Cebu Pacific’s journey to a modern and digital technical records solution

Originally published in Aircraft IT.

At flydocs, our core Digital Records Management solution was designed specifically to support aircraft operators create more efficient, digital technical records processes.

We’re really proud to be supporting airlines in all regions across the globe in this way and today, we’re speaking to Hazel B. Ocampo, Manager – Configuration Management – EFM at Cebu Pacific, about how implementing flydocs Digital Records Management has significantly simplified processes across the entire asset lifecycle.

From the challenges in their previous paper-based records management processes to their experience of our software implementation and change management, let’s dive into the benefits that Cebu Pacific have experienced from partnering with flydocs.

What were Cebu Pacific’s main challenges before implementing flydocs Digital Records Management?

Before flydocs, Cebu Pacific’s maintenance records were largely paper-based using simple Office Suite programs, such as Excel, with manual inputting of data. Documents were scanned into PDFs, arranged and indexed manually in folders, and saved on CDs. On average, 100,000 documents per aircraft were managed in that labour intensive manner with lengthy processes, and inefficiencies.

A major pain point was that, whenever we needed information about an aircraft, maybe for lease return, audit or evaluation, we had to search each folder manually to access the records (logbooks, certificates, work packages, Airworthiness Review Certificates, Engineering Orders, Work Orders, etc). We were also paying for data storage and document imaging fees.

Lastly, in the event of incomplete information or missing documents during lease returns, some personnel had to physically search for a required document, which sometimes took days. If the relevant document could not be found, the components in question would have to be re-certified.

Why did you choose flydocs as a partner?

The business case was viewed in the context of Cebu Pacific’s drive to become world class in maintenance and engineering; to further strengthen its core, efficiently manage key results and streamline processes to achieve objectives through digitisation.

We were looking for a system that could easily retrieve records. Our internal folder usually had limitations; we used CDs to serve as the back-up. We regularly requested additional space for a given folder or the creation of another folder. Eventually, we ended up of checking our budget for an additional server, our own iCloud subscription or a system like flydocs.

Our requirements included several features such as OCR and search capability, quick uploading, unlimited & secure storage space (backed up regularly), able to identify DFPs with discrepancies, 24/7 customer support, end-of-lease transition capabilities and more. We also required that the system had an AMOS interface, as well as a system with which we could easily build the records for re-delivery and, at the same time, a structure that enabled all airline departments to retrieve the data they required, even if the individual seeking the data is not in the records department.

For Cebu Pacific, the cost savings and efficiency increases resulting from using flydocs greatly outweighed the implementation costs.

Hazel B. Ocampo, Manager – Configuration Management – EFM, Cebu Pacific

Among the solutions that we considered, flydocs came out on top for three main reasons. Firstly, the search functionality which means that, not only can users instantly search scanned records, but the automatic optical character recognition (OCR) technology allows users to electronically select and search characters, not just file names.

Secondly, the automatic indexing and sorting of documents is really simple to use, including a drag and drop feature for PDFs. Finally, flydocs partnership with AMOS allows each MRO work package to be exported automatically from AMOS to flydocs.

How was the implementation process of flydocs DRM and were any lessons learned?

Before the project commenced, we created and followed a plan for implementation. This involved uploading key components, certificates and search functionality before Go-Live in March 2021.

We then rolled out further document uploads, current status, functionality, complete in-house and OEM publications, assigning workflows and finally templates.

We learned lessons from our earlier implementation of AMOS, where we handled everything – including data migration – within the EFM department. When it came to implementing flydocs, we decided to get one representative from each of the project teams; the engineering system, Records and IT, and focus on AMOS-flydocs system interface, process flow and testing with the guidance of flydocs Onboarding Manager.

To save time and manpower, we contracted the document data migration to Digital Records Management out to flydocs. This included proper tagging of the documents (C-Checks, Line Maintenance, logbooks etc.) and included five aircraft current status list build-ups.

We staggered the implementation program, starting with our technical stores’ for uploading of component documents. After that, we involved Aplus, CEB main Line Maintenance MRO for the scanning of complied documents and uploading to flydocs based on the structures that flydocs recommended.

A future project on the horizon is working towards running Spec2500 interface which includes even further benefits around automating compliance processes, for example the auto export of compliances list from AMOS to flydocs with no manual intervention, and auto updates of component counters based on asset utilisation. There will be no need to manually attach documents as flydocs will automatically link related/exact documents based on compliance metadata, helping to save time.

How did training go to ensure your teams adopted flydocs DRM successfully? Was any process or change management required?

We were keen to run training during implementation to bring other staff members into using flydocs DRM, build user access rights and understand which processes were most important to bring in. As this started during the pandemic, flydocs provided short online training sessions and the support team are always there to help us with urgent queries. After that initial training, we were able to create manuals on how to use flydocs DRM.

For new users, the navigation of flydocs extensive features can appear challenging – particularly compared to an embedded process, no matter how inefficient this may be. However, once they have become familiar with the system, flydocs demonstrates efficiency, significantly improving the speed and ease of organising and locating files.

When it comes to change management, the teams generally were excited, but hesitant as they assumed that AMOS would provide them with the information they required. Users also still wanted to rely on the technical records team. With the help of the management, our goal was to digitalise everything, and we did manage to convince affected personnel/groups.

Having flydocs allows all users to have access to all the information related to the keyword they are searching; giving them broad information in their analyses. So far, aside from our internal processes we have not required any changes to our structure. Some teams do not need to access flydocs directly; if they’re in AMOS, they can get the data that they need, thanks to the platform’s integrations. For the regulatory authority, we submitted a letter for electronic records management and the associated procedure manual, aligning with local regulations and requirements.

We needed to ensure our system of file naming was consistent while scanning to ensure it could be matched with our on-base records indexing. The good thing is that file names do not hugely matter because of the OCR technology can find a document by ‘reading’ its scanned qualities – similar to using Google. Now, we don’t need indexing for scanning.

We also had to first scan the work packages to follow the flydocs structure which was a change in our process but it’s doable as this was part of the MRO data preparation requirement.

A great process change for efficiency was personnel from EFM department (technical services, planning, MCC) no longer need to send us an email to retrieve a complied document.

Instead of exchanging emails with attachments, we now just supply them with access to flydocs and they can do their own search and they can do sharing through a URL link to everybody with or without access.

Hazel B. Ocampo, Manager – Configuration Management – EFM, Cebu Pacific

How has flydocs addressed your pain points?

The flydocs solution is designed to significantly improve the quality and structure of stored records via a secure, digital interface. Processes that were previously long and complex become much simpler through automation, a key piece of the puzzle for busy Technical Records teams who can focus on other high-importance tasks.

The value of flydocs really becomes apparent when used long-term, as new, faster processes can become established and allow for efficiencies to be found across the entire asset lifecycle.

Hazel B. Ocampo, Manager – Configuration Management – EFM, Cebu Pacific

Rather than searching each folder manually which previously had taken days, Digital Records Management allows for fast searching of documents through OCR and Metadata technology that recognises keywords and phrases throughout. This alleviates a major challenge, as teams no longer spend vast amounts of time looking for a single record. URL links can be provided to anyone who needs access and there is easy visibility of current status.

FLYsearch helps us to consolidate records required for re-delivery, while flydocs Reports helps us to monitor individual deliverables. Internal Excel listings can be uploaded in the MID (Manage Internal Documentation) module for common references, accessible to authorised users.

Through structured, organised, and industry-formatted data within flydocs, we can easily monitor any missing documents and there is a faster retrieval of records. Multiple departments can use Digital Records Management as their source of truth, meaning that anybody who requires access to documentation can do so easily.

How would you summarise the benefits gained from your partnership with flydocs?

Using flydocs is a great step for airlines looking to start their journey towards paperless, digitised operations. With flydocs focus on creating robust, automated, and accessible digital technical records, it provides a solid foundation for areas like inspections and re-deliveries.

Cebu Pacific has embraced digital transformation by upgrading its documentation processes to enhance efficiency, ensure effective aircraft maintenance and operational processes – ultimately improving safety and service quality.

flydocs are also open to discussing our feedback and included some modifications we suggested to enhance the functionality.

In the future, Cebu Pacific is open to exploring ideas related to flydocs Component Inspection (FCI) and Lifecycle Asset Management (LAM).

To find out how you can create efficiencies across the entire asset lifecycle, just like Cebu Pacific, contact us for a free consultation.