Are you using Excel or other Workarounds because you don't trust the Data in your MRO/M&E Software System?
You are not alone. We often come across workarounds, even at airlines that have modern MRO/M&E software systems in place. MRO/M&E systems rely on data that is created and maintained by multiple users, often from different departments with different levels of experience. Regarding airworthiness compliance, it's important to be 100% sure everything is correct. As a result, users often create workarounds if something isn't adding up correctly in the system or doesn't "feel" right. However, this can lead to a situation where the information reported doesn't match the information in the MRO/M&E system, affecting data integrity and airworthiness compliance.
To avoid this, all users need to trust the data shown in the MRO/M&E system. Here are a few ways to do this:
Have business processes and procedures in place
Start with the foundation. Whether you are adopting a new MRO/M&E software system or have been using one for a long time, you need to have business processes (BPs) and workplace procedures (WPs) in place that users can easily access. These BPs and WPs guide users on how to use and maintain the MRO/M&E system and include how data is added to the system and what kind of data. For an MRO/M&E system and its data to be trustworthy, the procedures need to be detailed, clear, and understandable to everyone.
Create awareness of data quality and data standards
Educate and train users on the importance of data quality and integrity and provide them with the tools and resources to maintain it. Remind them of the existing BPs and WPs in place. Otherwise, over time and with staff changes, the risk increases that BPs/WPs are not kept up to date or are lost. This can lead to new staff relying on the experience of peers instead of using the existing BPs/WPs and following data standards, which can lead to the use of auxiliary files that may be more accessible or deemed as "reliable" than the actual MRO/M&E software system.
Automate data exchange between systems
When working in aviation, it is common for different departments within a company to rely on separate information systems to manage their data and comply with relevant regulations. For example, Flight Ops, Engineering, Maintenance, and Finance may each use different systems to perform their tasks. However, this can result in inefficiencies such as manual data entry, duplication of effort, and the use of intermediate files between systems. These practices can lead to data gaps, inconsistencies, and errors. Identifying and eliminating these inefficiencies is often possible, but doing so requires a significant initial investment. Automation and creating interfaces between systems can help ensure that all data is accurate, reliable, and consistent. To achieve this, it is important to identify the systems that are currently in use and where data needs to be exchanged between them. While this process may not be simple, the long-term benefits of investing in automated data exchange interfaces are well worth the effort. This will ensure better data quality and make all users more confident in the data they are working with.
Have a single source of truth
When starting a collaboration with an airline or MRO we ask them about the sources used to determine the airworthiness status of an aircraft. The answer often includes not only the MRO/M&E software but also a set of separate "auxiliary" files – Excel sheets. These files may be used as a convenience, rather than a necessity, due to issues such as incomplete or inconsistent data within the MRO/M&E system, lack of trust in the data standards, or user unawareness of how certain data can be reported and managed within the system. This can lead to multiple sources of truth for the data. To achieve a single, unified source of truth that is maintained by all parties, it is important to identify these "other" sources. The next step is to understand why they are being used instead of the MRO/M&E software. Are there knowledge gaps about the software? Is the data within the software inconsistent with expectations? Are there regulatory requirements that necessitate maintaining data in a separate system? Answering these questions can help to address these issues and still achieve a single source of truth for aviation data, while also complying with regulations for different departments within the company.
Perform regular data checks
Finally, it is important to emphasize the importance of regular data checks. These checks will ensure continuous monitoring of the quality of data within the MRO/M&E system and allow for the identification of new requirements for business processes and workplace procedures. Given the large volume of data that is entered into the MRO/M&E system on a daily basis, especially for airlines with a large fleet and/or MRO operations, it is easy to miss minor errors or inconsistencies that can accumulate over time and lead to airworthiness problems and aircraft on ground (AOG) situations. However, if these issues are identified early, they can be resolved by creating or updating business processes and work procedures, modifying interfaces, or providing training to users. This will enable you and your colleagues to trust the system and confidently discontinue the use of Excel and other workarounds.
In short, having clear business processes and procedures in place, creating awareness of data quality and data standards, and providing regular training and education on these topics can help build trust in the data shown in MRO/M&E software systems and improve data integrity and airworthiness compliance.
