Managing Aircraft Data: Why Lessors Need Reliable Workflows For Technical And Utilization Data

January 15, 2025

Aircraft lessors live and breathe data. From technical records to utilization metrics, managing accurate, real-time information is critical for ensuring compliance, protecting asset value, and maintaining smooth operations. But anyone who’s been in the business knows—it’s easier said than done. 

Over the years, we’ve worked extensively in the field of technical data management and utilization tracking for large aircraft portfolios. Our experience has shown that while every lessor’s setup is unique, the challenges we face in handling aircraft data are often the same: fragmented systems, inconsistent reporting, and manual processes that are prone to error.

Here’s what we’ve learned about what works—and what doesn’t—when it comes to managing aircraft data workflows:

1. Standardized Data Inputs: The Foundation of Accurate Reporting

Whether it’s tracking hours and cycles, maintenance events, or part replacements, having standardized data inputs is crucial. When data entry is inconsistent—due to varying formats, user errors, or unclear guidelines—it creates downstream issues that make accurate reporting nearly impossible.

Leading practice: Define clear data standards and ensure that everyone—from technical teams to finance—understands how and where data should be entered. Automated validation rules can also help reduce errors at the point of entry.

2. Seamless Workflows Between Departments

Aircraft leasing involves multiple departments—technical, contracts, finance, and operations—all of which need access to reliable data. Without seamless workflows linking these teams, information silos develop, leading to delays, miscommunication, and increased operational risk.

Leading practice: Map out end-to-end workflows that connect departments and ensure timely data sharing. For example, technical teams can provide real-time updates on maintenance events, which finance teams can then use to calculate reserves and adjust forecasts.

3. Utilizing Data for Predictive Maintenance

Beyond regulatory compliance, well-managed technical and utilization data can drive operational improvements. One key example is predictive maintenance—using historical data to predict when an aircraft component is likely to need servicing, reducing unplanned downtime and maintenance costs.

Leading practice: Ensure that your systems are capable of capturing and analyzing historical data trends. By leveraging predictive models, lessors can proactively manage maintenance events and improve fleet availability.

4. Regular Data Audits: Ensuring Data Integrity

Aircraft data isn’t static—it changes as assets are bought, sold, leased, and maintained. Over time, discrepancies can arise, especially if data updates aren’t consistently applied. Regular data audits help ensure that key information—like utilization hours, cycles, and maintenance events—remains accurate and up-to-date.

Leading practice: Establish a routine audit process for both technical and financial data, ensuring that discrepancies are flagged and corrected promptly. This not only improves operational efficiency but also strengthens lessors’ financial reporting.

5. Automated Reporting for Better Decision-Making

In today’s fast-paced leasing environment, having real-time access to key metrics is a game-changer. Automated reporting tools can pull data from multiple sources and present it in an easy-to-digest format, helping lessors make quicker, more informed decisions.

Leading practice: Invest in reporting tools that integrate with your existing systems and provide customizable dashboards for different stakeholders—whether it’s technical managers, asset managers, or finance executives.

HOW ZEEVO CAN HELP.

Managing aircraft data isn’t just about meeting regulatory requirements—it’s about creating a foundation for smarter, more efficient operations. In my experience, lessors who prioritize well-defined workflows, standardized data inputs, and automated reporting are the ones who stay ahead of the curve.

At Zeevo, we help lessors refine their data management processes and build workflows that improve accuracy, reduce risk, and ultimately deliver better value for their assets. If you’re facing challenges with your aircraft data workflows or utilization tracking, we’d be happy to chat about leading practices and lessons learned.