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A Publication Featuring The Information
Services Technology of Maine State Government
| Volume VII, Issue 3 | March 2004 |
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By Lennie Goff
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Approximately 2,100 students from MSAD 47 (Rome, Oakland, Sidney and Belgrade) ride 34 buses on 48 single routes every school day morning and afternoon. The fleet averages 400,000 miles annually. Our first year using VersaTran routing software, over 22,000 miles were eliminated, and a newly budgeted route was postponed. During our second year, an established route was totally eliminated. District two year savings approximate $80,000! |
How Messalonskee came to use routing software: Seven years ago, new Superintendent Dr. James Morse asked how long it would take to tell him which students rode which bus. Unsatisfied with my response of "weeks" (all drivers had to query all students, and data had to be entered and compiled into report form), Dr. Morse ordered me to find a better way to provide this, and other critical information. Since SAD 47 has experienced considerable growth in recent years, routing software was an obvious solution.
Benefits The VersaTran software has enabled us to look at how effective we were being with our routes. Using VersaTran and E911 road centerline data we examined routes and discovered some were very short while others were lengthy. Changes were made to make the routes more equable, and while a majority of students experienced a slight increase in ride time, the lengthiest trips were reduced. Simultaneously, the efficiency of the district’s routes was examined using the software. For example, by reducing the routes that caused busses to cross paths, miles (and costs) were reduced.
VersaTran, using E911 road centerline data has provided previously unavailable information, which is available to many. In the past, if someone called to ask which bus a new student would take, only I could answer. If I were out, the caller had to wait for my return call. Today, office personnel can look up the address on-line and answer the caller directly.
VersaTran also enables us, in a couple of hours, to efficiently evaluate many different route scenarios, which provides more options when planning bus routes. Projecting load capacities and planning next year’s budget effectively is essential to spending the District’s money wisely. In past years, we would plot bus stops on a huge 4’x 8’ map and look at making adjustments to individual routes. This task would often take up the better part of the summer and many times was put off, or rushed, because of the many tasks that need to be accomplished prior to school starting!
Like all routing software programs VersaTran costs money, and has a substantial learning curve to be used effectively. In many school districts routing software may be considered as a non-essential extra – particularly when administrators are trying to keep current programs intact. MSAD 47 is fortunate to have a Superintendent who is supportive of routing software. Cost savings have more than paid for VersaTran in two years of use.
As for the learning curve, it took us nearly a year to really learn the software; and what a valuable tool it became after we paid the price of learning it. It’s very important to have the hardware capable of running the software and the people capable of managing it. I felt VersaTran was more user friendly than their competitors’ products, and they sent a sales representative directly to my office to present/support the software. I also came to value their technical support when they worked with the Maine Office of Geographic Information Services (MeGIS) to incorporate the E911 maps of our four towns. MeGIS provided excellent digital maps and VersaTran provided an excellent finished product using the maps. This software incorporates the following information.
Student File This contains each student’s information (student ID number, addresses and telephone and emergency contact information). Also included is the student’s bus information, (route and bus number, and ride time). On the lower right of the screen, the actual map can be opened to identify the individual’s stop. The location of each student was determined by "Address Geocoding" their home address using the E911 road centerline database.
District Map Obtained through MeGIS, this map outlines the bus route boundaries of individual schools throughout the district.
Route Directory VersaTran enables us to incorporate all the necessary route parameters, and when we surpass them, the directory automatically red flags the area. This directory also helps us to study the running times and distances of all routes. The software also allows you to double click on any route to receive a detailed, specific map, which displays all the stops and the number of students at each stop. If you select a specific stop, it will give you the students’ names that board the bus there. If you highlight a specific student, the software will return to the student file and provide all that detailed information.
Bus Loads This function enables anyone to click on any particular part of the route and it will give approximate pick up and drop off times. The software also provides a detailed list of students picked up prior to this stop. This feature enables the transportation office to obtain information for new students, or students that need to ride a different bus than their normal destinations.
Driver Directions VersaTrans provides printed driver directions for each route, and also supplies an approximate pick up/drop off time, mileage between each stop, names and additional information specific to students.
Fleet Scheduling Fleet scheduling provides a view of the overall schedule of all the buses at one time, and what buses are in use at certain times during the day. This is a good tool when planning future routes.
School Reports These reports are a valuable tool to administrators and office personnel at each of the schools, and saves many calls to the transportation department with questions regarding students’ transportation information.
End Results The overall saving of using VersaTrans over a period of two years was close to $80,000! This savings is not a guarantee that the program will achieve this goal each year; however I do believe that sometimes you must spend money to save money. This was a prime example of a school district and their administration willing to invest in the latest technology, and it paid off in big savings.
Change for school bus drivers does not come easy, but making them an important part of the process, and keeping them updated on the progress, makes the transition much easier. I believe that the majority of school districts in the future will utilize computerized routing, just as two-way radios are used in school district fleets today.
Questions? Contact M.S.A.D. 47 Transportation Director, Lennie Goff by e-mailing lgoff@msad47.org, or calling (207) 465-2102, or writing 32 Williams Court, Oakland, ME 04963.
