PGC Pilot Data Portal SSA 2011 Ken Kochanski “KK” PGC Webmaster

Introduction 180 Members180 Members 130 Active Flying Members130 Active Flying Members 20 instructors20 instructors 16 tow pilots16 tow pilots 2 club tow planes2 club tow planes 8 club gliders8 club gliders 24 Private Gliders24 Private Gliders 2500 Aerotows/yr2500 Aerotows/yr Winch Launches/yr Winch Launches/yr Prior to 2009, all club reporting and monitoring functions were supported by manual paper-based systems. PGC is one of the larger club operations in the country: in the country:

Signoff Status Tracking Tracking pilot signoff status was a major task for PGC CFIGs: Index cards were prepared or updated each pre-season for all active members in the club The cards were kept in a box at the flight desk and were updated for every signoff event. The process typically broke down as the season progressed. The CFIGs initially requested setup of an Excel worksheet on the website to support the process. SSA 2011

Signoff Status Tracking - Analysis The team discussed desired features and looked at options. The Excel approach was viewed as an improvement – but couldn’t provide desired controls or efficiency. A web-based database solution could provide all visibility, efficiency and control features in theory – but could we build something that was reliable and easy to use. We mocked up some screens and decided to build a prototype web-based Signoff Status Tracking app to see if the idea had any potential. SSA 2011

Member View - Signoff Status Prototype This screen was seen as the first of many that could provide information to PGC member pilots. The new system was therefore called the Pilot Data Portal.

This is the new PGC “Signoff Card” Members only see their own signoffs. The system turns on the “Status-lights”. The system can send out advisory s. No pre-season repair/update is required. SSA 2011 PDP – Signoff Status – Overview The PGC Signoff Status app supports three signoff types: CFIG endorsements Treasurer entries Administrative compliance entries

Member Name come from login information. Member Ratings are assigned in another app – used for reporting and batch apps. Signoff, Signoff Date and Signoff By are collected from enter/modify signoff screen. Expire date is system calculated based on Signoff Type attributes. “Status-lights” are displayed – ‘expired’ sorted at top based on signoff importance. PDP – Signoff Status – Display Elements SSA 2011

PDP – Signoff Status – CFIG view SSA 2011 CFIG selects member and edits pilot signoffs.

PDP – Signoff Status – Modify SSA 2011 A selected signoff for a member can be edited. Instructor is selectable from DD List.

PDP – Signoff Status – Add SSA 2011 A new signoff can be added for a member. New signoffs do not overwrite existing signoffs.

PDP – Signoff Status – Add New Signoff SSA 2011 A new signoff type can be added by system administrators.

PDP – Signoff Status – Update by Type SSA 2011 This feature supports admin updates across all club pilots.

PDP Maintenance Menu SSA 2011 A menu controls access to a range of PDP functions.

PDP- Signoff Status - Summary The ‘prototype’ Signoff Status app has been running for two full seasons. We experienced zero startup issues. All the instructors and members like and support the system. The system has been shown to our insurance carrier to demonstrate the mechanisms we have in place to monitor compliance with regulations and PGC safety programs. SSA 2011

PGC Flight Sheet - Paper SSA 2011 The paper version of the PGC Flight Sheet has been used for years – this one is relatively neat and legible.

PDP- Flight Sheet – Web Application SSA 2011 The web-based Flight Sheet was an experiment undertaken at the start of the 2010 season – it was another attempt to track flight ops real-time at the PGC flight desk.

PDP- Flight Sheet SSA 2011 The PGC Treasurer was setting up a new billing system and requested development of a system to submit flight ops data in a file … prior to this the Treasurer had to enter each flight (~2500 yearly) into the billing system manually. PGC had attempted this before … capturing data in an Excel application running on a ToughBook computer at the desk. These prior attempts were not successful. The PDP Flight Sheet application has been successful. We started using the app in April 2010 and it has been used to track 95% of flight ops real-time.. And has been used after operations to track the remaining activity.

PDP- Flight Sheet - Challenges SSA 2011 The Flight Sheet required installation of WAN access at the flight desk. Running the app on the ToughBook in the sun was difficult – A high- contrast large-font screen design was used to maximize visibility. The flight desk is a beehive of activity – we didn’t want the field managers focusing on typing … the app therefore requires none … all entries (except notes) are made using drop-downs or system defaults. All fight information is captured using 5 – 7 mouse clicks on Drop- down lists.. Losing flight data was a concern … the system therefore tracks flight data in multiple mediums real-time to allow recovery in the event of a network or system failure. The flight desk can also create local Excel worksheets of all the days activity at any time.

PDP- Flight Sheet - Operation SSA 2011 Step 1 – Add Row Step 2 – Update Glider ID, Flight Type, Member and Instructor. Step 3 – Press Green ‘Meatball’ to record takeoff time. Step 4 – Press Red ‘Meatball’ to record landing time time.

PDP- Flight Sheet – Data Redundancy SSA 2011 Flight Sheet data is recorded in a MySQL database real time as entries are made. Audit tables track all updates. Hitting the Red landing time ‘meatball’ will also send an of the flight specifics to the member, Treasurer and Webmaster. This message was generated by the PDP when your landing time was updated by the flight desk. You may receive additional updates when your tow altitude is updated... or if additional changes are made to this log record. Please contact the Treasurer or a BOD member if this data is not accurate. Source IP: Key: 2767 Date: Glider: 8G Pilot1: Ingram, Ed Pilot2: Giannini, Matt Takeoff: 03:53:40 Landing: 04:01:56 Duration: 0.14 Tow Altitude: 3000 Tow Plane: 305A Tow Pilot: Panebianco, Bob Notes:

PDP- Flight Sheet – Data Utilization SSA 2011 The Treasurer can pull a worksheet of the day’s flight activity into the billing/accounting system. Flight Sheet data is rolled into real-time ‘logbooks’ for each member, instructor, tow pilot and glider. These are available in the member’s section of the site.

PDP- Flight Sheet – Data Utilization SSA 2011

PDP- Development Tools SSA 2011 Dreamweaver 8 was used to develop all HTML and PHP screens and logic. I did some manual PHP coding for a few batch updates and extracts. XAMPP was used to setup the Apache and MySql environments.

PDP- Closing Thoughts and Questions SSA 2011 The PGC PDP applications were relatively easy to implement and have proved to be very successful – reducing manual effort, improving data quality, and providing additional value-added features for the entire club. “A computer lets you make more mistakes faster than any invention in human history -- with the possible exceptions of hand guns and tequila.” ~ Mitch Ratcliffe if you have follow up