October, 2008 RideShare Program Updates. Background information The RideShare program is a public transportation service There continues to be an.
Post on 03-Jan-2016
RideShare Program UpdatesOctober, 2008
Background informationThe RideShare program is a public transportation serviceThere continues to be an increased demand for the serviceJust like many buses operate with standing room only RideShare groups must realize that they should operate with full membership, be overbooked and maintain a waiting listRidership continues at about an average 53% capacity per trip this indicates room in many vehicles for more ridersRideShare staff will be reduced Capital Metro is taking steps to become a sustainable transportation agencyThe requirement to report RideShare trip data to the Federal Transportation Administration has not been changed
Program Guide ChangesPolicy or procedure changes are highlighted in the Special Edition of the Program Guide Most changes are self-explanatoryDrivers must read the Special Edition of the Program GuidePrimary drivers: Recommend that all alternate drivers read the guideContact the RideShare office (512.389.7591) for clarification of any policy or procedure
MONTHLY MILEAGE AND RIDERSHIP LOG 2.The data from the LOG must be entered by the primary driver into the RideShare database each week. The database will be made available on the internet and each primary driver will be given a password to access it. A monthly report must then be submitted to the RideShare office as required. The weekly data is due to be entered by close of business on the next work day at the end of the groups work-week. The monthly report must be completed and submitted on or before the fifth day of each month.Failure to follow this process, to maintain password security or to willfully damage or destroy Capital Metro data will result in corrective action being taken.EXAMPLESWork-week: Monday through FridayDue date: Close of business MondayWork-week: Sunday through Tuesday and alternating WednesdaysDue date: Close of business SundayWork-week: Tuesday through SaturdayDue date: Close of business TuesdayRideShare Program Guide (Revision 16 09/20/2008) Page 12
Driver reporting commute-trip information onlineWill ensure more accurate data reportingWill ensure more timely access to informationWill help reduce cost to programComputers and internet access are available at the public library, many public agencies, retail locations (WiFi), clubs and churchesDrivers must continue to maintain the Monthly Mileage & Ridership Log (trip entries kept current and the log stored in the RideShare vehicle)
DRIVER REQUIREMENTSAll drivers are required to complete a driving refresher-training course every two years. These courses will ensure that each driver has current and up to date safe driving skills. The driver is responsible for the cost of the course and must provide certification to the Capital Metro RideShare office that s/he has satisfactorily completed the course.RideShare Program Guide (Revision 16 09/20/2008) Page 6
Low cost defensive driving courses readily available
More detailsEnsuring RideShare drivers refresh driving skills is very important to Capital Metro Safety is our watchwordRequirement: Successfully complete a Texas State Approved Defensive Driving course to be completed between 01/01/2009 and 03/31/2009Drivers must submit DDC certificates to the RideShare officeAdvantages to this system include: You set the schedule. You can choose the format (online, classroom, etc.). You complete it at your own pace. You can take advantage of courses at work (if available) and throughout the community (clubs, organizations, etc.).Estimated cost is between $25 and $40Computers and internet access are available at the public library, many public agencies, retail locations (WiFi), clubs and churches
MEMBERSHIP AND RIDERSHIP (Enforced 01/01/2009)MEMBERSHIPCapital Metro car/vanpool groups must maintain a minimum number of members each month, according to vehicle size. Minimum membership is: vanpool groups (5 members), carpool groups (4 members). If the number of members drops below the minimum required, the car/vanpool members may be given a grace period to recruit new members. Because the fare payment is due to the primary driver on or before the first day of the month, the driver will know whether or not the minimum requirement is met at the beginning of the month. The group will therefore only be given that month as a grace period* to recruit new members. If a RideShare group only has 2 members (including the primary driver), Capital Metro reserves the right to terminate the group at that time without a grace period.RIDERSHIP (RIDING REQUIREMENTS)The goal of the Capital Metro RideShare program is to reduce the use of single-occupant vehicles during peak travel times. To ensure that this goal is achieved, all members (including the primary driver) must ride to and from work an average of three (3) days per week in the vanpool/carpool. The monthly ridership for a car/vanpool group should equal to three trips per member. If ridership is affected due to a members illness, vacation or work-related travel, the driver should note this on the Mileage/Ridership Log. An exception to ridership requirements may be allowed in these cases. All RideShare staff determinations about ridership allowances are final.To ensure the car/vanpool group meets the minimum ridership requirements, the RideShare office recommends that all members increase the number of rides made in the car/vanpool. If a member does not ride due to vacation, illness or work-related travel, s/he can ride more frequently before or after the time off. A car/vanpool group may wish to not use the vehicle if ridership numbers have been low, this will impact the final ridership numbers for the month.If the minimum ride requirement is not met, a grace period may be offered. The grace period will be offered on a case-by-case basis. RideShare staff determinations are final.RideShare Program Guide (Revision 16 09/20/2008) Page 13, 14
Membership informationPrimary Driver knows by the first day of the month (many times earlier) if the group is below minimum requirement Group is urged to begin recruitment immediatelyGrace period will be for the calendar month ONLYA Member Agreement (for new rider) must be received by last business-day of the month for group to continueGrace period is offered on a case-by-case basisIf a group only has 2 members (including the primary driver), the group will be terminated.
Ridership informationAll members (primary driver included) must ride an AVERAGE of 3-days per weekReporting does NOT change (by number and not member)This policy change allows equity between vanpool and carpool group ridership requirementsThis requirement helps to meet the program goal to reduce single occupant vehicles operating during peak travel times It is a better use of public resources to have more riders per trip (current average number of seats vacant per trip is 47% for FY2008)Reduced ridership due to member illness, vacation or work-related travel may be accepted as reasonable (to account for low ridership) for one-month onlyMembers can ride more often some weeks to account for weeks when the requirement is not met the policy is based upon an AVERAGE number of ridesIf a group is concerned about ridership, they may choose to not operate on days where there are only 1 or 2 people total in the vehicle
ACCIDENT OR INCIDENTA driver (primary or alternate) responsible for any preventable accident will be required to successfully complete a mandatory probation period of one-year. During this time, the driver must comply with all policies and procedures contained in the Program Guide. If the driver has another preventable accident during the probationary period, s/he will lose driving privileges immediately. Capital Metro reserves the right to terminate any RideShare drivers driving privileges as a result of any one (1) vehicle accident, depending on the severity of the accident and the degree of the drivers negligence associated with the accident.If a driver has a second preventable accident any time after successfully completing probation, s/he must successfully complete a driver refresher training course and complete a one-year probation to retain her/his driving privileges. The course may be offered at Capital Metro or be at the drivers own expense. The refresher course requirement will be determined based upon the type of preventable accident and on a case by case basis.RideShare Program Guide (Revision 16 09/20/2008) Page 28
Changes to preventable accident policyPreventable accidents and damage to Capital Metro RideShare vehicles increased the last few yearsPolicy change helps to ensure the driver is reminded of the need to drive more safelyMandatory 1-year probation for any driver who has a preventable accidentIf a driver has a second preventable accident during the probation period, s/he will loose all driving privilegesIf the driver has an accident any time after successfully completing probation (due to a preventable accident), s/he must complete a 1-year probation and a refresher training course
DRIVER STANDARDSCapital Metro holds volunteer RideShare drivers to a higher driving standard than the general public. Even though Primary and Alternate drivers are volunteers, the drivers represent the agency when driving the RideShare vehicle. Car/vanpool drivers must use great caution and care because they are carrying a group of adult workers in a Capital Metro vehicle as part of a public transportation system. Driving under these conditions is very different from driving his/her personal vehicle with family and friends as passengers. The vanpool vehicles are larger than the average car and the dynamics can affect safety. All drivers are instructed to drive more slowly, carefully and courteously when driving the RideShare vehicle even during Non-Commute trips.Another factor drivers must consider is the perception that the general public has of Capital Metro RideShare drivers. Primary or Alternate drivers must drive in a manner that shows others that they are driving friendly and not only obey the laws, but the spirit of the laws and to drive in a way that does not add to traffic congestion as well. For example, a driver may make a legal lane change but the other driver may feel that s/he was cut-off by the car/vanpool driver and that the action was unsafe and/or unlawful. Another scenario is exiting a highway just to re-enter it further down the road to avoid slow-and-go areas. RideShare Program Guide (Revision 16 09/20/2008) Page 26
Addition of driving standardsThis policy addition establishes that drivers represent Capital Metro and are held to driving standards higher than the general public.A driver must drive more safely, slowly and courteously when driving a RideShare vehicle.This requirement will help reduce the number of complaints received about RideShare drivers.EXAMPLE RideShare vans are larger than most sedans and the general public perceives vans as invading their cushion of safety when the van makes a lane change. Drivers should make sure that there is at least two car lengths of space available to move into when changing lanes in front of a car. This is a way to reduce the negative perception of RideShare drivers.
Other changes to noteWe will change the practice of issuing passes a notice will be issued in October regarding this.Passes are non-transferable and corrective action will be taken for misuse.Our goal is for the monthly Pass Sales Receipt to be issued by email attachment in 2009.A processing and late fee policy has been added to the program (page 21 of the Program Guide).1998 vehicles will be replaced around March, 2009. If they arrive sooner they will be issued sooner.Eight additional vans will be added to the program when the 1998 vans are replaced.
Submitting forms to the RideShare officeDownload the forms you need from the internet at: http://www.capmetro.org/view/vanpool_drive_forms NOTE: SOME FORMS ARE 2-SIDED! (Please make sure riders get both pages of the Member Agreement)Questions? Call the Sr. Administrative Specialist at 512-389-7591 or firstname.lastname@example.org DUE DATE:The due date for monthly submission of the Monthly Mileage & Ridership Log, the Pass Sales Receipt and the RideShare fare payment is the fifth (5th) day of each month. Envelopes must be postmarked no later than the second (2nd) day of the month or be placed in the RideShare Drop Box by close of business of the fifth (5th) the month.The driver faxes or sends an electronic copy of the form to the RideShare office.The driver must notify the RideShare office that the fax or email was sent (call 512-389-7591) leaving a telephone message is adequate.The driver keeps a copy of the fax confirmation form/email and the original form for two weeks. If the office staff cannot locate the form, the driver will be notified to resend it.
RideShare Program Calendar10/01/2008: Online testing phase begins (10 primary drivers)11/06/2008: Review test online reports and work with drivers11/15/2008: Make adjustments to online reporting directions12/01/2008: Begin fleet-wide online reporting12/01/2009 02/28/2009 Shake-out phase for online reporting01/01/2009 Membership and Ridership policy enforced01/06/2009: Review online reports and work with drivers01/2009 03/2009: Drivers must complete DDC refresher training
Online reportingWebsite is NOT available at this timeTen primary drivers will test the system Test phase October and November, 2008All drivers will begin reporting online in December, 2008We expect that the first 3 months (December February) will be needed to work out system issuesDirections will be available to all driversThe primary driver will be held responsible for the reporting
Online reportingComputers and internet access are available at the public library, many public agencies, retail locations (WiFi), clubs and churchesRideShare staff will provide support to drivers for this system
A report by any other nameCapital Metro has purchased a driver reporting systemThe driver will access the system on the internet (online)It is the: Monthly Yearly Performance Measure ReportWe shortened it to: M.Y.P.M.R.But its easier to remember: MY PMRThe RideShare office will issue a password to each primary driver
Step 1: Go to: http://mypmr.capmetro.orgYou will see the screen on the left here. STEP 2:Enter your Email Address and Password. Select the Log in button to move forward.
NOTE: This arrowindicates you must click on a button or select a link with the mouse.
Selecting the monthly entry logOn the screen, you will a see a page with several tabs across the top.
Select the Vanpool Management tab.
Reporting your RideShare ridershipOnce you click the Vanpool Management tab, youll see a drop-down menu.
Click: Manage Vanpool Ridership button to begin.
Think of the entry page as your LOG To edit an exiting ridership log choose a van and year for which to edit or view ridership information. You may then choose a month to edit from the list of ridership months that appear. If a month has already been submitted you will only be able to view, not edit the data.This page will always show thevehicle with the smallest unit number.The next step is to get the LOG for your vehicle.
Click on the Select a Vanpool link.
Ask for the LOG for your vehicleStep 1Step 2V093You will see a menu:Choose a vanpoolStep 1: Enter your vehicle number in the field marked Code:~ The Code always begins with a capital V ~ Add a zero to make it 3-digits (if needed) Step 2: Click the Search button to proceed
If youre in a loaner USE THE LOANER VEHICLE NUMBER
Confirm the right vehicleYou must confirm that the right vehicleinformation isshowing. In theexample you see VO93 inboth spots
Click on Selectto continue.
You are now in the page for your vehicleStep 1Step 2Now you must select the Month and and Year for your LOG
STEP 1: Use the drop-down menu to select thereport period Month and Year
STEP 2: Select the Create button to generate theLOG.
A LOG for the Month and Year youselected will be created for your vehicle.
Look at the LOG what do you see?The LOG will show each day of the month. Start and End Time is pre-loaded.Data items related to the LOGDate (on the far left)Day (on the far left)I = Inbound (workbound)O = Outbound (homebound)Riders & DriverStart and End Odom
Data entry Edit each commute tripYou must select a vehicle for each trip you wish to edit.
Click on the Edit link to find your vehicle number.
Next step: Select a vehicle for the commute tripBy clicking on the Edit link, the Select link appears.
You can always select Cancel to move back a step.
Click on Select and you will see a Menu (next slide).
Find Vehicle MenuLook for the Provider ID: boxSTEP 1: Enter the vehicle number(No V or Zero needed here)STEP 2:Click on the Search button A vehicle description will appear to confirm the right vehicle was selected.
Click on Select to continue.
If you were driving a loaner USE THAT VEHICLE NUMBER
Step 1Step 2
Here a vehicle has been assigned for a tripThe Unassigned becomes 93 in this example
Vehicle Assignment for a month93Vehicle Assignment can be made for one trip OR for the entire month.ADVICE:Save oftenSave oftenSave often93939393939393
Daily editing and entry is requiredYou must edit the: Start and End TimeYou must enter the number of riders (including the driver) in the box:Riders And Driver
Reports with no edits to the time, will be scrutinized and drivers will be asked to revise the report.
Sample of a properly completed Inbound trip05:20 AM05:55 AM7The 3 pieces of data are entered on this sheet correctly. Drivers must continue to fill-in the LOG daily. Transfer the information from the LOG to you MY PMR. This can be done daily or weekly.
Click the Done link as you finish each entry.
REMINDER Click the Save button oftenAfter you click the Done button, Save your work.
The Save button is at the bottom of the LOG scroll down to find the Save button.
Weekly edits are requiredEdit: Start Time (time you begin the route)Edit: End Time (time you get to work)Enter: Riders And Driver (head count including the driver)SAVE OFTEN!Repeat each week
LoanersSelect a loaner number the same way you select your Vehicle for Vehicle Assignment. 153
MY PMR does provide warningsCertain fields must be completed or you cannot move to the next step. If you miss a field you may not be able to move on.
Non-Commute TripsYou can enter a Non-Commute Trip for any day on the LOG.Click on the Add Non-Commute link.
REMINDER:When you go to Klingemann for a loaner, the trip there in your regular van and the trip back in the loaner must be recorded as Non-Commute Trips. You must add two Non-Commute trips in this situation.
A Non-Commute Trip has been added in this exampleTwo fields appear:Start and End TimeStart and End Odom
You can use any time. This is different from the Monthly Mileage & Ridership Log. A Start and End Odom (odometer) reading must be entered for all trips EXCEPT the Commute Trip. Click on Done when you are finished.
See the data entered in the example.
Deleting a trip (holidays, etc.)STEP 1:Choose the dateSTEP 2:Click onDelete Inbound/Outbound link
In the example on the right, the Inbound and Outbound trip has been deleted.
Step 1Step 2
Prepare to submit your MY PMR reportMonthly report is DUE on or before the fifth day of each month! This is the same date that the Monthly Mileage & Ridership Log is due.
Click the Vehicle Usage tab
Enter the Start and End Odometer readingA menu will appear with each vehicle you reported in the Trip Entry tab of the monthly LOG.STEP 1:Click on EditSTEP 2:Enter the Start and End Odometer for that vehicle Continue to enter the odometer readings for all the vehicles used that month.
Save the informationClick on the Save link
Repeat the process and Save for each vehicle used in the month.
Submit MY PMRConfirm that you have entered the Start and End Odometer readings for all vehicles.Confirm that you have saved the odometer readings.
Click on the Submit button
A confirmation message will appearYouve finished for the month!
AppreciationThank you for volunteering to be a driverWe understand that with any changer there is an adjustment period it will take us a while as well. Likewise, we look to you for your patience with us.The RideShare staff is here to support all of you.The Capital Metro RideShare program continues to provide many benefits to riders and drivers.The savings a primary driver can realize by participating in the program are indicated by the following information.We realize that some drivers/riders may feel that the program is not beneficial to them. We understand that and remind everyone that participation is voluntary.
Primary driver annual savings (small car)
Primary driver annual savings (medium car)