Reporting

About Reports

Easy Rides has a variety of reporting options. Many reports are access through the Easy Rides Utility Reports Menu, and some, such as the driver manifests, are accessed through that particular software feature. Easy Rides also has a variety of options that let you create your own custom reports and billing formats. Watch the General Reports Video

Monthly Rides Report

Although the Easy Rides Monthly Report Screen may seem daunting when you first look at it, it provides a comprehensive and straightforward way to obtain management and administrative information about the rides you deliver. This report uses information contained in the Trip Archive table. Watch the Video . When you first open the report you will see the following screen:

General Reports

The screen has four different areas.

This area gives you a summary of your query (the questions you want answered):

Reports

This screen contains the query details:

Query Details

This part of the screen contains the information you want to see (the results of your query):

Query Results

The buttons at the bottom of the screen govern your output choices: Query Output Choices

Defining the Query

To begin displaying information, all you need to do is select the information you want from the drop down boxes and then press the Go button.

For example, the following screen contains summary information about the time period 12/01/2008 to 12/31/2008:

Reports

To see the detailed information, check the “Show Report” box then click the OK button again. This will display all the individual information summarized at the top of the screen.

Choosing the Output Information

To customize the columns displaying the information you want to see, click the Edit Columns button.

Edit Columns

This will display the “Select Parameters for Viewing” window:

To include more information in your results, we highlight desired parameters from the “Hidden” column and press the right arrow key to move it into the “Shown” column. To hide information, we highlight parameters from the “Shown” column and press the left arrow. To move all the parameters right or left, we click the corresponding double arrows. To change the order of the items in the “Shown” column, we click and drag the parameters up or down as desired. When we have customized the information to our satisfaction, we press the “OK” button to confirm the changes. This closes the window. Pressing the “Go” button again displays the new information.

When you have a report you’d like to print, you have several options.

To print the information you have displayed, choose whether you want the report printed in Portrait (vertical) or Landscape (sideways).

To print only the Query and its results, choose “Summary”.

If you want to save your data in another format, choose “Write to File”. This option will give you the choice of saving your report to an Excel file or saving it as text.

Pick-Up Performance

The Pick-Up Performance report shows on-time performance in several different ways. We can see how the system as a whole is performing or sort by individual vehicle, driver or route. Watch the Video. To find this report, Click Reports then PickUp Performance.

Pick up Performance

This report shows a 1.5-hour pick-up window. The industry standard for on-time performance is to include all rides 15 minutes before a scheduled pick-up and 15 minutes after. Those three columns, added together, indicate 3,381 rides were picked up on-time. The chart is printable and can be used to show staff how well the system is doing or where some efficiencies need to be gained.

Rides Analyzer

The Rides Analyzer is our advanced reporting tool. It can perform the same tasks as the Rides(Monthly) report, but it can save multiple queries so we don’t have to manually set the query each time we use it. It can be used for getting common count information such as how many No-Show trips were taken in a given time period. It can also be used to get a data set to further process in Excel and it can be used to track which rides have been billed and paid. To access the Rides Analyzer Click Reports, then Rides Analyzer. Select File then New to create a new report and give it a name.

Analyzer 1

Enter a query in the query field. In this case we want to know all of the No Show trips. A trip’s status is set by a value called TripCode. A TripCode of 4 means a Delivered trip, 5 means No Show.

Analyzer 2

Now that we have created the query, we want to load it for a specific date range.

Analyzer 3

After selecting the start and end date, click the load button and Rides Analyzer will load the data for our new query along with any other queries we have previously created. Once the data has loaded, the number of results for each query will be displayed in the Layouts tab.

Analyzer 4

The Fields tab contains a list of fields are available to use in queries. Checking the box next to a field adds it to the data shown in the main results area.

Double clicking a row in the main results window opens the Trip Ticket corresponding to that record. From there we can edit any of the data for that trip.

At the bottom of the main window there is a tool we can use to mark two fields for all of the records in the current query. Ok to Bill and Ok to Pay can be assigned a date. If you check these boxes it will assign the date selected to the current record. This can be used to mark what tickets have been invoiced and/or paid.

OK To Bill

To save the output of a report, click the Write to File button. This displays a “Save As” dialog box allowing us to specify where to save the file along with the file type. Generally you will want to save the file as Microsoft Excel. This allows you to open the file in Excel and format the data as needed.

Write to file

Mileage/Time

The Mileage/Time report shows Revenue Hours and Mileage, and Non-Revenue Hours and Mileage. You are able to edit the log to correct any discrepancies. Watch the video Click Reports then Mileage/Time:

Mileageeage and time report

The information shown is for the Wiley route from February 1- February 28. The route traveled 1,832 miles and spent 155 hours in Revenue service (this system also tracks non-revenue miles or hours but some systems don’t). Using the drop-down boxes will allow you to choose the information you want to see, and the way it will be displayed.

The dark red line divides the entries by day. The tan colored entries indicate a period of time (between the first and last entries for the day) that exceeds either 8 hours in service, or more than 200 miles traveled for the day. Mileage discrepancies will show the incorrect entry in light red. To edit entries: highlight the row you wish to change. Click on “Edit Odometer/Time”.

Odometer and time In this entry, we can see that the wrong mileage was entered for 2/27/09 for the beginning Non-Revenue entry. Click once in the Odometer box to correct the mileage then click “Update Row”.

To add or delete rows, use the “Delete Row” or “Insert Row” buttons.

This report needs to be carefully reviewed for accuracy. Discrepancies in mileage and time will affect the On Time Performance Report, and we will have incorrect information when reporting Service Hours and Mileage to funding partners.