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Dynamic form letters for every form

In business practice, incidents which have been documented with eControl can trigger Email correspondence. For example, the person responsible for damage to property may be required to comment again in detail about the circumstances of the accident. Accordingly, the penalty given to the person responsible for an offence could be formally documented with a standardised email.

From Version 3.6 onwards, eControl facilitates the compilation and archiving of Email form letters for every electronic form. For each form field created with the eControl designer, eControl provides a placeholder (@@Placeholder@@), which can be used in freely configurable form letters.

After the selection of a form letter, the eControl placeholders are replaced fully automatically by the field contents.

The - optional - automatic archiving of the Email in the context of the event is an additional labour saver. eControl logs the sending of Emails as standard in the event audit trail, meaning that it can be easily established when which information was sent to which recipients.

Subsequently it should be noted that eControl has a WYSIWYG-user interface for the attractive design and formatting of form letters.

Individually managing report relevance of information for daily reports and Email alerts

For each form type, individual data fields can be identified as “report relevant” in the eControl form manager. These data fields are then listed automatically in every daily report, provided that the respective data fields contain information.

This process can appear to be too inflexible, if particular data fields of an individual process need to be specifically incorporated into a Daily report.

From version 3.5.0 onwards, eControl offers – insofar as the user has the appropriate authorisation – the possibility of identifying additional data fields for an individual process as report relevant.

 Blue status:Data field is not report relevant – can be applied by double clicking on the "orange" status.

 Orange status:Data field is report relevant – can be restored by double clicking on the "blue" status.

 Black status:Data field is predefined as report relevant.

After a user has double clicked on the description of a data field, this is classified as relevant for the purposes of the daily report.

In the example given above, the “person responsible” data field is not report relevant, whereas the “substance” data field receives the report relevant status by a double click. In the dialogue data fields can simply additionally be identified as report relevant. If this classification has already essentially been made in the eControl form manager, it cannot be deselected by a user. 

This identification affects the generation of daily reports and the daily reports compendium.

In the example given above, the data fields “substance”, “amount”, “process”, “ extent of damage” and “notification of extent of damage ” were also identified as report relevant in the event 15505. 

The definition of additional report relevant data fields also affects the automatic Email alert function of the eControl notifier. In addition to certain essential data, these Email alerts encompass all report relevant fields. If an additional field is identified by the user as “report relevant” , the eControl notifier circulates the Email correspondingly. 

Furthermore, it should be noted that the audit trail can verify at all times which user has appointed which data field as report relevant and when.

Automatic notification of expiring qualifications

The eControl Training and Qualification management ensures that trained staff are informed in good time by Email of expiring qualifications. The notification procedure can be used for both one’s own employees and the employees of outside companies.

Notification is given fully automatically by the system, as soon as the individually adjustable lead time for a qualification is undershot.

The system advises the user of the end of

• regular qualification periods and
• Validity periods for certificates.

Notification is also given if information on a process and/or document amendment via "Read & Sign" must be confirmed.

With the fully automatic notification of expiring qualifications, eControl TQMS helps to ensure that staff are qualified without interruption and are available for unreserved use as intended.

eControl TQMS informs not only the respective employee about the imminent loss of the qualification but also his hierarchical superior.

A company- specific customisable text module is available for the notification text. Below is an example of an automatic notification:

This notification is given once only, and briefly notifies the user if the lead time for several qualifications has been undershot.

The employee’s hierarchical superior also receives the same notification, which is in table form to give a better overview:

This message is fully automatically generated by an eControl system service, which from version 3.5.0 onwards is part of the eControl TQMS standard range.

Root Cause Analysis – eControl Measure Management

From Version 3.5.1 onwards, eControl Measure Management offers the possibility of documenting a root cause analysis in a structured way. The malfunction-cause-analysis is an effective approach, which encompasses the recording of malfunctions and deviations, their causes and analysis, the countermeasures introduced and an evaluation of the effectiveness of these measures.

Implementation in eControl is based on the IATA auditing manual OSA Q5AIMS and the EASA specifications (AMC1 ORA.GEN.150, GM1 ORA.GEN.150 et al.).

The user is guided in the formal process of root cause analysis, in which all information is stored in an audit-compliant manner.

Root cause analysis is available for all Measure Management software modules:

• Event management
• Audit management
• Committee management
• Process management
• Risk management and
• Investigation management

The information on root cause analysis is stored with the measure data, so that in the future the information on

• Root cause
• Development of a corrective action
• Implementation of the corrective action taken
• Monitoring and evaluation of the corrective action

...can also be specifically stored and printed in the corresponding reports.

The data fields for root cause analysis can be taken from the screen dialogue shown below:

Operations Management, Safety management and Bird Control at Dortmund Airport

Dortmund Airport (ICAO-Code EDLW, IATA-Code DTM) with almost two million passengers in 2014, is the third largest passenger airport in North-Rhein Westphalia. In 2010 the airport introduced the software product eControl aviation to support its operational processes and management systems. Tobias Pasing, Traffic Manager at Dortmund Airport, was involved right from the start and designed the implementation of the Dortmund process requirements:

“We record all safety- relevant incidents, such as workplace accidents or claim notifications – both internal as well as those involving external devices, aircraft etc., in eControl aviation. In addition to ramp safety checks, other routine checks involve track, lighting and fencing patrols. We generally record in the system all anomalies that require further processing or clarification in house or which could arise with our partners. Our Safety Management benefits from the data quality, and audits show that our customers are absolutely convinced by our system. Furthermore we store all official and procedural instructions here, so that they are never lost.

For the recorders the system is very fast and simple to operate – that is why it is accepted by employees and because there is only one system that contains everything, the system has now gained wide acceptance after initial scepticism.”

- Tobias Pasing, Traffic-Manager, Airport Dortmund DTM/EDLW