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Background
In 2016, the AAIR Electronic Distribution Module (EDM) replaced the old weekly, hardcopy-only distribution method (form #24-0059), allowing the Continuing Airworthiness Section to contact the majority of AAIR reporters by Email, rather than postal mailing.
SCHEDULE
The Hardcopy/postal distribution method was originally based on the anniversary of Certificate of Airworthiness date, for each individual aircraft. This created a large postage expense, and many aircraft were skipped in annual distributions due to ownership changes and C-OF-A changes.
Currently, the EDM process is run 4 times annually , using the following schedule :
First run - 1st week of January each year for operators having a 30-March due date (this covers 98% of all operators)
Second run - 1st week of March for operators having a 30-May due date
First Overdue run - 1st week of May or June for all operators that have not yet reported
Second Overdue run - 1st week of September for all operatCuors operators that have not yet reported
HOW TO UPDATE TEMPLATES
Go to :
CAWIS MAIN MENU → CODE TABLES → GENERAL → CAWIS ATTACHMENTS
(not Email template section)
For email:
Update the following records in table A33_CAWIS_ATTACHMENTS.
a. AAIR_NOTICE-1-en.txt
b. AAIR_NOTICE-1-fr.txt
c. AAIR_OVERDUE-1-en.txt
d. AAIR_OVERDUE-1-fr.txt
For Fax: (FAX option not used for several years)
Update the following records to modify the 1st page of fax template in table A33_CAWIS_ATTACHMENTS.
a. AAIR_NOTICE-2-en.txt
b. AAIR_NOTICE-2-fr.txt
c. AAIR_OVERDUE-2-en.txt
d. AAIR_OVERDUE-2-fr.txtSend the png format of ‘AAIRNotificationGuide.htm’ located in the Files folder to whoever manages RightFax.
For SnailMail:
Call the printing company. We do not need to do anything on our side.
EDM STEPS
EMAIL - this step can take anywhere from either 48 hours to -or- 20 minutes in more recent runs (for about 25,000 emails ). The Exchange server is under shared services and may behave differently on each run. Also, this This part of the process has been extremely sensitive to Exchange server changes or Outlook upgrades in the past.
FAX (this method is no longer used)
FTP TO CSV FILE FOR HARD COPY PRINTING and MAILING (IMPORTANT NOTE: It is necessary to run the FTP step producing the CSV file in order to upload success/fail codes regarding the email portion of the EDM to the AA003 table)
Special Note : The EDM should NOT be run on or near the end of any given month. If the email portion is not completed by 12:00am on the 1st of the next month, double emailing can occur.
EXCEPTIONS to Distribution
An EDM run gathers aircraft-owner-contact-info where the aircraft data meets the following criteria :
All currently registered aircraft having an AAIR due date (y02 table) that falls within 3 months of the EDM run date (Note: any given “run-date” can be input into the EDM routine, the default is current date )
It will reject the aircraft displaying the following conditions
Ultralight aircraft (flight authority “H”,”I” on the Q01 table) Not required to report.
Aircraft ALREADY having completed an AAIR for the current-reporting-year. (Aircraft has an M01 record already having a report-received-date for the current reporting year)
Current-reporting-year is always Current-year - 1 (year calendar number on M01)
Many operators submit their AAIR reports beginning on January 1st of each year, without being notified
Out of service aircraft where the out-of-service period begins earlier than the reporting year have M01 records with recd dates auto-inserted and Zero flight hours auto-recorded (Q02).
3. Any aircraft that are members of a Fleet ( has a fleet number on Y02 table /Y59 tables ) - These are dealt with through Fleet management ( AAIR CONSOLIDATED FLEET REPORTING )
4. Any aircraft that is marked SALE-REPORTED -or- INVALID-ADDRESS (sale-reported = “Y” and/or active-flag = “I” on the Y93 table) (Note: most “sale reported” aircraft have either been damaged beyond repair, or have been exported without notifying TC) These aircraft ALL have owner/party_id = 9999999
5. Any aircraft listed as having been built during the current year, cannot have flown last year (Y01 table)
...
any operator with a preferred-notification-method (PNM) of MAIL (email address ignored due to user preference ) (y50 table) The preferred notification code dictates which clients specifically asked for hardcopy delivery of the AAIR form (PNM=3/mail) The FAX option PNM=2/fax is not permitted on Y50 since FAX EDM distribution is currently no longer used. PNM=1/email is the default (NOTE : preferred notification method has NO effect on the MDM portion of CAWIS)
any operator where PNM=1/email but the client has no email (A92)
any operator where PNM=1/email but the email bounced back - The email-failure data is uploaded as part of the FTP extract procedure for operators requesting hardcopy.
POST EDM - Parsing the data
A week or so, after an EDM run, we want to identify any email addresses where we received bounce-backs, so that the Publications unit can eliminate these from CAWIS. To accomplish this, we run the -PARSEMAIL function. This function is described here :
CAWIS-EDM
Success/fail data is available on the AAIRDATA-yyyy-mm-dd.xlsx report described here:
https://tcmarin.atlassian.net/wiki/spaces/CA/pages/2195357866/Transport+Canada+Continuing+Airworthiness+Web+Information+System+CAWIS+Weekly+Annual+Airworthiness+Information+Report+AAIR+Data+Extract+Procedure AAIRDATA REPORT
HOWEVER As of April 2022, the AAIRDATA report is available from the CAWIS reports menu, but note - This report only contains a snapshot of data from 1am last night. Running this report directly after an EDM will not produce the information you need. It has to be requested on the next day.
GOOD TO KNOW
After running an EDM, the following side effects may be observed
PASSWORD/ACCESS CODE reset requests from the CLIENTS. These emails will be sent to the Client and BCC’d to the CAWIS admin
Some recipients will register for WSDRS accounts under the mistaken belief that this will allow them to submit an AAIR