ICP Air Mission Information Flow Document

This document describes the how to use CAP missions forms for missions, exercises, and proficiency flights.

For comments about this file, email to: paul@kinzelman.com
Last updated Sep 5, 2009

General Mission Information

...for pilots

For proficiency flights (flights unconnected with a mission), see the Proficiency Flight section in this document

PICs might want to personalize the Sortie Paperwork forms on a thumb drive and bring it to the mission. This will reduce the time needed to complete the forms for a sortie.

Pilots without electronic equipment at remote sites must bring all the forms needed for the mission with them.

WMIRS for pilots

Crew photographers must upload to WMIRS any sortie photographs, see http://030.nmcap.org/mission-pictures.html for how to do this. Also see the Kodak 2 Profile for how to take pictures and record data about the pictures.

IBOCS for Pilots

To fax to IBOCS, call 866-219-9776 and start sending the fax. You may hear a voice message when you call that number.

To email to IBOCS:

• The Sortie Paperwork should be in one of these common electronic formats:
  • Scan it to a JPG image
  • Word format
  • PDF format
• Create an email and attach the Sortie Paperwork files to the email
• Put the mission number, WMIRS sortie number, and aircraft tail number in the email subject line.
• email to nmcapes@myibocs.com.

Sortie Paperwork Required

• CAPF 104 - Mission Flight Plan Briefing Form (side 1 only before flight)
• CAPF 71 in PDF or Word format - the Aircraft Inspection Checklist (should be in the aircraft information binder). This file needs be transmitted to the base only once per day before the first sortie.
• Weight and Balance for the flight (preferably the Excel Spreadsheet)
• Risk Management Matrix Form and Instructions

...for ICP Staff

The NMWG-MTF form should be printed regularly during the mission by the Finance/Admin Section (FAS) and given to the Air Operations Branch Director (AOBD). Before each printing, update the 'time' cell at F2 so you can determine which printout is the latest. Printing the file makes a paper backup of the NMWG-MTF in case of computer/printer problems.

Don't forget to save the file to the hard drive often.

During the mission, the IBOCS folder should be checked regularly by AOBD and as forms come in, they should be moved to a folder labeled for that mission.

Mission Air Ops Paperwork Flow

• LOCAL - crew is local to the ICP
• REMOTE-WITH - crew is at a remote staging area and has access to scanner/email or fax
• REMOTE-WITHOUT - crew is at a remote staging area and is WITHOUT access to scanner/email or fax

If ICP staff is managing WMIRS, the AOBD obtains a sortie number from WMIRS or assigns a tracking number to be entered into WMIRS. If pilots are managing WMIRS for their own flights, they leave the sortie number blank on the 104 form.

AOBD designates a Pilot in Command (PIC) and aircraft for the sortie, and assigns a mission number, sortie number, and a crew. This is done by phone if the pilot is not local to the ICP.

The PIC prepares the Sortie Paperwork files and briefs the crew.

PIC must ensure that item 1 on the 104 form contains the correct CAPID numbers for all personnel aboard the aircraft.

Depending on where the PIC is:

• If LOCAL, PIC copies the 104 form (side 1 only), and gives to AOBD
  • ORIGINAL 104 form (take the copy on the mission) Note: If a copier is not available, the PIC takes notes from the 104 form so he can leave the original with the AOBD.
  • copy of CAPF 71 (first sortie of the day)
  • copy or original of the Risk Assessment Form
  • copy or original of the Weight and Balance calculation
• If REMOTE-WITH access to data processing equipment (computer or fax), he transmits the Sortie Paperwork files (for the 104 form, side 1 only) to IBOCS. AOBD will print and review the paperwork. The pilot should wait about 5 minutes after sending the paperwork and then call AOBD to get a release for the sortie. NOTE: The pilot must be explicitly released by AOBD before flying!
• If REMOTE-WITHOUT access to data processing equipment (computer or fax), the PIC contacts the AOBD and:
  • Dictates the 104 form and other key information as necessary via phone or FM radio so that the information can be recorded by AOBD at the ICP.
  • Leaves the other three forms (CAPF 71, Risk management form, Weight and Balance) behind at the airport of departure in a place so that the paperwork can be found later if necessary.
  When the call is complete, the PIC is released to fly the sortie.

The AOBD writes the pertinent info from the 104 form on the printed NMWG-MTF that AOBD keeps.

The AOBD gives the 104 form to FAS to enter into the NMWG-MTF form electronically.

FAS then gives the 104 form back to the AOBD to hold during the sortie.

PIC flies sortie, calls in shortly after departure with takeoff time. AOBD will update item 33 on the 104 form for the ATD (actual departure time).

At completion of flight PIC (or crew member) gets the original of the 104 form from the AOBD, and completes the front of the 104 form:

• 27. End Hobbs (if applicable)
• 28. End Tach
• 30. Aircraft Status (if applicable)
• 33. ATD (Actual Time of Departure) - (may already be filled in by AOBD)
• 45. Actual Landing Time
• 46. FAA Flt Plan Closed (if applicable)

PIC and crew will complete the sortie debrief on the back of the 104 form:

• 63. Total Flight Hours (Hobbs, or if no Hobbs then tach)
• 64. Total Cost (fuel and oil only)
• 67. Total Fuel Used (gallons)
• 68. Total Oil Used (quarts)

If the pilot is managing his own WMIRS flight data:

• He enters the flight data into WMIRS, and writes the sortie number in the 'sortie blank' on the 104 form.

Depending on where the PIC is:

• If LOCAL, PIC or crew member returns the 104 form to AOBD and is debriefed. The 104 form initial copy should be retained by the AOBD until the end of the mission.
• If REMOTE-WITH, PIC or crew member transmits both sides of the 104 form to IBOCS. AOBD will print the 104 form. The 104 form initial copy should be retained by the AOBD until the end of the mission.
• If REMOTE-WITHOUT, PIC or crew member will call in and dictate the information on the form. AOBD will record that info on the the 104 form for that sortie.

The PIC uploads any pictures taken on the flight to WMIRS. You can find WMIRS Powerpoint help and picture uploading help

If the ICP Staff is managing WMIRS:

• The 104 form then is given to the FAS for entering actual sortie cost into the NMWG-MTF and the appropriate data into WMIRS to close out the sortie.
• The FAS then gives the 104 form to the PS (Planning Section) for planning future sorties.
• After the PS is done with the 104 form (prior to the end of the operational period), he returns the original 104 form to FAS for the archiving of all the mission paperwork.

To facilitate planning by the incident staff, the inbound Sortie Paperwork should be completed and transmitted to IBOCS prior to 1700 the day before an exercise.

About 15 minutes after transmitting the paperwork, call the AOBD or IC to confirm receipt. This will allow aircrews to get all of the paper work out of the way so they can concentrate on flying when they arrive at the airport the next day.

Note: Sorties will not be released the night before nor released by an AOBD or IC not physically present at the Incident Base during an exercise. A short call to Incident Base within 15 minutes before take-off will be required to confirm an accurate estimated departure time and that everyone listed on the initial 104 is in fact present.

Proficiency Flights

Funded proficiency flights involve the use of approved Flight Profiles. The flight profiles are to be used in accordance with the instructions at the beginning of each profile. While designed for pilot proficiency, other aircrew members may also be on board the flight if compatible training can be accomplished concurrently. For example, on Profile #1, Visual Search Mission Profile, a Scanner or Observer trainee with instructor may accompany the flight to fulfill Scanner or Observer training tasks. The profile number will be annotated in the "Mission/Sortie number" box of the CAPF 99 as "P1" etc.

• Funded proficiency flights require you to select an approved flight profile and obtain Ops Officer approval. The aircrews will complete all the steps listed in the Flight Profile.
• Un-funded (you pay out-of-pocket) proficiency flights do not need Ops Officer approval. The mission symbol is C17 and the mission number is NM-MISC. For these flights, complete only the Flight Procedures not bracketed [ ].

Proficiency Flights Procedures

• [ Determine which proficiency flight profile you are going to fly: You can select a flight profile from the list or self-conducted profile that you want to fly]
• [ Send an email to the Ops Officer, requesting a proficiency flight]
• [ Obtain an approval of the profile, a WMIRS mission symbol, and mission number from the Ops Officer]
• Log into e-services
• Schedule the plane (use the Flight Schedule Pro link on the right)
• [ Include at least two aircrew members on each proficiency flight.]
• Optional: Check the empty seat list
• Obtain a release from an FRO - the list of FROs is on our squadron roster. Have the following information available for him:
  • Date of flight
  • VFR or IFR
  • N-Number
  • Aircraft Type
  • Estimated flight hours
  • Route of Flight
  • Estimated Landing Time. They will start looking for you when this expires so estimate long.
  • Mission Symbol
  • [ Mission/Sortie #]
  • [ Profile #]
  • Name of passengers
• Create an entry for the sortie in WMIRS
  • For funded flights, create another sortie under the mission number
  • For unfunded flights, create a new sortie using the symbol C17 and the mission number of NM-MISC.
• [ Fill out the four forms of Sortie Paperwork (for the 104 form, side 1 only) and leave a copy in the Ready Rm]
• File an FAA flight plan (optional unless you fly more than 50 nautical miles from departure point)
• Fly the mission
• Fill out the aircraft log when you return
• [ Complete the front and back page of the 104 form]
• Complete all WMIRS entries, including flight time, total fuel used, and fuel costs.
• [ Upload any pictures to WMIRS taken during the mission]
• [ Fax or email both sides of the 104 form to IBOCS]
• Contact the FRO and provide the actual landing time and hours for his Form 99
• For ABQ Squadron 2 aircraft: Complete the electronic flight log entry in the Ready Room

Glossary

• AIF - Aicraft Information File - AIF Form Kit (zipped files) from National
• AOBD - Air Operations Branch Director (or his designee)
• FAS - Finance/Administrative Section Chief (or his designee)
• FRO - Flight Release Officer
• IC - Incident Commander (or his designee)
• ICP - Incident Command Post
• PIC - Pilot in command (of aircraft)
• PS - Planning Section Chief (or his designee)
• WMIRS - Web Mission Information Reporting System