Planner SOP 003: Farebox & APC Exceptions & Adjustments

Purpose 

This procedure provides information for Planners for how to use the Exceptions and System Adjustments functions. During the exceptions process, ridership and APC data is held in a “holding tank”, until the data can be validated for accuracy.

IMPORTANT: Any exception records that are not reviewed and updated for accuracy, before moving the records to the reporting database, will populate in your ridership reports as undefined data. When exceptions processing has been completed, all farebox and APC data will then be available for system-wide reporting. The system adjustments process must also be completed to account for unscheduled additions or reductions in revenue miles and hours for a service date. This procedure is required to ensure the accuracy of NTD reporting. System adjustments feed into your needed metrics for NTD reporting.

Operational Impact and Metrics

Operational Impact: Processing exceptions and system adjustments are very important to maintaining quality reporting data.

Exceptions processing allows the user to correct and realign any schedule related problems with the data before it is available to the rest of the agency for reporting purposes. If the user does not correct the flagged issues it will result in an ‘undefined’ category showing up in the reporting data.

After the data is released from the exceptions processing the user then must process their NTD
adjustments and review/ save completed trip samples. Failing to do so will result in inaccurate NTD reporting data. The exceptions and adjustments process should take on average 15-20 minutes to perform.

Metrics: In the ‘Exceptions’ tab of myAvail, click the ‘Probe Date’ drop down menu to see the number
of dates that are awaiting processing.

Definitions

ITS  Intelligent Transportation Systems 
CAD/AVL  Computer-Aided Dispatch and Automatic Vehicle Location 
APC  Automatic Passenger Counter 

Frequency

Exceptions and adjustments should be processed each day.

IMPORTANT: Exceptions absolutely must be adjusted before a major schedule publish occurs.

If all exceptions are not processed for all dates prior to a schedule change, the system will be comparing data from the previous schedule to the new schedule and the two will not match. This will cause the system to flag ‘exceptions’ that may not really be problems because you are comparing data collected from schedule A to your new schedule B. This can cause some records to be defined on the reporting end as ‘undefined’ when it comes to Route, Block and Trip. Please ensure your agency has all exception dates completed prior to a schedule a publish.

Roles and Responsibilities

Implementation of this procedure is the responsibility of transit agency staff that are involved with
transit scheduling and data reporting.

Procedure

This procedure describes the high-level steps involved in identifying APC exceptions and entering/ accounting for system adjustments. 

Exceptions Processing

1. Login to myAvail or ETMS, navigate to "Exceptions Processing"   

2. Select the 'Probe Date' - all tests are automatically run for the probe date 

3. Select the test to review, then correct (anything with a red number requires correction). Make corrections where required:

    • Correct Vehicle Id 
    • Correct Operator Id 
    • Correct Route/Run/Trip 
    • Correct Fareset Id 
    • Correct Run Id 
    • Correct Route Fareset 
    • Correct Fare Type

4. Correct all data as needed, then 'Save' (Refer to the system generated Suggestions, Record Context and Record Information tabs for reference)

5. All areas may need to have new Ids added to the system outside of this screen

6. Select “Move to Reporting Database”. This will be grayed out until all exceptions are processed 

7. Data becomes available for review in reports

System Adjustments

  1. Access DataPoint (Operations product suite in ETMS)  
  2. Click 'System Adjustments' in menu bar on left side under Admin; brings up System Adjustments calendar 
  3. Select the day you plan to process (days that have already been processed will display in green on the calendar, if the 'daily processing is complete' button is being used) 
  4. Determine if day was not typical (Atypical day= all service cancelled- agency closed)
  5. Use toggle to identify as a typical day to change (if atypical selected, then this date’s data will not be included in reporting of averages, but data will still be part of totals) 
    • Were there extra service and hours/miles? 
    • Was there a service cancellation?  
  6. Document additions and/or subtractions to scheduled service for that day 
    • Additions – Tripper for event, special service, major detour that increased drive time, select route - Enter as whole numbers (4.6 miles)
    • Subtractions – breakdowns or cancellations (missed service has to be noted as a negative number) - Enter using negative values (-4.6 miles)
  7. Look up route data and number of vehicles to determine miles and hours to add or subtract 

Review and Save Trip Samples

  1. Click "Review Trip Samples" from task menu below calendar
  2. Review auto-populated trip samples (software algorithm accepts your most robust/ completed trips)
  3. Click "Save" to save the auto-generated trip samples 
  4. Click on “Back” button to go back to main calendar
  5. View the values for any entered adjustments and trip samples that you saved.
    • These will display in the task menu:

Supporting Documents  

Related SOPs 

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