# STRATOS TMS: pilot training management system

> Every pilot current. Every renewal planned. STRATOS TMS puts validity, planning, recurrent training, records and audit in one system, configured to the airline's Operations Manual (OM-D) and national authority. It connects to STRATOS EBT/CBTA for airlines that subscribe to it. Live.

Canonical page: https://stratos-ida.com/tms
For: Directors of Training, Heads of Training and Crew Training Managers.

Key numbers: 5 status levels, checked daily · worst item sets the pilot's status · 3-year recurrent cycle, run per pilot · KPI targets set per airline.

## What changes: fragmented becomes one training system

- **Time:** hours lost to admin. The same dates are typed into spreadsheets, forms and emails; staff check records instead of planning.
- **Errors:** one typo, one lapse. A wrong date or a missed renewal stays hidden until the roster is built or an inspector asks for the file.
- **Legacy tools:** built for another era. Older systems often run on one PC, send no reminders and do not connect to rostering or competency data.

The data already exists. What is missing is one modern system that keeps it current automatically.

## A daily action list, not a spreadsheet

Filter by status, then record a renewal. The expiry is recalculated from the rule and the pilot leaves the list. Items tracked include OPC (operator proficiency check), LPC (licence proficiency check), LC (line check), CRM (crew resource management), DG (dangerous goods), SEP (emergency & safety equipment), class 1 medical and passport.

## Validity control: the worst item sets the status

Every licence, medical, check and course is scored against the airline's own rule. A pilot's overall status is their worst item, so one lapsed check flags the whole file. Status follows the airline's rules, for example: GREEN over 60 days · YELLOW 60 days or less · RED under 30 days · EXPIRED · MISSING.

- Daily action list by fleet, status and item
- Data-gap report for mandatory items with no record
- Red and expired items feed the renewal plan and pilot notices automatically

## Modules: one platform, every training workflow

### Expiry engine: calculated, not typed
Validity periods, renewal windows and expiry counting configured to the airline's OM-D and national authority. Every expiry is traced to its rule; the new expiry is suggested from the rule and reviewed before saving.
- Calendar-month and end-of-month counting
- Renewal windows keep the original expiry
- Medical interval set per pilot, by age and operation
- Check spacing validated against OM limits

### Planning: demand known months ahead
Every renewal placed by expiry and lead time, with the reason shown for each month. Overdue items are pulled into the first planning month automatically.
- 3-year renewal plan by month; monthly load shows peaks before they happen
- Simulator groups aligned to each pilot's check expiry; OPC + SIM shown as one booking
- Email on booking, change and cancellation, plus a reminder

### Recurrent cycle: the 3-year cycle, run per pilot
Phases, base-month groups and checklists built from the airline's recurrent programme. A passed check or course writes the completion and new expiry to the pilot's record.
- Seasonal phases, e.g. cold and hot weather operations
- Base-month groups built from each pilot's check expiry
- Each item: date, result, score, attempts, remedial, simulator hours, feedback
- Lapse warnings for checks that expire before the plan
- Cycle KPIs: completion, on-time, first-pass and remedial rates

### Records: one digital file per pilot
Records, documents and the audit trail, ready for the inspector at any time. Crew-system imports are reconciled against training records, so gaps are found before the auditor finds them.
- Record one pilot or a full class in one step
- Documents flagged when missing or out of date
- Pilot file in six folders; automatic backups; encrypted ZIP export for an inspection
- Every change logged: who, when and how

### Reports: training performance, measured
Monthly, quarterly and yearly reports for the Director, by fleet and activity. Every KPI target is set by the airline's training department.
- Training compliance, on-time renewal and first-pass rate
- Overdue items and data gaps
- First-pass and remedial training rates; simulator utilisation against plan; instructor observations
- MEETS / WATCH / BELOW status, export to PDF or Excel

### Pilot portal & notices: pilots see their own status
- Licence, medical, ratings, qualifications and upcoming training
- Email ahead of each expiry, e.g. 45 days, passports 90
- Planned, changed or cancelled training by email
- Daily digest of changes and expiries for admins

## How it works: one loop, no re-keying

A record entered once updates the plan, the pilot and the reports: results entered once → expiry recalculated, certificate filed (EBT/CBTA grade linked for subscribers) → renewal plan and monthly load rebuilt → pilots booked into simulator, classroom and checks with email notice → live validity, KPIs and audit-ready pilot files for the Director.

## Integration with STRATOS EBT/CBTA

For airlines subscribed to STRATOS EBT/CBTA, both systems share one crew list, one pilot record and one login. A completed, graded session updates the TMS record and the next expiry, with no double entry. The Director sees validity, competency trends and instructor concordance side by side, per pilot and per fleet. On the roadmap: connecting to the airline's existing LMS (STRATOS does not build an LMS).

## Implementation & migration: we move your records, you sign off

From Excel, paper or a legacy TMS, STRATOS does the full migration and implementation. The training department reviews and approves; it does not re-key records.

- **We migrate:** Excel training sheets, paper records, legacy TMS data, crew master & rosters, training history, certificates & scans, licences & medicals, simulator & check records.
- **We configure:** training rules from the Operations Manual; the recurrent programme (courses, phases, simulator cycle).
- **We validate:** reconciliation against the source data; Director sign-off before go-live.

Every record mapped to the pilot, every expiry recalculated, every document filed in the pilot's digital file. Users are trained on the live system with their own data.

## Three steps, one decision

1. **Live demo:** the TMS shown on a sample of your own crew and training data.
2. **Data & scope intake:** records, rules and manuals shared; quote sized to your crew list.
3. **Migrate · go live:** records migrated, rules configured, team trained, live across the fleet.

Contact: https://stratos-ida.com/contact · info@stratos-ida.com