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2 History of Transportation at Tulane Reorganization Analysis and Road Map Challenges & Improvements Looking Ahead Steps to Getting There.

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Presentation on theme: "2 History of Transportation at Tulane Reorganization Analysis and Road Map Challenges & Improvements Looking Ahead Steps to Getting There."— Presentation transcript:

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2 2 History of Transportation at Tulane Reorganization Analysis and Road Map Challenges & Improvements Looking Ahead Steps to Getting There

3 Different Entities running: Inter and Intra campus shuttles Extracurricular transportation for faculty and students Community Service transportation for faculty and students Student Government Motor Pool Transportation Prior to Centralization 3

4 4 Campus Shuttles Tulane University Police Dept. (TUPD) & Local Motor Coach Company Operated shuttles which provided: Connections for faculty, staff and students to other Tulane campuses Grocery and Entertainment shuttles taking students to the mall, movie theater, and Walmart From main campus to car or residence within a 1 mile radius of Tulane. Initially funded by library due to students studying late night Transportation provided by 10 passenger vans, 14 & 24 pax buses, motor coaches--none of which were handicap accessible

5 5 Research & Learning TIDES-Tulane InterDisciplinary Experience, 2002 Seminar program which offers incoming freshmen opportunity to get to know some of our most distinguished faculty and their fellow students both as scholars and friends while exploring an academic topic with an interdisciplinary approach TIDES topics focus on issues of social and academic relevance Utilized streetcar, cabs, & school bus companies for transportation

6 6 Center for Public Service (CPS), January 2006 Established as part of the universitys Renewal Plan, instituted after Hurricane Katrina. The Center supports a university curriculum and research agenda by uniting academics and action, classroom and communities and is a graduation requirement Meant to provide faculty, staff and students with unprecedented research, learning and community service opportunities that will have a lasting and profound impact on them, the city and the region Transportation provided through the purchase of vans and 14 passenger buses and hiring of 4 drivers Ride reservation system (CPSIS) created internally by Tech Services Management of requests and driver assignments done via pencil and notebook (and lots of cursing :-0 ) Learning & Community Service

7 7 Reorganization & Transition: Leadership Objectives for Centralization Shuttles & Transportation within University Services Enable TUPD, CPS & TIDES to focus on core mission Reassign police officers to focus on enforcement & protection duties Allow CPS to focus on community partner engagement Let TIDES staff concentrate on faculty/student relations Optimize Service Delivery at Tulane University Manage Transportation Contractor Fixed Route Expansion & Efficiency Integration of fixed route and point-to- point driver corps Create single transportation resource for Tulane University Evaluate Integration with New Orleans RTA Identify & Implement Transit Best Practices Introduce transit technology for management and passenger information Standardization of fleet and maintenance procedures Improve driver skills, customer service, operational & safety training Expand marketing & passenger communication Standardize schedule and create impactful routes

8 8 Focus on Operational Efficiency Define Tulane Objectives for Service Goals Residential Needs Inter/Intra Campus Shuttles Parking Route Evaluation and Design Tulane Public Safety Risk Management Tulane Athletics Housing Tulane Students New Orleans Tours Tulane Card Services Executive Interchange Session Center for Public Service (CPS) Student Affairs Loyola University Office of University Architect

9 9 Tulane Service Sites # of Students Tulane Service Sites # of Students Demographics Analysis

10 10 Independently managed transportation division Up to 120 point to point trips per day Completely manual operation No cross training or cross maintenance/operations Significant group trip demand Limited accountability for service level commitments Center for Public Service (CPS) Data Gathered from Original CPS Analysis (Completed March 2010) Actual CPS Rides Provided August 23, August 28, 2011

11 11 Immediate Challenges Personnel Salary, Pay Grades, Job Descriptions, DL Class Work Schedules Personalities HR Classification Challenges Merge 2 Disparate Operations 1 Line Accounted for Majority of Complaints Non Tulane Staff & Equipment Presented Mgmt. Challenges Outsourced Transit Partner Quantity, Type & Size Maintenance Procedures Equipment Bus vs. Cab Transportation Needs Service Learning Establishing Criteria for Users Defining Transit Recipients Realizing had only ridership surface data, not depth Information Management Ridership Scheduling GPS TechnologyInadequate/No Trip Process Flow Website Listserv Text Messaging Communications Additions Deletions Routes

12 12 Immediate Improvements Hired Manager and Transportation Coordinator for new dept. Rewrote job descriptions, required a CDL with P-endorsement (passenger) for all drivers. All drivers 12 month/40 hour employees Personnel Worked with university graphic design team on vehicle wraps New office space, new uniforms Rebranding Vehicles put on preventive maintenance & detailing schedule Equipment Identified need for higher seating capacity and spare ratios Purchase: (2) 28 pax handicap accessible vehicles with bike racks Equipment Equipped all vehicles with GPS Purchased Route Coordinator scheduling software to assist with assigning passengers and trips to vehicles. Created online form to capture service learning group trip requests Technology

13 13 Immediate Improvements Regular meetings with CPS and TIDES staff, drivers to gather feedback, provide updates and problem solve (who do we transport again?) Communication Decided to bring all shuttle transportation in-house and eliminate third party operator Outsourced Improved/Added routes for better efficiency and rider needs Route Structure iPod Touch in each bus to record when pax got on or off at a stop PassIO software & Zoho reporting Group trip request form & driver manifest refined Data Capture Improved/Added routes for better efficiency and rider needs Route Structure

14 14 New Vehicle Wraps

15 15 CPS Individual Trip Request Process Flow Requires Tulane USERID & PASSWORD Logon to cpsis.tulane.edu Person requesting trip enters required information in NEW RIDE REQUEST Scheduler searches request system each morning for new requests Requests manually typed by Scheduler into Route Coordinator confirming request only sent to user New trip request window is closed. Initial vehicle manifest sent to Manager Manager sends changes to Scheduler Trips loaded on vehicles based on driver schedules in Route Coordinator. Changes updated in Route Coordinator by Scheduler Final Vehicle Manifest distributed to drivers FEEDBACK LOOP No Shows or Suspended Riders are sent to Scheduler to update in Route Coordinator as well as CPS FEEDBACK LOOP No Shows or Suspended Riders are sent to Scheduler to update in Route Coordinator as well as CPS

16 16 Group Trip Request Process Flow Requestor Submits Group Trip Request Web Form Assigned to Vendor and vehicle in Route Coordinator by Scheduler Assigned to Vehicle in Route Coordinator by Scheduler Scheduler Receives and Types Info into Route Coordinator Manager selects vendor and confirms trip details with them. Manager Determines if Trip will be provided IN-HOUSE by TULANE or CONTRACTED Out Outsource In House

17 17 GPS Tracking and Public Viewer- StreetEagle Passenger Counting-IncroMaxx Route Coordinator Scheduling Software REPORTS: Trend Analysis, Service by Department-Zoho Technology

18 18 Budget Original CPS point-to-point budget: $108,000 $92K – 4 drivers $12Kfuel $4K--maintenance Original TUPD fixed route budget: $618,000 $120K5 drivers & OT $498K – cost for third party to operate Green Line shuttle, fuel for other shuttle lines Additional Funds requested after centralization : $180K -- Capital Equipment purchase (one time only) $331K – Mgr. and Coordinator salaries, S&E, addl maintenance & fuel FY11 Consolidated Shuttles & Transportation Budget: $1.237M FY12 Budget$1.057M (took away capital expense $) FY13 Budget--$1.073Msalary, Cost recovery ($100K)

19 & Beyond TAPTCOTransit & Paratransit Company training program First Aid & CPR training through Red Cross Look at utilizing student workers to assist with Service Learning transportation and office duties PERSONNEL &TRAINING Developed 5 Year Replacement Schedule for Assets Shuttles operations will use only Glaval Apollo buses of varying sizes Service Learning will only use Dodge Caravans Working with university administration and budget office to retain excess cost recovery dollars for future capital needs. EQUIPMENT & BUDGET Develop Tulane Transportation Request System (TTRS) with Innovative Learning Center & Solstice Integrate TTRS with Route CoordinatorWeb Service TECHNOLOGY

20 & Beyond Website--route information, Mobile Bus Viewer, Schedules, FAQs, TTRS, Approved Transportation Providers QR codes on schedules and at shuttle stops Advisory/User Group Social MediaTwitter, Facebook, Four Square Ride & talk with passengers gathering feedback and data, Listserv COMMUNICATION Working with University Architect to create and install additional custom shuttle shelters Creating additional revenue stream through interior bus advertising panels and hang straps Signed agreement with MSS Media to sell ad space on shuttles shelters SHUTTLE SHELTERS & ADVERTISING Policy for Chartering Ground Transportation in order to support safe, efficient and cost effective transportation services for the University Community and to reduce potential liability. Master Transportation Agreements with preferred providers, verifying insurance, vehicle maintenance, MVR on drivers, rates. Fuel Card program, University-wide Maintenance program, Fleet Centralization (Motor Pool) POLICY & PROCESS

21 21 Transportation Request System Foundation

22 22 Transportation Request System Foundation

23 23 Fixed Route Ridership Overview July to April year over year comparison31% increase in ridership from FY11 to FY12!

24 24 Allowed all shuttle routes to be operated in-house thus creating synergy with drivers and greater route flexibility and efficiency. Better understanding of who needs transportation. Now transporting Service Learning internships, Community Service Scholars, student organizations, Federal Work Study students, TIDES, paid departmental and university sanctioned event trips. Working with Student Affairs to operate special shuttles to city events such as The Voodoo Music Experience, Jazz and Heritage Festival, and French Quarter Festival Cost recovery in excess of $100,000 this fiscal year Working with Risk Management to establish policy for chartering ground transportation, signed agreements with approved third party transportation providers, permanent spot on universitys Risk Management Standing Committee. Reporting system set up (TTRS) to see how many students are being transported for what trip types and iPod touch set up for fixed route passenger counting Standardizing fleet

25 2009 Roadmap (Fall 09) GPS Tracker Deployed (Mar 10) Transition to 100% Self-Op (May 11) Office of Shuttles & Transportation created (Jun 10) TUPD transition (Jul 10) Route Coordinator Implemented (Aug 10) Route Coordinator Implemented (Aug 10) Manager & Coordinator hired (Aug 10) Absorbed CPS Transportation (Aug10) TTRS Development (Jun 11+) Milestones $100K Cost Recovery (Jun 12) $100K Cost Recovery (Jun 12) 31% in Fixed Route Ridership (Apr 12)

26 26 May 8, 2012


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