EFOS Training Management

EFOS Training Management

A complete airline solution providing intelligent forms/records, course and candidate progress tracking, qualification/role profile monitoring and support for AQP, ATQP and EBT.

The suite integrates online examinations, training libraries, scheduling and business analysis.

EFOS is available on web and iPad and can be integrated with airline operational systems.

EFOS Training Management
supporting AQP/ATQP/EBT

Find out more about ATQP

The EFOS training management suite is an established and complete cloud-based solution for aviation supported by our dedicated iPad app for mobile and offline usage. The module has been accepted by aviation authorities around the world thanks to the intelligent training records, qualifications management and exception reporting that provides support for analysis, reporting and compliance monitoring. Our recent addition of the course management module extends our solution from standalone recurrent forms to the more complex structure of initial, upgrade and conversion training which can comprise of hundreds of syllabus items and signoffs. Extending this further, our scheduling and resource management module will efficiently manage course footprint allocation as well as classrooms, simulator and instructor utilisation allowing for cost optimisation and future capacity planning

The EFOS Training Management Suite offers a flexible package to suit any airline size and type of business. Clients can select from the range of training modules to suit their training environment, processes and budget. Explore the modules and detailed list of features below to compare and understand the vast feature capability of our EFOS system developed over many years of experience working with and benefiting airlines like yours.

Training Management Suite Modules:
Training Records / Forms
Course Management
Exams / Surveys
Query Engine and Analysis
iPad Application
Resource Scheduling
Training Records / Forms
Training Records / Forms

The training records and electronic forms in EFOS are designed and proven to deliver high levels of data entry automation and validation with extremely low error rates, offering a high return on investment via lean operating efficiency in the training department. This is achieved because we design and build the training forms alongside and on behalf of the airline. Not only does this maximise speed of set up and minimises airline project resource but it also ensures we incorporate the best possible smart form features which are unique to the EFOS system.   These intelligent workflow events and user experience techniques have been developed over many years through consultation and obtaining feedback from our clients and they enable us to offer extensive automation, extremely low error rates which are tracked, and minimised Airline administrative resource to maintain the training records, manage audits, and produce effective management reporting.

Data is collated from the training records and BI reports are built to support training and resource scheduling efficiency, identify problem training failings, track instructor standardisation, forecast training demand, monitor higher risk trainees, and track effective training techniques.

Click on the tabs below to explore the build flexibility within our training forms and the level of data automation and validation available.

User Control
  • User accounts can be fully created and managed via staff administration pages.
  • Configurable user role with airline specific properties such as rank, fleet, base.
  • Configurable Trainer, Manager and Admin roles with create, read only, signoff and audit permissions.
  • Granular level permissions on all training resources (forms, courses, reports, analysis.
  • Audit trail of role changes, logins, password resets.
  • Users can login via username, staff number or email address.
  • Self serve password resets or redirection to company service desk.
  • Accounts can be locked, archived and excluded from reporting.
  • Accounts and logins are synchronised between web and iPad app.
  • Airline controlled shutdown of site for emergency incident management.
Feeds and Interfaces
  • Support for scheduled imports and exports.
  • Full audit and change tracking.
  • Monitored jobs with error reporting and escalation emails.
  • Support for external web services, API or SFTP files.
  • Staff Import from sources such as AD, HR systems or airline operational systems.
  • Expiry Date Import to synchronise dates with crewing and operational systems.
  • Expiry Date Export to airline systems, e.g. Sabre, Netline, AIMS.
  • Automatic form creation from schedule (either via EFOS course management) or external feed.
Form Design Features
  • Flexible form design using template/section/question/sub-question structure.
  • Forms can be presented in context specific categories (recurrent, initial) and reused (e.g. line check).
  • Author note fields to assist form building.
  • Wide range of question types including text, buttons, dropdowns, times, dates, cascading lists.
  • Questions can be tagged to allow attachments to be uploaded.
  • Questions can have reference fields to operational manuals or authority requirements.
  • Questions can be populated with default answers or “smart defaults” which perform calculations or lookups.
  • Static instruction text fields.
  • Rich text (HTML) description fields for guidance and instruction.
  • Interactive image controls allow ink annotation of embedded diagrams.
  • Question specific or shared lookup lists for grading, competencies, performance indicators.
  • Each question allows an optional or mandatory trainer comment to be attached.
  • Fleet and rank specific sections and questions .
  • Information dialogs can be configured to popup when answer values change.
  • Question specific “word pictures” to assist grading via tooltips or popups.
  • Dynamic questions allow sub-questions to be presented based on selected answer (e.g. open performance indicator sub-questions for low grades).
  • Powerful form profiling allows forms to be reused with common sections to support training cycles and multi-use forms (LPC, OPC, LST).
  • Form profiles can override the base template with different visibility rules, defaults, mandatory status, profile badges.
  • Forms and profiles can be configured as recurrent only, course only (initial, upgrade) or both.
  • Template specific abbreviations and version number.
  • Instance (certificate) reference number and unique identifier.
  • Support for trainer owned forms (standard), group/classroom forms or public self-certification forms.
  • Form distribution controlled by built in groups (pilots, cabin crew, fleets) or custom resource groups.
  • Archiving or questions and sections for version control.
  • Group forms for bulk classroom style signoff.
  • Group signoff allows users to be excluded due to absence or sickness.
  • Group signoff allows bulk date entry of simple fields such as exam scores or pass/fail status.
Qualification Management
  • Home page traffic light (RAG) status for all qualifications.
  • Amber rules visually highlight renewal and grace periods.
  • Flexible rule design with over 70 already available.
  • Rules include grace periods, start/end of month, day-to-day, anchor from form date, start of workflow or existing expiry date, extension periods (ATQP).
  • Fleet and rank dependent rules control role upgrades and fleet transfer logic.
  • Qualifications can be renewed on form submission, after admin/manager signoff or based on course logic.
  • Qualifications can be renewed by forms, courses, exams or manual amendments.
  • Each qualification can have a status such as suspended, long term sick, no-fly, etc. with a comment and review date.
  • Numerous reports for checking status, expiring soon, training planning etc. all with filters and exports.
  • Role profiles tie specific qualifications to fleet and rank, therefore allowing the user to quickly view which qualifications are applicable to them.
  • Designed to be maintained by the end user. Admins can create and maintain qualifications as well as their associated rules.
Form Data Entry
  • Profile selection during form creation supports multi-use forms.
  • Dynamic form editing allows section and questions to be included or excluded by the trainer during data entry (e.g. LVO qualifications or LOE events).
  • Forms can be created and resumed in multiple user sessions.
  • Form dates and answers can be amended until form final signoff when the content is locked (except for corrections below).
  • Form can be deleted by the author until final signoff.
  • Quick navigation between sections of the form.
  • Forms can be transferred directly to another trainer or admin user with reason comment.
  • Form can be moved to the “deferred list” to allow other trainers with similar permissions to view and take ownership (multi-day events).
  • Form level validation summary before final submission.
  • Final trainer signoff can have optional password prompt.
Form Validation
  • Custom validation messages.
  • Date ranges and date ordering, e.g. end time must be before start time.
  • Date validation relative to date of form being submitted, e.g. cannot submit form in the future.
  • Date validation relative to current expiry date, e.g. cannot enter a new license more than X years beyond the current one.
  • Forms can only be submitted between date ranges to allow training “windows” to be managed.
  • Check that all answers within a range are unique.
  • Attachments can be flagged as mandatory, or a specified number of attachments per question.
  • In exceptional circumstances, the validation of one or more questions or sections, or the entire form, can be bypassed (e.g. simulator check stopped).
  • Questions and comments can be set to mandatory or optional based on the value of other questions, e.g. low grade requires comment and reason code.
  • Select a specified number of answers from a section, e.g. answer 3 from 10, or A or B, but not both.
  • Soft validation to warn trainer if forms repeated for trainees within a specified window.
  • Calculated fields such as time differences and summing grades within a section.
Form Workflows
  • Home page traffic light (RAG) status and to-list for trainers and trainees.
  • Trainer and trainee signoff statements (both fixed and editable) and limited by fleet where required.
  • Trainee signoff can have optional password prompt.
  • Departmental signoff statements (training management, admin, etc.) with RAG status .
  • Audit comments can be added at any time by training admin, management or specific user groups.
  • Form outcome (pass, fail, proficient, completed) can be extracted into the form meta data for easy identification and searching.
  • Form and certificate titles can be configured using answers from the form for easier locating and searching.
  • Incomplete items on one form instance can be deferred into a later instance.
  • Form process workflows allow a sequence of forms to be created outside of a structured course syllabus.
  • Allocate form/certificate specific permissions depending on answers provided.
  • Form submission can trigger qualification updates and status updates (e.g. failed check moves status to no fly).
  • Forms can be accepted or rejected. Rejected forms sent back to author with any attachments removed (e.g. license uploads).
  • Email notifications can be sent to the trainer, trainee, or any defined user group.
  • Emails can be sent on form creation, submission, signoffs, corrections, accept or reject.
  • Notifications can be triggered by form answers such as pass/fail, low/high grades, yes/no, management and admin attention required, etc.
  • Email messages include links back to the forms and customisable fields (ensuring confidential fields remain behind the security of the site).
Training Folder
  • Home page traffic light (RAG) status of training folder and qualifications.
  • Trainee retains full access to their own training folder including certificates and qualifications.
  • Full access to signoffs, audit trail, corrections and amendments log.
  • Browser or PDF export of training certificates.
  • Airline specific header and footer templates can be applied to certificates.
  • Email notification of pending expiries.
  • Customisable PDF templates allows bespoke layout of form content onto existing PDF templates such as airline certificates or authority forms.
Training Management, Auditing and Logging
  • Search for forms by template, trainee, status, date, fleet or title keyword.
  • Permission based access to trainee’s folders and qualifications.
  • Track form submission, signoffs and workflow steps for compliance monitoring.
  • Quick navigation between forms created in the same signoff group.
  • Quick navigation through forms of the same type, e.g. line check history and timeline.
  • Detailed logging shows all form access by trainer, trainee or users.
  • Event timeline (in corrections module) shows all events that have occurred during the form lifetime (create, submit, emails, expiry dates, corrections).
Reporting
  • All reports fully exportable to Excel, CSV or XML.
  • Reports can be viewed online, exported by email or sent via SFTP via scheduled tasks.
  • Reports can be sorted or filtered by column headings or report specific controls.
  • Standard reports support authority licensing, stop lists, expired or expiring soon
  • Standard reports for listing qualifications and forms completed
Corrections and Amendments
  • Fine grained permissions allow both original trainer, training admin or management to make corrections.
  • Corrections are enabled on a template, section, or question level to control who can amend what.
  • Some answers are locked once irreversible workflow events have been completed.
  • Forms can be deleted after final signoff by limited admin users after reviewing workflow events and timeline.
  • Form Corrections can also automatically update associated Course Requirements.
  • Fully Audited changes along with configurable email notifications to Trainee and Trainer.
  • Detailed timeline visualisation of the form history and changes.
Course Management
Course Management

Our Course Management module is specifically designed to handle the long-term nature, complexity and tracking required for type rating, operator conversion and command upgrade training courses. From induction and ground school through simulator training to line training, enabling competency assessments and regulatory checks at the appropriate stages.

It provides clear visibility of individual candidate performance and course progress, highlighting any areas of concern.  Similarly, it provides a clear picture of progress on syllabus items or simulator details to be deferred and repeated into later sessions.

Course Management integrates with external Exam , LMS or CBT systems to update the progression of a course or qualification. Similarly, the EFOS exams module and the training forms module will update progression as training is completed. There are also significant communication benefits especially since Sim Trainers can have access to learning history offline on the iPad for pre-briefing. In addition, centralised course comments/feedback allows controlled communication between Candidates, Trainers and the EFOS System administrators and managers.

Course Management
  • Comprehensive course management module to create, monitor and run long courses such as new joiner, line training, LIFUS, type rating or conversion courses.
  • Course Requirements allow both the Trainee and Training Admins to track their progression through a Course. A Progress Key is used to easily identify important actions such as Warning/Blocked requirements.
  • Multi-level course hierarchy allows detailed requirements, syllabus items and fulfilment conditions to be managed.
  • Syllabus items can be deferred and tracked between repeated exercises (simulator sessions or LFUS).
  • Syllabus items can be repeated each time or removed to only show the remaining items.
  • Course controlled group forms .
  • Answers can be summed and monitor across forms, e.g. simulator hours, session counts, etc.
  • Deep integration with Forms allowing syllabus items to be fulfilled by signing off form items.
  • Event driven system allowing integration with 3rd party providers such as Moodle.
  • Deep integration with Exams allowing Invigilators to release exams to groups of trainees.
  • Unified Comments allow Trainee, Trainer & Admins to communicate efficiently.
  • Course Certificates allow PDF’s of course progress to be printed.
  • Courses can be tailored to the Trainee allowing requirements such as “Required Sectors”.
  • Courses can be customised when started to run subsets of the Course.
  • Trainees can be transferred between courses.
  • Trainees that for example, go on long term sick, can be marked as in active so they no longer count towards overall course progress.
  • Each element of the course can have its own Trainer permissions defined.
  • Course Templates can be restricted to groups of admins.
Exams / Surveys
Exams / Surveys

Our optional Exams module allows you to configure your own Exams and Surveys via the Exam builder and editor. Authors can distribute exams via built-in or custom resource groups exempting any users as you go. The exam can be configured to be part of course syllabus and automatically update the requirements when the exam has been passed. Likewise, notification of failures can be sent to the course management system or to management teams by email. .

Exam questions, or complete question banks can be bulk imported and exported for quick setup and review. The module has a range of randomisation techniques include selecting different questions for different candidates, randomising the question order and the answer. .

The system allows questions to be moderated based on the statistical analysis of questions answered.

Exams / Surveys
  • Fully customisable exams and surveys with exam builder and editor.
  • Categorise and distribute based on resource group, with the ability to exempt specific users.
  • Ability to link an exam to a course and configure it to fulfil course requirements.
  • Ability to link an exam to a form and configure it to fulfil a form item.
  • Question banks reduce duplication and speed up exam creation.
  • Questions from question banks can be randomised.
  • Import and export questions into question banks, question categories or individual exams.
  • Export questions from question banks, question categories or individual exams.
  • Exams can be easily duplicated.
  • Exams can be configured as surveys, allowing Admins to gather feedback.
  • Survey feedback can be anonymised to hide the trainee’s identity.
  • Exams can be configured to have a deadline.
  • Trainee’s progress is saved, allowing the candidate to continue the exam at a later stage.
  • Exams can be scheduled to be released on a certain date
  • Admins can be notified of failed exams via email with a link to the failed exam report.
  • Ability to show images for questions.
  • Ability to include a resource for questions.
  • Ability to configure the trainee’s summary page to show results, answers, pass mark, etc.
  • Ability for the trainee to view a resource linked to a failed question.
  • Permission Based: EFOS Admins and Exam roles tightly control exam management.
  • Exams can be printed.
  • Powerful auditing tools allows admins to extract helpful information for exams/surveys.
Query Engine and Analysis
Query Engine and Analysis

EFOS includes an integrated analysis engine reporting on training data via reports to surface key commercial, compliance and audit information. The module also supports the collection of specific data for monitoring AQP/ATQP and EBT programmes, including supporting the requirement for standardisation of trainers/examiners.

Reports can be distributed via granular permissions to user groups and can also be exported in CSV, Excel, XML formats or a variety of image formats.

Query Engine and Analysis
  • Integrated analysis engine to report on training data models using grid and chart based views.
  • Charts and grids can be combined to build focused dashboards.
  • Can be used to support data collection and monitoring for ATQP and EBT programmes.
  • Powerful filtering, chart types and drilldown options.
  • Data caches to improve query response time and navigation over large datasets.
  • Distribute charts and reports using granular permissions and user groups.
  • Data can be exported in CSV, Excel or XML format and a variety of common image formats.
iPad Application
iPad Application

Our iPad application blends a consistent look and feel of EFOS on the web with native iOS controls and user experience whilst providing the feature capability with our web version of the Training Suite. It can be deployed via enterprise deployment via an MDM or via the App store. Forms in progress are synced between web and iPad allowing data entry across multiple sessions. Live validation of data entry is also a significant advantage along with formatted tags and ‘hint text’ to standardise and improve data accuracy.

One of the most popular features remains the offline capability particularly useful during line training and checking including the ability to view historic training records during pre-briefings.

iPad Application
  • Personalised Native iOS app for iPad platform managed via enterprise deployment.
  • Common look and feel and user experience between web and iPad whilst utilising iPad specific UI where possible.
  • Modules can be configured as web, iPad or both.
  • Custom data entry controls to optimise speed and minimise errors.
  • Forms can be configured for app availability on a per template basis.
  • Data entry fields can be tagged with hint texts.
  • In progress forms are synced between web and iPad allowing data entry in multiple sessions.
  • Live validation (opposed to web-based on submit validation).
  • Offline course management and training folders to support aircraft/line completion of forms.
Resource Scheduling
Resource Scheduling

Our new Scheduling and Planning module which is on our Roadmap for 2019/20 will be a training planning and training resource scheduling tool. It will sit on the foundations of our course management, exams, and training records modules. The following images show some existing functionality within the training management system and some mock up screenshots from the recent client workshop we held, to build the requirements for the scheduling and planning new module.

The system will be used to streamline scheduling and planning processes, support internal commercial prioritisation through cost indexing resources, and efficiently track and utilise resources making extensive savings available across the airline’s entire training resource costs. Even small marginal gains will therefore offer very significant savings and cost benefit payback.

Airlines will be able to test, plan and schedule entire training footprints and curriculum including e-learning, classroom and simulation events, trainers and examiners, as well as assessment and training meetings. Trainee calendars will be blocked for training slots and training entered into the rostering system once scheduled.

Scheduling

An overview of all training resources and their current bookings.

Course Planning

An overview of all course footprints over a selected timeframe.

Booking a Simulator

A Calendar view of the simulator bookings for a month.

A Yearly Course Footprint/Plan

Detailed plan of a single course footprint.

EFOS Training Management: Development Roadmap
Update 1
Update 2
Update 3
Update 4
Update 5
Update 1

Self-Serve Corrections and Auditing

Update 2

iPad Course Management

Update 3

New Qualification Management

Update 4

Training Scheduling and Resource Management

Update 5

Self-Serve Form Builder

200K+
leave requests processed per year
1M+
journey logs
50K
total users
2M+
training forms

EFOS has significantly reduced the burden of paper while speeding up and improving our training processes and through the automation significantly reducing error rates and simplifying compliance. Also, by blending training feedback, actual experience and regulatory compliance, EFOS has certainly met the needs of our ATQP for flexibility in pilots’ simulator training.

Training Manager Flybe
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