Exception Summary Report

Support Document for Exception Summary Report

Report Name:

Exception Summary Report

Overview:

The Exception Summary Report provides a comprehensive overview of all exceptions recorded during bus trips within a specified period. It aggregates the types and frequencies of exceptions, offering insights into recurring issues and helping schools implement corrective measures. This report is crucial for maintaining safety standards and operational efficiency.

Report Type:

Exception Summary

Key Information Provided:

• Date range of the report
• Organisation
• Types of exceptions
• Bus involved
• Event group (AM/PM)
• Number of occurrences

How to Generate the Report/Filters:

Steps:

1. Access your school's RollCall Admin Console.
2. Select "Reports" from the navigation bar.
3. Select "Exception Summary Report" from the dropdown or the report icons.
4. Apply relevant filters such as date range and organisation.
5. Click "Run Report."
6. Use the on-screen report tool or export the report to PDF or Excel.

Filter Information:

• From Date/To Date: Specify the date range for which you need the report. This helps in narrowing down the data to a specific period.
• Organisation: Select the organisation or school to which the report pertains. Ensures the data is relevant to your institution.

Understanding the Report:

Columns:

• Exception: The type of exception that occurred. Example: No Card, Bad Behaviour.
• Bus: The bus number involved in the exceptions. Example: Bus 3.
• Event Group: Indicates whether the exceptions occurred in the AM or PM. Example: AM.
• #Number: The number of times the exception occurred. Example: 5.

Key Metrics:

• Exception Frequency: Tracks how often each type of exception occurs. Useful for identifying recurring issues and their severity.
• Bus Impact: Evaluates which buses have the highest number of exceptions. Helps in targeted maintenance or intervention.
• Event Group Analysis: Determines whether certain times of day (AM or PM) are more prone to exceptions. Useful for scheduling and planning.

Common Use Cases:

• Safety Compliance: Ensuring that all exceptions are recorded and addressed to maintain safety standards.
• Operational Efficiency: Identifying patterns in exceptions to streamline operations and reduce disruptions.
• Policy Enforcement: Monitoring adherence to school policies, such as carrying valid bus cards and maintaining appropriate behaviour.

Tips for Interpretation:

• Identify Trends: Look for trends in the types and frequencies of exceptions to pinpoint underlying issues.
• Focus on High-Frequency Exceptions: Prioritise addressing the most common exceptions to improve overall bus operation quality.
• Time of Day Analysis: Use the event group data to understand if certain times of day are more problematic and adjust supervision or schedules accordingly.

Related Reports:

• Exception Details Report: Provides detailed information on individual exceptions, including student and driver details.
• Bus Utilisation Report: Offers insights into bus usage and occupancy, helping to correlate exceptions with bus capacity.
• Driver Report: Details the activities and performance of bus drivers, useful for understanding driver-related exceptions.

Troubleshooting:

• Missing Data: Ensure that the report is generated for the correct date range and filters are applied properly.
• Incorrect Filters: Double-check the filters to ensure they align with your reporting needs.
• Data Discrepancies: Verify data entries in the RollCall system for accuracy if discrepancies are found in the report.

Additional Resources:

(To be filled in by the support team)

This support document should help you understand and effectively utilise the Exception Summary Report in your RollCall system. If you encounter any issues or have further questions, please contact our support team.