SmartMove Taxi Dispatching System Base Operator Training (Part 3) May 2017 This presentation concentrates on the fleet management website used for general fleet administration.

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 2

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 3

User settings – general Use this page to create new users and to set the access required. Also use it to set passwords for operators and web users, and to set the PIN for drivers. 4

User settings – access control There is a fine level of control over access. Grouped into standard functions to make it easier to set. E.g. Technician can easily be given the right to order spares but not have the right to access anything else. Note that someone with Manage All Users access can add/remove anyone including the owner/manager. Be careful who is given that right. 5

User settings – linked accounts Web users can be given authority to use an account. 6

Searching for users Search users will list the people allowed access to your fleet’s data. You can’t remove a name – you can only remove access. The name may be needed for historical data. 7

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 8

Vehicle Options This page records various bits of information about the vehicle. The meter options are normally configured when the system is installed or the meter is changed. -1 = use fleet option. Can set autoplotting for the car instead of the entire fleet – may be useful for drivers who struggle with the concept. 9

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 10

} Dispatching Booking attribute Driver attribute Vehicle attribute Driver options Applies only if no other attribute set on booking All Reject OK OK Reject Reject Reject Note: This slide has several steps. If no attributes are set the ALL option in the vehicle will stop jobs being offered. If any attibute is set the processing depends on whether it is considered a driver attribute AND/OR a vehicle attribute. The driver has the option to reject the work. If a booking attribute has a cross, driver attributes are not considered and the job will not be offered if the vehicle has that attribute. This is intended for “not Maxi” type jobs. The driver has no control as there is no attribute in the car to tick. Reject } No effect OK 11

Plotting Plotting Notes: Plotting to a zone can help the driver. It prevents vacant car being sent to same area If a destination is given in the booking then the destination zone is presented in the car to make it easier to plot. This can be set to happen automatically (Auto Plot). The driver can plot somewhere else if required. 12

Dispatching Dispatching Search layers first in the order specified by the fleet. Start with A 13

Dispatching Then try B and C 14

Dispatching Try zone D 15

Dispatching Dispatching Search layers first in the order specified by the fleet. When there are no more layers look for a car that is prepared to travel. In this example car 2 will get the offer as car 1 has indicated that he is not prepared to travel. However for most fleets the job will eventually be offered to car 1 – bookings can be auto-escalated by the system if they have been waiting too long, perhaps by looking for the closest car after 15 minutes. If "no location" is set in the booking then job goes to closest car. Can also apply to WAT and Maxi work automatically as an option. It is possible to limit the number of times an offer is made. Penalties are intended to encourage people to take work. There is no penalty for "no show" if the driver is near the pickup point. 16

Dispatching Finally, when there are no more layers look for a car that is prepared to travel. In this example car 2 will get the offer as car 1 has indicated that he is not prepared to travel. However for most fleets the job will eventually be offered to car 1 – bookings can be auto-escalated by the system if they have been waiting too long, perhaps by looking for the closest car after 15 minutes. If "no location" is set in the booking then job goes to closest car. Can also apply to WAT and Maxi work automatically as an option. It is possible to limit the number of times an offer is made. Penalties are intended to encourage people to take work. There is no penalty for "no show" if the driver is near the pickup point. Note there is normally not much point in having short cover distances as close jobs will normally be covered by the layers. 17

Layer Management Layers can be changed as required. 18

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 19

Internet Bookings – Via Computer or Mobile Phone Internet Bookings allow registered users to make and manage bookings using internet New bookings Change bookings Cancel bookings Check on status ExpressBooker allows registered users to make and manage bookings. The booking form is similar to the form used at the taxi base. The Quick Booking page allows vehicles to be dispatched to a pre-set address with a single click. A user may request that the job be put on account. This is available only if there is an account linked to that user. No intervention required but base operator can monitor Non-registered use for new bookings only.

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 21

Booking Details – Including Hails Booking details report tells you everything that happened to a booking. Should be the first place to look if there is any query about a job. Fare details given if recorded. Map shows route taken; speed details can be obtained if required. Can put latitude and longitude into Google Maps to find location of particular data point.

Booking Search Booking search used when the booking number isn’t know but some details of the booking are available. Can sort columns; print the table; extract the data into Excel; or filter on any column (use Search). This applies to any of the tables. The recycle symbol repeats the search. You can control the columns displayed. 23

Find Vehicle Find vehicle is used when the only information is the location and an approximate time. Normally used for police queries or when investigating complaints. Could be used for lost property. Two addresses may be given. Vehicles will be listed only if they have been to both places. In this example we are looking for a car that travelled along Splatt and Pritchard Streets. 24

Route Map report This shows where a car has travelled over a period of time. Colour used to indicate if car is vacant, booked or engaged. Inset shows how time can be narrowed down to find out when car was in an area. (Refer to previous Find Taxi example) 25

Coverage map report Shows all the locations from which a vehicle has report a position in the period selected. It indicates where you probably don’t have mobile phone covered. Primarily intended to let us prove to potential customers that the coverage in their area is adequate. It is always better than the radio range. 26

Vehicle Events report This report lists every significant event that happens to the car(s) in the period of interest. 27

No show report This report lists jobs where the driver was nowhere near the pickup point when no-show was used. Don’t judge too quickly – sometimes there are good reasons. 28

Resubmit report Lists jobs that were resubmitted As before, don’t judge too quickly – sometimes there are good reasons. 29

Job totals Gives information about the jobs done. Can get totals split in various ways. 30

Response Time Report This report shows the response times for pre-bookings and for ready-to-ride bookings. Red line shows that about 65% of pre-bookings are picked up by the time requested. Dashed lines are for wheelchair work. 31

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 32

Spares and repairs request If equipment is being returned or new equipment is required fill out the form. Replacement is sent as soon as this entry is completed. (next business day) We don’t wait for part to arrive. Some trust required here. People do stash stuff away. Recommend that spares are kept in the base so they can be obtained if required. 33

Spares and repairs history Can get a summary of outstanding requests. 34

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 35

Fleet options Use this to change options for the fleet. List on next page Flyover gives an explanation of what the effect will be. A history of all changes is kept. Click on the clock. Some options can be overridden by user or vehicle settings. 36

Fleet options (1 of 2) Period Move to Action Time before job is moved from cover to action queue Meter Time Threshold Minimum meter on time expected (Real event?) Requires Start/End Shift Get odometer reading at start/end of shift Requires Fare Details Never/always/cancellable. Can also be set for vehicle. Requires Fare Details Non Acct Escalation Time 1 Waiting job made “high priority” Escalation Time 2 “No location check” set Period Hold Plot Time plotting held Penalty Reject Penalty for not accepting Penalty Resubmit Penalty for resubmitting Discuss these options. More on next slide. 37

Fleet options (2 of 2) Fare Calculation Flag Fall/KM Rate/Minimum/Rounding Need to be set for fare calculation + 1 option set by support Autoplot if Destination Available Mapping Requires Login Added security Request Unavailable Timeframe Ask driver period unavailable Display Phone Number After Name/In Driver Info Allows driver to call passenger (through S/M or privately) Disable Out of Car After One Offer Normally Y Driver Set Zone Allow/Period Allow driver to set zone if no GPS Period Scheduled Release Days Look-ahead time for recurring bookings NoShowDistance Distance for No-Show to get penalty Discuss these options Anyone interested in anything in particular? Show on screen. 38

Fleet options – Resubmit/No-show/SMS The resubmit and no-show reasons are set with the fleet parameters. The text of SMS messages can also be set here. Note that it is possible to have the driver’s name and licence number included in the text. 39

Part 2 Vehicle management Part 3 Controlling dispatching Part 1 User management Part 2 Vehicle management Part 3 Controlling dispatching Part 4 Web bookings Part 5 Reports Part 6 Spares and repairs Part 7 Fleet options Part 8 Requirements management 40

Requirements Management Anything with an expiry date can be entered as a “requirement”. Drivers are warned beforehand. Recommend that it be implemented as a WARNING ONLY initially before preventing login. 41

Requirements Management Possible actions Normally have a requirement DISABLED until all the relevant data has been entered. 42

Requirements Management The resubmit and no-show reasons are set with the fleet parameters. The text of SMS messages can also be set here. Note that it is possible to have the driver’s name and licence number included in the text. Any reply will not be seen (and lots of them do reply!). 43

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