student transportation services highway to excellence transportation performance indicators,...

Student Transportation Services

Highway to ExcellenceTransportation Performance Indicators,

Measures and Benchmark Data

Presented by: Greg Akin, Director of Transportation

AgendaAgenda

• Define Efficiency.• Where do we start?

– Expenditures– Revenue

• Establish Performance Indicators.• Things to think about. • Cost savings measures.• Bottom line

2

Define Efficiency

• Webster defines efficiency as:– Acting effectively with a minimum of waste or

effort. – Exhibiting a high ratio of output to input.

3

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 .

4

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

5

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

6

Establish Performance IndicatorsEstablish Performance Indicators

• What do you want to measure?• Operations:

– Fully allocated costs– 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 7

Establish Performance IndicatorsEstablish 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

8

Cost per Student Calculation

Factors That Influence This Measure

• Wage and benefit structure and labor contracts

• Cost of the fleet, including fleet replacement plan, facilities, insurance and maintenance

• Effectiveness of the routing plan • Ability to use each bus for more

than one run• Bell schedule • Maximum riding time allowed

and earliest pickup time allowed • Contracted service costs • Types of transported programs

served

Analysis of the Data $571.50 - $698.50

Fiscal Year Measured

Cost per Student

District Cost per Student

% of Increase Decrease

FY 07 $689.00 $275.00 ---

FY 08 $767.00 $348.00 + 10%

FY 09 $664.00 $256.00 - 13.5%

FY 10 $623.00 $240.00 - 6%

9

Students Receiving Basic Home to School to Home Bus Transportation


• % of students transported by policy and law

• Placement of school attendance boundaries and zones

• Viable public transportation options (Parent option)

• Special programs supported by transportation

Analysis of the Data40% – 50%

FiscalYear

TotalStudents

TotalStudentsEligible

%Eligible

Total Students Riding Bus

% Riding Bus of Total Eligible

% Riding Bus against Total # Student

FY 08 63,418 45,386 72% 24,552 54% 39%

FY 09 61,940 42,685 69% 24,050 56% 39%

FY 10 62,033 42,746 69% 24,321 56% 39%

FY 11 61,316 43,338 71% 25,445 59% 41%

10

Cost per District-Operated Bus

Factors That Influence this Measure

• Local cost of living factors• Bargaining unit condition• Types of programs supported; AYP,

Plus-one, Academies and Cross County transportation

• Geographical Location Serviced• Fuel Costs • Deadhead miles

Analysis of the Data $45 k – $50 K

Fiscal Year

# ofRoute Buses

Total Expenditures(7800 Report)

Cost perDistrictOperated Bus

% ofIncrease orDecrease

FY 07 269 $17,602,922 $65,438.37 --

FY 08 268 $18,838,178 $70,291.71 + 7%

FY 09 235 $16,322,011 $69,752.18 - 1%

FY 10 234 $15,508,754 $66,276.72 - 5%

11

Miles between Accidents


• Definition of accident and injury

as defined by Support Services Policy 505 and statute

• Preventative accident training programs

• Experience of driving force

Analysis of the Data 43 K – 74 K

Fiscal YearMeasured

Miles betweenAccidents

Percentage of Increase or Decrease

FY 07 50,220.75 --

FY 08 44,301.31 - 12%

FY 09 58,428.25 + 25%

FY 10 64,094.58 + 9%

12

Total Miles per Bus


• Routing system

• Types of transportation programs served

• Size of service area

• District-labor agreements

• Location of bus terminals


Fiscal Year Measured Total Miles per Bus

FY 08 19,268.60

FY 09 19,393.21

FY 10 19,173.59

FY 11 18,849.23

13

Runs per Day


• District-managed transportation • Tiered school bell times • Bell schedule changes • Bus capacities • District guidelines on maximum

ride time • District geography • Minimum/shortened/staff

development day scheduling • Effectiveness of the routing plan • Types and location of

transported programs served

Analysis of the Data4 to 6

Fiscal Year Measured Runs per Day per Bus

FY 08 1377 divided by 268 = 5.13

FY 09 1202 divided by 235 = 5.11

FY 10 1200 divided by 234 = 5.13

FY 11 1266 divided by234 = 5.41

14

Average Bus Occupancy (Number of Students per Bus) (ABO)


• Effectiveness of the routing plan • Ability to use each bus for more

than one run each morning and each afternoon

• Bell schedule • Type of programs served • Strategic procurement of buses

leveraging seating capacity • District guidelines on maximum

ride time • Parent transportation options

Analysis of the Data .90% - 1.00%

Fiscal Year Measured Average Bus Occupancy

FY 08 .91%

FY 09 103.22%

FY 10 103.79%

FY 11 103.56%

15

Students with IEP Transported on Dedicated Buses


• District-managed

transportation • Availability of alternative

modes of transportation

• Partnerships with public transportation agencies

• District’s mainstreaming and Least Restrictive Environment policies

Analysis of the Data 75% - 95%

Fiscal Year

Percentage of Dedicated

Buses

Total Number

ESE Students (G & Y)

Gifted Student

s

Number of

Students

Dedicated Runs

FY 08 1377/3.5/96.5%

5,881 381 392 48

FY 09 1202/2.9/97.1%

2,097 399 216 36

FY 10 1200/2.4/97.6%

1,551 528 129 29

FY 11 1266/ 970 1,140 113 28

16

Transportation Expenditures as Percent of General Fund


• Types of transported programs

supported • District-run operation • Percent of students transported

by policy and law • Percent transported by bus

versus public transportation • Public transportation as a viable

option • Labor costs in the district area • Efficient administration of

program

Analysis of the Data 4% - 5%

Fiscal Year Measured Percentage of General Fund

FY 07 3.6%

FY 08 3.83%

FY 09 3.29%

FY 10 3.75%

17

Miles between Preventable Accidents


• Definition of accident and injury

as defined by the survey vs. district definition

• Definition of a preventable accident

• Preventative accident training programs

• Experience of driving force



Miles betweenPreventable

Accidents


FY 07 307,232.82 --

FY 08 304,897.29 - 1%

FY 09 506,378.22 + 40%

FY 10 1,121,655 + 65%

18

Cost per Total Mile Operated

Factors That Influence This Measure• Wage and benefit structure• Cost of the fleet, including fleet

replacement plan, facilities, fuel, insurance and maintenance

• Effectiveness of the routing plan• Ability to use each bus for more

than one route or run• Bell schedule• Maximum riding time allowed

and earliest pickup time allowed • Type of programs served will

influence costs

Analysis of the Data$4.50 - $5.50


Cost per Total Mile Traveled


FY 07 $3.37 --

FY 08 $3.63 + 7%

FY 09 $3.88 + 6.5%

FY 10 $3.45 - 10%

19

Route Utilization Efficiency:

Tier Number Rt. Buses

FY 09 – 235

Number Rt. BusesFY 10 – 234

Number Rt. Buses FY 11 - 234

Tier 1 3 (1%) 2 (.8%) 1 (.43%)

Tier 2 68 (29%) 64 (27.35%) 45 (19.23%)

Tier 3 148 (63%) 148 (63.25%) 168 (71.79%)

Tier 4 16 (7%) 20 (8.55%) 20 (8.55%)

Bus Stop Analysis

FY 07 FY 08 FY 09 FY 10 FY 11

Total Number Bus Stops within the District

4, 667 3,895 2,541 2,493 2,451

Number of Bus Stops Not on a Main Roadway

4,261 3,511 2,194 2,152 2,107

Numder of Stops on Main Roadways 45 to 55 mph

313 287 250 244 255

Number of Stops on Main Roadways 55 to 65 mph

93 97 97 97 95

Number of Curbside Bus Stops 1,272 937 707 653 647

Number of Students at Each Stop On Average

14 10 12 13 11

21

Trend Analysis on Accidents

Crash Type FY 07 FY 08 FY 09 FY 10

Backing 16 23 13 6

Moving Forward 42 40 31 32

Left Turn 14 14 9 6

Right Turn 9 14 7 7

Rear Ended(Stopped/Stopping)

13 16 12 15

Parked(Properly/not

Properly)

5 1 3 0

Lane Change 1 1 2 0

3 Point Turn 0 1 0 0

Unknown 4 7 1 4

Total 104 117 78 7022

FTE Comparison Chart

23

School Year

Number Eligible Students

Transported

Number Route Buses

Average Bus

Occupancy

Estimated Funds

Collected

FY 05 26,032 263 92.59% $10,848,964.00

FY 06 26,956 263 97.46% $11,542,672.00

FY 07 27,039 271 94.51% $12,236,380.00

FY 08 25,744 268 90.93% $12,018,236.00

FY 09 24,680 235 106.00% $11,609,952.00

FY 10 24,287 234 103.79% $10,354,044.00

FY 11 25,445 234 103.56% $10,528,061.00

Mutual agreements

• Shared tire and recap bid• Shared battery bid• Assisted in developing

consortium for fuel bid• Negotiated discount for bio-

diesel fuel• Mutual aid agreement with

County of Volusia for fuel

Authorized warranty repair center for several manufacturer’s

• Blue Bird buses• International Engines & buses• Thomas buses• Cummins engines• Carrier A/C• TransAir A/C• Ricon Wheel chair lifts• Truck-lite lighting

24

Performing warranty repairs in-house provides reimbursement for warranty parts and labor reimbursement as high as $75.00 per

hour.

Things to think aboutThings to think about

• Employee turnover rate: Recruitment /Retention• Training costs• Absenteeism rate• Vehicle accidents tracking and trend analysis• Student Behavior Management/referrals• Projected growth or decline in ridership• Collective Bargaining / Union Dialogue• Timely and accurate Billing process

25

Things to think aboutThings 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

26

Cost saving measuresCost 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

27

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 Pressure

29

30

Mission Statement: through partnerships and teamwork we will provide a cooperative, responsive and personal

approach to ensure safe, secure, effective and efficient transportation to support instructional programs and

services for students, families and the community.

student transportation services highway to excellence transportation performance indicators,...

Documents