inventory

Time to Take Control of Your Inventory & Lose the Paper

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In the world of purchasing, paper has been king and the death of many a tree. Even with the digitization of many of our documents, it’s often the case that we don’t actually maximize our technology usage to automate and control the process. We have digital files that we are still printing, signing, scanning, sending, filing and then having to find again.

In today’s world, there are tools that are designed to increase the oversight of your purchasing process by implementing electronic and paperless workflows, from the initial parts request, to the receiving and installation. Automate the processes that allow for specialized personnel permissions throughout the inventory life cycle. Keep track of requests as they come in and as they are disseminated to the vendors for quotes and acquisitions. Have a parts and/or service agreement? Use a paperless purchasing mindset to keep track of all your parts, where they are, what their status is and who signed for them in a secure system that can be accessed and reported on with the click of a mouse or a tap on the screen.

Let’s think about access to your inventory and purchasing process and records today - are they in one location? Do you even have a system? Is your spreadsheet saved on your local computer? Maybe you have a software package that helps you with inventory - do you like it? Can you access your information from anywhere? Can you find the information you need in just a couple of clicks? What good is your inventory and purchasing data if you can’t access it? Do you have a parts subscription or service? Are you able to track and access information on parts that have been returned? Can you answer questions and submit proof within minutes and click and respond?

Today’s technology allows for you to utilize a cloud-based service, which not only ensures accessibility across multiple platforms, but also secures the data and backs it up. Imagine systems where you utilize your computer, a tablet or a smartphone to reply to a request from your maintenance team. You can research, initiate, submit and accept from any method you choose and from anywhere you have an internet connection. Aviation is a 24/7/365 industry and, many times, there are instances where you are not in the office, but your position requires you to be able to handle requests at a moment’s notice, any time, night or day. So, retire the PO binder and simplify with efficient and intuitive technologies.

The key to keeping effective inventory is knowledge, understanding and control of the flow of parts and materials in an operation. Operators like Reva Inc., are realizing significant control and visibility of their inventory simply by losing the paper and adopting technology. By implementing electronic or paperless workflows, you take control of the process as well as the materials. Software applications should allow for different levels of permissions and access. Say you want your floor techs to be able to view your inventory and see if a part is already available, but you do not want them to be able to issue a PO and work directly with the vendor. This is easily handled with different permissions. You simply assign the right people for the approval process in the work flow, you get a notification, you make your decision and then you push it to the next step.

Control allows for you to effectively manage inventory levels and cost while also delegating pieces of the process to individuals as is appropriate. Imagine a scenario where you aren’t chasing down a handwritten or modified PO in a binder, if it’s even there. Imagine a scenario where you feel confident in your processes and know that you have the control mechanisms in place to ensure the quality of parts and service necessary to support your flight department and its people.

A paperless purchasing and inventory control system doesn’t have to be complicated. The system should be efficient and intuitive. It should have an easy-to-understand parts and purchasing management philosophy that enhances your operations, not hinders it. Embrace a new approach that allows for you to manage, control and execute inventory and purchasing the way it should be done in the 21st century.

Hospital Wing Becomes First U.S. HEMS Operation to Eliminate Paperwork with Flightdocs

BONITA SPRINGS, Florida, July 2018 — Hospital Wing, a Memphis-based air ambulance company, has become the first Helicopter Emergency Medical Service (HEMS) operator in the U.S. to take its operation fully paperless. Utilizing the Flightdocs HMX platform, Hospital Wing has been able to eliminate all paper-based forms and reports from its operation, significantly increasing efficiency across maintenance and operational processes.

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Operating four H130T2, three H130B4, and one H125B3 helicopters from five bases, Hospital Wing provides 24/7 emergency airlift and inter-hospital patient transfers. In 2016, Hospital Wing first implemented HMX by Flightdocs, a leading provider of cloud-based aircraft maintenance and inventory management software.

 

Hospital Wing’s Director of Maintenance Nick King notified Flightdocs of the milestone on June 20. “Hospital Wing is live and fully paperless today,” he said. “No paper log books, flight logs, or aircraft maintenance logs. No more paper — it’s all Flightdocs.” King emphasized that Hospital Wing’s use of HMX goes well beyond maintenance. “It’s a complete and very easy-to-use tool that has been implemented in all aspects of our business and has been configured to work really well for us,” King said. “It’s a great system that enables greater efficiency and effectiveness throughout the organization.” 

 

“We congratulate the team at Hospital Wing on this important milestone,” said Flightdocs CEO Rick Heine. “It’s great to see our technology being used to its fullest extent. We’ve seen more and more operators going fully electronic across different segments of the industry, and they are all seeing some very tangible benefits throughout their organizations. The technology we have today is making a big impact on efficiency, visibility, data accuracy, and ultimately the safe operation of aircraft. We look forward to working with Hospital Wing and other Flightdocs customers on new developments in the future.”

Video: Enterprise Inventory Overview

 

Interested in a modern, easy to use platform to manage your parts and purchasing?  If you’re using Flightdocs for maintenance tracking, our inventory module is included in your subscription and is ready for you to use.  The video above covers many of the high level features inside of the module, but if you have further questions or would like a live demo of the platform, feel free to give us a call at 1-800-747-4560 to set up a time for a 1 on 1 demonstration.

Inventory - Monthly Cost Reports

Many corporate flight departments don’t share, or have access to the same financial systems their parent companies may use on a daily basis, and often times the financial groups are looking for particular information from the director of maintenance or director of aviation concerning spending and consumption, on a monthly basis.  From our experience, the two most commonly requested reports summarize how much is being spent in purchase orders, and the cost of what is being utilized (installed, consumed, discarded, etc).  If you are utilizing the Flightdocs Inventory Module, these types of reports can easily be created, and exported to give your financial group the exact information they are looking for.

 

On the Purchase Orders page, users can utilize the filter button to specify status, date, vendor, etc. and then utilize the export to get a PDF or Excel file for total costs of POs, or can utilize the “Export Line Items” to export the details of each line item within the selected POs.

 

 From the “Reports” page, users can access the Transaction Report. This report allows users to filter based on type of transaction (install, transfer, consume, discard, receive, ship, etc.) and then filter down by date range, aircraft, value, and more. The results of the report can then be exported in PDF or Excel format.

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