Omaha Public Schools Student Transportation & Student Assignment Plan (SAP) Board Workshop July 2017

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2 Omaha Public Schools Student Transportation & Student Assignment Plan (SAP) Board Workshop July 2017

3 Board Workshop Student Transportation Updates Communication Systems Training Collaboration Preliminary Routing Student Assignment Plan Updates Communication Future Challenges 3

4 Transportation Communication Updates Parent Communication Student s bus schedule mailed earlier Non-ridership notification Student Transportation Website Enhanced with multiple languages Will include frequently asked questions (FAQ) Link to sap.ops.org Single point of contact number 4

5 Transportation System Updates Phone System/Communication New phone system installation (Phase 1) Call-distribution system will serve as a single point of contact Increased access to shared student information OPS and STA will contract with North End Teleservices (NET) for temporary telephone call-center support 5

6 One Unified Contact Center

7 One Goal, One Voice The Benefits Reporting Call Log utilized for call dispositions Critical call tracking Creating capacity by combining and managing OPS, STA and NET resources Enhanced Parent Experience One Voice Training Centralized Consistent Soft and Technical Skills Student Placement North End Teleservices 14 Reps OPS Student Placement TAC Call Ctr. Families and Parents OPS Student Transportation 5 Reps 1 ESL Rep Student Transportation of America 5 Reps 7

8 OPS Transportation Call Routing

9 Transportation System Updates Student/Bus Tracking Application Student Transportation Division has formed a committee to identify a vendor that can implement a student/bus tracking application. The goals of the committee are as follows: Identified vendors for tracking demonstration (up to 5 vendors) (completed) Scheduled vendor presentation of product to committee (completed) Prepared questions from committee to vendors (completed) Identified schools for demonstration (completed) Vendor presentations (completed) 9

10 Transportation System Updates Student/Bus Tracking Application (Continued) Determine the length of demonstration period (recommendation: minimum 90 days): *Vendor demonstrations will take place simultaneously Establish a communication plan for demonstration schools and family participants Establish a survey and feedback process from participating schools and family participants Evaluate feedback to establish RFP specifications for bus/student tracking system Work with IMS and Purchasing to prepare RFP Distribute RFP to multiple vendors Open Bid/Assess bid results Present to Board for approval Communication roll out plan to schools (vendor should provide PR team to roll-out communication plan on behalf of district 10

11 Transportation System Updates Incident Reporting Log Currently working with IMS to develop an incident reporting log application Ability to disseminate information expeditiously district wide Ability to maintain historical data and key performance indicators (KPI) 11

12 Increased Collaboration Recruitment Plan Increased collaboration with the Department of Human Resources STA to provide a monthly report detailing the number of employees and ongoing recruitment efforts 12

13 Driver Report As of 6/21/17 AM - Only PM -Only Spare Drivers AM/PM Total: 439 Drivers 13

14 3-Step Job Creation Model Manpower Ambassador Planning Department Recruitment Safety Department CDL Training Operations Department Professional School Bus Driver 14

15 Manpower Ambassador Planning Department Select interested drivers to become brand ambassadors Train brand ambassadors to actively recruit in targeted areas 15

16 Safety Department Trainings include: Commercial Drivers License (CDL), Academics and STA information Behind the wheel Trainers Bonus is offered if training completed in a certain time frame 16

17 Operations Department Professional school bus driver Assigned to a local bus base Selecting a route Assist in developing mentor relationships between new professional bus drivers and brand ambassadors 17

18 Driver Retention At STA we know that our professional bus drivers are the foundation of a successful operation. Keeping them engaged in ways listed below: Baseball and route pick days Back to school bus driver orientation Adopt a school/back to school events Open door policy Team work with all stake holders including; staff, students, parents, school, and community. 18

19 Increased Collaboration Contractual Oversight Cross check billing: Silverlining GPS Report Bus Bulletin Report Administrator late bus notifications (after school/activity) 19

20 Increased Collaboration OPS/STA Monthly Meeting and Retreat Continued bi-monthly meetings Summer retreat 20

21 Staff Training Phone Customer Service Training Professional development series offered in collaboration with Staff Development to focus on phone etiquette and customer service 21

22 Staff Training Student Behavior Training A professional development series will be offered to STA drivers by representatives of Visionary Leaders Institute. De-escalation training will be offered to all OPS Student Transportation drivers and aides by representatives of the Department of Special Education. 22

23 Preliminary Routing Baseline notification timeline (May 4 th ) Initial detailed route delivery (June 7 th ) Ongoing detailed route updates (July 11 th ) 23

24 Preliminary Routing Routed according to the guidelines based on the current high school SAP and the new elementary and middle school Partner Zone Plan. Preliminary Route Criteria Used Consolidated Middle/High School Routes in Close Proximity (as necessary) Bryan High/Bryan Middle Benson High/Monroe Middle Ride Time All Students up to 1 hour 20 minutes Seating Capacity Elementary 55 (LY 52) Middle/High 52 (LY 48) Secondary Stop Times Stop times may begin as early as 6:00 a.m. This currently affects 191 students primarily at the High School level. See breakdown below: 6:00-6:10 a.m. (56) 6:11-6:15 a.m. (57) 6:16-6:20 a.m. (78) All routes are subject to change 24

25 Preliminary Routing Fall Preliminary Buses Fall Preliminary Buses (as of 7/7/17) Difference # of Buses # Students 19,075 18, Cost $26,663,606 $20,415,754 -$6,247,852 25

26 Questions?? 26

27 Impacts of the New Plan Increased neighborhood transportation Reduce the walk distance to elementary schools from 1.5 miles to 1.0 miles (Walk distance was reduced in for Middle Schools from 2.0 miles to 1.5 miles) Increased long-term efficiency Reduce the number of busses while increasing ridership on busses A simpler plan and more information available to staff and families SAP.OPS.ORG and plan Handbooks The plan continues choice to any school where there is capacity, however eligibility for transportation is reduced to the Partner Zone for Elementary and Middle Schools. Initially 3,800 students receiving transportation were identified as impacted by the plan in We adopted an aggressive two-year communication plan. 27

28 Communications Communications directly to families December 2015 mailing to all PK-6 th grade homes December 2015 Postcard mailing to families identified as impacted (approximately 3,800 students) January 2016 School choice process March 2016 Post card mailing to families identified as impacted (approximately 3,200 students) Summer 2016 Hired extra staff to contact all impacted families (approximately 2,700 students) 28

29 Communications Communications directly to families December 2016 School contact to impacted families January 2017 Buildings contact all impacted families (approximately 2,500 students) Provide all impacted students school choice applications with information regarding the Plan Automated phone call to all impacted families as reminder of School Choice process February 2017 School choice process Spring 2017 Identified families since School Choice identified as impacted (approximately 800 students) Automated phone call to new families impacted Summer 2017 (current effort) staff contacting August TAC Call Center support 29

30 Thank you.