyond budget assumptions

Manual logbook hour verification is time-consuming and fraud-prone; inflated or falsified total-time entries are an industry-wide risk requiring cross-check against FAA Airmen Inquiry — no automated integration exists between ATS and FAA records

Scheduling across time zones for international candidates and active-duty military applicants creates coordination overhead; no-show rates of 10–15% without automated two-way reminder workflows in SuccessFactors deplete pipeline faster than sourcing can replenish

Hogan and Criteria Corp are not natively integrated with SAP SuccessFactors; scores must be manually uploaded, creating data-entry lag and gaps in the EEOC audit trail required for FAR Part 121 carrier compliance

Inputs / Outputs

Primary Input12-month schedule demand forecast, current crew establishment headcount by fleet and base

Primary OutputFirst PBS bid period assignment; completed onboarding compliance tasks (uniform fitting, airport ID, emergency equipment familiarisation, CBA acknowledgement)

←PreviousCM-11 · Crew Union & Labour Agreement Compliance NextCM-13 · Deadhead & Positioning Management→