Charter & Ad-Hoc Flight Planning
Network Planning & Scheduling › Schedule Planning · 17 L4 steps · 6 phases · 8 decision gates · Updated 2026-03-18 18:40
📊
Process Flow Diagram (BPMN)
📋
L4 Process Steps
| Step | Step Name | Role / Swim Lane | System | Input | Output | KPI | Dec? | Exc? |
|---|---|---|---|---|---|---|---|---|
Phase 1 1.1 |
Receive & Log Charter Request | Charter Sales Manager | Amadeus Altéa PSS | Client inquiry or broker RFQ (route, date, pax count, special requirements) | Logged charter request with unique reference number | Request-to-quote turnaround ≤4 hours of receipt | N | N |
| 1.2 | Validate Route & Airport Feasibility | Network Planning Analyst | Amadeus SkySYM | Charter request log, airport infrastructure database, bilateral ASA register | Feasibility report covering range, runway length, curfews, and handling agent availability | Feasibility assessment completed ≤2 hours of request receipt | Y | N |
| 1.3 | Assess Fleet Availability for Charter Date | Fleet Planning Analyst | Amadeus SkyMAX | Current published schedule, maintenance release plan, feasibility report | Available aircraft list with candidate tail numbers and estimated positioning cost | Charter fleet utilisation rate ≥85% on confirmed charter days | Y | N |
Phase 2 2.1 |
Verify Air Service Agreements & Permit Scope | Regulatory Affairs Manager | IATA Timatic | Feasibility report, destination country, charter type (commercial, private, government) | List of required permits, bilateral ASA status, advance-notice windows per country | Permit scope identified ≤1 business day of feasibility sign-off | N | Y |
| 2.2 | Apply for Overflight & Landing Permits | Regulatory Affairs Manager | SITA Overflight Permit System | Permit requirement list, aircraft registration, ICAO flight identifiers | Filed permit applications, confirmation numbers, expected approval timeline | Permit approval rate ≥95% within 48 hours of application | Y | Y |
| 2.3 | Coordinate Airport Slot & Ground Handler | Network Planning Analyst | IATA CRS (Coordinated Reservation System) | Approved permits, flight schedule details, preferred handling agent contracts | Confirmed slot allocation, ground handler assignment, and fuelling agreement | Slot secured ≥5 days before departure; ground handler confirmed ≥72 hours before STD | Y | Y |
Phase 3 3.1 |
Assign Aircraft Tail & Confirm MX Release | Fleet Operations Manager | AMOS by Swiss AviationSoftware | Available aircraft list, maintenance schedule, MEL status log | Confirmed tail number with maintenance release, deferred defect check complete | Aircraft assigned ≥72 hours before departure; MX release confirmed ≥24 hours before STD | Y | Y |
| 3.2 | Build Crew Pairing Within FAR Part 117 Limits | Crew Planning Analyst | Jeppesen Crew Management | Confirmed tail number, route, departure and arrival times, crew qualifications database | Charter crew pairing with duty-time compliance check, rest period validated | Crew assignment completed ≥48 hours before departure; 100% FAR Part 117 duty compliance | Y | Y |
| 3.3 | Confirm Special Handling & Catering Requirements | Charter Operations Coordinator | Amadeus Altéa PSS | Client brief (VIP specifications, cargo manifest, special meal codes, security requirements) | Special service order confirmed with caterer, ground handler, and security provider | Special service confirmation delivered ≤24 hours after crew assignment | N | Y |
Phase 4 4.1 |
Calculate All-In Charter Price & Margin | Charter Pricing Analyst | AWS Redshift | Route details, current fuel price (Platts jet fuel index), airport fees, crew cost, handling cost, positioning leg cost | Itemised price quote with gross margin analysis and fuel surcharge buffer | Gross margin on charter ≥15% above direct operating cost; quote issued ≤2 hours of feasibility confirmation | N | N |
| 4.2 | Issue Charter Contract & Collect Deposit | Charter Sales Manager | SAP S/4HANA Finance (FI/CO) | Approved price quote, client details, payment terms | Executed charter contract via DocuSign, 25% deposit posted to AR in SAP | Contract executed ≤24 hours of quote acceptance; deposit received ≥5 days before departure | Y | N |
| 4.3 | Load Charter Flight into PSS & Block Inventory | Revenue Management Analyst | Amadeus Altéa PSS | Signed contract, final pax manifest, special service order | Active charter flight record in Altéa, inventory fully blocked, IATA SSR codes applied | Flight created in PSS ≤4 hours of contract execution; zero open inventory seats on charter segment | N | Y |
Phase 5 5.1 |
File ICAO Flight Plan & Check NOTAMs | Flight Dispatcher | Jeppesen FliteDeck | Confirmed route, tail number, fuel uplift plan, departure time | Filed ICAO flight plan, NOTAM briefing pack, alternate aerodrome selected | Flight plan filed ≥3 hours before STD; NOTAM briefing completed ≥90 min before STD | Y | Y |
| 5.2 | Conduct Pre-Departure Crew & Cabin Briefing | Captain / Charter Operations Coordinator | Honeywell GoDirect | Crew pairing, filed flight plan, weather package, special service order, security threat level | Signed crew briefing record, cabin configuration confirmed, security clearances verified | Briefing completed ≥90 min before STD; 100% crew attendance confirmed | N | N |
| 5.3 | Execute Charter Flight & Capture Actuals | Flight Crew / NOC Dispatcher | Amadeus Altéa PSS | Pre-departure checks complete, ATC clearance received, pax aboard | Actual block time, fuel burn, pax count, and any ATC deviation logged in Altéa | Block time variance ≤10 min vs. planned; fuel burn within ±3% of flight plan estimate | N | Y |
Phase 6 6.1 |
Reconcile Charter Revenue & Costs in SAP | Finance Analyst | SAP S/4HANA Finance (FI/CO) | Actual flight data from Altéa, supplier invoices (fuel, catering, handling, permits) | Charter P&L report, variance analysis vs. quoted price, cost centre allocation | Revenue recognition completed ≤5 business days of flight; invoice matching rate ≥90% automated | N | Y |
| 6.2 | Update Charter Pricing Model & Lessons Learned | Network Planning Analyst | AWS Redshift | Charter P&L report, operational incident log, client satisfaction feedback | Updated charter pricing model parameters, lessons-learned record published in Tableau dashboard | Pricing model refresh cycle: quarterly; margin forecast accuracy improvement ≥5% per cycle | N | N |
📋