Lunch & Learn Webinar: Flight Release Overview Civil Air Patrol Lunch & Learn Webinar: Flight Release Overview One Civil Air Patrol, excelling in service to our nation and our members!

Presenter Ron Olienyk Dep Dir of Operations National Headquarters John “Moose” Desmarais Director of Operations National Headquarters

Rules of Engagement Members in the field will be in listen only mode. We have several hundred members signed up, so having everyone with an open microphone is not supportable. We will try to answer questions throughout the webinar though. Just type your questions, and we will either answer you directly via text or provide a voice answer to your question. The webinar itself, questions, and chat log are being recorded, so please remain respectful. Time is limited…focus on the topic 

Agenda Operational Risk Management Flight Release Process Changes Responsibilities FRO levels Reports

Operational Risk Management Enhanced Pre-flight ORM Based on AF Model Automated in WMIRS “Points” Assessed Based on Relative Risk Total Points Dictate Flight Release Level This will be a huge upgrade to our existing ORM Automated in WMIRS, with a web of notifications and approval thresholds Crews will answer ORM questions and system will assess points based on the risk indicated The total score will determine the level required to release the flight (the proper level to “accept the risk”) (NEXT SLIDE)

Updated Sortie ORM Updated and new areas in up to four levels of approval plus firm No Go decision points when necessary: Low Moderate High Extreme Example: Icing (Forecast or Reported) Each item is assigned scores. Though a notional 0 through 3 is used at this point for this item, the team is currently working the weighting of each item. Every sortie will be individually scored. None (0 pts) Possible Within 2,000’ (1 pt) Very Possible Within 1,000’ (2 pts) Probable Within 500’ (3pts) No Go At flight altitude No Waivers Authorized

Operational Risk Management Example Here is a quick example of just a couple of the questions on the pre-flight ORM worksheet The pilot will click on the appropriate answer and the computer will assign a score based on the increasing levels of risk associated with the answer The greater the risk, the higher the score (NEXT SLIDE)

Updated Flight Release Process

Updated Flight Release Process

Updated Flight Release Process

Updated Flight Release Process Risk Management “discussion” with PIC Flight Release Level Based on Mission “Score” Individual Items Could Trigger Higher FRO FRO Senior FRO (Instrument Rated Pilot) Wing / Region CC / CV / DO CAP/DO and Designees Can Be Elevated at FRO Discretion FRO Walks Through Checklist With Pilot Some Answers Automated (currency, quals, etc) Other ORM Questions Discussed FRO Documents Answers/Release Electronically Once the ORM is complete for the sortie, it triggers the Flight Release process Basic missions can be released by a normal flight release officer Higher risk scores will automatically require release by a higher authority For example, as scores go up, it may require release by a Senior Flight Release Officer, and then up through the wing and region levels Highest level is CAP/DO or designee, to determine if the mission is releasable or requires Command attention Flight Release Officer can also elevate to a higher release level if they “just don’t feel comfortable” The designated FRO also has a checklist of questions Automated reports ease the burden for things like currencies, qualifications, etc Other questions involve a conscious discussion between pilot and FRO on risks, mitigations, and decision points during the mission A timely, controlled “appointment” to discuss risk management Flight release is recorded in WMIRS

Updated Flight Release Process Once the ORM is complete for the sortie, it triggers the Flight Release process Basic missions can be released by a normal flight release officer Higher risk scores will automatically require release by a higher authority For example, as scores go up, it may require release by a Senior Flight Release Officer, and then up through the wing and region levels Highest level is CAP/DO or designee, to determine if the mission is releasable or requires Command attention Flight Release Officer can also elevate to a higher release level if they “just don’t feel comfortable” The designated FRO also has a checklist of questions Automated reports ease the burden for things like currencies, qualifications, etc Other questions involve a conscious discussion between pilot and FRO on risks, mitigations, and decision points during the mission A timely, controlled “appointment” to discuss risk management Flight release is recorded in WMIRS

Updated Flight Release Process Once the ORM is complete for the sortie, it triggers the Flight Release process Basic missions can be released by a normal flight release officer Higher risk scores will automatically require release by a higher authority For example, as scores go up, it may require release by a Senior Flight Release Officer, and then up through the wing and region levels Highest level is CAP/DO or designee, to determine if the mission is releasable or requires Command attention Flight Release Officer can also elevate to a higher release level if they “just don’t feel comfortable” The designated FRO also has a checklist of questions Automated reports ease the burden for things like currencies, qualifications, etc Other questions involve a conscious discussion between pilot and FRO on risks, mitigations, and decision points during the mission A timely, controlled “appointment” to discuss risk management Flight release is recorded in WMIRS

Other Enhancements Programmable ORM Thresholds Leaders May Set “Notification Scores” Enhanced Reporting Track scores by mission types, pilots, etc Average scores by mission, wing, unit, etc Leaders can program their own tighter thresholds; when do they want to be alerted? Any time an ORM score is above 20? Above 35? They can select the threshold of their choosing. Leaders can select specific report parameters to assess effectiveness of risk management efforts Consistently low scores for certain missions? May require re-assessment of scores for certain questions May require an adjustment of total score thresholds Inconsistency between different units flying similar missions? May require training (NEXT SLIDE)

Personal ORM Notification Thresholds One of the challenges the staff noted was that there could be a lack of awareness by leaders of varying levels of risk of operations within their command, and no way to individually manage that. Staff officers can now establish levels of risk that they want to be informed of as the ORM level is determined (initial or updated) for each sortie. The numbers noted above are notional as levels are still being determined, but this should explain the intent. Staff officers can be notified in more than one location to be emailed. They could get most at their day to day account, but could choose to put their text messaging email address as one choice to get notified for high or extreme risk items for example.

Personal ORM Notification Thresholds One of the other challenges the staff noted was that there could be a lack of awareness by leaders of varying levels of risk of operations within their command, and no way to individually manage that. Staff officers can now establish levels of risk that they want to be informed of as the ORM level is determined (initial or updated) for each sortie. The numbers noted above are notional as levels are still being determined, but this should explain the intent. Staff officers can be notified in more than one location to be emailed. They could get most at their day to day account, but could choose to put their text messaging email address as one choice to get notified for high or extreme risk items for example.

Adjustable Flight Release Thresholds Commanders and designees at the Wing, Region and National level will be able adjust thresholds within at their desired level, but higher echelons take precedence.

New Reports One of the main things that became obvious to the group as we reviewed all of our risk areas is that there were many unknowns and no real ways to review and manage the risk. A variety of reports have been developed to assist with management. Though they do look at the ORM history for the last two years in WMIRS, there is not a lot of validity to it as most pilots just went down the left column, with no regard or review for the ones that were entered (only about 20%). The intention going forward is that the electronic ORM will be mandated with limited exception, much like electronic flight release is already; in most wings 99 to 100% of the flights are released electronically, and we expect to be able to do that same for ORM. As we build history we will be able to review and update our ORM and FRO process to better meet our mission needs, and CAP/DO can update the questions without IT interaction. ORM at the time will still be stored, but changes can be made easily to both the FRO checklist as well as the ORM sheets.

New Reports One of the main things that became obvious to the group as we reviewed all of our risk areas is that there were many unknowns and no real ways to review and manage the risk. A variety of reports have been developed to assist with management. Though they do look at the ORM history for the last two years in WMIRS, there is not a lot of validity to it as most pilots just went down the left column, with no regard or review for the ones that were entered (only about 20%). The intention going forward is that the electronic ORM will be mandated with limited exception, much like electronic flight release is already; in most wings 99 to 100% of the flights are released electronically, and we expect to be able to do that same for ORM. As we build history we will be able to review and update our ORM and FRO process to better meet our mission needs, and CAP/DO can update the questions without IT interaction. ORM at the time will still be stored, but changes can be made easily to both the FRO checklist as well as the ORM sheets.

New Reports Through the “Average ORM Score” link, reports can be pulled for: Average ORM Score for each Wing Mission Type Average ORM Scores Average ORM Score for a Mission Sortie ORM Scores for a Mission ORM Line Item Numbers Through the various reports above, we can refine the areas of risk and mitigate the risk to the max extent possible.

What You Can Do Emails will go out to the PIC and appropriate FROs. Developmental Server https://capdev.capnhq.gov Test different scenarios Low time pilot Different Conditions Etc.

QUESTIONS? dov@capnhq.gov

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