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 v   Several employees must generate, store and retrieve the documents needed to produce the final flight protocol in the new system. Input is generally managed by user in various departments. Output consists of releases that need to be visible to authorized users or employees. This means mechanics, pilots, airline crew and management need access to the document archive. Everyone should be able to enter modifications frequently and in any order.
While operational and accounting documents would be available to all personnel, other documents were to have restricted access to maintain confidentiality and security of information. Airplanes are checked on-site, therefore flight crews need access to flight plans, logs and inspection records before the planes can operate. Carrying files to the tarmac was going to become a thing of the past! With over 1100 suppliers, all disbursement files, including about 60 received invoices and 300 faxes in a single day, were to be archived immediately by flight, aircraft or owner and found with a touch of a button. Even the customers - the aircraft owners - needed to be able to check on costs, flight histories, status of delivery, etc., to keep abreast of current expenses that are incurred to operate the craft.

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 v   Now, when mail comes in, a barcode label is applied and then scanned. The barcode simply identifies the document date and sequence number. Critical documents are coded to specific flights. The interface, the Valley T-system, a program that allows users to check their archives over the Internet was specifically written for JetClub and now easily connects to DocuWare allowing access to records from anywhere, worldwide. Employees and clients register to receive their own passport, granting them access to International JetClub’s information through the Internet anytime and from anywhere. Now changes in flight schedules can be communicated to the pilots in any time zone via the Internet - right up to the scheduled departure time.
Implementation took place within days and immediately delivered the planned benefits. The team was trained in approximately 4 days using eLearning and individual tuition. Three administrators now manage 60 users, of which 15 are assigned to one scanner (Canon IR2200) and now work specifically with the solution to handle all disbursement files for Jet-Club.
Invoices for outsourced orders constitute the majority of documents coming in, while overflight invoices are the second in volume. The system is now running 24/7 and all staff - including maintenance personnel and 45 pilots who have access to the JetClub document pool from any part of the world via the Internet - use DocuWare as part of their normal working day.

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 v   “Accessing documents used to be a nightmare,” adds Law, “and gathering misplaced paper records can result in costly flight delays. Our file-cabinets were overflowing with files: just imagine each purchase order having multiple copies and the large number of purchase orders needed simply to maintain an aircraft.” Today, the entire bank of physical file cabinets has been removed – only a few papers and files remain on employee desks but are discarded soon after a flight is completed. No employees were added to control documents, despite an ever-increasing fleet.
Increased transparency has been a boon to management. It has helped them limit the risks of fluctuating costs and plan their resources for scheduled flights. Comprehensive aircraft management records based upon a customer’s operational requirements are all archived according to a unique customer number - particularly impressive to clients since they too can log on to review their own information. The aircrew also has immediate access online to their expense claims and no longer need to keep their own records.
A 24/7 Electronic Bulletin Board in DocuWare has become a major communication medium for many employees in place of individual e-mail. The integrated security tracking system enables an administrator to see who has read what and when each item has been viewed. And at year-end, the auditors also appreciate the transparency, since every ledger invoice is instantly available -, reducing the audit discovery process and associated costs.

End Result
JetClub Director, Murray Law, is elated: “Since using DocuWare we have had dramatic improvement in document transmission security. At the same time, we were able expand the fleet from three aircraft to 13 - and are still growing.” An example: another office was opened, where employees also have full access to the historical records and documentation stored at headquarters.
International JetClub has been enjoying the benefits of DocuWare now for 6 Years. The cost of their solution was recovered in just one month. The system’s scalability has allowed it to easily grow with JetClub, as it has become an international aircraft operator flying to over 200 different destinations each year. One can say with certainty: the investment was well worth it.