As each driver leaves the lot, they’ll call in their beginning mileage to us on the radio and we’ll Log the Route in Service. Notice that the routes that are “dead heading” to their first pickup are shaded yellow, the ones in revenue service are shaded white and the one not yet in service is grey.
Change Status buttons exist only on the current days schedule. Selecting the S ““ Revenue Service, N ““ Non Revenue Service or E ““ End Service buttons displays a form to log the odometer readings and time for beginning and ending service, breaks, etc. It also provides a convenient alarm to notify you when it is time for a driver’s break and when the break should be over. Because time/odometer data is used in reports and in billing, it’s important to enter the updated time and odometer reading. The colors on the route columns on the Dispatch Board correspond to the latest record in the Vehicle/Odometer Log. White indicates that the route is in service, yellow means the route is in non-revenue service, and grey indicates that the route/vehicle/driver has Ended Service.
At the start of the day, each route should already be in End Service (Gray) status from the previous day. In this status, only S ““ Revenue Service and N ““ Non Revenue Service are available as choices.
The drive to pick up the first passenger would typically be considered Non-Revenue as would be the case anytime a passenger is not on board the vehicle although some agencies choose to keep records differently. The driver would radio in to report the departure. We select N ““ Non Revenue. The time is automatically entered so all we have to add is the mileage which in this case should be the same as the ending mileage from the previous day. Rather than entering the entire odometer number, we can enter the last few digits and press the space bar on the computer keyboard.
Then click OK. The route is now yellow.
The driver radios in to report picking up the first passenger. We click the S ““ Revenue Service button. The time is automatically entered again. We enter the last few digits of the odometer, press the space bar and click the OK button.
When the driver goes to break or lunch you would select N ““ Non Revenue and record the odometer. You can also add an alarm to inform you when the break or lunch is over. When the driver arrives back at the end of the day, we select E ““ End Service and record the final odometer number. The route changes to gray to reflect End service. Easy Rides also watches the scheduled times for the routes and indicates with red boarders and hashed status color any routes that are scheduled for a different status but haven’t had an odometer status entry yet.
This is the alternate method to Logging Odometer and Time. Right clicking on the Route Bar displays a popup menu. Clicking on Log Odometer/Time in that menu displays the form shown below.
This screen will allow you to add mileage and time entries as your driver begins his day, goes to lunch, ends his day, or as the vehicle is operating in non-revenue service. The grayed out text corresponds to the route on the dispatch board where you placed your cursor when right clicking. The Wiley Route is used in this example. When the form comes up, it shows the route, vehicle assigned (15 02 Ford Aero Tech), the driver (Brian Freezer) and the current date (12/31/08). These fields will remain gray (unless you need to edit an entry which is discussed below).
Choose the type of entry (Revenue, Non-Revenue, End Service) from the drop down. The system will default to the next logical entry. For example, the screen shows the last entry was an End Service entry on 12/30/08. The next entry should be a non-revenue entry (to begin the driver’s day) so the system defaults to Non-Revenue. If this is not the entry you wish to use, simply click the drop-down box to choose another.
Next, you will enter a time. The system defaults to the computer’s current time. If this is the time you wish to enter, skip to the odometer field. The system defaults to the last entered mileage. If this is correct, simply select “Insert Row” (this would be true if the last entry was End Service and you know the vehicle had not been driven since that entry date and time). If you need to enter a different mileage (ex. the driver is now going to lunch), the system is set so that you only need to enter the last few numbers of the mileage, then hit the space bar. The system will automatically populate the field with the complete new mileage figure. Ex: The last mileage was 154124. Highlight the box and enter the last few digits, in this case 374. Press the space bar on the computer keyboard. The system updates the odometer field to read 154374.
With the same screen displayed, you can click on the “Edit Mode” button and see that the fields are no longer grayed out. This allows you to correct any entries that may have been entered wrong. In the Edit Mode you can highlight the row you wish to correct. You change the information by using the drop-down boxes or by editing the time or mileage fields. When you have the correct data entered, click “Update Row”. You may also remove duplicate entries by highlighting the row to be removed, then clicking on “Delete Row”.
This feature allows you to reconcile the driver’s farebox with expected fare amounts from the Trip tickets. To work properly all of that route’s tickets need to be accounted for by being marked as delivered, suspended, canceled, etc. Once the delivered tickets are archived the reconcile fare feature is no longer available.
After the route is completed and all of the trip tickets are cleared (delivered, canceled etc.) you may wish to reconcile the farebox of the route. To do this, right click on the desired route then click on “Reconcile Fares”. A print out for the route will be provided showing the cash, tickets and other payment forms accepted by the transportation provider. From the “Reconcile Fare For Delivered Trips” you can change the Driver on the drop down list to get other driver’s fare box reports. Press Print if you want to print the screen.