October, 2008

RideShare Program Updates

Background information

The RideShare program is a public transportation service

There continues to be an increased demand for the service

Just 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 list

Ridership continues at about an average 53% capacity per trip – this indicates room in many vehicles for more riders

RideShare staff will be reduced

Capital Metro is taking steps to become a sustainable transportation agency

The requirement to report RideShare trip data to the Federal Transportation Administration has not been changed

Program Guide Changes

Policy or procedure changes are highlighted in the Special Edition of the Program Guide

Most changes are self-explanatory

Drivers must read the Special Edition of the Program Guide

Primary drivers: Recommend that all alternate drivers read the guide

Contact 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 group’s 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 Wednesday’sDue date: Close of business SundayWork-week: Tuesday through SaturdayDue date: Close of business Tuesday

RideShare Program Guide (Revision 16 – 09/20/2008) Page 12

Driver reporting commute-trip information online

Will ensure more accurate data reporting

Will ensure more timely access to information

Will help reduce cost to program

Computers and internet access are available at the public library, many public agencies, retail locations (WiFi), clubs and churches

Drivers must continue to maintain the Monthly Mileage & Ridership Log (trip entries kept current and the log stored in the RideShare vehicle)

DRIVER REQUIREMENTS

All 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 details

Ensuring RideShare drivers refresh driving skills is very important to Capital Metro – Safety is our watchword

Requirement: Successfully complete a Texas State Approved Defensive Driving course – to be completed between 01/01/2009 and 03/31/2009

Drivers must submit DDC certificates to the RideShare office

Advantages 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 $40

Computers 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)

1. MEMBERSHIP

Capital 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.

2. 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 member’s 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 information

Primary 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 immediately

Grace period will be for the calendar month ONLY

A Member Agreement (for new rider) must be received by last business-day of the month for group to continue

Grace period is offered on a case-by-case basis

If a group only has 2 members (including the primary driver), the group will be terminated.

Ridership information

All members (primary driver included) must ride an AVERAGE of 3-days per week

Reporting does NOT change (by number and not member)

This policy change allows equity between vanpool and carpool group ridership requirements

This 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 only

Members 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 rides

If 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 INCIDENT

A 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 driver’s driving privileges as a result of any one (1) vehicle accident, depending on the severity of the accident and the degree of the driver’s 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 driver’s 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 policy

Preventable accidents and damage to Capital Metro RideShare vehicles increased the last few years

Policy change helps to ensure the driver is reminded of the need to drive more safely

Mandatory 1-year probation for any driver who has a preventable accident

If a driver has a second preventable accident during the probation period, s/he will loose all driving privileges

If 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 STANDARDS

Capital 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 standards

This 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 note

We 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 office

Download 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 joyce.simmons@capmetro.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 Calendar

10/01/2008: Online testing phase begins (10 primary drivers)

11/06/2008: Review test online reports and work with drivers

11/15/2008: Make adjustments to online reporting directions

12/01/2008: Begin fleet-wide online reporting

12/01/2009 – 02/28/2009 “Shake-out” phase for online reporting

01/01/2009 – Membership and Ridership policy enforced

01/06/2009: Review online reports and work with drivers

01/2009 – 03/2009: Drivers must complete DDC refresher training

Online reporting

Website is NOT available at this time

Ten primary drivers will test the system

Test phase October and November, 2008

All drivers will begin reporting online in December, 2008

We expect that the first 3 months (December – February) will be needed to work out system issues

Directions will be available to all drivers

The primary driver will be held responsible for the reporting

Online reporting

Computers and internet access are available at the public library, many public agencies, retail locations (WiFi), clubs and churches

RideShare staff will provide support to drivers for this system

A report by any other name…

Capital Metro has purchased a driver reporting system

The driver will access the system on the internet (online)

It is the: Monthly Yearly Performance Measure Report

We shortened it to: M.Y.P.M.R.

But it’s easier to remember: MY PMR

The RideShare office will issue a password to each primary driver

Step 1: Go to: http://mypmr.capmetro.org

You 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 log

On the screen, you will a see a page with several tabs across the top.

Select the Vanpool Management tab.

Reporting your RideShare ridership

Once you click the Vanpool Management tab, you’ll 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 vehicle

Step 1

Step 2

V093You will see a menu:Choose a vanpool

Step 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 you’re in a loaner – USE THE LOANER VEHICLE NUMBER

Confirm the right vehicle

You 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 vehicle

Step 1

Step 2

Now 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 LOG

Date (on the far left)

Day (on the far left)

I = Inbound (workbound)

O = Outbound (homebound)

Riders & Driver

Start and End Odom

Data entry – Edit each commute trip

You 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 trip

By 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 Menu

Look for the Provider ID: box

STEP 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 1

Step 2

Here a vehicle has been assigned for a trip

The Unassigned becomes 93 in this example

Vehicle Assignment for a month

93

Vehicle Assignment can be made for one trip OR for the entire month.

ADVICE:

Save often

Save often

Save often93

93

93

9393

93

93

Daily editing and entry is required

You must edit the:

Start and End Time

You 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 trip

05:20 AM 05:55 AM 7

The 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 often

After 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 required

Edit: 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

Loaners

Select a loaner number the same way you select your Vehicle for Vehicle Assignment.

153

MY PMR does provide warnings

Certain 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 Trips

You 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 example

Two fields appear:

•Start and End Time

•Start 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 date

STEP 2:

Click onDelete Inbound/Outbound link

In the example on the right, the Inbound and Outbound trip has been deleted.

Step 1

Step 2

Prepare to submit your MY PMR report

Monthly 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 reading

A menu will appear with each vehicle you reported in the Trip Entry tab of the monthly LOG.

STEP 1:

Click on Edit

STEP 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 information

Click on the Save link

Repeat the process and Save for each vehicle used in the month.

Submit MY PMR

Confirm 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 appear

You’ve finished for the month!

Appreciation

Thank you for volunteering to be a driver

We 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)

THANK YOU!!!