Best Practices: Software Solutions Can Help Transit Agencies Optimize Service Planning and Shift Scheduling

Time is arguably our most valuable commodity, as we cannot create more of it. But can we use digital tools to use our time more efficiently? Now that transit agencies are required to submit General Transit Feed Specification feeds to the National Transit Database (NTD), they are sitting on a proverbial gold mine of data that can be used to optimize workflows from service planning to ensuring operators are paid. 

Below are some of the ways to get the most out of all that precious data, faster.  

1. Map-based planning software allows service planners to access a variety of data inputs while creating new routes or considering changes to an existing bus route alignment or frequency. For example, census data, ridership data or bus stop locations can be overlaid on a map, allowing the planner to see the information they need in a single workspace. Another use of this software is to conduct Title VI analyses, so an agency is aware of and can proactively address any potential equity issues early in the planning process. Planning software can also be used as a bus stop catalog, creating a single source of truth for an agency with regards to where its stops are and what amenities are available at each stop (i.e. shelter, trashcan, etc.). 
   
   
2. Agencies that do their vehicle blocking and runcuts by hand are often only able to create a single scenario before the next pick must be posted. Digital tools such as scheduling optimization software allow agency staff to create multiple scenarios in the same period of time. This also creates opportunities to work with operators to test their suggestions for how to improve the runcut or demonstrate why a certain idea may be impractical.  Given the challenges that the industry currently faces with regards to operator retention, especially among newer operators who are more likely to work split shifts, weekends or inconsistent hours from day to day, the opportunity for schedulers to have the time needed to create the best runcut possible should be welcomed by everyone who has a stake in the final runcut.  
   
   
3. Multitasking is a common occurrence for many dispatchers, who often need to check in operators as they report to work, assign buses to operators, assign work from the relief board and solve unexpected situations as they arise. Many of these tasks are often done with paper forms rather than electronically. Digitizing these processes can maximize efficiency while ensuring that important tasks are still carried out. For example, software packages can alert a dispatcher that an operator who is supposed to pull out in five minutes has not arrived yet and can indicate which relief board operator should receive the substitute assignment based both on seniority and working rules. For instance, a dispatcher could not assign the work to an operator who has not been off duty for the minimum amount of time required by the union contract. If the software includes a driver-facing smartphone app, operators can put in vacation requests or even pick their work assignments from anywhere without the agency needing to keep track of and process paper forms. Finally, all this information can be transmitted directly to a payroll company, ensuring that everyone is paid accurately for their work.  

The work that an agency must do to digitize its assets can often be significant, especially if data needs to be cleaned and reviewed to verify accuracy, comply with a software company’s requirements and comply with the NTD submission requirements. It undoubtedly requires an investment in time by agency staff to reach the point where the benefits are truly realized. However, this initial investment can yield significant benefits to agency staff, frontline employees and passengers in the future. We may not be able to create more time, but our industry has many tools at its disposal to improve our workflows and use the time we do have to its fullest.