Student Transportation Services
Highway to Excellence
Transportation Performance Indicators,
Measures and Benchmark Data
Presented by:
Greg Akin, Director of Transportation
Agenda
• Define Efficiency.
• Where do we start?
– Expenditures
– Revenue
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Establish Performance Indicators.
Things to think about.
Cost savings measures.
Bottom line
2
Define Efficiency
• Webster defines efficiency as:
– Acting effectively with a minimum of waste or
effort.
– Exhibiting a high ratio of output to input.
3
Where do we start?
• Expenditures: what is the total cost (expenditures) to run
your transportation department?
– Salary including benefits, fuel, tires, parts, utilities, contracted
services, overhead costs, everything.
• Revenue: how much money (revenue) do you generate in a
school year?
– State FTE funds, Warranty claims, used oil, scrap metal, field trips, fuel
sales tax refund, Outside program billings, auction equipment .
4
Where do we start?
• Establish a common set of key performance
indicators in a range of acceptable parameters.
• Benchmark the key performance indicators
• Document effective management practices
• Record the performance data to improve resource
deployment and decision making over time.
• Develop standards of excellence for each of the
indicators
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Where do we start?
• Gather your data:
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Total miles traveled (all buses)
Total gallons of fuel dispensed (all buses)
Total cost for fuel purchased
Total cost of oil, tires and parts
Total buses in fleet
Total route buses in fleet
Number of students transported
Organizational chart – number of bus operators, bus
attendants, mechanics and office staff
6
Establish Performance Indicators
• What do you want to measure?
• Operations:
– Fully allocated costs
– Percentage of district budget spent on transportation
– Cost per student
– Percentage of students riding the school bus
– Cost to operate a school bus
– Cost per mile traveled
– Average Bus Occupancy
– Managers span of control
– Established bus stops
– Cost of HSH
– Cost of Summer School
– Cost to transport Charter Schools
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Establish Performance Indicators
• Fleet:
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Spare Bus Ratio
Average age of buses (Years/Miles)
Average Maintenance and repair cost per vehicle
Technician – vehicle ratio
Annual parts consumption per vehicle
Average parts inventory value
Parts inventory turnover rate
Span of control
Number of breakdowns for the year
Labor Costs
8
Cost per Student Calculation
Analysis of the Data
Factors That Influence This Measure
• Wage and benefit structure and
labor contracts
• Cost of the fleet, including fleet
replacement plan, facilities,
insurance and maintenance
• Effectiveness of the routing plan
• Ability to use each bus for more
than one run
• Bell schedule
• Maximum riding time allowed
and earliest pickup time allowed
• Contracted service costs
• Types of transported programs
served
$571.50 - $698.50
Fiscal Year
Measured
Cost per
Student
District
Cost per
Student
% of
Increase
Decrease
FY 07
$689.00
$275.00
---
FY 08
$767.00
$348.00
+ 10%
FY 09
$664.00
$256.00
- 13.5%
FY 10
$623.00
$240.00
- 6%
9
Students Receiving Basic Home to School to Home Bus
Transportation
Factors That Influence This
Measure
Analysis of the Data
40% – 50%
Fiscal
Year
Total
Students
• % of students transported
by policy and law
• Placement of school
attendance boundaries
FY 08 63,418
and zones
• Viable public
transportation options
FY 09 61,940
(Parent option)
• Special programs
FY 10 62,033
supported by
transportation
FY 11 61,316
Total
Students
Eligible
%
Eligible
Total
Students
Riding
Bus
%
Riding
Bus of
Total
Eligible
% Riding
Bus
against
Total #
Student
45,386 72%
24,552 54%
39%
42,685 69%
24,050 56%
39%
42,746 69%
24,321 56%
39%
43,338 71%
25,445 59%
41%
10
Cost per District-Operated Bus
Factors That Influence this
Measure
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Analysis of the Data
$45 k – $50 K
Fiscal
Year
Local cost of living factors
Bargaining unit condition
Types of programs supported; AYP,
Plus-one, Academies and Cross
FY 07
County transportation
Geographical Location
FY 08
Serviced
Fuel Costs
Deadhead miles
FY 09
# of
Route
Buses
Total
Expenditures
(7800 Report)
Cost per
District
Operated Bus
% of
Increase
or
Decrease
269 $17,602,922 $65,438.37
--
268 $18,838,178 $70,291.71
+ 7%
235 $16,322,011 $69,752.18
- 1%
FY 10 234 $15,508,754 $66,276.72
- 5%
11
Miles between Accidents
Factors That Influence This
Measure
• Definition of accident and injury
as defined by Support Services
Policy 505 and statute
• Preventative accident training
programs
• Experience of driving force
Analysis of the Data
43 K – 74 K
Fiscal Year
Measured
Miles between
Accidents
Percentage of
Increase or
Decrease
FY 07
50,220.75
--
FY 08
44,301.31
- 12%
FY 09
58,428.25
+ 25%
FY 10
64,094.58
+ 9%
12
Total Miles per Bus
Factors That Influence This
Measure
Analysis of the Data
18 K – 22 K
Fiscal Year Measured
Total Miles per Bus
FY 08
19,268.60
FY 09
19,393.21
FY 10
19,173.59
FY 11
18,849.23
• Routing system
• Types of transportation
programs served
• Size of service area
• District-labor agreements
• Location of bus terminals
13
Runs per Day
Factors That Influence This
Measure
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District-managed transportation
Tiered school bell times
Bell schedule changes
Bus capacities
District guidelines on maximum
ride time
District geography
Minimum/shortened/staff
development day scheduling
Effectiveness of the routing plan
Types and location of
transported programs served
Analysis of the Data
4 to 6
Fiscal Year Measured
Runs per Day per Bus
FY 08
1377 divided by
268 = 5.13
FY 09
1202 divided by
235 = 5.11
FY 10
1200 divided by
234 = 5.13
FY 11
1266 divided by
234 = 5.41
14
Average Bus Occupancy (Number of Students per Bus) (ABO)
Factors That Influence This
Measure
• Effectiveness of the routing plan
• Ability to use each bus for more
than one run each morning and
each afternoon
• Bell schedule
• Type of programs served
• Strategic procurement of buses
leveraging seating capacity
• District guidelines on maximum
ride time
• Parent transportation options
Analysis of the Data
.90% - 1.00%
Fiscal Year Measured
Average Bus Occupancy
FY 08
.91%
FY 09
103.22%
FY 10
103.79%
FY 11
103.56%
15
Students with IEP Transported on Dedicated Buses
Factors That Influence
This Measure
Analysis of the Data
75% - 95%
Fiscal
Year
Percentage
of Dedicated
Buses
Total
Number
ESE
Students
(G & Y)
• District-managed
transportation
• Availability of alternative
modes of
FY 08 1377/3.5 5,881
transportation
/96.5%
• Partnerships with public
transportation agencies FY 09 1202/2.9 2,097
• District’s mainstreaming
/97.1%
and Least Restrictive
FY 10 1200/2.4 1,551
Environment policies
/97.6%
FY 11
1266/
970
Gifted
Students
Number
of
Students
Dedicated
Runs
381
392
48
399
216
36
528
129
29
1,140
113
28
16
Transportation Expenditures as Percent of General Fund
Factors That Influence This
Measure
• Types of transported programs
supported
• District-run operation
• Percent of students transported
by policy and law
• Percent transported by bus
versus public transportation
• Public transportation as a viable
option
• Labor costs in the district area
• Efficient administration of
program
Analysis of the Data
4% - 5%
Fiscal Year Measured
Percentage of General
Fund
FY 07
3.6%
FY 08
3.83%
FY 09
3.29%
FY 10
3.75%
17
Miles between Preventable Accidents
Factors That Influence This
Measure
Analysis of the Data
89 K – 106 K
Fiscal Year
Measured
Miles between
Preventable
Accidents
Percentage of
Increase or
Decrease
FY 07
307,232.82
--
FY 08
304,897.29
- 1%
• Preventative accident training
programs
FY 09
506,378.22
+ 40%
• Experience of driving force
FY 10
1,121,655
+ 65%
• Definition of accident and injury
as defined by the survey vs.
district definition
• Definition of a preventable
accident
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Cost per Total Mile Operated
Factors That Influence This Measure
• Wage and benefit structure
• Cost of the fleet, including fleet
replacement plan, facilities, fuel,
insurance and maintenance
• Effectiveness of the routing plan
• Ability to use each bus for more
than one route or run
• Bell schedule
• Maximum riding time allowed
and earliest pickup time allowed
• Type of programs served will
influence costs
Analysis of the Data
$4.50 - $5.50
Fiscal Year
Measured
Cost per Total
Mile Traveled
Percentage of
Increase or
Decrease
FY 07
$3.37
--
FY 08
$3.63
+ 7%
FY 09
$3.88
+ 6.5%
FY 10
$3.45
- 10%
19
Route Utilization Efficiency:
Tier
Number Rt.
Buses
FY 09 – 235
Number Rt. Buses
FY 10 – 234
Number Rt. Buses
FY 11 - 234
Tier 1
3 (1%)
2 (.8%)
1 (.43%)
Tier 2
68 (29%)
64 (27.35%)
45 (19.23%)
Tier 3
148 (63%)
148 (63.25%)
168 (71.79%)
Tier 4
16 (7%)
20 (8.55%)
20 (8.55%)
Bus Stop Analysis
FY 07
FY 08
FY 09
FY 10
FY 11
Total Number Bus Stops within
the District
4, 667
3,895
2,541
2,493
2,451
Number of Bus Stops Not on a
Main Roadway
4,261
3,511
2,194
2,152
2,107
Numder of Stops on Main
Roadways 45 to 55 mph
313
287
250
244
255
Number of Stops on Main
Roadways 55 to 65 mph
93
97
97
97
95
Number of Curbside Bus Stops
1,272
937
707
653
647
Number of Students at Each
Stop On Average
14
10
12
13
11
21
Trend Analysis on Accidents
Crash Type
FY 07
FY 08
FY 09
FY 10
Backing
16
23
13
6
Moving Forward
42
40
31
32
Left Turn
14
14
9
6
Right Turn
9
14
7
7
Rear Ended
(Stopped/Stopping)
13
16
12
15
Parked
(Properly/not
Properly)
5
1
3
0
Lane Change
1
1
2
0
3 Point Turn
0
1
0
0
Unknown
4
7
1
4
Total
104
117
78
70
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FTE Comparison Chart
School
Year
Number Eligible
Students
Transported
Number
Route
Buses
Average
Bus
Occupancy
Estimated
Funds
Collected
FY 05
26,032
263
92.59%
$10,848,964.00
FY 06
26,956
263
97.46%
$11,542,672.00
FY 07
27,039
271
94.51%
$12,236,380.00
FY 08
25,744
268
90.93%
$12,018,236.00
FY 09
24,680
235
106.00%
$11,609,952.00
FY 10
24,287
234
103.79%
$10,354,044.00
FY 11
25,445
234
103.56%
$10,528,061.00
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Mutual agreements
• Shared tire and recap bid
• Shared battery bid
• Assisted in developing
consortium for fuel bid
• Negotiated discount for bio-diesel
fuel
• Mutual aid agreement with
County of Volusia for fuel
Authorized warranty repair center
for several manufacturer’s
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Blue Bird buses
International Engines & buses
Thomas buses
Cummins engines
Carrier A/C
TransAir A/C
Ricon Wheel chair lifts
Truck-lite lighting
Performing warranty repairs in-house provides reimbursement for
warranty parts and labor reimbursement as high as $75.00 per
hour.
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Things to think about
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Employee turnover rate: Recruitment /Retention
Training costs
Absenteeism rate
Vehicle accidents tracking and trend analysis
Student Behavior Management/referrals
Projected growth or decline in ridership
Collective Bargaining / Union Dialogue
Timely and accurate Billing process
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Things to think about
• On-time delivery
• Efficiency and Effectiveness
– Per school – percentage of bus riders
– Breakdown per bus the number of riders
– Number of buses servicing the school
– Cost to run the route
• Annual bus stop review
• Bus utilization / pairings (3-tier system)
• Deadhead miles
• Employee overtime reports
• Bi-annual Compliance review of records
• Vandalism on buses / Break-ins at facilities or buses
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Cost saving measures
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Consolidated bus stops
Depot stops
Bell times
Bus route to attendant ratio
Out of zone transportation
Eliminate alternative bus stops
Remove non-eligible bus riders
Reduced idling policy
Fully utilize buses in a three tier system
No return to school procedure for unsafe behavior
Reduce overtime
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Bottom Line
• Expenditures versus Revenue
• Would you run the department any different if it was
your checkbook?
• Can you do the job any better?
• Continue to monitor the operations and look for
ways to improve the process
• Make decisions based on your data!
• Balancing Act:
– Quality of Service (Customer Focus)
– Political Pressure
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Mission Statement: through partnerships and teamwork we
will provide a cooperative, responsive and personal
approach to ensure safe, secure, effective and efficient
transportation to support instructional programs and
services for students, families and the community.
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