Coptersafety Case Study

Company Profile

Photo © Coptersafety

Coptersafety is an Aviation Training Organization (ATO) founded in 2014  and certified by the European Aviation Safety Agency (EASA) and the Federal Aviation Administration (FAA) Part-142. Coptersafety provides unparalleled helicopter simulator training in a unique Nordic setting. Their modern facility, designed to offer best-in-class training services outside Helsinki’s International Airport, is home to top-class training devices for H125, H145, AW139, and AW169 helicopters. A specialty of Coptersafety is the reconstruction of scenarios and landscapes on a customer-specific basis, ranging from a highway accident in Boston to an oil drilling platform in the Gulf of Mexico.

Challenge

With Coptersafety’s success and subsequent growth in the marketplace, keeping track of the various training products, planning, scheduling, and accounting became increasingly complex for the team, necessitating the need for a comprehensive Training Management System to meet the following business needs:

Because Coptersafety’s customers come from many different continents and countries, training records and regulatory requirements are equally diverse. Although most basic rules are similar, the challenges lie in the details. In particular, the procedures surrounding the check flights show significant differences, including the stringent qualifications requirements of the examiners conducting the event.

Hence the need for a Training Management solution to alleviate the manual compiling, checking, and validating of training requirements and instructor qualifications. Furthermore, instructors faced the manual and error-prone challenge of reviewing, evaluating, and modifying the training records to track and document the relevant training elements to meet the requirements of the respective authority. requirements of the respective authority.

The system to be procured not only had to be able to cover these particular regulatory requirements but should also support other business processes such as invoicing and data transfer to Power BI, a tool used to analyze training progress. And to keep pace with the tremendous growth by reducing error-prone processes across all business aspects, including planning, scheduling, accounting, and invoicing.

Solution

Photo © Coptersafety

After visiting ‘neighboring’ Finnair and talking to end-users about their experiences with MINT TMS in a real-world environment, Coptersafety found that MINT TMS offered the flexibility and configuration needed and selected MINT in the winter of 2019/2020. The first one-week on-site implementation workshop in February 2020 was supported by the MINT Customer Service Excellence (CSE) team in Kiel, Germany.

Due to COVID and the following restrictions, implementation workshops transitioned from on-site to remote. During the precarious and uncertain COVID time, Coptersafety conscientiously opted to intensively implement MINT TMS to secure a competitive advantage after the crisis. Individual business processes were analyzed, modeled in MINT, tested, and gradually introduced, maintaining flexibility and progressively allowing the end-users to grow with the new system.

Results

Today MINT TMS supports all necessary curriculum components and relational connectivity in their relevant details. Planners can define curriculum information for all training events in different versions and revisions. Rules can be set up individually for each curriculum to determine required resources by their qualification profile and by defining which training information to keep in the detailed training history.

Electronic grade sheets for different courses are available in real-time and allow adequate control of the data collection process. With the notifications to the Head of Training and CFI, trainees’ performance is tracked in real-time, and gaps are addressed quickly through training adjustments.

With the connection to PowerBi, the Coptersafety leadership receives up-to-date figures on the simulator utilization and the planned figures for the next quarters with the same interface.

Photo © Coptersafety

The instructors are using the MINT Web portal and MINT mobile application, and they can see in real-time all upcoming training courses with all relevant course-related information, dramatically reducing the manual process of the training department. In addition, their qualifications are recorded and followed up in MINT, and they receive e-mail notifications for their validation expiry dates.

The billing process runs without manual intervention, connecting the billing system and enabling the automatic processing of invoices. According to Coptersafety, the work-and cost-saving directly impact the bottom line.

Krista Soini, in her role as Coptersafety’s ATO Administrator, observed, “We were and are looking at ways to work smarter, not harder. The standard suite of features included in MINT TMS and, in particular, the custom adaptation of reports, forms, and workflows played an instrumental role in reducing manual processes and reducing error. For example, recently, we completed an audit by one of the regulators, who was delighted by the customized electronic forms within MINT TMS to track training and checking events. We are now eagerly awaiting final approval by the regulator to fully digitize the process, making paper copies redundant. In addition, the customization of MINT TMS workflows and reports enabled us to reduce the time reconciling the month-end training schedule from days to a few hours, which eased the workload on accounting and significantly reduced invoicing delays.”

In conclusion, Krista remarked, “MINT’s flexibility and configurability significantly improved our operational effectiveness and efficiency, enabling us to serve our customers better. Driving value for our customers and giving us a competitive edge in the market.”