Aviation E-Services User Manual MINUSMA 27 November, 2019
Aviation E-ServicesUser ManualMINUSMA27 November, 20191Aviation E-Services User’s ManualMINUSMA
Revision SheetRelease No.DateRevision DescriptionRev. 07/30/2014User’s Manual and ChecklistRev. 125/03/2016User’s Manual FunctionalitiesRev. 201/04/2016User’s Manual Query ProceduresRev. 318/10/2018Statistics, AnnexB Module and Weekly Flight ScheduleRev.427/11/2019Ramp ModuleRev.503/02/2020Updation of User Manual with details of ISR2Aviation E-Services User’s ManualMINUSMA
User’s ManualAuthorization MemorandumI have carefully assessed the User’s Manual for the MINUSMA Aviation E-Services. This documenthas been completed in accordance with the requirements of the System DevelopmentMethodology.MANAGEMENT CERTIFICATION: The document is accepted.We fully accept the changes as needed improvements and authorize initiation of work to proceed.Based on our authority and judgment, the continued operation of this system is authorized.Project LeaderDeveloperTeam MembersAndrei AnochkineJayaraj ChelliahStepan Hojaev, Victor Piskunov3Aviation E-Services User’s ManualMINUSMA
AVIATION E-SERVICES USER'S MANUALTABLE OF CONTENTS Page No1.0GENERAL INFORMATION .61.1 System Overview .1.2 Project References .1.3 Authorized Use Permission.1.4 Points of Contact,Coordination and Help Desk .1.5 Acronyms and Abbreviations .2.0SYSTEM SUMMARY .92.1 System Configuration .3.02.2User Access Levels .2.3Contingencies and Alternate Modes of Operation .GETTING STARTED .113.1Logging On .123.2 System Modules .3.2.1Special Flight Requesting .133.2.1.1 Special Flight Requesting (Routine) .3.2.1.2 Special Flight Requesting (Emergency) 3.2.1.1 Special Flight Requesting (ISR) .3.2.2Military Air Tasking Request .163.2.3Non Mission Task Request .183.2.4Maintenance Release Request .193.2.5After Misssion Reporting System .213.2.6Annex-B Air Tasking Order (Military) 223.2.7 Weekly Flight Schedule .2443.2.8Ramp Data Module .253.2.9Statistics 26Aviation E-Services User’s ManualMINUSMA
3.3 Changing User ID and Password .273.4Re-setting Password 273.5 Exit System .4.0USING THE SYSTEM (ONLINE) .294.1 Using System Online .4.2 Special Instructions for Error Correction .4.3 Caveats and Exceptions .4.4 Input Procedures .4.4.1 Input Procedures Special Flight Request .4.4.2 Input Procedures Military Air Tasking Request .5.0MAJOR SYSTEM FUNCTIONALITIES .335.1Cost Recovery Process .5.2Risk Management 355.3 Email Reminders Pending Approval .6.07.05.4Email Notifications of Request .5.5Returning to Planners .QUERYING .386.1Query Capabilities .6.2Query Procedures .REPORTING .417.1Report Capabilities.7.2 Report Procedures .7.2.1 ARM Report .7.2.2 Monthly SFR Request .7.2.3 Aircraft Utilization .447.2.4 Carbon Emission . .455Aviation E-Services User’s ManualMINUSMA
1.0 General Information6Aviation E-Services User’s ManualMINUSMA
1.1System OverviewThis User Manual contains all essential information for the user to make full use of the AviationE-Services, which is accessible through MINUSMA Intranet. This manual includes a descriptionof the Aviation E-Services functions and capabilities, contingencies, and step-by-step proceduresfor system access and use. Major modules of the system are as below:1. Special Flight Requesting System (Routine, Emergency, ISR AMTR)2. Military Air Tasking Requesting System3. Non-Revenue Flight, Ground Engine Run, Maintenance Requesting System4. Maintenance Release Requesting System5. After Mission Reporting System6. Electronic ANNEX-B7. Electronic Ramp Control System8. StatisticsIt is a Web-based application developed using Visual Studio.Net as Front End and SQLServer as Back-End.System uses form authentication to login.MINUSMA is the Owner of the applicationThe name of the system is Aviation E-ServicesSystem is developed using C# (C-Sharp)(90%) and rest of the code using Visual Basic,JavaScript and HTML.It is a Major application for Aviation Section, performs clearly defined functions for whichthere is a readily identifiable security consideration and need 1.2Project Referencesa) MINUSMA Policy on processing and execution of MINUSMA special flight requests(SFRs) – Administrative Circular No. 2013/013, 31 August 2013.b) MINUSMA Aviation Section Standard Operating Procedure – Part 2. Air Operations, 01August 2014.c) Use of information and communication technology resources and data – SecretaryGeneral’s bulletin ST/SGB/2004/15, 29 November 2004.d) MINUSMA Aviation Risk Management (ARM) Standard Operation g Procedure.7Aviation E-Services User’s ManualMINUSMA
1.3Authorized Use PermissionThis System is for authorized users only. Unauthorized access to this site is a violation of CyberLaw. Do not access this site from public computers. Do not share your password with others. Forsecurity reasons, after finishing your work, you must click the LOGOUT button and close all thewindows related to your session.1.4Points of Contact, Coordination and Help DeskTechnical: QASU Information Management Specialist - ext. 7648, 7645, 6646;Procedural: MAOC Daily Planner – ext. 6426, 7720.1.5Acronyms and Abbreviations AMRMRSDMATOMRRCSNRFChief Aviation OfficerQuality Assurance and Standardization UnitInformation Systems Unit - Communication and Information Technology SectionField Technology SectionSpecial Flight RequestMilitary Air Tasking RequestMission Air Operations CenterChief Medical OfficerVetting OfficialAviation Risk ManagementTechnical Compliance UnitAir Operations UnitMission Support DivisionNon-Revenue FlightSpecial Representative of Secretary GeneralAfter Mission ReportMaintenance ReleaseService Delivery ManagementAir Tasking OrderMaintenance ReleaseRamp Control SheetNon Revenue FlightAviation E-Services User’s ManualMINUSMA
2.0 System Summary9Aviation E-Services User’s ManualMINUSMA
2.1System ConfigurationAviation E-Services operates on devices with Windows XP and higher versions of operatingsystem. It is compatible with Internet Explorer, Firefox, Google Chrome browsers. Thisapplication requires connection to Internet in order to save data to database. Data saved in systemcan be seen using any major Internet browser and can be used immediately without any furtherconfiguration.2.2User Access LevelsAviation E-Services can be accessed from any part of the world by registered users. The AviationE-Services and the access level shall be limited to create or/and edit. Aviation E-ServicesAdministrative rights shall be reserved for the Quality Assurance and Standardization Unit(QASU) of Aviation Section and the Information Systems Unit (ISU) of the Communication andInformation Technology Section (CITS) personnel. Each module has different level of access.User Access rights are determined according to the role of the staff in the MISSION.2.3Contingencies and Alternate Modes of OperationIn case there is no Internet connection the Aviation E-Services cannot be accessed or processedElectronically. In case of emergency paper request can be used and later it has to be enteredInto the System and electronic approval has to be obtained.10Aviation E-Services User’s ManualMINUSMA
3.0 Getting Started11Aviation E-Services User’s ManualMINUSMA
3.1Logging OnThe Aviation e-Services can be accessed from https://aviation.minusma.unmissions.org/ anddoes not Require installation on the device. In order to access the system, user must enter his/herUN Identification number, provided by MINUSMA (e.g. CV0999) and a password, as showed inthe Picture below.3.2System ModulesAviation E-Services has the following modules in it. Accesses to different modules are grantedbased on the role of the Staff.This system menu is shown below. The system menu may differ according to the assignedRole/permission in the system.12Aviation E-Services User’s ManualMINUSMA
3.2.1 Special Flight Requesting SystemThe SFRs are to be requested only if the movement could not be supported by Weekly CharterFlight Schedule (Regular Flight). In some cases planned regular flight ground time can be extendedto meet demands, especially for daytime meetings or technical visits (as per procedures outlinedin the weekly flight schedule). Additionally, within the Mission activities should be planned inaccordance with flights established within the Weekly Charter Flight Schedule, Therefor thespecial (dedicated) flights will be approved only in the most exceptional circumstances. However,requests for CASEVAC or MEDEVAC and SAR flights will remain top priorityThis tasking source authorized by the DMS is to provide Mission air transport support forunscheduled requests (not covered by the WCFS) for common (administrative/logistics) flights,including emergency (MEDEVAC/CASEVAC/AME, SAR and ISR AMTR) and Non-RevenueActivities (NRA Requests – for purpose Maintenance, Ground Engine Runs and any TechnicalFlights for Air Carrier-Company or Military Operators- MAU needs which are not part of UNResponsibility under terms and conditions of Charter Agreement or LOA), excluding requests forcombat/tactical military aviation support/tasks. See MINUSMA Policy on processing andexecution of MINUSMA special flight request (SFRs).Mission Priority on aircraft tasking Attributable to strict control over resources, the order ofpriority is established to ensure mission responsibility for safe and efficient management ofoverall operations. The priority list for MINUSMA aviation operation is as follows: IMMEDIATE: Crisis and emergency response and/or operational missions in support ofcritical military/police operations (Military tactical, Combat, QRF Ops, surveillance orISR Ops, UNPOL; Security Operational Exigency, tactical resupply) - Immediate/ High#3 priority MATR/ Emergency SFR (ISR AMTR) ROUTINE: VIP/Special air transport support (political/diplomatic/electoral, UNCT etc),Common operational missions (e.g. troops rotations, detainees’ movement, ArialObservation, Recce etc.) -Routine/High or Medium priority RF or Routine/Urgent orNormal SFR.Any special flight request in support of passenger or cargo overflow is raised by the ChiefMovement Control Officer (MovCon) or JMCC as a routine SFR. The CSM, DDMS or CSD arethe vetting official for this type of SFR.Any request in support of landing site reconnaissance, crew familiarization and Or trainingflight(s), or other dedicated specialized aviation activities is raised by MAOC as a routine SFR.The Chief Aviation Officer will be the vetting official for this type of SFR13Aviation E-Services User’s ManualMINUSMA
3.2.1.1 Special Flight Request (Routine)“Routine” - SFRs are further sub-divided into “Normal” and “Urgent” requests.i.“Routine- Normal” SFRs are processed in support of planned operational,administrative and logistics support activities or urgent (unforeseen)operational requirements. Routine SFR shall be submitted not later than 48hours prior the requested flight date.ii. “Routine- Urgent” SFRs may be submitted less than 48 hour prior therequested flight date and must pertain to emergency requirement and crisismanagement support, including requirements to support elections,investigations and Peace Agreement negotiations requiring properjustification provided upon an SFR submission.Routine SFR can be initiated by any staff and approved through Vetting Official - ChiefJMSC/JMCC - MAOC(Planners) - Technical Compliance - Chief Air Region/Chief AirOps - CAVO - Chief SDM - DMS3.2.1.2 Special Flight Request (Emergency)Emergency SFRs are further sub-divided in support of:i. “Search and Rescue (SAR),ii. “CASEVAC/MEDEVAC” Aeromedical Casualty evacuations operations.Emergency SFR can be initiated by Emergency Coordinator and approved through VettingOfficial - MAOC(Planners) - Technical Compliance - Chief Air Region/Chief Air Ops CAVO - DMS3.2.1.3 Special Flight Request (ISR AMTR)SFR providing the option to request civilian unmanned/remotely piloted aircraft (RPAS/UAS) ormanned aircraft (RW/FW) or for intelligence, surveillance and reconnaissance (ISR) tasks.i. Normal – request to be processed in support of planned operationalactivitiesii. Urgent - request may be submitted at any time and if necessary willproceed through the verbal assessment and approval process followed byelectronic submissions.ISR SFR can be approved through Vetting Official - MAOC(Planners) - Technical Compliance- Chief Air Region/Chief Air Ops - CAVO - DMSAn authorized and approved e-SFR is valid for ten (10) calendar days from the last intended dateof the requested flight(s). If the Requestor has delayed operations for more than ten (10) days, thena new SFR should be raised and processed.When you login to the system if you have SFR user role assigned, you will see the E-SFR on theleft side menu. Click that to enter into E-SFR module.14Aviation E-Services User’s ManualMINUSMA
15Aviation E-Services User’s ManualMINUSMA
3.2.2 Military Air Tasking Request SystemThe Military Air Tasking Request System (MATR) is a Mission classified aircraft tasking source,equivalent to the SFR, used by Military Component (FHQ, Sector HQs) to request the exclusivelymilitary related aviation support for a purpose of combat, tactical, surveillance operations to beperformed by MINUSMA military air assets. MATR request shall be submitted using the MATRmodule of Aviation E-Services (refer to MINUSMA Aviation SOP Part 1- General dated 10September 2015, Section 6. ‘Concept of Operations’ Air Tasking Process). The process is shownin Attachment 2 – E-MATR Processing Flow Chart.MATR is divided into the following categories and subcategories:a. Tactical MATRi. Flight Requestii. Standby/QRF Requestiii. Flight Standby/QRF Requestb. Emergency MATRi. Combat CASEVAC/MEDEVACii. Combat SARTactical MATR to support Combat/Surveillance OperationsThe “Tactical” MATR submission and approval process, including Aviation Riskacceptance, is set out through the work flow (Attachment 2) as follows: Creator Vetting Official FHQ/SHQ U3/G3 AIROPS (Planning) AR TCU ChiefAR/ MAOC CAVO (comments) FCOS (approval) FHQ FC (finalapproval)Vetting Officials for Tactical MATRs are limited to: DCOS-Ops, Sector Commanders,Force COS, or Police Commissioner/Police COS (Police tasks related).Emergency MATRs (Combat CASEVAC/MEDEVAC and Combat SAR)a. In case of emergency, telephone calls and e-mails may be used for activation of a“Combat CASEVAC/MEDEVAC” or “Combat SAR” mission. In this case therequestor remains responsible for submitting the MATR as soon as possibleelectronically through Aviation E-Services. An Emergency MATR submission,processing and approval by relevant authorities, assured ARM process andrisk acceptance, must follow as soon as possible through the e-Services system,finalized the same day upon mission’ completion.b. Vetting Officials for Emergency MATRs are limited to: FMO, DCOS-Ops, SectorCommanders and Force COS,16Aviation E-Services User’s ManualMINUSMA
Military Air Tasking Requesting System module menu is shown in figure below:An authorized and approved MATR is valid for ten (10) calendar days from the last intended dateof the requested flight(s). If the Requestor has delayed operations for more than ten (10) days, thena new MATR should be raised and processed.17Aviation E-Services User’s ManualMINUSMA
3.2.3 Non Mission Task Requesting System (NRF, MR and Ground Engine Run)Aircraft maintenance, Test Flights, Engine Runs, etc. Maintenance Non Mission TaskingRequest must be requested from the Chief/ OIC Air Region through the Air Region TCU andprocessed online via the Intranet e-Aviation Services by the Air Carrier Site Manager andsubmitted to Air Region TCU and Chief/ OIC Air Region in accordance with the submittedMonthlyMaintenance Plan.Maintenance Request has to be filled online thru MINUSMA Intranet e-Aviation Servicesand submitted to TCU at least two (2) days before the maintenance day(s).Engine runs or test flights have to be notified to Chief/ OIC Air Region through the AirRegion TCU and/or the Air Region Planning Duty Officer 24hrs in advance with times anddurationMaintenance Release is initiated by Site Manager/MALO and approved through - TechnicalCompliance - Air Ops - Chief Air Region18Aviation E-Services User’s ManualMINUSMA
3.2.4 Maintenance Release Requesting SystemMaintenance Release & Serviceability Confirmation Report must be submitted online viathe Intranet e-Aviation Services by the Air Carrier Site Manager to Air Region TCU and Chief/OICAir Region after completion of the maintenance test flights/ engine runs no later than 24 hoursprior to commencing operational status.Maintenance Release is initiated by Site Manager/MALO and approved through - TechnicalCompliance - Air Ops - Chief Air Region19Aviation E-Services User’s ManualMINUSMA
Maintenance Release Requesting System module menu is shown in figure below:20Aviation E-Services User’s ManualMINUSMA
3.2.5 After Mission Reporting SystemAn electronic After Mission Report must be submitted by Site Managers/MALO in Aviation EServices at the end of each mission for all aircraft immediately on completion of the mission or atthe earliest not later than 24 hrs on completion of the mission. This shall be verified by CAR andsubmitted for further processing.After Mission Report (AMR) is initiated by Site Manager/MALO and approved through Chief AirRegion - QASU - Technical Compliance - Air Ops - AATU - RPPCU - Chief AirRegion - Technical Compliance - Air Ops - AATU - CAVO.After Mission Reporting System module menu is shown in figure below:21Aviation E-Services User’s ManualMINUSMA
3.2.6 ATO (Annex-B)E-Annex B to e-DFS/ATO defines the tasking authority for MINUSMA confidential flightoperations of military aircraft performing combat/tactical tasks and commercial aircraft underconfidential tasking in support of mission mandated activities.Annex B is initiated by G3 AirOps and approved through Chief Air Region - TechnicalCompliance - U3 Air Ops - Chief Air Ops - CAVO.It is an integral part of Aviation E-Services and available as shown below:22Aviation E-Services User’s ManualMINUSMA
23Aviation E-Services User’s ManualMINUSMA
3.2.7 WCFS (Weekly Chartered Flight Schedule (Regular/Cargo)Air operations Unit/MAOC in consultation with MOVCON, JMSC and Regional Offices (throughAir regions), analyzes and consolidates recurrent mission requirements in the form of Passengerand Cargo WCFSs.Upon receiving the feedbacks on the proposed flights the WCFSs to be created in Aviation EServices and finalized with List of the passenger and cargo flight routes.Finalized WCFSs to be submitted for approval through CAVO to CSD and then to DMS forapproval through Aviation E-Services24Aviation E-Services User’s ManualMINUSMA
3.2. e-RAMPThe e-ramp is used to capture the day to day ramp operations. The airfield/air region representativeuploads the aircraft type and callsign, the type of task/flight and the service provider. The groundhandling times, load details and fuel uplift, ground handling equipment is use and timings is usedto capture the key performance indicators and oversight of the financial aspects of the ASAMcontract. The Invoice section allows the end user to attach the FTO, attribute the reasons for thedelay and confirm if the delays were contested at the weekly operational meetings with thecontractor25Aviation E-Services User’s ManualMINUSMA
3.2.8 Statistics26Aviation E-Services User’s ManualMINUSMA
3.3Changing Password3.4Re-setting PasswordTo re-set password, enter the ID Card Number and Click Send button. You will get an emailnotification with a link. You can click the link and re-set your password. If you don’t get anemail notification, contact the system administrator.Email Notification is as below:27Aviation E-Services User’s ManualMINUSMA
When you click the link you received through email you will be taken to below window to re-setyour password.3.5Exit SystemTo exit the Aviation e-Services, click Log out in the right corner of the upper horizontal menu, asshown in the picture below.28Aviation E-Services User’s ManualMINUSMA
4.0 Using System29Aviation E-Services User’s ManualMINUSMA
4.1Using SystemThe system can be accessed from the Intranet (iseek) at URL: https://iseeknewyork.un.org/dpo/minusma4.2Special Instructions for Error CorrectionEnter all mandatory information shown in the figure below, before clicking the save button.Passengers, Cargo and Volume must be entered in numbers. E-mail must be in valid email format.30Aviation E-Services User’s ManualMINUSMA
4.3Caveats and ExceptionsDo not try to login into two different windows same time. Only one login session is authorized per user.On end of your login session you must logout properly by clicking logout button.To clear the duplicate login message, please click the login button on the top left corner.31Aviation E-Services User’s ManualMINUSMA
4.4Input Procedures and Expected Output4.4.1 Input Procedure for Special Flight Requests4.4.2 Input Procedure for Military Air Tasking Requests4.4.3 Input Procedure for Non Mission Tasking Requests4.4.4 Input Procedure for Maintenance Release Requests4.4.5 Input Procedure for After Mission Report4.4.6 Input Procedure for Ramp Control Sheet32Aviation E-Services User’s ManualMINUSMA
5.0 Major System Functions33Aviation E-Services User’s ManualMINUSMA
5.1Cost Recovery Process34Aviation E-Services User’s ManualMINUSMA
5.2Risk ManagementAviation eServices (WCFS, SFR and MATR) work flow incorporates the Risk Management andAcceptance Process, processes specified in the approved Mission Aviation Risk ManagementSOP.In cases of administrative/logistic tasks, where the residual risk level exceeds the DMS’ acceptanceauthority ((as per MINUSMA ARM SOP) the risk control/mitigation requires managementdecision and managerial actions to reduce the risks down to acceptable level. In situation wherethe risk remains high, an Aviation Risk Assessment shall be revised and processed and presentedto the SRSG for his final decision in accordance with MINUSMA ARM SOP.In cases of tactical/surveillance/combat tasks, where the residual risk level exceeds the FC’acceptance authority, in lieu of prevailing operational requirements, the relevant MATR ARMCheck list shall be revised and processed and presented to the SRSG for his final decision inaccordance with MINUSMA ARM SOP.35Aviation E-Services User’s ManualMINUSMA
5.3E-mail Reminders Pending Approval36Aviation E-Services User’s ManualMINUSMA
5.4E-mail Notification on new request5.5Return to Planners37Aviation E-Services User’s ManualMINUSMA
6.0 Querying38Aviation E-Services User’s ManualMINUSMA
6.1Query CapabilitiesThe system has capabilities to query and find out planned tasks for each day. It has also feature tosearch and find out the SFR, MATR, NMT, AMR request by Region or by purpose or by Locationfrom where it is created. The system has capability to find out about the SFR/MATR by RiskLevels. It has also query capability to find out about the Cost Recovery process details for all NonMINUSMA tasks.6.2.1 SFR By Region6.2.2 SFR By Flight Date39Aviation E-Services User’s ManualMINUSMA
6.2.3 SFR Itinerary6.2.4 SFR by Risk Level40Aviation E-Services User’s ManualMINUSMA
7.0 REPORTING41Aviation E-Services User’s ManualMINUSMA
7.1Reporting CapabilitiesThe system produces report Aviation Risk Management, PAX and CARGO transportation detailsin charts, number of SFR request made during the month/year aircraft utilization summary etc.Some of the reports information can easily be exported to Microsoft Excel for further detailedanalysis. All the reports are available under the Statistics module of the Aviation E-Services.7.2Reporting ProceduresTo access the Statistics module you must click Statistics from the left side menu as shown below:Below print-screen shows the list of available reports. You may click the report type and click theyear to see the details.42Aviation E-Services User’s ManualMINUSMA
7.2.1 ARM Report43Aviation E-Services User’s ManualMINUSMA
7.2.2 Monthly SFR Request7.2.3 Aircraft Utilization44Aviation E-Services User’s ManualMINUSMA
7.2.4 Carbon Emission45Aviation E-Services User’s ManualMINUSMA
Rev.5 03/02/2020 Updation of User Manual with details of ISR . 3 Aviation E-Services User's Manual MINUSMA User's Manual Authorization Memorandum I have carefully assessed the User's Manual for the MINUSMA Aviation E-Services. . (C-Sharp)(90%) and rest of the code using Visual Basic, JavaScript and HTML.
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