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Expiry concept


The 'expiry concept' in N-OC helps the airline to keep track of important documents and notify the planners in good time of any document that will expire in the near future.  For example: Passport, Dangerous Goods, OPC, etc.
It also tracks Reference Activities which can be linked to the various Document Types and trigger a prolonging of the expiry transaction data. 
If these Reference Activities are assigned to a crew member in the Roster Gantt, HR Wizard can track them and, if certain conditions are met, prolong document expiries linked to these Activities.
Note: Before working with setting up expiry rules, the user must first create and define the following:
Document Types
Reference Groups
Reference Activities 
In 'Rules', there are 3 tables located under the 'Document' folder:
Each one has a different purpose (you can disable one of them, and it won't affect the others):
  • DocExpiryData - User sets up Document Codes to warn for expiry and so called 'HeadsUp' parameters for these Document Codes.  
  • DocMissingData - User sets up links between documents and Roster Activities (which document needs to be valid/exist for the Activity to be possible to perform) checks on roster activities (Roster)
  • DocUpdateData - used only in HR Wizard to find out if/when documents can be prolonged.




This table is used to set up expiry warnings for specific Crew Documents  (for Documents only).  The user can add additional rows to create different HEADSUPLENGTH for specific Documents.
Note: If a document code is not specified in the table, then the user will receive expiry warnings for ALL documents.  If you want to only receive warnings for specific document then the user can insert them as shown below
Right click on a row to Insert/Delete rows, as shown below.
Document Codes
This is the designator defined in the HR Documents dialogue Window > Shortcode Field.
  • Headsuplength
The user defines how long in advance the expiry warning should be displayed in N-OC
The format is Days, Hours, Minutes and Seconds: 60.00:00:00 - DD.HH:MM:SS
In this example, the user will start to receive expiry warnings, for the document codes shown, 60 days prior to the expiry date.
  • Warnifexpired = False 
The warnings are only received up to the date of expiry. They are not displayed after the expiry date. 
Expiry date = 15 March.
Headsuplength = 30.00:00:00
The expiry warning will be shown from 15 Feb until the expiry date.
  • Warnifexpired = True :
As above, but the expiry warnings continue to be shown after the expiry date. 




The user receives a warning if he/she assigns an Activity to a crew member who does not posses a valid document, which is defined as a requirement for this Activity.
Documents (Codes) are validated against crew roster activities (only duties). If the Document has expired or it is missing, a warning will be shown on the assigned roster activities for the crew member in question.
The user adds the Document Codes as shown below. These are the Documents that N-OC will provide warnings for in the Gantt. 
In the example below, any roster activities assigned to a crew member with a Document "DGR" attached to his/her HR Document profile will be checked by the DocMissingdata Rule.  In the example below, each crew member HR Document profile will be checked for valid “DGR” Document, if any Roster Activity (duty) is assigned to them.
The user can also narrow the Rule check by using a combination of the following fields : 
Activity codes, Crew Numbers, Roster Designator (DutydesignatorCode), Service code, Flight number*, Station, Duty Start, Crew rank, Aircraft type. 

*flight numbers filters examples:

HS 1..100, OS 200..300
OS 200,300..500, T
HS,LS 1..100,8888..9999 T,K
  • DutyStart = False - each duty activity gets the missing document warning
  • DutyStart = True - only the first activity in the duty gets the missing document warning - see below
Examples of more specific checks:
DGR - will only check for duties that are flight legs.
EMC - will only check for flights that have Service Type Code 'J' (Schedule flights), and for station LHR (London Heathrow)
FIR - will only be checked for crew that hold the rank of FC (Flight Captain) or FO (First Officer)
If a document is missing or expired, N-OC will provide a warning  "Document Name Missing or expired"
If a document is NOT included in the DocMissingdata table then Rules will NOT check to ensure it is valid.
  • DocMissingData is only for roster activities.
  • If there are no roster activities at all in the selected period, then there not be any warning for missing or expired documents.
  • If there are some expired documents within the period, the user will get warnings if they have been specified in the DocExpiryData table.
  • N-OC Rules considers duty activity in the roster period, and evaluates each document defined in the DocMissingData table.
  • To always check for expired documents for a crew member (even when NO duties have been assigned) within the evaluated period, one needs to setup the DocExpiryData table.


To find documents where the expiry dates may be prolonged if the required activity has been performed in the defined time window (so called Grace Period).
HR Wizard tracks Reference Activities performed by crew. If an Activity is linked to a specified Document and has been performed within the Grace Period, it triggers a new expiry date for this document. HR Wizard either prolongs the validity automatically or the user can prolong it manually (change the date).  
Note: This expiry prolong is carried out by using HR Wizard. Please see: Editors > Human Resources > HR Wizard
Document Code 
The short code for the document.
Activity Code
The Reference Activity short code
IATA code
Roster Designator Code (Example: X,T,L etc)
Service code
Service type code. Service Type Codes
Crew ranks
Rank shortcode separated by comma
The expiry date is/is not rounded up to the last date of the month of the new expiry date.  
Crew quals
Aircraft qualification
Aircraft types
Age limit
The validly period of the document when it is prolonged.
The period prior to the expiry date when the renewal activity can take place. 
Note: This field need a value. e.g. 0
DGR = 365 Days prolong period
Grace Period = 60 days
Previous expiry date = 4 Feb 2013
Next Expiry date = 4 Feb 2014
Grace Period starts 7 Dec 2013
Let us say the renewal is carried out on 1 Jan 2014
RoundUp: = False, New Expiry date = 4 Feb 2015
RoundUp: = True, New Expiry date = 28 Feb 2015
Note: If the renewal activity takes place before the Grace Period, it will not be consider.


There are several relationships to consider:
1. One Activity Code updates one or more Document Code(s)
2. One Document Code is updated by one or more Activity Code(s)
3. One Roster Designator (DutydesignatorCode) updates one or more Document Codes
4. One Document Code is updated by one or more Roster Designator(s)
One Activity Code updates one or more Document Code(s):
In the example shown above:
  • A crew member performs an assigned Reference Activity 'LPC' 
  • The Activity Code (which is the Reference Activity code) LPC is linked to the following Document Codes: OPC, LVIS, and LPC.
  • When the user runs HR Wizard,  it searches for and finds Reference Activity LPC and if applicable, it suggests a prolong of the expiry date for the Document Codes: OPC, LVIS and LPC.
One Document Code is updated by one or more Activity Code(s):
In the example shown above:
Document Code 'OPC' is updated by the following Activity Code: LPC and OPC.
One Roster Designator (DutydesignatorCode) updates one or more Document Codes:
In principle, this is the same as the above examples. The difference is that a Roster designator is used instead of an Activity Code.
One Document Code is updated by one or more Roster Designator(s):
In principle, this is the same as the above examples. The difference is that a Roster designator is used instead of an Activity Code.
This table is only used together with HR Wizard update document. This table is used to define how N-OC proposes to prolong crew documents in HR Wizard (and notify the user in legality check dialogue when 'documents' view is selected). 
Ex: On the picture below the Rules Check Window warns the user about GRR expiry date.
After a  'GRR' Reference Activity has been assigned to a crew member (and performed), within the defined Grace Period, then the user will also see a reminder in the Rules Check window about the possibility to prolong the validity of the document. For example: "07JAN13 05:45 ground/refresh can be prolonged using HR wizard" displayed. This serves to remind the user that they can run HR wizard to update the GRR document.
Legality checks each crew document, and based on crew roster and setup in DocUpdateData table; proposes to prolong/refresh crew documents. 
Here the use has the option to accept the new expiry date by clicking on Next. The user can also manually change the expiry date.
The information in the 'Comments' filed is saved to the transaction log.
Click on Next to save
The functionality below is not implemented at this time. However it is part of our product roadmap, everything shown is subject to change.

(Optional) : Customer specific: The projected expiry date

The projected expiry date affects missing documents rule. It considers any Reference activities that are rostered to a crew member and (if applicable) turn off any warnings for Missing documents.
Note: You do not need to run HR Wizard for the violation to be deactivated by an appropriate assigned activity.
In the example below I assigned some flights to a crew member:
As you can see, there is violation saying OPC missing or expired.
Once you put an OPC Reference Activity before the assigned flights, the missing violation is no longer displayed.
This will not affect the document expiry rule, which simply says if a crew document has expired or not.
(the document expiry rule does not take into account any planned/projected expiry date(s).


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