Date: 201601
Local time of day: 1201-1800
Location: ZZZ.Airport, US
Flight conditions: VMC
Light: Daylight
Aircraft: Large Transport
Operator: Air Carrier
Operating under: Part 121
Flight plan: IFR
Mission: Passenger
Flight phase: Parked; Taxi
ATC / advisory: Ramp ZZZ
Reporter organization: Air Carrier
Reporter function: Dispatcher
Reporter qualification: Dispatch Dispatcher
Human factors: Communication Breakdown; Confusion; Time Pressure; Training / Qualification
Anomaly: Deviation / Discrepancy - Procedural FAR; Deviation / Discrepancy - Procedural Published Material / Policy; Deviation / Discrepancy - Procedural Weight And Balance
Detector: Person Dispatch
When detected: Aircraft In Service At Gate; Taxi
Result: Flight Crew Returned To Gate; General Flight Cancelled / Delayed
Contributing factors: Chart Or Publication; Human Factors; Manuals; Procedure; Weather
Primary problem: Human Factors

Narrative: The flight payload had to be significantly reduced due to tankage - a situation where the aircraft simply cannot physically carry enough fuel to carry full payload under the given flight plan requirements. The flight plan route was selected to avoid forecasted moderate turbulence. The en-route fuel burn was significantly higher than normal due to a very strong jetstream crossing all routes to Hawaii (WSI depicted the jetstream at FL350 at 140 kts). The load planner was made aware of the pre-flight payload reduction by message and acknowledged my message. Shortly after flight plan release; Captain called and requested 1;500 lbs additional fuel. I mentioned to Captain that I had already reduced the payload down significantly. Captain stated that he understood; however he wanted to have 9;000 lbs fuel over destination. I made the changes to the flight plan release; reduced the payload down even further to carry the extra fuel; issued a new flight plan revision and promptly sent the load planner another message regarding the new flight plan revision and that the required fuel has increased. Again; the load planner acknowledged the message and even sent a couple other messages that the Captain was trying to get a jumpseater onboard; which the load planner was going to deny. Prior to the departure time; several 'payload revisions' were received by message; all of them were increases. After a few of the payload revisions were received; and prior to the flight blocking an out time; I sent a message to the load planner at XA:57 stating 'UNABLE THESE PAYLOAD INCREASES; NO EXTRA FUEL TO USE TO COVER THE ADDED BURN - CAPT WANTS 9.0 FOD....' with the payload revision message attached 'FLT PLN [A] PYLD; REV PYLD [FPL B]'. After dealing with another flight maintenance issue; I noticed that the Flight had blocked an out time of XC:02; and saw on Airport Insight that the flight was heading out to [the runway] on taxiway Bravo; just past Golf. After a quick check of FL; I saw that the flight had been issued a closeout for a payload of 38;350 lbs; not the 31;600 lbs the flight plan was calculated with and released. I immediately sent an ACARS message to the flight stating the closeout payload was above our flight plan payload and that even by using the 1;500 lbs Captain add fuel the added burn could not be covered. I watched on Airport [as] the flight turned left off taxiway Bravo via C-1; left onto Taxiway Charlie and stopped prior to Juliet. Note: Had the flight not turned off left onto C-1; I was prepared to call the ATC Tower and order the flight back to the gate. The Captain made contact with me via company radio; where I restated what the payload problem was and why we did not have the fuel to cover the additional payload. The Captain indicated the current fuel onboard and that he would be ok using the Captain Add fuel for the burn. I was able to get the flight plan calculate with 38;100 lbs payload and his lower fuel; however the flight was well below the minimum takeoff fuel. The Captain and myself agreed to return to the gate to refuel and remove payload. While the flight was returning to the gate; Load Planning Supervisor called me; stated he had taken over the flight; asked for a briefing on the weight/fuel situation. I briefed him up quickly; he understood exactly what to do; made the adjustments to remove payload. The flight refueled and re-departed without any further issue. I never heard from the original load planner again.This event occurred because the load planner disregarded my messages about the pre-flight dispatcher flight plan payload reductions; even after he had acknowledged receiving the messages. At no point did I authorize any of the multiple payload increase messages received at my dispatch desk. The load planner knowingly put unauthorized additional payload onboard the aircraft causing an inadequate fuel situation and sent a load closeout to the flight. Procedures must be developed and implemented that define a weight restricted flight and how to handle it better. This weight restricted flight definition and procedures must be include in and aligned within all operation manuals (FM Part 1; Dispatch DPM and Loads). This process must include that a weight restricted flight must not depart the gate until all variables are entered into sabre (passenger closeout; ramp bags; cargo; fuel) and are verified within tolerance and acceptable. The load closeout should be sent to the weight restricted flight AT THE GATE. Load planners must be sent a training notification/reminder that under no circumstances is a payload revision/increase to be accepted without dispatch approval. The practice of allowing a weight restricted flight to depart the gate; after the Captain and Dispatcher have agreed to and signed the flight plan release based on a planned payload; only to have the payload changed transparently to the flight crew or over-ridden by the load planner while taxing out for takeoff at a busy; congested international airport is unacceptable and unsafe.




Synopsis: A Dispatcher reported his Load Planner allowed an aircraft on an oceanic flight to leave the gate over gross even after discussions about removing payload because the Captain requested additional fuel because of winds.