1.0.

Develop a flow process chart for a process that you are familiar. It can be worker type, material type or equipment type.

1.1.

Introduction

I have selected the process followed for issuance of a Student Pilot Licence for an applicant in the Civil Aviation Authority of Sri Lanka to develop a flow process chart. This process is material type. When processing an application for issuance of a Student Pilot Licence the application is checked following this process by the Civil Aviation Officer in charge of the counter, the Civil Aviation Officer in charge of the subject then the Personnel Licencing Officer (Flying) and finally the Senior Personnel Licencing Officer / Deputy Director Licencing. The signature for the issuance of the licence and on the licence is placed by the Deputy Director Personnel Licencing. Furthermore the distance and the time taken to complete the each task of the process is included .

Page 1 of 5

2.0. Flow Process Chart for Issuance of a Student Pilot Licence ITEM Procedures for Issuance of a Student Pilot Licence. TIME (Min.) DISTANCE(M)

Procedure for the CAO In charge of the Counter - PL IV / PL V 1) Receive perfected application form (CAA/PL/I/01) from the applicant. 2) Complete the applicable parts 1-10 of check list (CAA/PL/CL/01). 3) Deliver application with supporting documents & completed checklist to CAO in charge of the subject. Procedure for CAO In charge of the Subject - PL II 1) Check the details given in the application comparing with the supporting documents attached to the application 2) Open a file in respect of the applicant if there is no file. 5 2 1

X X X X X

Page 2 of 5

3) Evaluate the requirement of the applicant according to the Check list and complete the part 11-26 of the check list and complete the process accordingly. 4) If the application is satisfactory in all respects, forward the application to the CAO who is responsible for checking SPL issuance- PL III 5) The application shall be submitted for recommendation to the PLO (F) & Submit for onward process for the signature of issuing officer. 6) If the application is incomplete or with error in any respect or if a discrepancy is noted, properly mark in the check list and the application must be held and necessary correspondence to the applicant shall be prepared and forwarded to the authorized person for authentication. Procedure for PLO (F) 1) Verify accuracy of all applicable forms.

10

X X X X

10

X
Page 3 of 5

2) Assess the accuracy of the applicable check List 3) If no discrepancies are found the file may be forwarded with recommendation for authentication from the next responsible officer/officers on line SPLO/DD (PL). 4) If any discrepancies or non compliances are found as per the check-list they would be properly minutted & forwarded together with recommendations for decision making to SPLO/DD (PL) Procedure for SPLO 1) If in cases where the requirements cannot be met or fulfilled, interactions may be activated with a view to look for alternative documentary proofs. 2) Once issue is recommended the licence/rating shall be processed and forwarded for authentication of DD (PL). 3) If an application is found unsatisfactory then file may be forwarded to DD (PL) for approval to reject. Total

X X X

10

X X X
5 4 0 2 5 Page 4 of 5

74

39

3.0.

Suggestions for Improvement

When scrutinizing the flow chart for the issuance of a student pilot licence it is evident 74 minutes (1 hour 14 minutes) are spend to complete the whole process starting from the initial contact point of the client with the Civil Aviation Officer (CAO) in-charge of the counter to the initial issuance of the licence. During the process the application and the documentation are filtered through four (04) officers (2 civil aviation officers and 2 executives) and then signed by the Deputy Director Personnel Licencing. According to the flow process chart the delays have been kept at a minimum level (02) where the transport (05), operation (05) and inspection (05) elements have consumed a major portion of the time.

By employing the following methods can make the process more user friendly and efficient

After receiving the application during operation and inspection stages input the relevant data to a centralized data base where the senior officials also have access.

Then when the file is passed to the next level down the process for evaluation the Personnel Licencing Officer can go through the hard copies of the document where the next senior level up SPLO and DD/PEL can go through the data base for evaluation.

Through inputting the data into a centralized data base before the file it is sent to the senior officials the PLO can check through the data base and call for explanation / request for more supporting documents so that the process will accurate and the delay (waiting) that is evident in the flow can be minimized or avoided.

Furthermore through a better coordination with the clerical staff and the peons the time taken for the transport element can also be minimized.

Page 5 of 5