When business aircraft operators face unexpected maintenance issues during trips in foreign and unfamiliar countries tensions can rise and things can get complicated very quickly. Unless your operation has a solid, proactive, plan B ready to implement, your principals could end up stranded far from home. The international aircraft-on-ground (AOG) scenario happens more often than one might think. Beware of complacent behavior, as some AOG events are self-inflicted. Maintenance experts shared several critical considerations to keep in mind that might help prevent a major international incident.
Proactive Planning Essential
Evaluate the current condition of the aircraft that’s scheduled for the trip. A comprehensive pre-flight inspection should include a detailed review of the aircraft’s maintenance history to identify and address potential issues that could escalate during extended operations. It begins with the aircraft manager, who must oversee the maintenance cycles with applicable regulators when operating outside the U.S.
“Do not get caught far away from home with an aircraft that needs scheduled maintenance,” said Joe Peebles, CEO of JP Aerotechnics. It may sound obvious, but sometimes in a fast-moving environment, individuals will overlook key information, resulting in devastating consequences later.
For example, one aircraft could be scheduled to depart, but it is discovered to have a mechanical issue. As a quick fix, flight dispatch quickly pivots to another airworthy tail number. This is the best time to make sure the replacement aircraft doesn’t have any time- or cycle-limited maintenance evolutions that would be due during the trip.
Also, consider sharing specific details about the trip with relevant contacts before taking off, Peebles advises. This includes locations, schedules and exceptional circumstances.
Len Beauchemin, managing director of AeroTechna Solutions, LLC, an Atlanta-based business aircraft asset management, quality control and operational training firm, urges aircraft maintenance managers to:
- Identify the intended destination of the aircraft.
- Determine if the destination has in-house maintenance. If this is the case, find out which technical authority has oversight.
- If the aircraft is U.S.-registered, make sure the facility is FAA-approved.
- Find out if the technicians at the facility are licensed.
- Evaluate the existing resources at the facility and decide what additional resources, if any, are needed.
Consider Logistics to Move Parts Quickly
If you end up needing to move repair parts across national borders, keep in mind that customs rules in many countries can be complicated and stringent. In advance of the trip, identify a customs broker that can assist with clearing inbound spare parts if needed. Also, having a solid handler in place at the location will be vital for a timely return to service.
During an AOG in the Bahamas, Peebles once spent weeks waiting on parts to clear customs. As a result, the bill on standby for the techs alone was staggering. Remember, Peebles advises, even if the aircraft carries spare parts, such as a wheel and tire assembly, correct documentation, such as an FAA 8130-3 authorized release certificate and airworthiness approval tag, must accompany the part.
“During a trip to Cambodia, the aircraft suffered a failure and we had to [remove and replace] a part back to the States for re-work. Once the part arrived back Cambodia, it took an additional three weeks to receive permission from regulatory compliance to receive and install the part.”
Christian Mosebach, Director, Asia Flight Services Co. Ltd.
Keep in mind that many countries lack experience in clearing aircraft parts. “During a trip to Cambodia, the aircraft suffered a failure and we had to [remove and send] a part back to the States for re-work,” recalled Christian Mosebach, director of Asia Flight Services Co. Ltd. “Once the part arrived back in Cambodia, it took an additional three weeks to receive permission from regulatory compliance to receive and install the part.” Identifying the right contacts is crucial for navigating a specific region effectively.
Quick Poll
Sourcing Aircraft Repair Parts
OEMs – preferred parts providers for many business aircraft operators – have been making great strides toward expanding their global support outside the United States.
For example, Textron Aviation is active in more than 25 countries, leveraging local talent and efficient supply chains. The OEM’s expansion efforts target Central and Eastern Europe, India, China, the Middle East and the Americas. Gulfstream Aerospace offers numerous European customer support initiatives, including growth in facilities, supply chain and labor force. Bombardier promotes its worldwide support network by offering a mobile response team, service center capabilities and a region-specific extended network.
Get Details on Potential Maintenance Facilities
Research the maintenance facility of the destination airport and ask the handling agent in advance about the facility’s capabilities and expertise. For example, what ratings do the mechanics hold?
Other things to consider:
- Does the facility have proper tooling? What about aircraft jacks in the event of a flat tire? Keep in mind that other countries do not always have the benefit of an extensive network of smaller regional airports to access for resources.
- What can you do to mitigate potential challenges surrounding security, ground support equipment, catering, ground handling and language?
- Other logistical concerns include regulations for accessing the aircraft when parked on the ground or in a hangar. What is the process for getting a through-the-fence ramp pass? Does the crew accessing the aircraft need to be in uniform and carry their crew IDs?
- If using on-site technical talent, find out if they’re covered under an anti-drug program. Make sure they’ve been trained on your aircraft. There will need to be an internal workflow for the aircraft release, a logbook entry and a return to service determination.
- Also, ask about acceptable payment and consider carrying cash, as long as it aligns with your company’s security protocols. Cash can do things other forms of payment cannot.
Should You Bring AMTs on International Flights?
Depending on operator resources, it may be an option to have AMTs accompany the aircraft on an extended international trip. Beauchemin typically sends his AMTs to FlightSafety International for training, then deploys them to the Asia-Pacific region with the airplane. Europe has sufficient MRO coverage, so he leaves them home for European trips.
When considering sending AMTs on missions, it’s important to check with the airport authority to determine their policy on aircraft maintenance or commercial activity.
When utilizing on-site service, Beauchemin reiterates to ensure their credentials align with the aircraft registration body. Make sure maintenance personnel have access to critical resources such as aircraft logbooks and technical publications like the Aircraft Maintenance Manual and Illustrated Parts Catalog. It’s also imperative to consult the minimum equipment list (MEL).
“Sometimes it’s necessary to enlist a backup charter aircraft. Develop a relationship with a charter broker. The key is getting the principals home.”
Joe Peebles, CEO, JP Aerotechnics
Keep Flight Permit Options in Mind
Occasionally, aircraft remain AOG and cannot depart safely or legally. “Sometimes it is necessary to enlist a backup charter aircraft,” Peebles said. “Develop a relationship with a charter broker. The key is getting the principals home.”
In cases like this, flight permits often come into play, Beauchemin said. They can be highly complex and challenging. The flight department may want to dispatch another aircraft from overseas to rescue the team. That aircraft would still need permits, including landing and overflight. Maintenance teams should coordinate closely with the scheduler/dispatch team and continue to communicate throughout the mission.
“It all comes down to relationships. City peers are the key to success. Everyone works to help support each other.”
Len Beauchemin, Managing Director, AeroTechna Solutions, LLC
Apply for landing permits for all potential substitute aircraft, advised Mosebach. In Thailand, for example, permits can cover different tails and aircraft types, allowing flexibility for last-minute tail swaps. For all of Southeast Asia (the Association of Southeast Asian Nations plus Bangladesh), business jet MROs are typically found in Kuala Lumpur, Singapore and Bangkok, while other locations mainly offer airline MROs with limited business jet support.
Overall, when it comes to successfully returning principals and crew after an AOG overseas, connections matter. “It all comes down to relationships,” said Beauchemin. “City peers are the key to success. Everyone works to help support each other.”
4-Day Trip Devolves Into 6-Week Ordeal
When it comes to AOG stories, business aviation Chief Pilot John Tuten shared a cautionary tale about a trip that went sideways while he was managing it from the aircraft’s home base in New Jersey.
Picture a routine international mission for a Fortune 100 company using a higher-time – but
meticulously maintained – business jet with about 10,000 hours on the airframe and engines. What was supposed to be a four-day trip eventually devolved into a grueling, weeks-long mission of epic proportions.
The mission included about 10 destinations in Europe and Asia, returning to the aircraft’s home base in Morristown, NJ (MMU). All went well at first. It was when the airplane crossed the pond and landed in Uzbekistan, where the crew promptly noticed something amiss: One of the main struts blew some seals out, and everyone was grounded until it could be changed.
“Planning and predictive maintenance are effective strategies a majority of the time,” Tuten said, “but higher-time aircraft are more susceptible to issues during a trip.”
Logistics got to work and sent the word out: “We are AOG.” Things moved in slow motion as the clock ticked by. The spare parts, aircraft jacks and tooling eventually arrived from London after spending a week in customs.
A week later, AMTs arrived from Moscow. Eventually, the team swapped the gear, conducted a pressure test, swung the sticks, signed it off and it was time to fly.
After a month already in the books, believe it or not, the trip was not yet over. On the next leg, coming out of Helsinki, the crew was alerted to a pending gearbox failure. After landing and swapping it out, they were back in the air.
Finally, the aircraft touched down back at home base in New Jersey, six long weeks after the original departure. But most importantly, both airplane and passengers made it home safe and intact.
International Business Aviation Council Ltd.