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Pilot Angels Scheduling System

Business Case
Pilot Angels Scheduling System Business Case
Executive Summary............................................................................. 3
Project Goals........................................................................................ 3
Pilot Angels Scheduling System (PASS):............................................4
esired Areas o! "m#act...................................................................... $
esired %alue o! the #roject................................................................ &
Alternatives.......................................................................................... &
Analysis o! Alternatives....................................................................... '
(e)uired *unding and Su##ort........................................................ +,
Confidential Page 2 6/8/2014
Executive Summary
Pilot Angels, a charitable service coordinated by Huskie Air, works with hospitals, health-
care organizations and organ banks to transport patients, medical personnel, supplies or
donor organs wherever they are needed by partnering volunteer pilots. Currently Pilot
Angels used a paper based manual system to track and schedule such requests which
requires etensive e!!ort to identi!y available volunteer pilots and appropriate planes
many times ending up in ine!!icient use o! time.
"he Pilot Angels #cheduling #ystem $PA##% is an initiative to identi!y alternative solution
to the current process and implement it success!ully. "he system will track the volunteer
pilot in!ormation, plane in!ormation, customer in!ormation and service in!ormation
towards making the scheduling more e!!ective and easier.
Project Goals
"he Pilot Angles envisions becoming a reliable provider o! charitable transportation
services in &e'alb area by
increasing the number o! patients served by ()* within +, months,
increasing schedule accuracy by +)* within +, months,
reducing stop-over to - !or every .))) !light miles within .+ months,
reducing scheduling time to + hours !rom the time o! request within .+ months and
recognizing volunteer pilots who have contributed most amounts o! their time and
cost.
/ased on our research, there were !our potential alternatives
.. Continue with the current system.
+. Purchase an A#P service. "here are many A#Ps providing services at
reasonable price
-. Purchase packaged so!tware. "here are several alternatives available at various
prices and !unctionalities and
,. &evelop a customized !light planning system.
/ased on the "otal Cost o! 0wnership and "otal /ene!it o! 0wnership analysis,
developing a customized !light planning and tracking system is recommended. "his has
high relevance to meet the organizational goals.
Introduction
Husky Air is a !ied base operator $1/0% providing a variety o! aviation services in the
&ekalb area. As an 1/0, Husky Air provides2
/usiness 3et, prop4et, helicopter, and propeller aircra!t charter, Aircra!t rental
5e!ueling
Air!rame, engine, propeller, and avionics maintenance
1light instruction
Pilot supplies
Pilot angels
Pilot Angels, a charitable service coordinated by Huskie Air, works with hospitals, health-
care organizations and organ banks to transport patients, medical personnel, supplies or
donor organs wherever they are needed by partnering volunteer pilots. Patient6s being
their primary customers, Pilot Angels serves by transporting them, their !amily, the
medical personnel, supplies or donor organs the patient needs.
"he current system that Pilot Angels use to co-ordinate the service is a paper based
manual system. "he volunteer pilot in!ormation is currently stored in !older. 7hen a
request !or transportation is placed the Huskie Air sta!! goes through the volunteer !older
and calls the volunteers to !ind out who are available and puts together a !light route.
"he situation gets more complicated as the planes have di!!erent capacities and
sometimes may not be able to accommodate the customer load. "he system is very
slow as it involves calling multiple volunteer pilots and also checks their plane6s load
capacity. "his has become an issue !or Pilot Angels as a lot o! personnel time is lost in
phone calls and preparing a concrete schedule. "his is a very crucial issue as Pilot
Angels is striving to establish itsel! as a reliable charity service.
Pilot Angels Scheduling System (PASS)
Pilot Angels #cheduling #ystem $PA##% is an initiative to evaluate the need !or a new
system and evaluate alternatives !or the eisting one. "he main ob4ective o! this would
be to evaluate alternatives and identi!y a replacement to the current system that will
provide !or an e!!ective way o! tracking volunteer pilot in!ormation, their aircra!t and the
request !or services !rom patients, hospitals, clinics and organ donors and also the !light
service in!ormation. "hrough PA##, the goals o! the organization will be achieved.
!esired Areas o" Im#act
"he 809 table below lists the potential areas that this pro4ect will impact and
summarizes the measurable organizational value o! the PA##.
At an average the Pilot Angels serves about .)) patients per year. Pilot Angels want to
move up the list o! top charitable aviation transport services. "hrough PA##, Pilot
Angels will be able to reduce the scheduling cycle time !rom : hours
to + hours within .+ months which will reduce the time- to-!ly !or the
customers by ; hours, reduce the current personnel and communications cost by <-* in
.+ months and the total scheduling cost by (=* in ( years.
Organi$ationa
l
Im#act
%alue &etric 'ime (rame
#trategic >ncrease reliability and
the brand image o! Pilot
Angels
5educe turn downs
due to non availability
o! pilots !rom -(* to
+)*
5educe schedule
changes !rom ,)* to
+)*
+, months
.+ months
Customer 5educe the scheduling
time !or each customer.
Provide better schedule
and less stopovers
Provide matching
volunteers
5educe ?time to !ly6 by
; hours.
5educe no o!
stopovers per .)))
!light mile !rom ( to -.
5educe the average
wait time between
!lights !rom + hours to
@ an hour.
>ncrease availability o!
matching volunteers
!rom ,)* to ;)*
.+ months
.+ months
.+ months
.+ months
1inancial 5educe personnel A
communication cost o!
scheduling.
5educe total cost o!
scheduling
5educe personnel A
communication cost o!
scheduling by <-*.
5educe total cost o!
scheduling by (=*
.+ months
;) months
0perational 5educe the scheduling
cycle time.
5ecognize speci!ic pilots
!or their contribution.
5educe scheduling
time !rom : hours to +
hours.
>ncrease the accuracy
o! contribution
recognition program to
=(*
.+ months
+, months
#ocial >ncrease the number o!
patients served.
>ncrease the number o!
patients served !rom
.)) to .()
+, months
-a.le + PASS / 01%
"his will enable the Huskie sta!! to schedule !lights e!!ectively by reducing the stop-overs
!rom around ( to - !or every .))) !light miles and also reduce the time wait between
!lights !rom + hours to @ an hour. "his will also increase match o! volunteers and special
customer requests to ;)* within .+ months and increase the schedule accuracy by
+)*. "hese combined with the e!!ective recognition program to recognize contribution o!
the volunteer pilots $which also will attract more volunteer pilots% will increase the ability
to !ly more patients and there by reduce the turn downs due to non-availability o!
volunteers within +, months.
!esired %alue o" the #roject
1rom the in!ormation we gathered and a!ter care!ul analysis o! the problem and
opportunity, it is clear that this pro4ect will deliver better service and add value to the
organization. "he above !igure illustrates how the 809 relates to the organizational goal
o! the Pilot Angels.
Alternatives
/ased on research conducted over the >nternet 0/C team identi!ied the !ollowing !our
alternatives !or the PA##.
.. Continue to use the current system. "his will re!erred as Alt ..
+. Btilize a packaged solution. 5eview o! several scheduling solutions resulted in a
clear choice o! 1light 0peration #ystem $www.!lightoperationsystem.com% which
has the required !unctionalities. "he system can be implemented in + ways
a. A#P model2 Bnder this Pilot Angels can purchase this service !or
C<,+))Dyear !or a limited use license and will require a little re-
programming to meet the requirements. #ince this is a proprietary system
the programming costs are at a premium o! C(( per hour. All the server
costs are taken by the service provider. "his will be re!erred as Alt +.
b. >ndividual product model2 Bnder this Pilot Angels can purchase the
product and host them in their own environment. A lot o! re-programming
is required !or customizing the system and implementing them. #ince this
is a proprietary system the programming costs are at a premium o! C((
per hour. "his will be re!erred to as Alt -.
-. &evelop a customized !light planning and tracking solution which meets all
requirements satis!actorily and is also built with a scalable scope. "he
programming costs will be on a regular cost o! C,( per hour since the skills
required are relatively common. "his will be re!erred to as Alt ,.
Analysis o" Alternatives
The following section analyzes the alternaties !lt 1" !lt 2" !lt 3 and !lt 4 #ased on
Total Cost of $wnershi% &TC$' and Total (enefit of $wnershi% &T($')
'otal Cost o" O)nershi#
"he !ollowing table analyzes the total cost o! ownership !or all the alternatives.

PASS * 'otal Cost o" O)nershi#
+esource !escri#tion Alt , Alt- Alt . Alt /
Personnel
"ime
: hours o! additional work
!or every requestE C+(.))
per hour
+),))).)) (,))).)) (,))).)) (,))).))
Communication .( calls !or every requestE
C(.)) per call
<,()).)) +,()).)) +,()).)) +,()).))
#o!tware Alt +2 1light 0peration
#ystem A#P #ubscription.
Alt -2 1light 0peration
#ystem
Alt ,2 &atabase !or Custom
#ystem
<,+)).)) +.,;)).)) +,))).))
Programming 1light 0peration #ystemE
C((Dhr and custom system
E C,(Dhr
.,;().)) ;,;)).)) .;,+)).))
"raining + day onsite training E
())Dday
.,))).)) .,))).)) .,))).))
Hardware 8achine description $see
!ootnote%
+,-().))
i
,,))).))
ii
,,))).))
Frror2
5e!erenc
e source
not !ound
#upport A
8aintenance
"he subscription !or 10# E
.))) per year and the
customized system E <()
per year
.,))).)) .,))).)) <()
'otal -01233433 -31033433 /,1033433 .,1/23433
-a.le , PASS / -21
Alt - has the highest "C0 while Alt + has the lowest "C0 at the time o! start up. #ince
these amounts are only a snapshot !igures, it is essential to look at some !uture
pro4ection be!ore the system is !inalized.
"he table - lists yearly out!low !or !ive years !rom each o! the alternative. Gote that !rom
the years + onwards the no o! patients served will increase !rom .)) to .(). >t is evident
that Pilot Angels was able to success!ully co-ordinate the service with their manual
system !or an annual patient strength o! .)). >! the Pilot Angels have to serve more
patients according to their organizational goal then they will have to go !or one o! the
other alternatives to manage the process.
i
(asic *ardware+ 2 Penti,- 4 .ell $%ti%le/ 01260 and (rother !ll in one 2P3C)
ii
4n addition to the (asic *ardware this incl,des a hosting serer)
PASS 5 Out "lo) "or 2 years
6ear 3 6ear , 6ear - 6ear . 6ear /
Alt, -01233433 +<,()).)) ,.,+().)) ,.,+().)) ,.,+().))
Alt- -31033433 .(,<)).)) .=,,().)) .=,,().)) .=,,().))
Alt. /,1033433 :,()).)) .+,+().)) .+,+().)) .+,+().))
Alt/ .,1/23433 :,+().)) .+,))).)) .+,))).)) .+,))).))
-a.le 3 PASS 1ut!lo3 !or $ 4ears
1rom table - it is evident that Alt + has the lowest start up cost. /ut its costs in
subsequent years are consistently remaining high. /ut whereas Alt - and Alt , have
relatively high start up cost but their yearly out!low in the subsequent years are
signi!icantly reduced.
"able , summarizes the total costs incurred !or each alternative at the end o! the years
), - and (. 1rom table , it can be !ound that though Alt + has the lowest start up cost its
total cost is the highest at the end o! year (. 7hereas Alt , has higher start up cost but
on the long run o!!er signi!icant savings than Alt +.
PASS 5 'otal Cost at the end o" years
6ear 3 6ear . 6ear 2
Alt, -01233433 =;,+().)) .<:,<().))
Alt- -31033433 ((,:().)) =,,<().))
Alt. /,1033433 ;+,,().)) :;,=().))
Alt/ .,1/23433 (.,<)).)) <(,<)).))
-a.le 4 / PASS total cost at the end o! the years
'otal Bene"it o" O)nershi# ('BO)
>n order to !inalize the products the "/0 is an e!!ective tool. "able ( lists the bene!its
required !or PA## and rates alternatives which are weighted by their relevance to 809.
Bene"its 7eights
Alt
,
7eighted
Alt,
Alt
-
7eighted
Alt-
Alt
.
7eighted
Alt.
Alt
/
7eighted
Alt/
(unctional
"rack Pilot in!ormation ( + ).. < ).-( < ).-( = ).,(
"rack Plane
in!ormation ( + ).. < ).-( < ).-( = ).,(
"rack Pilot D Plane
association .+.( ) ) < ).:<( < ).:<( = ...+(
"rack customer
in!ormation <.( + )..( ( ).-<( < ).(+( = ).;<(
"rack service
in!ormation .+.( ) ) < ).:<( < ).:<( = ...+(
8atch customer
request .+.( + ).+( , ).( < ).:<( = ...+(
8sa9ility
Bser !riendly < + ).., < ).,= < ).,= = ).;-
Availability : + )..; ; ).,: < ).(; = ).<+
Phone availability : + )..; ; ).,: ; ).,: = ).<+
#calability < ) ) ; ).,+ < ).,= = ).;-
0wnership ( .) ).( , ).+ .) ).( .) ).(
#ecurity .) .) . ( ).( .) . .) .
7eighted Bene"its ,33 -42: 24;3 04.0 ;4,2
-a.le $ PASS 5 -61
>t can be !ound that Alt , has the highest bene!it relevance to the 809 !ollowed by Alt -
and Alt +. "he e!!ective alternative can be identi!ied by comparing the "C0 and the "/0
scores. "he !ollowing !igures compare the "/0 with the "C0 at the end o! ( years, -
years and at start up.
2 6rs 'otal Cost Bene"it Analysis
).))
(),))).))
.)),))).))
.(),))).))
+)),))).))
).)) +.)) ,.)) ;.)) :.)) .).))
7eighted Bene"its
Alt .
Alt +
Alt -
Alt ,
Cost
. 6rs 'otal Cost Bene"it Analysis
).))
+(,))).))
(),))).))
<(,))).))
.)),))).))
.+(,))).))
).)) +.)) ,.)) ;.)) :.)) .).))
7eighted Bene"its
Alt .
Alt +
Alt -
Alt ,
Cost
Start u# Cost Bene"it Analysis
).))
.),))).))
+),))).))
-),))).))
,),))).))
(),))).))
).)) +.)) ,.)) ;.)) :.)) .).))
7eighted Bene"its
Alt .
Alt +
Alt -
Alt ,
Cost
>t can be !ound that Alt , has highest "/0 score and has lesser "C0 and is an ideal
choice !or PA##. "hese analysis indicates that Alt , has a high cost during start up in
the long run proves cost e!!ective than other alternatives.
+e<uired (unding and Su##ort
"he start up investment !or PA## is C -.,,(). "his includes the development o! the
system, implementation and training. "he support will be provided at the rate o! C<() per
year.
Got-!or-pro!it organizations will !ace di!!iculty in !unding such pro4ects out o! their own
budget. /ut several options are available to raise !unding !or the pro4ect.
.. "argeted !und raising can be done !or contributions !rom partner organizations like
hospitals, health care organizations, organ banks and individual contributions.
+. Partner with patient care or transportation organizations like Corporate Angels
Getwork $CAG% or other Angel 1light organizations like =i"eline Pilots at Illinois.
-. Husky Air could !und some parts o! the pro4ect since the system will signi!icantly
reduce their cost o! service provided. Costs !or hardware and some part o! the
system can come o!! their budget.
,. #ubmit the pro4ect proposal and apply !or !unding through some organizations like
>ohnson ? >ohnson Community @ealth Care Initiative to get some aid.
http2DDwww.4hsph.eduD4ohnsonand4ohnson
(. 7ork together with the nationwide organizations like Air Care Alliance and
Air=i"e=ine to provide better services.
http2DDwww.n!!r.orgDAirli!eline.htm
http2DDwww.aircareall.orgD

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Pilot Angels Scheduling System

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