CharterLog User`s Manual
Contents
1. Help Displays help information for the window Lil 2 Up 1 Level Move up one level in the folder structure New Folder Create a new folder New Report Creates a new empty report template Edit Modify the selected report template Print Runs the selected report and prints it Preview Runs the selected report and displays it on the screen Delete Erases the selected report The report is gone forever Fee 39 40 Report Search Filters Road Map The Report Search Filter dialog is displayed whenever a report is selected from the Custom Report Explorer for previewing or printing CharterLog s report search filters allow you to limit the contents of a report by specifying search criteria for various data fields The search options available vary depending on the type of information stored in the field The four types of fields are Date Fields which hold a calendar data or a combination date time value Character Fields which hold letters numerals and other keyboard symbols Numeric Fields which hold numeric values Multiple Choice Fields which allow selection of a fixed range of choices Date Fields When the search field is a date type field a search option combo box is shown along with three additional entry fields The various search options are listed below Some of the options require entry of additional information in the entry fields to the right Fixed Range Use2. Last 293 Test 2 3 and Last 293 Test 4 8 If necessary modify the Valid For and Days Months columns to indicate how often the checkride must be taken Initializing Pilot Logbook amp Time Sheet Generally it is not necessary to make any initial entries in the Logbook and Time Sheet sections Since CharterLog is not intended to act as the pilot s official logbook there is no need to back enter previous time As flights are processed and closed using the Flight Log Window entries will automatically be made to the individual pilots logbooks and time sheets The only exception to this is when you wish to be able to produce a complete Duty Report for the current month or year In this case you will need to back enter the necessary flights into each pilot s Logbook and the appropriate duty shifts into the Time Sheet To back enter a flight into the Logbook s If necessary select the Logbook page then click the Insert Record navigator button The Logbook Record Dialog will be displayed s Enter the flight information into the dialog fields then click Ok To cancel the new entry click Cancel 17 To back enter a duty shift into the Time Sheet If necessary select the Time Sheet page Click the Insert Record navigator button or click the Clock In button to the right of the bar The Duty Shift Dialog will be displayed Modify the On Duty time and date and then enter the Off Duty time and date Also enter remarks
3. Post Edit Saves any changes made to the displayed record during editing CharterLog will do an automatic Post before moving to another record or closing the window Keyboard Shortcut Ctrl Enter Cancel Edit Cancels any changes made to the displayed record during editing When an edit is canceled all fields are restored to their pre edit state A confirmation dialog is always displayed first giving the user an opportunity to retain the changes Refresh Data Reads the displayed record from disk and updates the display This button is useful in a shared data installation where multiple users may be modifying data concurrently Set Bookmark This button works in conjunction with the Return To Bookmark button to provide a convenient way to mark and quickly return to a record in the database To mark the displayed record click the button To later return to the marked record click the Return To 59 Bookmark button below Note that bookmarks are lost when the CharterLog session is terminated Return to Bookmark Displays a previously book marked record See Set Bookmark above for details l Locate Displays a search dialog to aid in locating records in a large database The search dialog allows the user to locate a record using all indexes available for the database in question ES Print If a record print option is available for the database clicking this button initiates the print operation Aircraft Tags
4. e Maintenance Log tracks an unlimited number of independent components and or inspections Each maintenance item is linked to a specific aircraft system airframe engine no etc in the Aircraft amp Engine log allowing next due calculations to be based on hours cycles date or any combination of the three How CharterLog Works New flights are launched by creating a new Flight Log Form specifying the departure date and route legs and assigning an aircraft and a crew The Flight Launch Wizard guides the user through the selection of aircraft and crew The Pilot and Aircraft Logs are integrated with the Flight Launch Wizard to insure that aircraft inspections and maintenance are current selected crew members are rated for and current in the aircraft and that crew member s instrument checkrides and medical certificates are up to date Once the crew and aircraft have been assigned a printout of the Flight Log Form is made and given to the crew before departure During the flight the crew records detailed information for each leg including departure and arrival times passenger count fuel burned weight and balance information squawks if any VOR checks performed remarks and crew logbook entries At the termination of the flight information from the completed form is entered into the Flight Log When the Flight Log Form is completed and verified it is closed The closing process automatically posts logbook information
5. address and phone number The name you enter into the Company Name field is printed at the top of CharterLog s reports 11 12 FAR Settings Medical Certificate Valid Times Enter the number of calendar months or the number of days a medical certificate is valid for a Private Commercial or ATP pilot Note These fields are normally preset to the match the current FARs and should not require adjustment Aircraft Checkride 293 Period Enter the number of calendar months or the number of days the most common for your company 135 293 checkride is valid The value entered here is used as a preset or default wherever a new type specific 293 checkride is entered into the Pilot Log Instrument Proficiency Check 297 Valid Time Enter the number of calendar months or the number of days a 135 297 proficiency check is valid Autopilot Check 297G Valid Time Enter the number of calendar months or the number of days a 135 297 g proficiency check is valid Route Check 135 299 Valid Time Enter the number of calendar months or the number of days a 135 299 route check line check is valid Takeoffs Landings Enter the number of takeoffs and landings required in the first field In the second two fields enter the number of calendar months or the number of days within which the required takeoffs and landings must be performed Note These fields are normally preset to the match the current FARs and should not require adjustment Bloc
6. gt Printing Custom Reports 35 gt Report Search Filters 37 gt Creating and Modifying Custom Reports 40 34 35 Printing Currency Reports Road Map Open the Currency Reports dialog by selecting Reports Currency Reports 1 from the menu or by clicking the Currency Reports button in the main window This dialog is used to select prepare and print currency and FAR limitations Available reports include e Currency Summary Report Flight Duty Report graphic 135 Limitations Report Selecting and Running a Report e Choose the report you want to run from the drop down list A brief description of the selected report is displayed in the box to the right of the selection combo box Select the pilots you want included in the report Use Ctrl Click to select multiple pilots or click Select All to select all of the pilots in the list If required specify the parameters for the report Note that not all reports require parameters to be set The report parameters for various pilot reports are discussed below Click the Run button Flight Duty Report Parameters Report for Select the month and year for which you want reports Zone Enter the numeric time zone in which the reports are to be based All flight and duty times in the reports will be adjusted to local time for the specified time zone To base the reports in zulu time enter a time zone of 0 Graph Colors These five fields allow you to
7. Backing up data files for instructions on how to run a backup operation Both CharterLog and its companion utility CharterLog Data Manager include a built in backup facility which will copy all of your company data files into a single compressed library file The backup library file is a standard PKZip format file however a file extension of CLM is used so that the program can easily identify its own backup files Safeguard Your Data with Proper Backup Procedures Running a backup to the same floppy disk every so often while better than no backup at all offers only minimal protection against data loss The problem with this scheme is that often times a damaged data file is not discovered until well after the damage has occurred If you run a backup before you discover the damage you will overwrite the potentially good backup with a corrupt one The best way to safeguard against this scenario is to maintain multiple levels of backup each one progressively older If a damaged file is not discovered until a few days later there will be a much better chance of having a good backup on hand The easiest way to establish and maintain a multiple level backup is to use a rotating daily backup scheme whereby a different set of disks is used for each day of the week See Preparing Backup Disks below for details on how to implement this scheme Preparing Backup Disks Preparing for a rotating daily backup is simple Just format seven 7 new flopp
8. Check Files to begin the recovery operation If Check Files is able to successfully rebuild all damaged files close the CharterLog Data Manager and take steps to visually verify that all data is present If data is missing you can attempt to manually re enter it or opt to restore from the most recent backup see step 2 e If the rebuild fails the only recourse is to restore from the most recent backup see step 2 Step 2 Restore data from most recent backup Use this procedure when one or more of the CharterLog data files is damaged and the rebuild operation failed or if one or more data files are inadvertently deleted Warning Do NOT restore data to the same directory where your damaged data resides Always restore to a new directory 49 Warning Due to the complicated links between the individual data files which make up a CharterLog database restoration of individual files is not allowed You must restore all files if you are going to restore any of them Single User CharterLog Shut down CharterLog Start the CharterLog Data Manager by selecting Startl Programsl CharterLogl CharterLog Data Manager Multi User CharterLog Shut down Multi User CharterLog on all workstations On the Server start the CharterLog Data Manager by locating and double clicking the CharterLog Data Manager icon on the desktop Create a new data folder by typing the full destination data path into the Data Path field then click Check Files The dat
9. Custom Reports Documentation for this feature is not yet available Please call for assistance if you need help or would like to have us design a custom report for you 44 Data Maintenance Tasks In This Section gt Relocating Single User Data Files 43 gt Backing Up Data Files 44 gt Recovering from Data Loss 45 45 46 Relocating Single User Data Files Data file relocation is an option only with the single user version of CharterLog In Multi User CharterLog the data files must be located on the Server Contact your system administrator if you need to relocate Multi User CharterLog data to a different folder on the Server You can change where CharterLog stores your company data Follow the appropriate procedures below Creating empty files in a new or existing directory If data files are to be stored in an existing folder first insure that the folder is empty If not erase any files using Windows Explorer or File Manager Start CharterLog then choose FilelSet Data Path from the main menu to open the Data File Location Dialog To create a new folder type the full data path into the Data Path field then press the Tab key CharterLog will confirm that you want to create the new directory Click Yes To select an existing folder click the ellipse button to the right of the Data Path field then select the desired folder from the Browse For Folder dialog Once the path to the desired fol
10. Flight Log Form CharterLog versions 2 5 and later support user customizable flight log forms Log forms are stored in template files RTM extension in the CharterLog program folder on each workstation Standard Forms Two pre designed forms are provided If necessary these can be modified or completely new templates can be created Basic Log Sheet This is a single page log form which includes areas for recording detailed leg information VOR test info pilot logbook details landings instrument approaches etc squawks and general flight remarks Manifest amp Log Sheet This is a two page form The first page is a manifest form which includes customer information crew itinerary and passenger list The information for this sheet comes from entries made in the Manifest tab of the Flight Log Window The second page is the Basic Log Sheet described above Selecting a Form Template s Open the Flight Log Form Designer dialog by selecting ConfigurationlFlight Log Form from the main menu s Select the desired template from the Template File combo box e Click Close Creating a Custom Form Template Documentation for this feature is not yet available Contact Polaris Microsystems if you need help or would like to have us design a custom template for you 15 Initializing Pilot Information Road Map Open the Pilot Log Window by selecting Logs Pilot Log from the menu or by clicking the Pilot Log button in the m
11. Reports dialog by selecting Reports Maintenance Reports from the menu or by clicking the Maintenance Reports button in the main window This dialog is used to select prepare and print maintenance related reports based on the information stored in the Aircraft Log Available reports include e Aircraft Maintenance Report Selecting and Running a Report 37 Choose the report you want to run from the drop down list A brief description of the selected report is displayed in the box to the right of the selection combo box Select the aircraft you want included in the report Use Ctrl Click to select multiple aircraft or click Select All to select all of the aircraft in the list If required specify the parameters for the report Note that not all reports require parameters to be set The report parameters for various pilot reports are discussed below Click the Run button Aircraft Maintenance Report Parameters The Days Remaining Hours Remaining Cycles Remaining and Maintenance Action items select records in an either or fashion For example if Days Remaining lt 30 is checked and Cycles Remaining lt 200 is checked maintenance records which match either of these conditions will be shown Days Remaining lt To show items where the days remaining is less than or equal to some value check the box to the left and enter the number of days in the field to the right Hours Remaining lt To show items where the h
12. first need to unlock each field by double clicking on it e Enter the date of the most recent inspection and the hours and cycles logged at the time of that inspection in the Last Inspection column These fields will be unlocked for a new record If you are modifying an existing component you will first need to unlock each field by double clicking on it e Click OK to close the dialog and complete the entry Initializing Squawk Records s In order to initialize this section you need to enter all unresolved squawks issued against the aircraft if any You can optionally enter resolved squawks though this is not necessary in order for CharterLog to operate properly Repeat the following procedure for each squawk If necessary select the Squawks page then click the Insert Record navigator button The Aircraft Squawk Dialog will be displayed Enter the date the squawk was reported and a verbal description of the problem Leave the Leg field blank If this is a resolved squawk enter the Returned to Service date and complete the Corrective Action field otherwise leave these fields blank Click OK to close the dialog and complete the entry Setting Up User Access Control Access control is managed by the CharterLog Access program which is separate from the main program In order to set up access control for CharterLog you need to establish a list of users and assign specific permissions to each The permission settings control
13. into the entery field to the right January February December Use these options to filter for records dated within the selected calendar month of a specific year Enter the desired 4 digit year into the entry field to the right Character Fields When the search field is a character type field a search option combo box is shown along with an entry field Most of the search options require you to type a complete or partial search value in the entry field Where appropriate an ellipsis button is available to allow search value s to be selected from a list of choices begins with does not begin with Use these options to filter for records where there is is not a partial match between the search value and the beginning of the field value See the examples below Search Value Field Value Match ABC123 ABC123 Yes AB ABC123 Yes ABCD ABC No BC ABC No contains does not contain Use these options to filter for records where the search string matches does not match all or any portion of the field value See the examples below Search Value Field Value Match ABC123 ABC123 Yes AB ABC123 Yes ABCD ABC No BC1 ABC123 Yes TBN HP CG TBN Yes 42 is in list is not in list Use these options to filter for records where the field value matches does not match any one of a list of search values Search values are entered into the entry field separated by commas See the examples below Sea
14. outlined above 11 Table Of Contents Introduction OVERVIEW 6 er nn ei Product Support TTT Initial Setup Tasks Database Installation 0 0 eee cee eee Configuration Menu Options 0 0 eee eee eee eee Setting Program Options 0 0 cee eee ee eee Customizing the Flight Log Form 0000 Initializing Pilot Information 0 0 02 cee eee eee Initializing Aircraft Information 00 2 ee eee Setting Up User Access Control 0 0 2 0 eee eee eee Establishing a Data Backup Procedure oo oooooooo oo Operations Tasks Ea nchinga Elite ee be A N Processing a Completed Flight 0 000000 0 ee Recording a Duty SHI ooo Post flight Fuel Purchase Data Entry ooo oooooooo oo Reporting Tasks Printing Currency Reports 0 0 cece eee eee eee Printing Maintenance Reports 000 e eee eee Printing Custom Reports 0 0 ce cece eee eee eee Report Search Filters oeir tion NEE ea T Pea ele 9 Creating and Modifying Custom Reports 65 Data Maintenance Tasks Relocating Single User Data Files 0 000000 eee Backing Up Data Files 0 0 0 gre RR R NR RR T R eee Recovering From Data Loss o oooooooooooorror o Reference 111 CharterLog Access Utility o oooooooooooomoomomoo mo 49 CharterLog Data Manager 00 00 0002 0 eee 53 Demo Mode Restrictions 0 0 0 cece eee eee e
15. press Ctrl PgDn Select the departure airport the intermediate stops if any and the termination airport from the list When all airports have been selected click the Next button or press Ctrl PgDn If you are using Aerotran s Quote for quoting trip costs to customers you can import route information airport stops directly into CharterLog by clicking the Load From Quote button Select the required crew members for the first leg of the flight Choose each crew member by clicking on a pilot in the Pilot List and dragging to the desired crew position Once a crew is selected for the first leg you can easily copy the assignments to the remaining legs by clicking Duplicate Selected Leg When all crew member positions have been filled click the Next button or press Ctrl PgDn Enter the Flight Number for the flight Flight Numbers can be any combination of letters numbers or other characters The only requirement is that it be absolutely unique If you are using a simple sequence number you can click the lt lt Next Number button to automatically assign a number When finished click the Ok button or press Ctrl PgDn to close the wizard and create the new Flight Log Form Enter Manifest Information optional The information in the Manifest tab will be printed on a Charter Flight Manifest sheet along with the standard flight log form when the 28 Manifest amp Log Sheet log form is selected Select the Manifest tab i
16. specify the colors used to plot flight time Part 91 Other Commercial and Part 135 and duty time flight and training If you have a color printer you can experiment with various color settings For black amp white printers the default settings shown below work best s Part 91 White 36 e Other Commercial Silver e Part 135 Black e Flight Duty Black Training Duty Silver Currency Summary amp 135 Limitations Report Parameters The Date Time and Zone entries below are combined internally to produce the zulu date upon which the currency report is based Calculate for Enter the date time and time zone for which you want a currency summary For the Zone field enter the time zone in which the reports are to be based To base the report in zulu time enter zero 0 This fields are preset to the current date and time To show pilot currency Status on some prior date adjust the fields accordingly Underline Expired Items When checked all expired items past due dates or takeoff landing counts below minimum are underlined Use this option to emphasize expired items when printing to a black amp white printer Show Expired Items in Red When checked all expired items past due dates or takeoff landing counts below minimum are printed in red Use this option to emphasize expired items when previewing on the screen or printing to a color printer Printing Maintenance Reports Road Map Open the Maintenance
17. this option to filter for records dated within a specific date range Enter the specific starting and ending dates in the date range fields on the far right This Month Quarter Year Use these options to filter for records dated within the current calendar month quarter or year respectively based on the computer s clock Last Month Quarter Year Use these options to filter for records dated within the previous calendar month quarter or year respectively based on the computer s clock First Second Third Fourth Quarter Use these options to filter for records dated within the selected calendar quarter of the current year based on the computer s clock First Second Third Fourth Quarter Use these options to filter for records dated within the selected calendar quarter of a specific year Enter the desired 4 digit year into the entry field to the right 41 Past Days Months Years Use these options to filter for records dated within the past n days months or years respectively from the computer clock date Enter the number n into the entry field to the right Next Days Months Years Use these options to filter for records dated within the next n days months or years respectively from the computer clock date Enter the number n into the entry field to the right Calendar Year Use this option to filter for records dated within a specific calendar year Enter the desired 4 digit year
18. Aircraft tags are user defined codes which serve to identify certain physical characteristics of an aircraft including but not limited to the power plant type gear type equipment etc You assign tags to an aircraft by entering them into the Tags field in the Aircraft Log Window When entering multiple tags for an aircraft separate them with commas Defining Tags How you define your tags is totally up to you however you should consider the following guidelines The Tags field is limited in length to 40 characters You can enter multiple tags into these fields however the number that will fit depends on how long the tags are Therefore you should try to define tags which are as short and concise as possible Tags should be consistent in length In other words if you want to use a three letter tag all tags should be three letters long If you mix two and three letter tags it is possible that a search will work incorrectly For example if you use TB for turbine and TBP for turboprop a filter which tests for TB will incorrectly select TBP as well since TBP contains TB Before you define your own tags first look at the type of aircraft your company operates Decide how you may need to classify them beyond the usual classifications of type category and class when printing reports 60 Time Zones CharterLog makes use of time zone numbers instead of named zones Eastern Pacific etc If you are unfamiliar with tim
19. Copy Another Aircraft button to duplicate the settings to the other aircraft Inserting a new Component s If necessary select the Maintenance page and click the Components tab below the table Click the Insert Record navigator button The Component Inspection Dialog will be displayed In the System field select the aircraft system Airframe Engine 1 Engine 2 etc to which the component is most closely linked For example if the component is a landing gear the hours on the gear are directly related to the hours logged for the airframe so choose Airframe in the System field For a prop on engine 1 the number of hours on the prop is directly related to the hours logged for that engine so choose Engine 1 in the System field 19 Make entries in the ATA GAMA Index Component Name and Component ID fields as appropriate to describe the component The ATA GAMA Index is used to establish a sort order the maintenance records so accurate entries are important for this field Specify the maintenance action REP OVH F T or NDT to be performed on the component and the maintenance schedule by completing the Action block Enter the current hours and cycles logged on the component in the Component Totals column Typically the entries will be O for new or overhauled components These fields will be unlocked for a new record If you are modifying an existing component you will first need to unlock each field by double clicking on
20. M Da User s Manual Version 2 5 Polaris Microsystems 48 Chestnut Street Woodbury NJ 08096 Disclaimer and License CharterLog is a copyrighted program offered to companies and individuals as is as a tool for managing information associated with FAR Part 135 operations Polaris Microsystems makes no claims as to the program s suitability for a specific use and expressly disavows any responsibility for real or consequential damages of any sort Duplication of Program Files CharterLog is proprietary commercial software You may duplicate the program files for your own personal use However you may not distribute copies to other parties Registration Codes Purchasers of CharterLog are assigned a unique serial number and registration code Support and update service is provided only to registered customers Registration codes are non transferrable The transfer of registration codes by sale or barter is expressly prohibited and will result in the voiding of the registration and the cancellation of support and update services Trademarks CharterLog is a trademark of Polaris Microsystem All other trademarks in this document are the properties of their respective companies Copyright Program and documentation Copyright O 1999 Polaris Microsystems All Rights Reserved No part of this publication or program may be reproduced photocopied stored on a retrieval system or transmitted except as provided by the terms
21. a manager will confirm that you want to create the new directory Click Yes Locate the backup disk s from which you want to restore and insert the 1 disk in the floppy drive Click Restore From Backup Proceed past the warning dialog by clicking OK The Restore files from dialog will be displayed In the dialog box select the floppy disk drive in the Drives field and locate the backup file in the File list on the left Double click on the name in the list or click once on the name then click the OK button Either action will begin the restore process If your backup spans more than one disk follow the instructions on the screen inserting the last disk then reinserting the first disk as requested 50 Reference In This Section gt CharterLog Access Utility 49 gt CharterLog Data Manager 53 gt Demo Mode Restrictions 54 gt Keyboard Shortcuts 54 gt Navigator Buttons 54 gt Aircraft Tags 56 K Time Zones 57 51 52 CharterLog Access Utility Road Map CharterLog Access is a separate program To start select the CharterLog Access icon located in the CharterLog folder in the Programs menu Overview CharterLog Access allows you to establish a list of users and assign specific permissions to each Users are added to the list and permissions are set using the CharterLog Access application window At the top of the window is the main navigator bar with buttons for m
22. about the shift if any Verify that the Time Zone in the upper right hand corner is correct then click Ok Initializing Aircraft Information Road Map Open the Aircraft Log Window by selecting LogslAircraft Log from the menu or by clicking the Aircraft Log button in the main window Before you can begin using CharterLog you must first create and initialize an Aircraft Log record for each aircraft in use by your company Creating an Aircraft Record Insert a blank record by clicking the Insert Record navigator button at the top of the window In the New Aircraft dialog enter an ID number for the aircraft You can use the tail number if you wish keeping in mind that the ID must be unique Click Ok Enter the aircraft tail number and select the Type Category and Class from the drop down lists Enter the maximum gross weight number of engines the required crew and the nominal cruise airspeed Accurate engine crew and cruise speed entries are important because these values affect the operation of the Airframe Engine Log and the Flight Launch Wizard Select the current aircraft status from the drop down list Airworthy Minimum Equipment List or Grounded This field must be manually updated as necessary by the maintenance staff The Status field is displayed in the aircraft selection list presented in the Flight Launch Wizard If pilots operating the aircraft must pass a type specific 135 293 checkride check the 293 Che
23. ain window Before you can begin using CharterLog you must first create and initialize a Pilot Log record for each pilot flying for your company Creating a Pilot Record Insert a blank record by clicking the Insert Record navigator button at the top of the window In the New Pilot dialog enter an ID number for the pilot You can use an employee number or social security number or some other identifier just as long as it is unique to the individual Click Ok Then enter the pilot s last and first name in the fields provided Initializing Pilot Certificate and Medical Certificate If necessary select the General page On the left side of the window enter the Pilot Certificate and Medical Certificate information class amp date Initializing Checkride Information Repeat the steps below for each checkride tracked for the pilot Note CharterLog automatically inserts Instrument 297 and Route 299 checkrides All you need do for these is to enter the Last Check dates If adding a new checkride click the Insert Record navigator button in the navigator bar just above the Checkrides list If editing an existing entry select it then click the Edit Record navigator button Enter a description for the checkride in the first column and the date the checkride was last taken in the Last Check column If necessary modify the Valid For and Days Months columns to indicate how often the checkride must be taken Initializing Ratings Th
24. ars these fields v Many Navigator bar functions can be invoked using key sequences See Navigator Buttons below for details Navigator Buttons Navigator buttons are grouped into a navigator bar located at the top of database editing windows Flight Log Pilot Log etc In cases where the database includes sub lists of associated detail records there will be secondary 58 navigator bars for those lists In many cases some of the buttons described below will either be omitted from the navigator bar or disabled indicating that their respective functions are not applicable U El le Hel E Z 2 S a Close Close the window First Moves to and displays the first record in the database Keyboard Shortcut Ctrl Home Prior Moves to and displays the prior record in the database Keyboard Shortcut Ctrl PgUp Next Moves to and displays the next record in the database Keyboard Shortcut Ctrl PgDn Last Moves to and displays the last record in the database Keyboard Shortcut Ctrl End Insert Record Adds a new record to the database Keyboard Shortcut Ctrl Insert Delete Record Permanently erases the displayed record A confirmation dialog is always displayed first giving the user an opportunity to cancel the delete Keyboard Shortcut Ctrl Delete Edit Record Places the displayed record in Edit mode allowing fields to be entered and or modified Keyboard Shortcut Ctrl Enter
25. arterLog Data Manager then start CharterLog Confirm that the Data Path shown in the status bar of the main window indicates your new folder Backing Up Data Files NOTE If you are running Multi User CharterLog on a network the data files are stored on the network server and may be backed up on a regular basis as part of the server backup Check with your system administrator regarding server backups However you are free to do your own backup using the procedure below NOTE The following assumes that you have prepared backup disks as specified in Establishing a Backup Procedure To run a backup all you need to do is to specify a name and location drive and or directory for the backup file The rest is automatic Locate the backup disks for the proper day of the week and insert the 1 disk in the floppy drive Always use the proper disks regardless of when the last backup was done For example if it is Wednesday and for some reason a backup was not done on Tuesday use the Wednesday disks anyway Select Activitiesl Backup Data from the menu or click the Backup button in the main window In the dialog box select the floppy disk drive in the Drives field and set the desired name for the backup file in the File name field A good suggestion for a file name is your company name abbreviated to 8 characters or less CharterLog will remember the drive and file name you choose and will preset the fields accordingly the next time
26. button Backup Files Creates a backup of your data files See Backing Up Data Files for detailed instructions Restore from Backup Begins a restore operation Read Recovering From Data Loss before using this function 57 Import Single User Files This function provides a way to import data from single user CharterLog versions 2 1 and earlier See the Multi User CharterLog Installation Guide for instructions Demo Mode Restrictions To allow pre purchase evaluation CharterLog will operate in Demo Mode for 15 usage days without a valid serial number and registration code While in this mode the following functional restrictions are imposed The Flight Log is restricted to 20 entries Once this limitation is reached further creation of new Flight Logs is disabled e Reports can only be previewed on the screen The printing of reports or the directing of reports to another device such as a fax driver is disabled Keyboard Shortcuts Most of CharterLog s windows and dialog boxes respond to keyboard commands or shortcuts which allow for more rapid data entry under certain circumstances Below is a summary v Date time and numeric fields support increment and decrement via the and keys v When entering Day Hrs Nit Hrs and IFR Hrs values in either the Flight Leg Dialog or the Logbook Record Dialog Ctrl_ hold down Ctrl and press the key automatically inserts Block Time Alternately pressing Ctrl_ cle
27. ce Records Allows the user to delete aircraft maintenance inspections or components gt Add Squawks Allows the user to add squawks for an aircraft gt Modify Squawks Allows the modify aircraft squawks gt Delete Squawks Allows the delete aircraft squawks Pilot Log Permissions gt Open Pilot Log Allows user to open and view the contents of the Pilot Log Note that this permission must be granted in order for the remaining Pilot Log Permissions to be effective gt Add Pilots Allows the user to add a new pilot to the Pilot Log gt Delete Pilots Allows the user to delete an existing pilot and all associated logbook and time sheet records from the Pilot Log gt Modify Self Allows the user to modify only his or her own records in the Pilot Log Modification of other pilot s records is prohibited gt Modify Others Allows the user to modify any of the existing pilot records in the Pilot Log Flight Log Permissions gt Open Flight Log Allows user to open and view the contents of the Flight Log Note that this permission must be granted in order for the remaining Flight Log Permissions to be effective gt Add Flights Allows the user to add a new flight to the Flight Log gt Modify Flights Allows the user to modify an existing flight in the Flight Log gt Delete Flights Allows the user to delete an existing flight and all of its associated leg and squawk records from the Flig
28. ck Reg box An accurate entry in this field is important since it affects the operation of the Flight Launch Wizard Record the most recent VOR check in the fields provided 18 Initializing the Airframe Engine Log In order to initialize this log you need to make a single entry which contains the current hours and cycles readings for each aircraft system Follow the procedure below If necessary select the Airframe Engine Log page then click the Insert Record navigator button The Airframe Engine Log Dialog will be displayed Enter the current hours and landings cycles for the airframe and the hours cycles for each engine Indicate in the Remarks field that this is an initial entry for the aircraft You can leave the Distance and Fuel Burn fields blank since bottom line totals for these values are not important in this context Click OK to close the dialog and complete the entry Initializing Maintenance Records In order to initialize this section you need to add and initialize a Component record for each component tracked for the aircraft and an Inspection record for each inspection performed on the aircraft Repeat the following procedure for each new record IMPORTANT Confirm that an initial Airframe Engine Log entry has been made for the aircraft see above If not make this entry before continuing NOTE If your fleet employs several aircraft of the same or similar type you can set up one aircraft and then use the
29. der is shown in the Data Path field Click OK to close the Data File Location dialog CharterLog will automatically create and initialize empty data files Moving data files to a new or existing directory If data files are to be moved to an existing folder first insure that the destination directory is empty If not erase any files using Windows Explorer or File Manager IMPORTANT Shut down CharterLog Start the CharterLog Data Manager by selecting StartlPrograms CharterLog CharterLog Data Manager Click Backup Files and make a backup copy of your data either to a blank floppy disk or a temporary folder on your hard drive If moving files to a new folder type the full data path into the Data Path field If moving files to an existing folder click the ellipse button to the right of the Data Path field then select the desired folder from the Browse For Folder dialog 47 Once the path to the desired destination folder is shown in the Data Path field click Restore From Backup If you have selected a new folder the program will confirm that you want to create the new directory Click Yes If the Restore From Backup warning is displayed click OK to proceed In the Open dialog locate and select the backup CLM file created in step 4 above Data files will be restored from the backup The program will ask you if you want to run the Check Files function on the restored files Click Yes When the check is completed close Ch
30. ds on duty date time off duty date time and remarks for each shift Ratings records and tracks an unlimited number of category type ratings Each rating includes date issued date of last 135 293 checkride a valid time for the checkride and the date the next checkride is due Medical includes date class and due dates for private commercial and ATP operations Checkrides An open ended list of user specified checkrides including the date of last check the valid time period and the date next check is due The Aircraft Log The Aircraft Log stores the information to track inspections squawks and airframe amp engine time cycles for each aircraft used in company operations Each aircraft record includes the following Physical and identification information including tail number type category class maximum gross weight number of engines and required crew typical cruise speed maximum number of passengers and operating cost per hour Status Airworthy Minimum Equipment List or Grounded VOR Check includes date facility frequency Nav1 Nav2 errors and date next check due e Aircraft amp Engine Log tracks hours and cycles for airframe and up to four engines Individual log entries are identified by date and flight log number e Squawk Log includes date reported flight log number amp leg problem description amp corrective action memo fields return to service date and return to service status
31. e Ratings page accepts two types of entries The first is a basic category class rating e g Airplane Multi Engine Land The second is a type specific rating In the case of the latter there must be an entry for each type specific 135 293 check taken by the pilot Select the Ratings page then repeat the steps below for each category class rating held by the pilot and each type checkride 293 check taken by the pilot 16 Note CharterLog automatically inserts an Atrplane Single Engine Land AIR SEL rating and Airplane Multi Engine Land AIR MEL rating for the new pilot These entries are required in order to qualify the pilot for aircraft which do not require a 293 checkride Do not delete these entries In the navigator bar just above the Category amp Type Rating list click the Insert Record navigator button If entering a category class rating select the appropriate category and class designations in the first two columns leave the Type column blank and enter the issuance date If entering a type specific checkride entry select the appropriate category and class designations in the first two columns then click the ellipse button three dots in the Type column and select the aircraft type from the pop up list Enter the original issuance date in the Date Issued column Enter the date of the most recent 135 293 b checkride under Last 293 Chk Enter the date of the most recent 135 293 a tests under Last 293 Test 1
32. e zone numbers the following discussion and conversion table will be of assistance What is a numeric time zone A numeric time zone is simply the number of hours added to or subtracted from if negative local time to get GMT or zulu time For example in the Eastern time zone when standard time is in effect 5 hours is added to local time to convert to zulu so the equivalent numeric time zone is 5 During daylight savings time local time is advanced by 1 hour so the numeric time zone changes accordingly Using the Eastern time zone as an example once again during daylight savings time the equivalent numeric time zone changes to 4 Time Zone Conversion Table The table below lists some of the common named time zones and their standard time numeric equivalent Subtract 1 from the listed numeric zone if daylight savings time is in effect 61 Named Time Zone Numeric Zone Alaska Hawaii Atlantic Azores Baghdad Bering Brazil Zone 2 Central Europe Central China Coast Int l Date Line Eastern Europe Eastern Greenwich Guam Japan Middle Europe Mountain New Zealand Pacific South Sumatra USSR Zone 3 USSR Zone 4 USSR Zone 5 West Africa Yukon 62 10 2 3 11
33. ee 54 Keyboard Shortcuts iii ee See 54 Navigator Buttons eni seene redorto eee eee teens 54 Aircraft Tags san san ee A 56 Time LOS 2 re aia er ee ee 57 Introduction In This Section K Overview 3 gt Product Support 6 Overview What Is CharterLog CharterLog is a Windows program which aids Part 135 operators in managing the information necessary to insure compliance with FAA regulations It records and tracks flight log forms individual pilot records and aircraft records Printed reports include a monthly Flight Duty Report for each pilot which both graphically and numerically depicts the pilot s duty hours commercial flight hours and non commercial flight hours for each day of the month Summary totals are included for the current quarter previous quarter and current calendar year Pilot records include tracking of on off duty times any number of user specified checkrides e g 135 293 and 135 297 and medical certificate Aircraft records include tracking of airframe hours cycles engine hours cycles and airframe engine components and inspections CharterLog organizes flight operations information into three primary databases a Flight Log a Pilot Log and an Aircraft Log The Flight Log The Flight Log serves as a journal for recording all pertinent information about a flight Entries in the Flight Log are called Flight Log Forms and are analogous to printed multi leg flight log sheets used to record fli
34. elow Password This is the log on password for the user Passwords are masked from view until the user record is placed in edit mode by clicking the Edit button in the navigator bar Initial passwords should be assigned by the system administrator and given to each user Note Users can change their password from with CharterLog by selecting Filel Change User Password Permission Check Boxes Placing a checkmark next to an activity gives the user permission to perform that activity Refer to the notes which follow and see Permission Settings below for further explanation In the Pilot Log Permissions section only use the Modify Self permission for pilots Modify Self requires that there be a valid employee number in the Emp No SSN field Non pilot users must be granted Modify Others permission if they are to be able to alter pilot records Use caution when assigning a user Restore from Backup permission Restoring from a backup overwrites ALL of the existing data files This function should be reserved for the system administrator only Buttons Save as Default Click this button to make the displayed permissions the default setting The default permissions are automatically assigned when a new user is added to the list or when the Set Default Permissions button is clicked Set Default Permissions Click this button to assign the default permissions to the currently selected user The user record must be in edit mode i
35. for each crew member to the Pilot Log hours and cycle counts for airframe and engines to the Aircraft Log and updates VOR check and Squawk records Closed Flight Log Forms retain all of their information but are sealed against further modification If necessary to correct errors and omissions the closing process can be reversed Product Support Technical assistance is available to registered customers via Email FAX or telephone If you experience problems with CharterLog ER Complete the Problem Report form CharterLog includes a built in Problem Report facility To access this window select HelplFile a Problem Report from the pull down menus in the main window Complete as much of the form as possible Note that the form is larger than the display window Use the scroll bar on the right side to view the entire form 2 Print the completed Problem Report Use the Print Report button at the top of the window to print the report Have the report handy when you contact us for support 3 Send the completed Problem Report If your computer has Email capabilities you can transmit the completed Problem Report form by simply clicking the Send via EMail button If you are unable to use the EMail option you can Fax us the report The Fax number is printed at top of report 4 Call for assistance Contact us via phone or EMail at the numbers provided below If you get the answering machine please leave a message We are a s
36. ght information in the cockpit Each Flight Log Form stores the Aircraft ID Flight Number customer information passenger list and remarks for the flight plus the following for each leg From amp To airports Estimated time of departure ETD Crew instructions services fueling catering transportation lodging etc Type Of Time Part 135 121 91 and Other Commercial Date Time Zone Time Out Time Off Time On Time In The program calculates Block Time and Flight Time from the latter four fields Passenger Count Fuel Burn and Fuel Purchase data Weight amp Balance information Gross Weight amp CG Crew Logbook Entries Day Night Takeoffs amp Landings Approaches Instrument and Holds e Hours amp Cycles for Airframe and Engine 1 4 s Squawks and VOR check information The Pilot Log The Pilot Log stores the information necessary to track certificates ratings check rides flight time and duty time for each pilot flying for the company While the Pilot Log does include a logbook for recording flight times it is not intended to act as the pilot s personal logbook It records only those times necessary for part 135 reporting to the FAA Each pilot record in the Pilot Log includes the following Pilot Certificate type number and date of issue Logbook includes columns necessary to track flight time block time day night takeoffs landings instrument time and approaches Time Sheet recor
37. he Flight Log Form Click the Flight Log button main window to open the Flight Log Window Use the Locate navigator button to find the appropriate Flight Log form Record Leg and Duty Information Click the Legs tab then double click on the first leg to open the Flight Leg Dialog Do the following for each leg of the flight 29 See Keyboard Shortcuts for ways to speed entry of flight information Click the Edit Record button in the navigator bar or press Ctrl Enter to put the record in edit mode Verify the Departure Date and correct if necessary Select the appropriate Type Of Time for the flight The choices are Part 135 Part 121 Part 91 or Other Commercial Make appropriate entries in the Ops operations code and Release fields These are optional and can be left blank if desired Verify the TZ time zone number and correct if necessary The time zone must be consistent with the times entered in the On Duty Out Off On In and Off Duty fields If departure was delayed select the appropriate reason from the Departure Delay drop down list The choices are ATC Passenger Weather Other or None Enter the number of passengers in the Pax field If the leg is the first leg of the flight or the first leg flown for the duty shift record the time and date the crew s duty shift started next to On Duty If the crew remained on duty from a previous leg of the same flight leave the On Duty Time field blank Enter de
38. ht Log gt Close Flights Allows the user to Close an existing flight in the Flight Log gt Reopen Flights Allows the user to reopen a closed flight in the Flight Log Reporting Permissions gt Currency Reports Allows user to open the Currency Reports dialog and view or print reports contained therein gt Maintenance Reports Allows user to open the Maintenance Reports dialog and view or print reports contained therein 54 gt Open Custom Reports Allows user to open the Custom Reports Explorer and view or print reports contained therein gt Add Custom Reports Allows user to create new reports and add them to the Custom Reports Explorer gt Modify Custom Reports Allows user to modify any of the existing reports in the Custom Reports Explorer gt Delete Custom Reports Allows user to delete existing reports from the Custom Reports Explorer Other Permissions gt Restore from Backup Allows user restore data files from a backup disk set WARNING A user granted this permission will be able to completely replace all existing data on your hard drive potentially destroying it It is strongly suggested that only the system administrator be granted this permission gt Append from Backup Allows the user to append new information into the database from a backup disk set created on another machine running CharterLog gt Modify Data Path Allows the user to alter the director
39. ing a new value Click the Next Record navigator button lower left hand corner to move to the next leg or OK to close the Flight Leg Dialog Record Squawks Click the Squawks tab then do the following for each squawk Click the Insert Record navigator button to add a blank squawk and open the Aircraft Squawk Dialog Enter the Date the Leg and a Description of the problem being reported The remaining fields are locked and are left blank Click OK to complete the entry and close the dialog Enter remarks and VOR check Click the Remarks VOR Check tab Enter any flight remarks Ifa VOR check was performed enter it overwriting the previous VOR check Close the Log Form Click the Close Flight button Recording a Duty Shift IMPORTANT Duty Shifts associated with flights are automatically recorded via the Flight Log Form The Clock In and Clock Out functions are normally used only for duty shifts not associated with a flight e g training or for back entry of previous duty shifts Each time sheet entry duty shift includes a single time zone setting Both the on and off duty dates and times must be local to this time zone Clocking In Click the Clock In button in the main window or select ActivitiesIClock In from the main menu Select the pilot from the Find Pilot list by double clicking on the name or by clicking once on the pilot name then clicking the OK button 31 s If necessary modify the On Duty
40. it Enter either the date the component was placed in service or the date of the most recent F T or NDT action in the Last Action column Also record the hours and cycles logged on the component at that time These fields will be unlocked for a new record If you are modifying an existing component you will first need to unlock each field by double clicking on it Click OK to close the dialog and complete the entry Inserting a new Inspection 20 If necessary select the Maintenance page and click the Inspections tab below the table Click the Insert Record navigator button The Component Inspection Dialog will be displayed In the System field select the aircraft system Airframe Engine 1 Engine 2 etc which will be the basis for the inspection For example if a 100 hour inspection is to be based on the number of hours and or cycles logged for the airframe then choose Airframe in the System field Make entries in the ATA GAMA Index and Inspection Name fields as appropriate to describe the inspection The ATA GAMA Index is used to establish a sort order the maintenance records so accurate entries are important for this field Specify the inspection interval by completing the Action block Enter the total hours and cycles logged to date for the system selected in the System field above in the System Totals column These fields will be unlocked for a new record If you are modifying an existing component you will
41. k Time Limitation Warnings Enter maximum the maximum allowed block times for each time interval If you desire advance warning you can set the values lower than the actual FAR maximums Rest Periods per Quarter Enter the minimum number of 24 hour rest periods required per calendar quarter Min Rest Hrs Between Shifts Enter the minimum off duty hours required between duty shifts If this rule is not applicable to your operation enter 0 13 Other configuration settings Date Format Select the desired date format The date format affects how dates are entered displayed and printed by CharterLog Distance Units When flights are entered into either the Flight Log or the Pilot Log CharterLog calculates and stores Great Circle Route distances between airports This option setting controls the distance units used Changing the units selection only affects distance calculations for subsequent flight entries Aircraft Maintenance Due Warnings These three settings are used in two ways When aircraft are displayed by the Flight Launch Wizard these settings control how maintenance information is highlighted In addition the settings are used as default parameters for the Aircraft Maintenance Report Default Time Zones e Computer Clock CharterLog uses this time zone setting whenever it needs to convert the computer clock date and time to Zulu When Standard Time is in effect enter your local time zone During Daylight Savings Time
42. lling the database files for your version Single User Version Single User CharterLog automatically creates all necessary folders and files on the local hard drive and initializes a complete set of empty data files Under normal circumstances there is no need to do any additional database setup The CharterLog directory structure is explained below In the single user environment both the CharterLog program and your company data files reside on local drives within a single computer The diagram below illustrates the default directory structure created by the installation utility Local Drive The CharterLog program files are stored in the Chartlog folder The Session sub folder holds temporary files which are present when CharterLog is running Company data files are stored in the Data sub folder If desired the company data files can be located elsewhere on the same drive or on another local drive See Relocating Data Files for instructions Multi User Version In a multi user environment your company data files reside on a centralized network file Server while the Multi User CharterLog program files reside on each network Workstation All necessary data folders and files are created during installation See the Multi User CharterLog Installation Guide for detailed instructions This guide is included as a separate document along with the user s manual It is also provided on the CharterLog installation CD 10 Configura
43. mall company and are not able to man the phones at all times On such occasions our answering machine will be on We return most calls within a few hours and we do our best to get back to everyone within a day We often return calls on weekends and in the evening so you can leave both a home and business number if desired Technical Assistance Contacts e EMail 70357 2701 compuserve com e Voice 1 856 848 1043 s Fax 1 856 848 1623 A Word About the 800 Number Polaris Microsystems has an 800 number which it provides for sales purposes Though we will never refuse to accept a tech call on the 800 number we do ask that you avoid using it for technical assistance We understand however that in certain situations it may be necessary If this is the case please inform us up front that you are calling on the 800 number and we will be happy to call you right back Initial Setup Tasks In This Section gt Database Installation 9 gt Configuration Menu Options 10 gt Setting Program Options 10 gt Customizing the Flight Log Form 13 gt Initializing Pilot Information 14 gt Initializing Aircraft Information 16 gt Setting up user access control 19 gt Establishing a Data Backup Procedure 21 Database Installation CharterLog is available in either a single user version or a multi user version multiple users on multiple workstations Refer to the discussion below for information on insta
44. n order for this button to be active Add Pilots to Users List 56 This function scans the Pilot Log and adds new pilots to the user list The program uses the employee number to determine if a pilot is already in the list Use this button to update the user list whenever a new pilot is added to CharterLog Change System Administration Password Use this function to change the password which allows entry into CharterLog Access CharterLog Data Manager Road Map The CharterLog Data Manager is a separate program To start the data manager select the CharterLog Data Manager icon located in the CharterLog folder in the Programs menu Fields Data Path This field displays the path directory location of the CharterLog data and report files The data path can be modified directly by typing in the field or you can click the ellipsis button to select an existing folder Buttons Check Files This function verifies the structure of the CharterLog data files including all associated index files Reindex amp Pack Files This function rebuilds all index files and recovers any wasted space resulting from record deletions Install Report Templates The reports available from CharterLog s Custom Reports Explorer window are stored as templates in special database files From time to time Polaris Microsystems will add new templates or update existing templates These updates can be installed into your database by clicking this
45. n the Flight Log window Enter customer contact information in the fields provided Enter the ETD and Remarks information for each leg in the Crew Itinerary block Use the navigator buttons below to select and edit each leg Enter the passenger list if any in the Passengers block Use the navigator buttons below to insert new passenger entries into the list Print the Log Form and Dispatch the Flight e Verify the pre flight log form information paying particular attention to the From and To airports and crew member assignments for each leg The Flight Launch Wizard sets the departure dates for all legs to the same Departure date information can be corrected when the leg information is updated after the termination of the flight See Processing a Completed Flight Print the form by clicking on the Print button in the navigator bar at the top of the window Give the printed form to the Captain for completion during the flight Processing a Completed Flight The processing of a completed flight requires the recording all pertinent flight information in the Flight Log Form created during the launch phase Typically the flight information will have been recorded on the printed Flight Log form by the flight crew and the completed form turned into the staff member responsible for recording and closing flights The following assumes that a Flight Log Form for the flight was previously created using the Flight Launch Wizard Locate t
46. ours remaining is less than or equal to some value check the box to the left and enter the number of hours in the field to the right Cycles Remaining lt To show items where the cycles remaining is less than or equal to some value check the box to the left and enter the number of cycles in the field to the right Maintenance Action is To show items where a specific maintenance action is called for check the box to the left and select the action from the drop down list to the right Printing Custom Reports See also Creating and Modifying Custom Reports 38 Road Map Open the Custom Reports Explorer by selecting Reports Custom Reports from the menu or by clicking the Custom Reports button in the main window The Custom Reports Explorer works much like Windows Explorer Reports can be categorized and stored in folders You can add rename and delete folders Reports can be manipulated much like files are in Windows Explorer You can add new reports rename existing reports delete reports and moved reports from folder to folder Previewing a Report s Locate the report by opening folders as necessary s Select the report then click the Preview button or just double click on the report Printing a Report s Locate the report by opening folders as necessary e Select the report then click the Print button Adding and Editing Reports See Creating and Modifying Custom Reports Buttons Close Closes the window
47. oving through the users list adding new users etc Just below the navigator bar on the left is a tabular display of users The selected user is indicated by the triangular pointer The selected user s password and permissions are shown in the fields to the right of the list Permission Settings Permissions are set by manipulating the following fields Aircraft Log Permissions gt Open Aircraft Log Allows user to open and view the contents of the Aircraft Log Note that this permission must be granted in order for the remaining Aircraft Log Permissions to be effective gt Add Aircraft Allows the user to add a new aircraft to the Aircraft Log gt Modify Aircraft Allows the user to modify an existing aircraft in the Aircraft Log gt Delete Aircraft Allows the user to delete an existing aircraft and all of its associated aircraft log and maintinance information from the Aircraft Log v Add Log Entries Allows the user to add airframe engine log records for an aircraft gt Modify Log Entries Allows the user to modify aircraft airframe engine log records gt Delete Log Entries Allows the user to delete aircraft airframe engine log records v Add Maintenance Records Allows the user to add maintenance inspections or components for an aircraft 53 gt Modify Maintenance Records Allows the user to modify existing aircraft maintenance inspections or components Delete Maintenan
48. parture takeoff landing and arrival times for the leg next to the Time Out Time Off Time On and Time In fields respectively If the leg is the last leg of the flight or the last leg flown for the duty shift record the time and date the crew s duty shift ended next to Off Duty If the crew remained on duty for the next leg of the same flight leave the Off Duty Time field blank If the aircraft has a Hobbs meter and you base maintenance hours on the Hobbs reading enter the beginning and ending meter readings in the Hobbs Out and Hobbs In fields respectively Record the appropriate Day Night and Instrument experience for each crew member When entering the Day Hrs Nit Hrs and IFR Hrs values pressing Ctrl_ hold down Ctrl and press the key automatically inserts Block Time Alternately pressing Ctrl_ clears these fields Make appropriate entries in the Fuel Burned Fuel Bought Fuel Cost and Scheduled Times fields Most of these are optional and can be left blank if desired However the fuel and scheduled times fields are required if you are utilizing CharterLog s fuel tracking and trip reports see Custom Reports Explorer 30 Entered the CG and Gross Weight information if desired These fields are optional and can be left blank Verify the calculated Block Time Flight Time Airframe Engine and Distance fields If necessary you can override any of the values by double clicking on the field to unlock it then enter
49. periods you should adjust this time zone accordingly so that the proper Zulu conversion is made s Flight Duty Times This value is used as a preset or default whenever new flight legs or duty shifts are added e Duty Record Report This value is used as a preset or default for the Time Zone setting in the Currency Reports Dialog This setting is the time zone on which the Flight Duty Report is based Inactivity Timeouts Testing for periods of inactivity and taking the appropriate measures is critical in the multi user environment For example if user places a record in edit mode and then leaves his workstation all other users are prevented from working with the locked record until he returns and posts his changes The inactivity timeout feature prevents this situation from occurring CharterLog detects long periods of inactivity the absence of mouse motion and or keystrokes and automatically posts changes to data records closes open windows and ultimately shut itself down You can modify the inactivity timeout periods by adjusting these fields 14 FAR Limitation Warnings CharterLog can issue advanced warning via yellow highlighting when block time totals exceed a percentage entered here of the FAR limits Warn on Close Flight when Whenever a Flight Log is closed CharterLog checks the total block and duty time for the flight and issues a warning if the specified maximums entered here are exceeded Customizing the
50. rch Value s Field Value Match N9594L N94294 N94294 Yes SEL MEL SES No LR35 LR35 Yes is blank is not blank Use these options to filter for records where an entry has not has been made into the field Numeric Fields When the search field is a numeric type field a search option combo box is shown along with an entry field Most of the search options require you to type a numeric search value in the entry field is equal to is not equal to Use these options to filter for records where the search value is is not exactly equal to the field value is greater than is less than Use these options to filter for records where the search value is numerically larger than greater than or smaller than less than the field value is greater than or equal to is less than or equal to Use these options to filter for records where the search value is numerically equal to or larger than greater than or equal to or smaller than less than the field value is blank is not blank Use these options to filter for records where an entry has not has been made into the field Note that a field value of 0 zero is not considered blank since an entry has been made Multiple Choice Fields When the field presents only a few possible choices e g a True False field a series of radio buttons is shown Simply click on the appropriate radio button to set the filter for that field 43 Creating and Modifying
51. ser with permission settings typical for most pilots Then you ll use Add Pilots function to automatically add pilots to the users list Click the Insert Record button in the navigator bar When prompted for the Username enter DEFAULT exclude quotes then click Ok Click the Edit button in the navigator bar then assign the permissions which most closely match the settings you want for the majority of pilots Click the Save as Default button This will save the settings so they can be automatically assigned to new users when they are added to the list Click the Add Pilots to Users List button Confirm your choice by clicking Ok All pilots currently entered into CharterLog will be added to the list and assigned the default permission settings If necessary use the navigator bar buttons to edit the users list and fine tune permissions and passwords Setting Initial User Permissions Passwords are masked from view until the user record is placed in edit mode by clicking the Edit button in the navigator bar When a new user is added the program presets the password to a code based on the first two characters of the Username As system administrator you can either ask the user to choose a password and alter it yourself or you can just inform the user of the preset password and allow them to change it from within CharterLog FilelChange User 22 Password The choice is yours 23 Establishing a Data Backup Procedure See
52. time and date e Verify that the Time Zone in the upper right hand corner is correct e Click Ok to complete the entry Clocking Out Click the Clock Out button in the main window or select ActivitiesIClock Out from the main menu Select the pilot from the Find Pilot list by double clicking on the name or by clicking once on the pilot name then clicking the OK button If necessary modify the Off Duty time and date Enter remarks about the shift if any Verify that the Time Zone in the upper right hand corner is correct Click Ok to complete the entry Post flight Fuel Purchase Data Entry Road Map Open the Fuel Purchase Information Window by selecting ActivitieslUpdate Fuel Purchase Info from the menu or by clicking the Fuel button in the main window The Fuel Purchase Information window provides a fast and convenient way for the fuel purchase information quantity purchased and total cost to be verified and updated for flights in the Flight Log Any flight can be updated even closed flights The body of the window contains a tabular list of all flight legs currently in CharterLog Flight number leg number date release number and airport departure point fields are shown to help locate and identify flight legs The Fuel Purchased and Fuel Cost columns can be edited directly 32 33 Reporting Tasks In This Section gt Printing Currency Reports 33 gt Printing Maintenance Reports 34
53. tion Menu Options Road Map All of the above options are set from the Configuration pull down menu A checkmark next to an option indicates that it is enabled Multi Record Editing Normally when editing records in CharterLog you must manually place each individual record in edit mode by clicking the Edit Record button in the navigator bar This can make for tedious work when you need to make changes to several records in a file With Multi Record Editing enabled if you edit a record and then scroll to another record the screen stays in edit mode You only need to click the Edit Record button once Display Popup Hints Enables disables display of pop up hints for various fields and buttons within CharterLog To display a pop up hint position the mouse pointer over the item and hold it there for a short while Verify Required Fields The Fuel Purchased and Scheduled Block Time fields in the Flight Leg Dialog are designated as required meaning that they cannot be left blank This option enables disables checking of these fields Show Clock In Clock Out Buttons Displays hides the duty shift Clock In and Clock Out buttons in the main button bar These buttons are only used to enter non flight duty shifts only Normal flight duty shifts are entered via the Flight Log Setting Program Options Road Map Open the Program Options window by selecting ConfigurationlProgram Options from the menu Company Info Enter your company name
54. what functions and areas within CharterLog a user is allowed access to For example you can set up permissions such that a pilot can view all Pilot Log records but only modify his or her own Designating a System Administrator In order for access control to work and make sense you need to assign one trusted individual as system administrator His or her responsibilities will include establishing a list of CharterLog users and assigning permissions to them Starting CharterLog Access the first time s Locate and double click the CharterLog Access icon located in the 21 CharterLog folder You will be asked if you want to create the user database Click Yes When asked to enter the password respond by entering masterkey excluding the quotes The program window will be displayed Click the Change System Administration Password button Enter masterkey in the first box old password then enter a new password in the second box new password Repeat the new password in the third box to verify and check for typos then click Ok The system administrator should be the ONLY person who knows the System Administration Password If you forget your password contact Polaris Microsystems for assistance Creating the User List If you haven t already done so enter your pilots into CharterLog before proceeding The following will guide you through creating a users list containing all of your pilots First you ll be adding a default u
55. y disks and label them as follows 1 CharterLog Backup Sunday 1 2 CharterLog Backup Monday 1 3 CharterLog Backup Tuesday 1 4 CharterLog Backup Wednesday 1 5 CharterLog Backup Thursday 1 6 CharterLog Backup Friday 1 7 CharterLog Backup Saturday 1 This will give you a starting set of disks one for each day of the week The 1 after each day name indicates that this is disk number 1 for that day Daily backup will eventually require multiple disks You can format and 24 label additional disks as needed 25 Operations Tasks In This Section gt Launching a Flight 25 gt Processing a Completed Flight 26 gt Recording a Duty Shift 28 gt Post fight entry of Fuel Purchase Data 28 26 27 Launching a Flight Create a new Flight Log Form The launch process can be aborted at any time by clicking the Cancel button in the Flight Launch Wizard dialog box Click the Launch button in the main window or select ActivitieslLaunch a Flight from the main menu The Flight Launch Wizard will be displayed Select the departure date from the calendar If necessary use the scroll buttons below the calendar to select the desired month and or year When the date is set click the Next button or press Ctrl PgDn Review the aircraft status information and then choose the aircraft to be used for the flight by clicking once on it When an aircraft has been selected click the Next button or
56. y path to the CharterLog data files This permission is typically granted only to the system administrator gt Modify Lists Allows the user to modify the Airports Types Categories and Classes lists from the List Editor Window Note that users without this permission can still make additions to these lists during entry of new flight and pilot log records gt Modify Configuration Allows the user to open the Program Options dialog and modify the settings contained therein Fields Username This field displays the unique username assigned to the individual This is the name the person will use when logging in to CharterLog Usually the person s last name is used though in cases where there are two users with the same last name a modified last name will need to be used to avoid duplication The Username field is set when the user is added to the list Once added the username can only be changed by deleting then re adding the user Emp No SSN This field is used within CharterLog to determine if a user is attempting to modifying his or her own Pilot Log records Therefore if the user is a 55 pilot this field should be set to match the Employee Number assigned to the pilot in the Pilot Log It should be left blank for non pilot users This field is read only To modify it first double click on the field box Note The Emp No SSN field is set automatically when users are added using the Add Pilots to Users List button see b
57. you run a backup Click OK to begin the backup Before proceeding CharterLog will check to see if a backup file by the same name exists on the disk If so it will warn you of the overwrite and give you two chances to cancel If you are using the suggested rotating daily backup scheme you should proceed and allow the 48 file to be overwritten You will only be overwriting the backup made a week ago and not the other six Recovering From Data Loss WARNING The Restore From Backup function will wipe out ALL of the CharterLog data on your system and replace it with the data on the Backup Any changes or additions since the backup was created will be lost WARNING Do NOT use the Restore From Backup function to Merge or Synchronize data between two machines If you data files become damaged or are erased follow the recovery steps below If you have any questions or doubts about the recovery process call for assistance before proceeding Step 1 Rebuild damaged data files This should be first recovery step taken when one or more of the CharterLog data files is damaged s Single User CharterLog Shut down CharterLog Start the CharterLog Data Manager by selecting Startl Programsl CharterLogl CharterLog Data Manager s Multi User CharterLog Shut down Multi User CharterLog on all workstations On the Server start the CharterLog Data Manager by locating and double clicking the CharterLog Data Manager icon on the desktop e Click
Download Pdf Manuals
Related Search