TracWare Limited Crown Court, 6 The Sqaure WIMBORNE BH21 1JA UK +44 (0) 1202 884600 flexible business software for dynamic aviation MRO providers AeroTrac TM v2.20 Affordable process control software for the aviation maintenance sector
What is AeroTrac? AeroTrac Process Control software is designed to help you control all aspects of your aviation MRO business. The software is divided into two spheres of functionality : Industry Standard Business / Commercial Processes Specific Work Scope and Technical Documentation Control for Overhaul Shops, Flight-Based Maintenance and Manufacturing Both areas are seamlessly integrated to provide a single solution for all your business requirements. What are the benefits of using AeroTrac? AeroTrac offers dozens of benefits that will enable you to run your operation more efficiently AeroTrac will save you time AeroTrac will reduce costs and save you money AeroTrac will improve Quality AeroTrac will help you gain business AeroTrac has functionality that will improve your business commercially, and satisfies your Quality Assurance requirements AeroTrac is priced to meet the budgets of the small to medium-sized business, and offers unrivalled value for money AeroTrac operates on a robust, stable true 32-bit Microsoft SQL Server database and is fully supported AeroTrac - the best business decision you will ever make OH Page 02
Standard Business Processes, Work-scope and Technical Documentation Control AeroTrac is a sophisticated business tool designed specifically for Aviation Component Overhaul businesses. The software uniquely matches the Technical and Commercial Processes and provides all-encompassing functionality to keep you in complete control. Technical Processes AeroTrac is designed to control the technical management of work inputs and satisfy the requirements of airworthiness authorities, including the following features : Detailed Workshop Projects and Sub-Projects capability Manufacturing module suitable for JAR-21 / BCAR Approvals (optional) Rigorous Quality Control of processes and stock, including serialisation, lifing, shelf-life control, ATA Coding, capability listing, inspection and traceability of stock movement Creation and issue of controlled Technical Documentation Control of Technical Publications - linked to issue of Tech Documents Software generated Release Certification Rough-cut Capacity Planning* Supplier / Sub-Contractor Approval / Vendor Rating* Maintenance History Complete history of inspection findings The AeroTrac software User Manuals have been produced in a format that will enable an organisation to incorporate them as Technical Procedures Manuals to form part of the Company Exposition. Commercial Processes AeroTrac will vastly improve control of the business processes that are unique and specific to the aviation MRO market. Below is a brief outline of just some of the features included : Inventory Management / Purchase Order Processing Project Management / Integrated Material Planning Time-booking / Personnel Records Job Costing / Work in Progress Analysis Full Financial Controls, including optional Nominal Journal Posting Turn-time analysis against templated routings, including Holds Customer Relationship Management features Project Estimating / Cost authorisation Sales Order Processing for over-the-counter sales Sales Invoicing for Projects and Sales Orders, linked to Approved Estimates Shipping / Export Control / Intrastat Reporting Vast array of Management Reports AeroTrac offers real-time snapshots on how your business is performing. You can define the status of all work currently in your facility, from progress to profit, and review future commitments too, leaving you in complete control. * Functionality not yet fully available OH Page 03
System Basics The Part Master The Part Master is the foundation for transactions within AeroTrac and is key to the software s functionality, stability and versatility. The Part Master provides a unique reference point against which basic defaults are stored. These defaults define how the part will be transacted within AeroTrac, and ensure logical and disciplined use of that part. For example: When receiving purchased parts into stock, it will be mandatory to enter Serial Numbers against parts which have been marked as a serialised part in the Part Master. The Part Master also sets defaults for : Life Limitation Shelf Life control Intrastat Records / Shipping Manufacturing OEM / Supplier / Purchasing Sub-Contracting Exchange Core Control / Rentals Control of Rework / NDT / Inspection Purchasing / Re-Order Control ATA Coding OH Page 04
System Basics Customer / Supplier Set-up Individual records are created for Suppliers, and Customers and the equipment they operate. Details held include default settings that control how business with either is conducted. Details include : Contact Details, including multiple individuals details and email addresses Specific Invoicing Profiles, including Discounts, Fixed Price Billing, Currency etc Shipping Accounts Profiles including Payment Terms, VAT/Tax Rates, Factoring etc Drill-down capability to view Invoices, Orders, and other historical events Set specific defaults to structure how Orders or Jobs are progressed Company Details / Financial Set-Up Company / Financial Set up features include :? Multiple Currency and Multiple Bank Accounts? Email configuration and Report Defaults? VAT No, End Use No, Approval Numbers? Default Nominal Ledger Codes? Default classification of Nominal Ledger Codes to : Control Codes Cost of Sales Work in Progress Sales Codes Material OH Page 05
System Basics Inventory Management AeroTrac puts you in complete control of your stock. Accurate Material Planning and stock re-ordering is simple and quick. Features include : Multiple Stock Conditions Product Group and Item (ABC) classification Stock Valuation Reports Re-Order Reports Ageing Stock Analysis Perpetual Inventory Checks Shortage Reports Alternative Part Numbers Control of Exchanges / Rentals / Over-the-Counter sales. The AeroTrac Stock Details screen allows users to view data on every transaction relating to a part number, including drill-down to view : Purchase / Sales Order status with drill down to view Order Stock Allocations and Demands by Project, Sales Order, Works Order Default Buying Prices by individual Supplier Complete transactional history Stock batches, including value and Release Certification held Usage History, by condition / by period for as long as records exist Separate Part No / Serial No / Batch No trace screen provides a complete trace on any part number, serial number or batch number by stock transaction, Project, or Works Order, with drill-down to relevant documents and transactions OH Page 06
System Basics Maintenance, Repair and Overhaul Project Management AeroTrac makes the process of Production Control manageable. Individual Projects (Jobs, Works Orders) control the issue of technical documentation and utilisation of resources, and provide a permanent record of all relevant information. AeroTrac Overhaul Projects control : Work Processes to be performed Generation of Technical Documentation Records of Inspection Findings History of Part / Serial Number for Life-Limited components Material Reviews / allocation of stock / Material Planning Material issues Controlled rework of associated accessories or internal components, including Sub-Projects Material Issue Time collection Turn-time analysis against budget templates Detailed Job Costing, Progress Reporting / Daily Activity Status Financial / Commercial Holds Project Diary for detailed records of correspondence with the Customer Multiple drill-downs from within the Project screen for a detailed overview of all events affecting the Workscope OH Page 07
System Basics Customer Relationship Management In the competitive world of Aviation MRO, maintaining strong relationships with your customer base is paramount. AeroTrac is a vital tool in helping Component MRO businesses build and sustain customer confidence. Features : Project Diary: record all correspondence with the Customer for a permanent history regarding a Project Provide progress reports using Work in Progress Analysis v quoted turn-times / hours / cost Provide detailed Cost Estimates, generated from shop floor Inspections and informed Material Planning Provide detailed accurate Sales Invoices itemising man-hours and Materials, based on actual bookings and issues, or mirroring Authorised Estimate: significantly reduces disputed Invoices and aids cash flow Fixed Price billing / Exchange / Core Control Web-solutions / password protection to allow access to data through the Internet OH Page 08
Commercial Processes - Specifics AeroTrac seamlessly links the typical business processes, to reduce duplication of data entry and utilise information already input. Significant Commercial Process Functionality includes : Initial Tender / Quotation using MRO Quotations module (optional) using Fixed Prices or budgetary hours / materials Simple conversion of MRO Quotation to a Workshop Project Create Inspection Reports to record details of the condition of the unit and its constituent part / serial numbers, and produce a Material requirement including consumable kits, scrap replacement, exchange and repairable parts and parts released to fit Create Material Reviews by importing information from Inspection Reports: allocate stock, select appropriate stock conditions (New / OHC / Serviceable) based on stock levels, and auto-generate Sub-Contract Repair Orders or send items for in-house repair Generate Shortage Reports to identify purchasing requirements and import parts shortages directly into Purchase Orders with specific demands OH Page 09
Commercial Processes - Specifics Technical Estimates / Project Costing and Summary Create Cost Estimates by importing data from the Material Review including defects recorded on the Inspection Report, any scrap / exchange / sub-contract parts requirements, and details of estimated costs of in-house repairs / modifications Convert basic Estimate to a Technical Estimate to include greater detail Create multiple Estimates, and select the one authorised by the Customer to control work performed and formulate the final invoice Detailed Workshop Project screen allows for easy review of the Project status and current costs (uses drill-down) Create Sub-Projects to process parts / accessories OH Page 10
Commercial Processes - Specific Sales Invoicing: Generate accurate Sales Invoices simply and quickly. Options available : Invoice as per authorised estimate Invoice on a Fixed Cost basis Invoice for Sales Orders or Workshop / Hangar Projects Produce detailed Parts Listings itemising OHC, Exchange and Sub- Contract repair parts and miscellaneous charges Invoice for both Fixed Costs and additional charges Itemise individual labour costs for separate operations Use system generated Selling Prices for parts and labour and apply discounts Project Status tab provides drill down to view all parts issues, subcontract repairs and labour bookings in detail Project Summary tab summarises posted costs, charges and profit / profit margin on the job Hide default fields that are not applicable OH Page 11
Commercial Processes - Specific Purchase Order Processing / Material Planning Fully integrated Purchase Order Processing includes : Imported Buying Prices and purchasing defaults against specific parts for individual Suppliers Minimum order quantities, specific pack sizes and units of measurement for individual Suppliers Pre-defined and recorded Requests for Quotation (RFQ s) that can be emailed or faxed directly to the Supplier from AeroTrac Create Repair Orders for Sub-Contract parts Configure standard terms and conditions, or specific clauses and requirements to appear automatically on documentation for selected suppliers Categorise parts by Product Group, Rework Group or ABC classification Raise separate order types for stock, non-stock, service, sub-contract repair; and drop-shipment purchases Raise Orders for specific demands from Projects, and automatically import parts and quantities where shortages exist Shortage Reports for material planning purposes, including drill down to view stock, Material Reviews and Inspection Reports Landed Cost - Apportion freight costs over the value of delivery, or uplift overall stock value by percentage Optional amendment of Ledger Codes is available when posting Purchase Invoices OH Page 12
Commercial Processes - Specific Stock Receipt and Issue AeroTrac uses rigorous Quality Control methods for the receipt and issue of stock. Features : Two Stage Receiving Process : GRN and Batch Receipt Stock Adjustment by transaction type Multiple Stock Types reflect condition of the part Stock Projects / Finished Goods for the receipt of stock reworked in-house Works Orders / Finished Goods for the receipt of manufactured stock (optional) Rejection procedure consigns parts into Quarantine Hard allocation of stock to projects, prior to picking Consumable Kits simplify the planning and issue of lists of 100% replacement items Automatic FIFO Picking Lists linked to specific operations Controlled issue of serialised, OHC, high value parts through the Material Review Record Picking List Returns / Credit Returns Store items in default Stock Locations, or select as required. Movement of individual stock batches to a different location is fully traceable Hold and control the issue of supplier Consignment Stock as a separate Stock Type, or hold and control your own stock on consignment to your customer OH Page 13
Commercial Processes - Specific Turn-Time Analysis - Scheduling - Production Control AeroTrac allows users to create turn-time / estimated man-hour templates for specific tasks, from major checks and overhauls, to the incorporation of a simple Service Bulletin. These templates (known as routings) facilitate the following : Estimation of turn-time for the whole project and specific operations Estimation of the number of man-hours required for the whole project or specific operations, forming the basis of cost estimation and capacity planning Profiling / prioritising projects Monitoring the progress of project, operation by operation Analysing real-time performance against estimated turn-times and man-hours Production of Technical Documentation for sign-off Organisation of manpower and resources, based on scheduled requirements Time Collection Features include : Book time to individual operations of projects, works orders or non-productive codes Identify overtime hours Set default Working Profiles for different departments / employee types Set default rates of pay by department, or use individual pay scales Set employees as Direct Cost, Contractors or Overhead Apply different rates of contribution to overhead by department Produce reports detailing costs, levels of productivity, overtime Optional Bar-Coded Data Collection Time and Attendance module available Q3/2005 OH Page 14
Commercial Processes - Specific Financial Control and Management Accounts Reporting AeroTrac provides a wide range of in-depth Financial Controls and Management Accounts Reports. Features include : Automatic management of financial transactions Audit trail reports for reconciliation and visibility on transaction activity Nominal Journal Posting Routine, to allow user-defined amendments to Accounts transactions Applied Cost routine to accrue for goods received and services performed that have not yet been invoiced Simple Period End routine to ensure quick and accurate closure A wide array of Financial Reports covering WIP, Cost Of Sales, Revenue / Sales Performance, Debtor / Creditor status, Audit Trail, GRNI, Profit Margins, and Stock Analysis Sales, Purchase and Nominal Ledger transfer to standard Accounting Software OH Page 15
Technical Processes - General Technical Documentation / Work Packs AeroTrac creates Projects to record details of MRO work performed. AeroTrac Projects are the basis for recording all subsequent processes and transactions. This includes inspections performed, technical documentation produced, life history recorded, modification / rectification work performed or deferred, and release certification. AeroTrac Projects and Sub-Projects generate Work Packs to control the processes required to be performed to an assembly or individual piece parts. A multitude of Controlled Documents may be held in a separate Masters library. Projects define the final release required. All Release Certification is generated and stored within AeroTrac OH Page 16
Technical Processes - General Technical Documentation / Publications / Quality AeroTrac allows users to create a separate library of Airworthiness Authority / OEM Technical & Commercial Publications, including the ability to record revisions and control distributed copies. All Technical Publications can be referenced on Workshop Instructions. Other Features: Shelf-Life Control of Stock Audit Control of Vendors Restricted Permissions Rejection Notes OH Page 17
System Basics Infrastructure Requirements The following information aims to provide a basic minimum specification for both the server and the client PC s required, in order to ensure that TracWare s software performs as intended. If you have further questions regarding hardware arrangements, please contact TracWare on techsupport@tracware.co.uk. SPECIFICATIONS TracWare s software systems are true 32-bit applications, and have been designed using standard Microsoft products for ease of support. Network Requirements Microsoft Networking (LAN) or Novell Netware Network Speed 10 Mbps + (100 Mbps or more highly recommended) Server Specification Hardware 1 GB RAM min 2 GHz processor 8 GB Storage free Broadband internet access Software Microsoft Windows : NT4 Server SP6, 2000 Server or 2003 Server or 2008 Server NOTE : FOR UP TO 25 USERS, SBS 2000 OR SBS 2003 IS RECOMMENDED Microsoft SQL Server 2000 (SP4) (INCLUDED IN SBS 2000 ) Compatible with Microsoft SQL Server 2005 SP2 (INCLUDED IN SBS 2003 Premium ) Terminal Services, VNC, LogMeIn.com account (for remote administration) Client PC Specification Hardware 128 MB RAM for Windows NT4 Workstation and 98 SE 256 MB RAM for Windows 2000 512 MB RAM for Windows XP 1 GB RAM for Windows Vista 800 MHz processor Microsoft recommends a 1GHz processor for Windows Vista 500 MB Storage free Network Interface Card (NIC) 800 c 600 screen resolution (with task bar hidden) (1024 x 768 screen resolution recommended required for Configuration Status / BoM Modules) Software MS Windows : NT4 Workstation, 98 SE, 2000, XP or Vista Microsoft Outlook, Outlook Express or compatible MAPI client for email facilities Label Printer Specification Recommended Printer : Toshiba TEC B-SA4TM Supported Label Size : 4 x 3 up to 4.25 x 3 (no other size supported) OH Page 18
AeroTrac TM - What our Customers say AeroTrac TM is far more than software; it becomes a fundamental part of your business. But don t take our word for it! This is what our Customers have told us are the benefits they have experienced as a result of using AeroTrac TM. How many of them would be important to you? IMPROVED CASHFLOW Sales Invoicing is very accurate, simple and quick, reducing the time lapse between completion of the job and final payment, and a large reduction in disputed charges IMPROVED PERFORMANCE Accurate data improves control of the business, improving margins and enabling better use of resources IMPROVED CUSTOMER CARE Customers appreciate a better level of service (and value for money), with a greater degree of certainty over costs and turntimes IMPROVED QUALITY Disciplined Quality Control procedures, comprehensive technical records, and fully integrated control of stock, technical publications, maintenance programmes and aircraft configurations all contribute to ensuring informed, accurate and controlled performance REDUCED COSTS Accuracy of reliable data reduces manhours spent manually entering and verifying information required for Technical Records and commercial purposes SAVE MONEY Improved inventory and resource management, reduced costs, increased profit margins, improved cash flow and lower overheads all contribute to saving money SAVE TIME Requires little effort to use, and significantly reduces time otherwise frequently spent duplicating information STABLE and WELL-SUPPORTED The software has never crashed; data integrity is rock solid; system downtime is insignificant (usually restricted to approximately 5 minutes during system upgrades); friendly and well-informed support is always on hand, and issues are always dealt with swiftly Other benefits identified by our Customers :? Improves ability to expand? Improves Credit Control? Improves Data Security? Improves delivery? Reduces delivery costs? Increases efficiency? Reduces effort? Reduces errors? Reduces liability? Increases output? Saves paperwork? Gains peace of mind? Increases Production? Reduces running costs? Improves safety? Improves management? Improves control of the business? Increases speed of information? Exceptional return on investment? Excellent value for money? Reduced financial risk OH Page 19
Please do not hesitate to contact TracWare if you would like a full demonstration. Thank you for your interest OH Page 20