2014 Schedulers & Dispatchers Conference

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Conference Presentations

Tuesday, January 14, 2014

5:00 p.m. - 5:45 p.m.
Pre-Conference Exhibitor Meeting

Whether this is your first time Exhibiting at the Schedulers & Dispatchers Conference or you're a seasoned veteran, there's always something new to learn. NBAA and its Schedulers & Dispatchers Committee will host an informative Pre-Conference Exhibitors Meeting to briefly review important information for the week, highlight key events and Exhibitor opportunities, and have some fun with Exhibitor Do's and Dont's. Attendance by at least one representative from each Exhibiting Company is strongly encouraged. NBAA is committed to ensuring that Conference Exhibitors exceed their expectations at this premier event. To achieve this goal, NBAA hosts this valuable pre-Conference event to provide helpful hints to all Exhibiting Companies.

Pre-Conference Exhibitor Meeting (4.16 MB, PDF)

Wednesday, January 15, 2014

1:00 p.m. - 2:30 p.m.
Beginning Scheduling 91

Presented by: Holly Whitaker, Exclusive Air, Inc. and Gerald Grady, CSX Corporation

Designed to be an introduction to Part 91 operations, this session will feature a panel of veteran schedulers who will share tips to help make every trip you schedule a success. They will help you navigate through the tripplanning process, introducing best practices, terminology, industry resources, suggested checklists and will even show you how to maximize your scheduling software. Attendees will be provided an overview of scheduling a Part 91 trip from inception to completion and references to assist you in your day to day operations. In addition to best practices, this session will provide a “Things I wish I knew” segment developed by experienced schedulers.

Beginning Scheduling 91 (1.47 MB, PDF)
1:00 p.m. - 2:30 p.m.
Crew Scheduling

Presented by: Robert Schneider, Yum! Aviation; Rebekah Herbert, Jet Edge International; and Paul Zamora, Jet Aviation / McKesson

If you are responsible for the crew assignments in your flight department, what factors do you consider, what resources do you use, and for what contingencies can you be prepared? Ratings and currency, scheduled vacations, sick leave, rest, and international requirements are all pieces of this big puzzle we call crew scheduling. No two flight departments put the puzzle together in exactly the same way. Part 91 does it differently from Part 135, but even two similar Part 91 or Part 135 departments may do it differently from each other. This session features a panel discussion that reviews these perspectives emphasizing that while there is no “wrong” way to make crew assignments (as long as all legal, safety, and operational requirements are met), establishing best practices with a team approach can contribute positively to the process.

Crew Scheduling (.37 MB, PDF)
1:00 p.m. - 2:30 p.m.
Learn How to FileSmart

Presented by: Jim McClay, NBAA

When you are preparing for a flight, when do you file your flight plan? When you do, are you confident that the flight plan is filed correctly and that you are aware of weather and airspace constraints that can impact your flight? In this session, NBAA’s Air Traffic Services staff will give you an overview of the new FileSmart initiative, which educates operators how to proactively see and avoid delays and give FAA the information it needs to more effectively manage the National Airspace System. FAA ATC reps will be available for the Q&A portion of the session.

Learn How to FileSmart (3.45 MB, PDF)
3:30 p.m. - 5:00 p.m.
Advanced Scheduling 91

Presented by: Aggie Mitchard, Joe Gibbs Racing; Dion Glenn, F&L Aviation/Zuffa; and Lucille Fisher, Quality Resources

This session is applicable if you have a basic understanding of scheduling and you want to advance your knowledge so that you can take on a stronger operational role in your flight department and/or better understand operational elements that your pilots face. Presenters will review basics of trip planning, crew duty standards, and NOTAMS and present scenarios showing that your enhanced knowledge of these topics can improve your operations.

Advanced Scheduling 91 (4.44 MB, PDF)
3:30 p.m. - 5:00 p.m.
Personal Safety for the Traveling Professional

Presented by: Charlie LeBlanc, FrontierMedex

Safety threats to professionals when traveling within the United States and abroad are an unfortunate reality. Everyone needs to understand the dangers that exist when they are away from home so that they can be prepared since anyone can be a victim of crime. Even the most savvy business travelers fall to prey to their own complacency regarding hotel safety and personal security. The presenter will teach you about common criminal behavior in hotels, how to avoid being a target, and how to safely conduct yourself when traveling by establishing your own situational awareness.

Personal Safety for the Traveling Professional Handout (1.03 MB, PDF)
3:30 p.m. - 5:00 p.m.
Using Weather & NOTAMS in the Trip Planning Process

Presented by: Brian Boothe, Rockwell Collins and Chris Algee, CAM, Jet Aviation

Do you understand weather theory? Do you look at METARs, TAFs and NOTAMs and understand what is being said? Do you apply that knowledge to your trip planning process? This session can help you to gain more knowledge of weather including understanding meteorological concepts and resources and applying the theory to trip planning, reading METARS, and TAFs and how to apply them to trip planning, understanding and deciphering NOTAMs and how to apply them to trip planning.

Using Weather & NOTAMS in the Trip Planning Process (1.55 MB, PDF)

Thursday, January 16, 2014

8:30 a.m. - 9:45 a.m.
Human Factors for Schedulers & Dispatchers

Presented by: Dr. Shari Frisinger, CornerStone Strategies LLC

This session will review some widespread human factors issues faced by schedulers and dispatchers. In the midst of managing stress during the multitude of distractions, tasks, disagreements, and responsibilities while juggling sleep (or lack of), deadlines and relationships, S&Ds strive to encourage teamwork and sustain morale. The goals of this session are to understand the complex interactions among flight department personnel and the principles of resolving conflict, and using your skills of influential leadership to optimize your own well-being and overall flight department morale.

Human Factors for Schedulers & Dispatchers (6.44 MB, PDF)
8:30 a.m. - 9:45 a.m.
Navigating an Emergency

Presented by: Pete Agur, VanAllen

This session will outline the importance of implementing an emergency response plan and keeping skills current throughout the year through practice drills, with a focus on the flight operations staff group. Emphasis will be placed on using the skills of existing team members and taking advantage of external support. Case studies of past emergencies will be explored to highlight the experience of an actual aircraft emergency. Session attendees will learn best practices for aviation-based emergency response planning and activation, how to integrate your emergency response plan with the Incident Command System (ICS), and how to navigate an emergency situation based on the audit of one or more actual emergency scenarios.

Navigating an Emergency (.45 MB, PDF)
8:30 a.m. - 9:45 a.m.
South America & Brazil Operations

Presented by: Andre Camargo, Universal Weather & Aviation and Flavia Ribas, Colt International

All eyes will be on South America, particularly Brazil with the upcoming 2014 World Cup and 2016 Olympic games rapidly approaching. This comprehensive panel discussion will present the very latest information on operating to Brazil for the games, as well as everything operators should know about traveling to Brazil as well as other major destinations within South America. Attendees to this session will learn tips for securing parking/slots/hotels at the World Cup and Olympics, the best airports to use and regional alternatives, tips for flight crews, and information about permits, visas, ground support, catering and other third-party services

South America & Brazil Operations (1.70 MB, PDF)
8:30 a.m. - 9:45 a.m.
Technology for an Efficient Work Environment

Presented by: Nathan Winkle, Yum Restaurant Services Group, Inc.

Schedulers & dispatchers can use technology to more efficiently accomplish their job responsibilities which can be 24/7 even when the S&D is not in the office 24/7. This presentation will detail how one company is using technology to create a more efficient operation, including creating virtual work environments through the use of smartphones and tablets, apps for scheduling/dispatching, telecommuting technology such as virtual video and online meetings, and the creation of a paperless operation. Attendees will learn how to detach themselves from their desk and still perform their duties, how to use apps to simplify processes or to locate information quickly, and how to use technology to eliminate paper all in the hopes of an optimum work/life balance.

Technology for an Efficient Work Environment (1.11 MB, PDF)
10:00 a.m. - 11:15 a.m.
Expecting the Unexpected: Contingency Planning for Schedulers and Dispatchers

Presented by: Denio Alvarado, MedAire

Learn how to plan for unexpected events including natural disasters, medical emergencies, civil unrest and other events that may occur without warning. This session will focus on preparation for emergency events from a medical and security perspective, with an emphasis on emergency evacuation procedures and contingency planning. Attendees will learn how to build a communication plan and recall protocol during an emergency, how to evaluate medical and security risks prior to every trip, how to relay pertinent information to crew in flight and at destination, and how to obtain a database of resources to assist you should contingency plans be activated.

Expecting the Unexpected: Contingency Planning for Schedulers and Dispatchers (2.49 MB, PDF)
10:00 a.m. - 11:15 a.m.
Operating in Asia – Business Aviation's New Frontier

Presented by: Joe Chen, Jet Service China; Lex den Herder, Universal Weather & Aviation; and Keith Dixon, Colt International

With billions of dollars in new aircraft deliveries and infrastructure investments in places like China and India, the Asian business aviation environment is rapidly expanding. Despite the gains made in recent years, operating to this region is still fraught with challenges and idiosyncrasies that have the potential to derail even the most experienced operators. This session will discuss key operational strategies from the first hand perspective of experts from this region and will provide insight covering processes and requirements such as scheduling, planning, safety and security, obtaining permits and visas, cultural considerations, ground support and more. Attendees will have the opportunity to ask questions and join in the discussion and take away a planning checklist that will help ensure success when flying into the world's most dynamic emerging economy. Attendees of the session will leave with a planning checklist highlighting best practices for successful operations into China and India, knowledge of critical pre-planning requirements such as securing permits, visas, PPR’s and slots as well as arranging third-party services such as ground support, fueling, catering, etc., and an understanding of regional cultural considerations

Operating in Asia – Business Aviation's New Frontier (5.66 MB, PDF)
10:00 a.m. - 11:15 a.m.
SMS for Schedulers & Dispatchers

Presented by: Lucille Fisher, Quality Resources

Schedulers and Dispatchers are the wizards of SMS who have to be all knowing and all seeing while working behind the curtain to ensure all aspects of a trip goes smoothly, efficiently and safely. S&Ds have an overview of the entire operation, and can identify safety related issues well before the actual trip. S&Ds roles and responsibilities are one of the most critical elements in a safety system. This session will show the S&D how your involvement in SMS can help prevent injury and damage, solve problems, enhance teamwork and communication, save resources, and deliver exceptional customer service.

SMS for Schedulers & Dispatchers (1.11 MB, PDF)
10:00 a.m. - 11:15 a.m.
Values-Based Leadership in the Aviation Department

Presented by: Scott Moore, CAM, Luck Companies

Value-based leadership is a management style that incorporates the core values of the organization and its employees into daily business operations, ensuring everyone is working toward the same goals with the same values, creating a more harmonious workplace. The presenter will discuss value-based leadership, ways to filter value-based leadership down through your organization, ideas on how to institute a value-based culture in your company, and examples of how it works across a company and within an aviation department.

Values-Based Leadership in the Aviation Department (3.30 MB, PDF)
3:15 p.m. - 4:45 p.m.
Catering Safety 101

Presented by: Jean Dible, GA Food Safety Professionals and Paul Schweitzer, Air Culinaire Worldwide

Food safety and catering knowledge go together as an equal match. You cannot have one without the other! Do you and your colleagues have an awareness of some of the food safety risks when ordering certain menu items for a flight? It is critical that schedulers, pilots, FBO service employees and other individuals have food safety knowledge and plan a safe menu before ever contacting a caterer. When placing an order with a caterer, food safety is the #1 objective above price, quality, or the deliciousness’ of the food. This session will cover food safety principles and teach schedulers, pilots, and FBO food handlers how to order catering correctly and safely so that passengers and crew do not get sick, or have a disappointing dining experience.

Catering Safety 101 (1.23 MB, PDF)
3:15 p.m. - 4:45 p.m.
Nigeria & Africa Operations

Presented by: Jerri Banks, Universal Weather & Aviation, Inc.

Historically, the majority of business aviation trips to Africa were focused on the northern and southern edges of the continent. Recently, however, the number of business aviation movements to the region mirrors the continued growth in the oil industry in sub-Saharan Africa, particularly along the western coast and Nigeria. While the continent is still in its earliest stages of development as a business aviation market, industry experts are eyeing it for its immense potential. This session will cover what operators traveling need to understand, including managing passenger expectations, taking proper health and security precautions, understanding what services will and won’t be available, and cultural considerations.

Nigeria & Africa Operations (2.02 MB, PDF)
3:15 p.m. - 4:45 p.m.
NOTAM Changes on the Horizon

Presented by: Joshua Gustin, FAA Aeronautical Information Management and Glenn Sigley, FAA

The Pilots Bill of Rights has resulted in vigorous efforts on the part of the FAA, working collaboratively with industry, to start implementing major changes in the US NOTAM system. These changes will have significant and positive impacts on flight operations. Come hear FAA personnel discuss and demonstrate some of what is coming to a NOTAM near you in the coming months.

NOTAM Changes on the Horizon (2.02 MB, PDF)
3:15 p.m. - 4:45 p.m.
The Contractor Factor

Presented by: Debbie Pederson-Nunez, QUALCOMM Incorporated and Elaine Lapotosky, Jet Professionals, LLC.

When utilizing contract crew, there are several different methods used - direct as independent contractor, part time employment or utilizing a contract crew provider company. How do you know if you are compliant? What avenues and resources are available to assist you in determining what type of arrangement is best for your operation? This session will review practical impact on operation, industry standards and IRS and employment laws, and discuss ideas and examples of situations that have worked, what might not be ideal and why.

The Contractor Factor (.48 MB, PDF)
3:15 p.m. - 4:45 p.m.
The Ongoing SMS

Presented by: Rick Malczynski, ISBAO Audits.com; Joe Briggs, C&S Aviation Services ; and Casey Pelletiere , Qualcomm

Most flight departments have adopted some level of a Safety Management System (SMS) either formally through IS-BAO or by adopting one based on the individual requirements of the flight department. At the same time, business aviation standards and requirements change throughout the world at a rapid pace and we need to stay ahead of the safety curve. All personnel of the flight department are or should be engaged in the SMS in some capacity of risk mitigation. Attendees will learn what an SMS is and how an S&D can contribute to safety, examples of Flight Risk Assessment Tools (FRATs) and checklists, and how a company completes a risk assessment.

The Ongoing SMS (1.89 MB, PDF)
The Ongoing SMS Handout (.11 MB, PDF)
The Ongoing SMS Handout (.09 MB, PDF)
The Ongoing SMS Handout (.07 MB, PDF)

Friday, January 17, 2014

8:45 a.m. - 10:15 a.m.
Advanced Scheduling 135: FET Management, Liability & Audit

Presented by: George Rice, Rice & Associates, Inc. ; Nel Stubbs, Conklin & deDecker; and Jed Wolcott, Wolcott & Associates, P.A.

Presenters will review concerns by 135 operators regarding the charging and submitting of FET, who is actually responsible for submitting FET (Operator VS. Broker) and how to survive an audit. Attendees will learn from the experts about the audit process. Presenters will also review the management fee issue and why it matters to S&Ds for recordkeeping and audit purposes.

Advanced Scheduling 135: FET Management, Liability & Audit (.89 MB, PDF)
8:45 a.m. - 10:15 a.m.
Complete Regulatory Update for Canada/Mexico Operations

Presented by: Rick Snider, Rockwell Collins and Jeffrey Basham, Rockwell Collins

This session will provide a complete review of the U.S. Department of Homeland Security (CBP/TSA), FAA, and DOT as well as CBSA, CANPASS, DGAC, and Mexico’s CIQ. Information will include the latest in regulatory requirements to operate across the U.S. borders, highlighting the recent changes to the Southern Border Overflight Exemption Process. Attendees will learn about the latest developments with Sequestration and its effects on entry and clearance, as well as any new developments with the industry’s partnerships with CBP and TSA.

Complete Regulatory Update for Canada/Mexico Operations Handout (1.20 MB, PDF)
8:45 a.m. - 10:15 a.m.
Personal Use of Aircraft 101 & Calculating SIFL

Presented by: Scott O'Brien, National Business Aviation Association and Alan Burnett, Centerpoint Aviation Law

This is an introduction to personal use of business aircraft and the tools needed to properly understand the FAA and IRS Regulations surrounding it. Attendees will learn about classifying flights as business versus personal, how to properly calculate the fringe benefit value of non-business flights, including use of the Standard Industry Fair Level (SIFL) methodology, understand the reasons behind the fringe benefit rules and learn how to use the SIFL methodology, understand how FAA and IRS rules often conflict when dealing with non-business flights, develop a recordkeeping strategy for non-business flights, including how to classify trips, define employee classifications, and maintain the appropriate documents.

Personal Use of Aircraft 101 & Calculating SIFL (1.01 MB, PDF)
Personal Use of Aircraft 101 & Calculating SIFL Handout (.17 MB, PDF)
8:45 a.m. - 10:15 a.m.
Understanding Fuel: Costs, Purchasing, Pricing Strategy, & Internationally

Presented by: Walter Chartrand, Aviation Training Academy and Melodi Gerber, Strat Fuel

Learn the process flow of fuel from the refinery to the wing and ask the right questions to determine how safe/clean the fuel really is before you arrive. Attendees will hear from an FBO representative why the price is posted the way it is and how often and to what extent quality is control performed. Attendees will also hear from a scheduler’s perspective how an S&D can find the best prices and arrange fuel on the road including international trips.

Understanding Fuel: Costs, Purchasing, Pricing Strategy, & Internationally (3.48 MB, PDF)
10:30 a.m. - 11:45 a.m.
Beyond SIFL: Advanced Personal Use Considerations

Presented by: Joanne Barbera, Barbera & Watkins, LLC and Doug Stewart, Aircraft Logs

This session takes the participant beyond the basic fringe benefit rules and Standard Industry Fare Level (SIFL) methodology to discuss the entertainment use disallowance and SEC reporting rules for public companies. Beyond the SIFL calculation, companies must also calculate and monitor any potential entertainment use disallowance. Attendees will also learn the basics of reporting non-business flights for SEC proxy statement purposes, understand differences between the SIFL methodology and requirements to calculate any possible entertainment use disallowance for certain flights, strategies for reducing the entertainment use disallowance, such as timeshare agreements, charter or aircraft leasing and develop a basic understanding of SEC requirements to report the "aggregate incremental cost" of certain personal flights.

Beyond SIFL: Advanced Personal Use Considerations (1.70 MB, PDF)
10:30 a.m. - 11:45 a.m.
Data Security in the Information Age

Presented by: William Figures, Professional Flight Management; Charlie LeBlanc, FrontierMedex; and David Ross, Amway

Where does your data go when you send an email or transmit data electronically? Has your department transitioned to a paperless flight department? Are you operating in the "cloud"? What does all this mean for data security and is your data exposed when accessing information on an electronic smart device? This session will help you understand IT security and the ways that you can contribute to the data security within your flight department such as how to ensure that data being transmitted to parties outside the flight department is secure, techniques and Tools to help communicate better with the company IT department, and setting up security measures within the flight department to make sure that data being stored on electronic devices (that could be lost or stolen) is secure and not able to be "hacked.”

Data Security in the Information Age (1.35 MB, PDF)
10:30 a.m. - 11:45 a.m.
Get Ready for a New FBO Business Model

Presented by: Ron Jackson, Aviation Business Strategies Group and John Enticknap, Aviation Business Strategies Group

Because of a strong push towards alternate fuel purchasing strategies from flight departments, charter operators, and fractional operators, FBOs may be forced to change the way they deliver and charge for services. At one end, FBOs are faced with higher cost of fuel which drives up the base price and produces higher operating costs, taxes, and fees. At the other end is the more savvy aircraft operator trying to drive down their aircraft operating costs and purchasing fuel as competitively as possible. Caught in the middle is the FBO margin. How can FBOs and aircraft operators find mutual ground? This session will detail why a new FBO business model is in the wind and how it will affect aircraft operators and FBOs alike.

Get Ready for a New FBO Business Model (1.04 MB, PDF)
10:30 a.m. - 11:45 a.m.
Understanding International Regulations

Presented by: Laura Everington, Universal Weather & Aviation, Inc.; Jeffrey Basham, Rockwell Collins; and JVincent Clemente, Colt International

Planning an international trip goes beyond customs & permits. You must keep up with the ever-changing international laws and issues and know how to comply with them. This session will cover compliance and regulations such as EU-ETS, Russian/India permit changes and ICAO 2012 Flight Planning. Learn about the newest international laws, where and how to obtain and understand them and how to apply them to be legal.

Understanding International Regulations (.50 MB, PDF)

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