Creating Occurrence Report

Select the “Create Occurrence Report” link under the “Occurrence Reporting” business component.

The “Create Occurrence Report” page appears.

The system displays the following field:

Date & Time Format

The format in which the date and time fields are displayed. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the "Enterprise Modeling" business component by default.

The system displays the following fields in the “Reference Details” group box:

Occurrence Report #	The unique number identifying the occurrence report generated for every occurrence reported by the pilot or the mechanic.
Status	The status of the occurrence report, which could be “Fresh” or “Confirmed”.

Enter the following fields:

Numbering Type	Use the drop-down list box to specify the numbering type for generating the occurrence report number. Mandatory. The system lists all the numbering types that are defined in the “Document Numbering Class” business component, for the occurrence report transaction.
User Status	Use the drop-down list box to specify the user-defined status to track the occurrences. The system lists all the quick codes of the type "User Status" defined in the “Create Flight Log / Occurrence Report Attributes” activity of the “Common Master” business component. The system leaves this field blank by default.

Enter the following fields in the “Occurrence Details” group box:

Occurrence Type	Use the drop-down list box to specify the occurrence type. Mandatory. The system lists the following options: “Aircraft Related-Maint” – Select this option if the occurrence report is created for aircraft related maintenance. “Aircraft Related–Non Maint” – Select this option if the occurrence report is created for non-maintenance activity related to the aircraft. “Personnel Related” – Select this option if the occurrence report pertains to any personnel. “Spill” – Select this option if the occurrence report is created for events such as spillage of oil etc. “Tool / Equipment”- Select this option if the occurrence report is created for any tool or equipment related incidents. “Vehicle Related” – Select this option if the occurrence report is created for any vehicle related incidents. “Scheduled Maintenance” – Select this option if the occurrence report is created for scheduled field maintenance during normal revenue flight time. “Unscheduled Maintenance” – Select this option if the occurrence report is created when the aircraft is grounded for unscheduled maintenance.
Date & Time of Occurrence	The occurrence date and time (Date & Time Format). Mandatory. The date and time entered in this field should not be later than the current date and time.
Location of Occurrence	The location of occurrence (Alphanumeric, 16). Mandatory.
Business Unit	Use the drop-down list box to specify the operations business unit where the event occurred. Mandatory. The system lists all the quick codes of the type “Business Unit” that are defined in the “Create Flight Log / Occurrence Report Attributes” activity of the “Common Master” business component.
Customer Call Sign	The code associated with every customer job (Alphanumeric, 20). The value entered here should be a valid customer call sign defined in the “Maintain Customer Call Sign Information” activity of the “Common Master” business component. Help facility available.

The system displays the following field:

Customer

The name of the customer.

Enter the following fields:

AOG?	Use the drop-down list box and select “Yes” if the occurrence has caused the grounding of the aircraft for aircraft-related activities or unscheduled maintenance. Else, select “No”. By default, the system leaves this field blank. Data entry in this field is mandatory, if the occurrence is of the type “Aircraft Related–Maint” or “Aircraft Related–Non Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.
Was Personnel Injury Involved?	Use the drop-down list box and set the field to “Yes”, to indicate that the occurrence has caused injury to the personnel. Mandatory. Select “No” otherwise.
Was Property Damaged?	Use the drop-down list box and set the field to “Yes”, to specify that the occurrence has caused property damage. Mandatory. Select “No” otherwise.
Emergency Maneuver Req’d?	Use the drop-down list box and set the field to “Yes”, to specify that an emergency procedure must be followed. Mandatory. Else, select “No”.
Flight Deviation?	Use the drop-down list box and set the field to “Yes”, if the flight has deviated from its original route, due to the occurrence. Select “No” otherwise. The system leaves the field bank by default. Data entry in this field is mandatory, if the “Occurrence Type” is selected as “Aircraft Related–Maint”, “Aircraft Related–NonMaint”, “Scheduled Maintenance”, or “Unscheduled Maintenance”.
Freeze Aircraft Record?	Use the drop-down list box and set the field to “Yes”, if you wish to freeze the aircraft record. Select “No” otherwise. The system sets this field to “No” by default.

Note: You can set “Freeze Aircraft Record?” as “Yes”, only if the occurrence type is “Aircraft Related-Maint”, “Aircraft Related–Non Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.

Enter the following fields in the “Reporting Details” group box:

Reported by

The code identifying the employee who has reported the occurrence (Alphanumeric, 20). Mandatory. By default, the system displays the employee code of the login user. Ensure that a valid employee code is entered, as defined in the “Employee Information” business component.

Help facility available.

Reporting Station

The station at which the occurrence is reported (Alphanumeric, 32). By default, the system displays the station mapped to the login organization unit, defined in the “Enterprise Set Up” business component.

Help facility available.

The system displays the following field:

Reporting Employee

The name of the employee who has reported the occurrence.

Enter the following fields in the “Aircraft Details” group box:

Aircraft Reg #

The registration number of the aircraft for which the occurrence is reported (Alphanumeric, 30). The number entered should be a valid aircraft registration number defined in the “Aircraft” business component.

Data entry in this field is mandatory, if the “Occurrence Type” is selected as “Aircraft Related-Maint”, "Aircraft Related-Non Maint", “Scheduled Maintenance” or “Unscheduled Maintenance”.

Alternately, you can enter Nose # in the field. The smart search retrieves all the aircraft with the nose # similar to that specified in the field.

Help facility available.

Note: The record status of the aircraft should not be “Frozen”.

The system displays the following fields:

Aircraft Model #	The model to which the aircraft belongs.
Base / Workcenter	The base with which the aircraft is associated, or the work center where the occurrence is reported.

Enter the following fields:

No. of Pax	The number of passengers who have traveled in the aircraft (Integer). The value entered in this field should be positive. Do not leave this field blank, if the “Occurrence Type” is “Aircraft Related –Maint” or “Aircraft Related – NonMaint”.
Fuel On Board	The amount of fuel on board for the aircraft (Decimal). The value entered in this field should be positive. Do not leave this field blank, if the “Occurrence Type” is “Aircraft Related–Maint”, “Aircraft related–Non Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.
T/O Gross Weight	The gross weight of the aircraft during take-off (Decimal). The value entered in this field should be positive. Do not leave this field blank, if the “Occurrence Type” is “Aircraft Related–Maint”, “Aircraft related–Non Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.
C.G	The weight of the cargo carried by the aircraft (Decimal). The value entered in this field should be positive. Do not leave this field blank, if the “Occurrence Type” is “Aircraft Related–Maint”, “Aircraft related–Non Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.

Est. Acft. Unavail. Time (hours)	The estimated time the aircraft is not available for service, after the occurrence (Numeric in Hours). The value entered here should be positive. Data entry in this field is mandatory, if the “Occurrence Type” is selected as “Aircraft Related-Maint”, "Aircraft Related-Non Maint", “Scheduled Maintenance” or “Unscheduled Maintenance”.
Est. Unavail. Time to Cust (hours)	The estimated time for which the aircraft is not available to the customer, until replacement is done for the aircraft. (Numeric in Hours). The value entered in this field should be “0” or any positive value. Data entry in this field is mandatory, if the “Occurrence Type” is selected as “Aircraft Related-Maint", "Aircraft Related-Non Maint", “Scheduled Maintenance” or “Unscheduled Maintenance”.
Was Aircraft Replaced?	Use the drop-down list box to indicate whether the aircraft was replaced after the occurrence. The system lists the options “Yes”, “Not Required” and “None Available”. The system leaves this field blank by default. Select “Yes”, if the “Occurrence Type” is set as “Aircraft Related-Maint”, "Aircraft Related-Non Maint", ”Scheduled Maintenance” or “Unscheduled Maintenance”. This field must be set to “Yes”, if you enter the “Replaced Date & Time” and “Aircraft Reg #” fields.
Replaced Date & Time	The date and time of aircraft replacement (Date & Time Format). The value entered here should not be later than the current date and time, and not earlier than the occurrence date and time. Data entry in this field is mandatory, if “Was Aircraft Replaced?” is set as “Yes”.

Note: The above fields must be left blank, if the “Occurrence Type” is other than “Aircraft Related- Maint”, "Aircraft Related-Non Maint", “Scheduled Maintenance” or “Unscheduled Maintenance”.

Enter the following field in the “Replacement Details” group box:

Aircraft Reg #

The registration number of the aircraft that replaces the damaged aircraft (Alphanumeric, 30). This field can be left blank, if the “Occurrence Type” is other than “Aircraft Related-Maint”, "Aircraft Related-Non Maint", “Scheduled Maintenance” or “Unscheduled Maintenance”. Data entry in this field is mandatory, if “Was Aircraft Replaced?” is set as “Yes”.

Help facility available.

Note: Ensure that the “Was Aircraft Replaced” field is set as “Yes”, if the “Replaced Date & Time” and “Aircraft Reg #” fields are entered.

The system displays the following field:

Aircraft Model #

The model to which the aircraft belongs.

Enter the following in the “Employee Details” multiline:

Duty

Use the drop-down list box to specify the duty of the employee. The system lists the options “Pilot”, “Co-pilot”, “Mechanic” and “Others”. The system leaves this field blank by default.

Employee #

The unique code identifying the employee (Alphanumeric, 20). The employee code must be a valid employee code as defined in the “Employee Information” business component.

Help facility available.

The system displays the following field:

Employee Name

The name of the employee.

Enter the following fields:

Schedule	Use the drop-down list box to specify the schedule, in days, in which the employee works. The system lists the options "5", "7", "8", "14", "28", "35" and "Other. The system leaves this field blank by default.
Consecutive Days Worked	The days worked consecutively by the employee as per the schedule, before the occurrence (Alphanumeric, 25).
Overtime?	Use the drop-down list box and set the field to “Yes”, to indicate that the employee was working overtime. Select “No” otherwise. The system sets this field to “No” by default.

Note: If the “Overtime?” field is set as “No” and the “Schedule” field is not set as “Other”, ensure that “Consecutive Days Worked” is not greater than the value entered in the “Schedule” field.

Remarks

Any additional information pertaining to the employee’s work (Alphanumeric, 255).

Note: Ensure that “Duty”, “Schedule” and “Consecutive Days Worked” fields are entered for each employee.

Enter the following details in the “Operation Details” group box:

Occurrence Occurred During

Use the drop-down list box to specify the activity during which the event has occurred. Mandatory. The system lists the following options:

“Pilot Activity” – Select this option if the event occurred during pilot activity.
“AMT Activity” – Select this option if the event occurred during aircraft maintenance.
“Others” – Select this option if the event occurred during any other general aircraft activity.

Note: If this field is set to “Pilot Activity”, the “Duty” field in the “Employee Details” multiline must be as “Pilot”. If this field is set to “AMT Activity”, the “Duty” field must be set as “Mechanic”.

Phase of Operations

Use the drop-down list box to specify the phase at which the incident took place. Mandatory. The system lists all the possible phases based on the option set in the “Occurrence Occurred During” field.

If the “Occurrence Occurred During” field is set as “Pilot Activity”, the system lists the options “Pre-Flight”, “Pax Loading”, “Baggage Loading”, “Start”, “Before T/O”, “Hovering”, “During T/O”, “Climb”, “Cruise”, “Descent”, “Go Around”, “Landing – Normal”, “Landing – Precaut”, “Landing – Autorot”, “Landing – OEI”, “After Landing”, “Shut Down”, “Post Flight”, “Tied Down”, “IFR”, “Sling”, “Ground Run”, “Ops Chk-flt”, “Ground Handling”, “Routine Maint.”, “Parts Handling”, “Fueling”, “Driving” and “Others”.

If the “Occurrence Occurred During” field is set as “AMT Activity” or “Others”, the system lists the options “Pre-Flight”, “Start”, “Shut Down”, “Post Flight”, “Tied Down”, “Ground Run”, “Ground Handling”, “Routine Maint.”, “Parts Handling”, “Fueling”, “Driving” and “Others”.

If the “Occurrence Occurred During” field is left blank, the system leaves this field blank.

Note: Ensure that at least one record is entered in the multiline.

The system displays the following field in the “Incident Details” multiline:

Incident Type

The type of the incident.

Enter the following field:

Incident

The incident associated with the occurrence (Alphanumeric, 16). The value entered here should be a valid incident as defined in the “Maintain Incident Information” activity of the “Common Master” business component.

Help facility available.

The system displays the following field:

Description

The description of the incident.

Enter the following field:

Remarks

Any additional information pertaining to the incident (Alphanumeric, 255).

The system displays the following fields:

ATA #	The ATA chapter number corresponding to the incident.
Chapter Description	The textual description of the ATA chapter.

Note: Ensure that at least one value is entered in the multiline.

Enter the following fields in the “Occurrence Related Discrepancy Details” group box:

Discrepancy

The description related to the discrepancy (Alphanumeric, 255). Data entry in this field is mandatory, if the occurrence type is selected as “Aircraft Related - Maint” or “Unscheduled Maintenance”.

Help facility available.

The system displays the following field:

Discrepancy #

The unique number generated by the system for the reported discrepancy. The system generates the discrepancy number, on clicking the “Confirm Occ. Report” pushbutton, based on the numbering type set for discrepancies generated against occurrence report, in the “Set Options” activity.

Note that the system generated discrepancy number is only for occurrence reports which of type “Aircraft Releated – Maint” or “Unscheduled Maintenance”.

Enter the following fields in the “Occurrence Related Discrepancy Details” group box:

ATA #

The ATA chapter in which the discrepancy is reported (Alphanumeric, 16). If this field is left blank, the system will consider the ATA chapter number assigned to the incident reported.

Help facility available.

Fault #

The number identifying the fault that led to the reported discrepancy (Alphanumeric, 25).

Help facility available.

Enter the following fields in the “Occurrence Account Details” group box:

Occurrence Account

The textual description of the occurrence (Alphanumeric, 2000). Mandatory.

File Name

The name of the document attached to the occurrence report (Alphanumeric, 50).

Help facility available.

Select the “View File” link displayed alongside to view the file details.

Acft. Rel. to Maint.

The date and time during which the aircraft was released for maintenance (Date & Time Format). The value entered here should not be later than the current date/time and not earlier than the occurrence date/time. Data entry in this field is mandatory, if the “Occurrence Type” is selected as “Aircraft Related–Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.

Click the “Create Occ. Report” pushbutton to create the occurrence report.

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

Note: The system ensures that the occurrence report date is later than the operational date and time of the aircraft.

The time zone for the values entered in the “Date & Time of Occurrence”, “Replaced Date & Time”, and “Acft. Rel. to Maint.” fields are based on the Time Zone selection hierarchy:

If reporting station is a valid station, then the system considers the “Time Zone” defined for that station in the “Create Station” activity of the “Common Master” business component.
If the reporting station is not a valid station, the system considers the time zone of the station defined for the Field Base / Work Center mapped for the aircraft registration number as defined in the “Allocate Aircraft to Field Base” activity of the “Central Planning” business component, for aircraft related occurrence reports.
If the time zone is not available in the “Central Planning” or “Common Master” business component, the system considers the default time zone set for occurrence reporting in the “Set Options” activity.

The system performs the following:

Sets the “AOG?” field as “No”, if the occurrence type is other than “Aircraft Related–Maint” or “Aircraft Related–Non Maint”, “Scheduled Maintenance” or “Unscheduled Maintenance”.
Sets the status of the occurrence report as “Fresh”.

To confirm the occurrence report

Click the “Confirm Occ. Report” pushbutton to confirm the occurrence report.

Note: You can confirm the occurrence report only when it is in the “Fresh” status.

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

If the reporting station of the occurrence is changed during confirmation, the time zone also gets changed based on the time zone selection hierarchy.

The system performs the following:

Sets the status of the occurrence report as “Confirmed”.
Updates the “AOG Status?” for the aircraft as “AOG” in the “Aircraft” business component, if the occurrence type is “Aircraft Related-Maint” or “Unscheduled Maintenance” and if the “AOG?” field is set to “Yes”. Also, the system updates the “Occurrence Report #” as the “Reference Document #” along with the occurrence date and time details.
Updates the record status of the aircraft as “Frozen” in the “Aircraft” business component, if you have set the “Freeze Aircraft Record?” field as “Yes”. Also, the system updates the “Occurrence Report #” as the “Reference Document #” along with the occurrence date and time details.
Generates the discrepancy number only if the “Occurrence Type” is selected as “Aircraft Related - Maint” or “Unscheduled Maintenance”. The discrepancy number is generated for the occurrence report based on the numbering type set in the “Set Options” activity of the current business component.
- If the incident had occurred during the ‘Pilot Activity’, the system generates a discrepancy of the type “PIREP” and assigns a discrepancy number based on the numbering type set in the “Numbering Type for Occ. related PDR Disc.” option in the “Set Options” activity. The system associates the discrepancy number with the journey log number, based on the date and time of occurrence and sets the record status of the discrepancy as “Fresh".
- If the incident had occurred during the ‘AMT Activity’ or ‘Others’, the system generates a discrepancy of the type “MIREP” and assigns a discrepancy number based on the numbering type set in the “Numbering Type for Occ. related Tech. Log Disc.” option in the “Set Options” activity. The system associates the discrepancy number with the technical log number and sets the status of the discrepancy as “Pending”.

Creating occurrence report-An overview

This page allows you to create an occurrence report for reporting unexpected events such as bird hit on an aircraft, or other occurrences such as personnel injury, tool damage or property damage. The occurrence report is identified by a unique number within an organizational unit. You can select the numbering type based on which the occurrence report number must be generated by the system.

Prerequisites

“Create Station” activity of the “Common Master” business component. Time zone must be mapped for the reporting station. If no time zone is mapped, a default time zone should be defined for occurrence reporting in the “Set Options” activity.
"Maintain Incident Information" of the "Common Master" business component. Incident details must be defined along with incident type and ATA number details.