Trip and Exception Details Report

Support Document for Trip and Exception Details Report

Report Name:

Trip and Exception Details Report

Overview:

The Trip and Exception Details Report provides comprehensive information about bus trips and any exceptions that occurred during those trips. This report includes details such as trip date, event group, bus information, student details, scan times and locations, transit time, and exception types. It is essential for monitoring transportation activities, ensuring safety, and identifying areas for improvement in school bus operations.

Report Type:

Transportation and Exception Report

Key Information Provided:

• Date of the trip
• Event group (AM/PM)
• Bus number
• Student's first and last name
• Student card number
• Campus name
• Scan-on time and location
• Scan-off time and location
• Transit time
• Stop status
• Allocated stops (AM/PM)
• Non-allocated stops
• Exception type (e.g., No Card, Drive)

How to Generate the Report/Filters:

Steps:

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

Filter Information:

• Date Range: Specify the date range for which you need the report. For this report, the date range is from 05/07/2024 to 05/07/2024.
• Student: Select "ALL" to include all students or specify individual students.
• Bus: Select "ALL" to include all buses or specify individual buses.
• Exception: Select "ALL WITHOUT NOT TRAVELLED" to include all exceptions except for the "Not Travelled" exception.

Understanding the Report:

Columns:

• Date: The date of the trip. Example: 05/07/2024.
• Event Group: Indicates whether the trip occurred in the AM or PM. Example: AM.
• Bus: The bus number involved in the trip. Example: Bus 1.
• First Name: The first name of the student. Example: John.
• Last Name: The last name of the student. Example: Doe.
• Student Card Number: The unique card number assigned to the student. Example: 123456.
• Campus: The name of the campus the student is associated with. Example: RollCall College.
• Scan On Time: The time when the student scanned on the bus. Example: 08:00 AM.
• Scan On Location: The location where the student scanned on. Example: Main Street Stop.
• Scan Off Time: The time when the student scanned off the bus. Example: 08:30 AM.
• Scan Off Location: The location where the student scanned off. Example: School Entrance.
• Transit Time: The total time taken for the trip. Example: 30 minutes.
• Stop Status: The status of the stop (e.g., Allocated, Non-Allocated). Example: Allocated.
• Allocated Stop AM: The allocated stop for the student in the AM. Example: Main Street Stop.
• Allocated Stop PM: The allocated stop for the student in the PM. Example: School Entrance.
• Non Allocated: Indicates if the stop was not allocated. Example: No.
• No Card: Indicates if the student did not have a card. Example: Yes.
• Drive: Indicates if the trip was driven manually (without automated tracking). Example: No.

Key Metrics:

• Exception Frequency: Tracks how often exceptions occur. Useful for identifying recurring issues and their severity.
• Transit Time: Monitors the duration of trips to ensure they are within expected times.
• Stop Efficiency: Evaluates the effectiveness of allocated and non-allocated stops.

Common Use Cases:

• Safety Monitoring: 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 transportation policies, such as carrying valid bus cards.

Tips for Interpretation:

• Identify High-Frequency Exceptions: Focus on the most common exceptions to prioritize corrective actions.
• Assess Transit Times: Ensure transit times are reasonable and investigate any significant deviations.
• Monitor Stop Usage: Evaluate the efficiency of stops based on student scan-on and scan-off data.

Related Reports:

• Exception Summary Report: Provides a summary view of exceptions across multiple events.
• Bus Utilisation Report: Offers insights into bus usage and occupancy.
• Student Transport Report: Provides detailed information on student transportation patterns.

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 Trip and Exception Details Report in your RollCall system. If you encounter any issues or have further questions, please contact our support team.