SGP Ops Tracker: A Smarter Way to Run Aerospace Medicine Operations

The Problem: An Overwhelming Mission with Too Many Moving Parts

As a Senior Aerospace Medicine Physician (SGP), the job is incredibly important—but also incredibly complex.

We are expected to:
Run multiple recurring committees (AMC, DAWG, FOMWG, OEHWG) • Ensure proper documentation and minutes for each meeting • Track action items and follow-through • Maintain inspection-ready compliance at all times • Coordinate across multiple departments (Public Health, Bioenvironmental, Flight Medicine, etc.) • Manage waiver workflows and keep aircrew flying safely and efficiently

Each of these areas has its own requirements, timelines, and stakeholders. The system today is often fragmented—spread across Outlook calendars, Word documents, spreadsheets, emails, and individual memory.

The result:
Inefficiency • Missed details • Redundant work • Increased stress • Risk during inspections • Less time focused on what truly matters: taking care of aircrew and maintaining readiness

The Vision: A Unified SGP Operations Platform — See sample page that is NOT clickable

I’m working on a concept for a centralized, intelligent SGP operations tool that brings all of this together into one streamlined system.

One system that knows the rules, builds the schedule, generates the documentation, and tracks execution.

What This System Would Do

1. Smart Unit Setup
A simple onboarding process that configures:
Component (Active Duty, ANG, Reserve) • Mission type (fighter, mobility, rescue, etc.) • Required committees and structure • Key personnel and roles

2. Automated Scheduling
Based on regulatory guidance and user input, the system:
Builds a full-year meeting schedule (AMC, DAWG, etc.) • Sets cadence (monthly, quarterly, etc.) • Sends reminders to required participants • Tracks attendance and participation

3. Agenda & Minutes Automation
Instead of starting from scratch every time:
Agendas are auto-generated based on required topics • Minutes are created from structured templates • Required discussion points are built in • Inspector-expected elements are automatically included

4. Action Item Tracking
Every meeting produces:
Clearly assigned action items • Owners and suspense dates • Automatic roll-forward into future meetings • Visibility of what’s open, overdue, or complete

5. Waiver & Case Tracking
A centralized view of:
Aircrew medical issues • Waiver status and timelines • DNIF / return-to-fly progress • Bottlenecks that need escalation

This ensures nothing falls through the cracks—and helps keep pilots flying.

6. Inspection-Ready by Design
At any time, the system can show:
Meeting compliance • Attendance records • Completed minutes • Action item follow-through • Required discussion topics covered

Instead of scrambling before an inspection, the system keeps you ready every day.

7. Customizable & Evolving Templates
Recognizing that:
ANG ≠ Active Duty ≠ Reserve • Fighter ≠ Mobility ≠ Rescue

The system would allow:
Custom templates by unit type • Upload and sharing of best practices • Continuous improvement of templates

What the program should do

The system should have six modules.

1) Organization / Unit Setup

This is the “who are we?” module.

It asks:
Component: Active Duty, ANG, AFRC • Wing type: fighter, mobility, rescue, special ops, training, etc. • MTF/GMU/RMU structure • Which committees are required locally • Meeting cadence options allowed by regulation/local policy • Inspection model being used • Required attendees by committee • Local supplements or wing instructions

This matters because ANG and AFRC equivalents differ in structure and terminology in the governing publications, and local instructions can further change committee reporting and recordkeeping requirements. AFMAN 48-149 explicitly notes GMU/RMU equivalents, and local medical-wing committee instructions can define administrative requirements, charters, records, and reporting channels differently from base to base.

2) Regulatory Rules Engine (This is the heart of the system.)

Instead of hard-coding “AMC every quarter,” the system stores:
the governing source • the required cadence or allowable cadence • required products • required attendees • required minutes elements • suspense rules • evidence required for inspection

For example, AFI 48-101 identifies AMC as the forum through which the OEHWG, DAWG, and FOMWG are accountable, while the detailed functions for those working groups live in their own governing instructions. AFMAN 48-149 also points users to the specific source instruction for OEHWG and other working groups.

So the software should treat regulations like a database:
Committee • Source publication • Citation paragraph • Mandatory vs optional • Frequency options • Required attendees • Required outputs • Record retention / records management notes • Applies to: AD / ANG / AFRC / flying mission type

That way, when regs change, you update the rules table rather than rewriting the whole app.

3) Meeting Scheduler + Agenda Builder

This module asks the user structured questions:
“How often do you want AMC? Monthly / every 2 months / quarterly?”
“How often do you want DAWG?”
“Who chairs FOMWG locally?”
“Do you want calendar invites sent automatically?”
“How many days before meeting should product owners be prompted?”

Then it generates:
annual meeting schedule • recurring calendar items • participant lists – (and in order to ensure that they attend, give them assignments to report) • reminder cadence • agenda shell • minutes template

This is especially useful because the publications define the governance relationships, but many local cadence decisions are still implementation choices within allowed limits, often shaped by inspection expectations and wing tempo. A local committee instruction like 59 MDWI 41-102 shows that wings often formalize administrative requirements for committees, records, and reporting beyond the higher-level Air Force publication.

4) Minutes / Inspection Evidence Generator

Every meeting should have:
a prebuilt agenda • a corresponding minutes template • fill-in-the-blank fields • required attendee roll call • required recurring questions • action item tracker • suspense dates • inspector-facing evidence checklist

So instead of free-typing minutes, the system would generate something like:

AMC Template
Date / time / chair
Members present / absent
Previous action items reviewed
DAWG summary reviewed? yes/no
OEHWG summary reviewed? yes/no
FOMWG summary reviewed? yes/no
Significant readiness issues discussed?
Waiver bottlenecks discussed?
Occupational/environmental hazards requiring leadership visibility?
Decisions made
Suspenses assigned
Next meeting date

Then one click turns “agenda mode” into “minutes mode.”

That will save huge time and also improve inspection survivability, because inspectors generally want evidence that the meeting occurred, the right people attended, required topics were discussed, and action items were tracked to closure. Air Force publications also repeatedly require records generated by the process to comply with records management rules, which means your system should preserve meeting artifacts in a consistent, retrievable way.

5) Waiver / Flying Status / Case Tracking

This should be a separate but linked workflow.

It should track:
aviator / special duty member • condition • waiver required or not • current status • AIMWTS / PEPP / ASIMS touchpoints • who owns the next action • documents pending • due dates • risk to flying timeline • DNIF / return-to-fly milestones • consults needed • command notification status if appropriate

AFMAN 48-149 specifically identifies the SGP as the installation subject matter expert on standards and physical qualifications and as a signature authority in systems like PEPP and AIMWTS, while also chairing the DAWG.

That means the app should not only run meetings; it should surface the cases that need to be discussed in those meetings.

6) Contact / Role Directory

This should maintain:
committee roster by role • name • title • office symbol • email • phone • backup representative • whether required attendee or optional attendee • distribution list membership

You could also add “required products due from this person for this committee,” such as:
Public Health metrics • Bioenvironmental exposure data • flight medicine waiver status summary • profile/DLC metrics • readiness or deployment-limiting case updates

That turns a roster into a functioning workflow engine.

Best way to build it

Phase 1: Fast MVP
Use tools that are easy to stand up:
Frontend: Microsoft Power Apps or a lightweight web app • Database: SharePoint Lists, Dataverse, Airtable, or PostgreSQL • Automation: Power Automate or Zapier-style workflow • Calendar/email: Outlook / M365 integration • Documents: Word templates + PDF export

For an Air Force environment, a M365 / Power Platform route is often the fastest prototype path if your local environment allows it, because it is easier to deploy inside an enterprise workflow than a custom-coded application.

Phase 1 should do only these:
committee setup • annual schedule generation • roster management • agenda template generation • minutes template generation • reminder emails • action item tracker

Phase 2: Rules Engine + Inspection Mode

Next add:
publication/rules library • branch logic for ANG vs AD vs AFRC • mission-type profiles: fighter, tanker, rescue, mobility, etc. • “show me what inspector expects” mode • evidence folder creation • overdue compliance dashboard • red/yellow/green status board

Phase 3: AI-assisted Template Evolution

Then add “living template” idea.

Users could:
upload their current AMC/DAWG/OEHWG/FOMWG templates • upload local inspection checklists • upload local supplements • answer a questionnaire about their unit • let the system compare those documents against the base model

Then AI can suggest:
added agenda items • missing attendees • weak minute sections • duplicate fields • better inspection evidence structure

Recommended data structure

Core tables
Units • Components • Mission profiles • Committees • Committee rules • Meeting schedules • Meeting instances • Agendas • Minutes • Required attendees • Participants • Products due • Action items • Cases / waivers • Contacts • Publications • Inspection questions • Template versions

Example: Committee Rules table
Fields: Committee name • Governing publication • Citation • Applies to component • Applies to mission type • Chair role • Required attendees • Optional attendees • Frequency allowed • Minimum frequency • Required agenda items • Required minutes items • Required reports/products • Evidence retention requirement • Notes

Example: Meeting Instance table
Fields: Committee • Scheduled date • Actual date • Chair • Status • Agenda sent date • Reminder sent date • Minutes completed date • Uploaded evidence • Inspector-ready yes/no

Example: Case Tracker table
Fields: Member identifier • Unit • Flying status • Condition category • Waiver needed • Current stage • Next suspense • Responsible person • DAWG discussion date • FOMWG discussion date • Return-to-fly target • Notes

How the workflow should feel to the user

The user experience should be simple.

Setup wizard
“Tell me about your unit”
ANG / AFRC / AD • Fighter / rescue / mobility / etc. • Meeting cadence choices • Do you want Outlook reminders? • Who are your core players and their contact info?

Then the dashboard shows:
next 30/60/90 day meetings • missing minutes • overdue action items • waivers/cases at risk • required products not yet submitted • inspection readiness score

Then each meeting page has:
roster • required agenda items • missing products • previous action items • current issues • one-click agenda export • one-click minutes export

Strong design principle: “One source, many outputs”

You want one structured record that can produce all of them.

For example:
Enter attendees once → populate agenda, minutes, and attendance log
Enter action items once → populate tracker and next meeting roll-up
Enter committee rule once → populate reminders, agenda prompts, and inspector checklist

AI features that would actually help

Useful AI:
summarize uploaded local templates • compare local templates to baseline template • suggest missing agenda items • convert prior minutes into action items • draft reminder emails • suggest inspection questions likely to be asked • flag missing required sections before the meeting is closed

Suggested architecture

A practical architecture would be:
Frontend: web dashboard with role-based login
Backend: PostgreSQL or Dataverse
Rules layer: JSON-based regulation/rules engine
Document engine: Word template merge + PDF export
Automation: Outlook calendar + email reminders
AI layer: document ingestion • template comparison • smart drafting • QA checker for minutes completeness
Audit/compliance: version history • locked finalized minutes • exportable inspection packet

Biggest risk areas

There are four.

First, regulatory drift — publications and local supplements change, so the rules engine must be editable by admins. AFI 48-101 is older, and related guidance is distributed across multiple pubs, so the app should always tie each rule to a source and version.

Second, local variation — ANG, AFRC, and AD are not identical, and local committee instructions may reshape exactly how records and reporting are handled.

Third, over-automation — you do not want a system so rigid that it becomes harder than using Word and Outlook.

Fourth, privacy and permissions — anything touching individual medical case tracking needs careful access control and probably should separate operational workflow from protected clinical detail.

Why This Matters

It is hard to track all these things without a template or guide.

It’s about:
Reducing administrative burden • Improving consistency and compliance • Enhancing communication across teams • Increasing efficiency • Protecting readiness • Giving SGPs more time to focus on clinical and operational impact

Current Status

I’m trying to build a rough prototype demonstrating:
Scheduling logic • Agenda/minutes templates • Action tracking • Case tracking • Inspection-style dashboard

This is just the beginning—but it shows what’s possible.

Call for Collaboration

This project will only be successful if it’s built with real-world input from people doing the job.

If this resonates with you—or if you have ideas, templates, pain points, or suggestions—
I’d love to hear from you.

📧 Contact: inventmd2@gmail.com