2. Agenda Define Efficiency. Where do we start? –Expenditures –Revenue Establish Performance Indicators. Cost savings measures. Things to think about. Bottom line

3. Define Efficiency Webster defines efficiency as: – Acting effectively with a minimum of waste or effort. –Exhibiting a high ratio of output to input.

4. Where do we start? Expenditures: what is the total cost (expenditures) to run your transportation department? –Salary including benefits, fuel, tires, parts, utilities, contracted services, overhead costs, everything. Revenue: how much money (revenue) do you generate in a school year? –State FTE funds, Warranty claims, used oil, scrap metal, field trips, fuel sales tax refund, Outside program billings, auction equipment.

5. Where do we start? Establish a common set of key performance indicators in a range of acceptable parameters. Benchmark the key performance indicators Document effective management practices Record the performance data to improve resource deployment and decision making over time. Develop standards of excellence for each of the indicators

6. Where do we start? Gather your data: –Total miles traveled (all buses) –Total gallons of fuel dispensed (all buses) –Total cost for fuel purchased –Total cost of oil, tires and parts –Total buses in fleet –Total route buses in fleet –Number of students transported –Organizational chart – number of bus operators, bus attendants, mechanics and office staff

7. Establish Performance Indicators What do you want to measure? Operations: –Percentage of district budget spent on transportation –Cost per student –Percentage of students riding the school bus –Cost to operate a school bus –Cost per mile traveled –Average Bus Occupancy –Managers span of control –Established bus stops –Cost of HSH –Cost of Summer School –Cost to transport Charter Schools –Fully allocated costs

8. Establish Performance Indicators Fleet: –Spare Bus Ratio –Average age of buses (Years/Miles) –Average Maintenance and repair cost per vehicle –Technician – vehicle ratio –Annual parts consumption per vehicle –Average parts inventory value –Parts inventory turnover rate –Span of control –Number of breakdowns for the year –Labor Costs

9. Cost saving measures Consolidated bus stops Depot stops Bell times Bus route to attendant ratio Out of zone transportation Eliminate alternative bus stops Remove non-eligible bus riders Reduced idling policy Fully utilize buses in a three tier system No return to school procedure for unsafe behavior Reduce overtime

10. Things to think about Employee turnover rate: Recruitment /Retention Training costs Absenteeism rate Vehicle accidents tracking and trend analysis Student Behavior Management/referals Projected growth or decline in ridership Collective Bargaining / Union Dialogue Timely and accurate Billing process

11. Things to think about On-time delivery Efficiency and Effectiveness –Per school – percentage of bus riders –Breakdown per bus the number of riders –Number of buses servicing the school –Cost to run the route Annual bus stop review Bus utilization / pairings (3-tier system) Deadhead miles Employee overtime reports Bi-annual Compliance review of records Vandalism on buses / Break-ins at facilities or buses

12. Bottom Line Expenditures versus Revenue Would you run the department any different if it was your checkbook? Can you do the job any better? Continue to monitor the operations and look for ways to improve the process Make decisions based on your data! Balancing Act: –Quality of Service (Customer Focus) –Political Presure

13. Reports to read Council of the Greater City Schools Transpar reports of school districts Q-link reports

14. Questions?