June 2019 - Bus Fleet Management Software improves Operations

By James Mapus, Director of Transportation, Perrysburg Schools

Perrysburg Schools has added software and GPS systems to its busses to help manage all aspects of the bus fleet. For example, if a bus has a mechanical issue or an antifreeze leak, a notification would be sent and we would know to service that bus and send a substitute bus out instead. Recently, a driver called in to say a check engine light was on and we were able to quickly determine remotely that the code was simply saying the bus is due for an oil change, so she was able to finish the route safely. In the past, not knowing immediately what issue was causing the check engine light to go on, we would have immediately taken the bus off of the road and sent out a substitute bus.

Safety is always a top priority in the Transportation Department, and this software has brought many improvements in that area. If a stop sign or any of the 8-way lights are not working on a bus, a notification is sent instantly, which is critical from a safety standpoint. Bus brakes run on an air system; if a bus is losing air pressure, we get an instant notification. There are different levels of alerts and on the administration side; the software indicates at a glance how severe a warning is. We are also better able to see patterns if, for example, a replacement part is failing in multiple busses.

If a bus driver hits the horn or brakes, it is recorded by the computer. We even know to-the-minute how long they wait at a bus stop until moving on to the next stop. It is like a “black box” on an airplane. We know everything each bus is doing, in real-time.

Our dispatcher can see all of the bus locations on a map so we do not need to contact a driver while they are on their route to find out where they are. Previously, a substitute driver who was running late might have to stop to talk to our dispatcher and look at a route sheet to estimate when they may make it to a stop. Now we can answer that type of question without interrupting the driver.

If a bus breaks down, the software can narrow it down to about five things that may be causing the issue based on sensors. For example, if an alternator is not maintaining voltage, the problem could be with the alternator or batteries. It may be working sometimes but not consistently.

For some of our busses that are over 20 years old, not all of these fleet management features work, but even for those vehicles there is an improvement with what we are able to do. Training also continues in the Transportation Department to ensure we are taking full advantage of the features of this software.

If construction is reported or if there is an accident, it notifies us and we can alter the route. Getting the maps set up was a challenge initially. The school district is growing so fast that the county engineers had to help us with the mapping, and then Google actually needed to send a car out to plot areas, especially in Saddlebrook. This not only helped our software work better, but the added benefit was that other things that rely on Google maps are now working better in our area.

We used to publish bus routes in the newspaper; now parents and guardians may log in to our e-link portal to obtain bus stop information one week before school starts. This is more secure, because it is no longer public where all of our bus stops are located.

Another feature that is included with this fleet management software package is access to a smartphone app called My Stop that allows parents and guardians to log in to see in real-time their child’s bus location. The app is designed to be a convenient way for families to monitor the status of their child’s bus with up-to-the-minute location data. There was a soft launch of My Stop this past spring, and so far, families really like it. Through the app, we are able to let parents and guardians know if there is a substitute bus number or if a bus may be running 15 minutes late. The soft launch helped us continue to clean up data issues, especially with the maps, so we are in a good position for a strong start to next school year!