How Aviation ERP Supports FAA & EASA Compliance Without Relying on Manual Spreadsheets
Aviation regulatory compliance (FAA/EASA) is dependent upon three core elements: evidence, timing, and traceability. To stay compliant, aviation companies must keep accurate and timely records of maintenance-related activities, including tracking of all materials used, the completion of all maintenance-related approvals and releases, and the documentation of all transactions.
Having documentation that can be searched later, even if the original documents have been destroyed or misplaced, is an added advantage. The only way to do this is by using a system other than spreadsheets. Aviation ERP software programs solve these issues by embedding regulatory compliance requirements directly into operational work processes.
Why Manual Spreadsheets Struggle With Aviation Compliance
A spreadsheet can only tell you about compliance when you manually input it. Manual spreadsheet compliance does not have the capability to link execution to the documentation. As the need for versioning becomes paramount, you may find that your spreadsheet has multiple teams working off different versions. Additionally, identifying who changed what and when will become increasingly difficult.
Common areas of failure for manual spreadsheets are:
- Lack of linkage between activities completed and supporting docs.
- The timing of updates distorts current compliance.
- Manual checks rely on individual discipline to check for accuracy.
- Difficulty verifying completeness during audits.
When the requirements for compliance expand, there is an increased need for manual oversight of the spreadsheets. Aviation compliance software is the only solution.
What FAA and EASA Compliance Requires Day to Day
Complying with the Federal Aviation Administration (FAA) and European Union Aviation Safety Agency (EASA) is not a single-time activity. It includes ongoing discipline of your operations that depends upon proof of control, accuracy, and timing rather than just the amount of documentation.
The expectations of the regulators are that, as an organisation, you will demonstrate control of all aspects of your operations and not just retain records. Control must be exercised over maintenance, inventory, and the approval of parts and maintenance actions.
The main requirements for your operational compliance consist of:
- Maintenance action records linked to an approved work order
- Part traceability with certifications attached at the time of use
- Individual approvals to be obtained for inspections/releases/sign-offs
- Evidence of the date/time when actions were performed
The only time at which you can provide compliance proof is at the moment it is being performed, and not when you compile your records of these events after they have occurred.
How Compliance Data Is Generated Inside Operations
The first place that compliance data is generated is where the work is performed. Aviation maintenance records are created when technicians perform tasks and inspectors validate results. Parts that are issued from the inventory create traceability requirements. An inspector approving a step produces regulatory evidence. When these actions are not captured immediately, compliance becomes retrospective.
Manual documentation relies on technicians to remember to update logs. However, with an aviation ERP software, the compliance data will automatically be captured through the completion of the work performed. This eliminates the mismatch and duplication of compliance data, which also reduces the risk of losing an important record.
How Aviation ERP Replaces Spreadsheet-Based Tracking
Aviation ERP enforces parts trading and MRO compliance management at scale by using various methods, such as mandatory input fields that move forward only when the user enters correct data. Certification of the part must be done before the part can be consumed, and the record of approval must be available before the part is released.
Features of the aviation ERP compliance management system include:
- Data entry is required at the time the work is being done.
- Time stamps and attribution can be recorded at the time of completion.
- Links between work orders, parts, and all other records are tracked.
- Centralized records are available and accessible to all departments.
All compliance data is recorded and maintained, then used continuously as required.
How Real Time Visibility Ensures Audit Readiness
Keeping compliance records up to date allows for faster readiness for an audit. Digital compliance records maintained within the aviation ERP allow for immediate verification of maintenance status, documentation of compliance, and a complete history of approval. Auditors no longer have to wait for vendors to send them spreadsheets or find a way to get them all together to prepare for an audit.
Instead of being limited to reviewing the records for a compliance audit, auditors will be focusing on controls and consistency, and the aviation organization will spend less time preparing audits and more time operating within the governance of their defined standards.
Where Power Aero Suites Fits Into Compliance Workflows
Power Aero Suites (PAS) is a powerful cloud-based ERP software made specially for aviation parts traders and MROs. Designed and maintained by aviation experts with decades of experience, and hosted on AWS technology, PAS is available on a fixed, affordable monthly subscription cost.
By incorporating regulatory requirements into operational workflows, PAS simplifies compliance management to a great extent. MROs and parts traders often call it the best FAA EASA compliance software due to its ease of use and overall user experience.
It enforces a dependency, meaning that, as a user, a work order cannot be progressed until the required compliance-related data is available, preserving the traceability and documentation aviation teams depend on. Because compliance is built into the user's daily operations, PAS allows for more efficient operations without the use of multiple spreadsheets.
Conclusion
Aviation compliance is a matter of establishing a structure for compliance rather than a matter of effort to maintain compliance. While manual spreadsheets are useful, they do not provide real-time compliance documentation. Conversely, an ERP software supports compliance with aviation regulations by collecting data while executing the workflows, providing automated control measures, and maintaining a single point of reference for all compliance-related documentation.
As MROs and parts traders grow their businesses, the reliance on multiple spreadsheets will progressively diminish while the risk associated with compliance becomes manageable.
Book a demo today and see how Power Aero Suites supports aviation compliance without spreadsheets.