Planner SOP 001: Schedule Data Management and Implementation

Purpose 

This procedure provides information for agency planning staff to ensure that the digital schedule is successfully deployed and downloaded to vehicles for use. This process also describes steps that should be taken for updating and deploying schedule data changes. Service changes are typically the result of new bids, route and stop changes, trigger box updates, announcement updates, route trace updates, and GTFS feed updates.   

Operational Impact and Metrics  

Operational Impact: Schedule and service changes that are not correctly deployed to the ITS system will impact data collection expectations and adversely affecting reportable data for NTD and more. 

Some examples- incorrectly set schedules can impact an operator’s ability to log into the MDT, have a negative affect on real-time updates from vehicles, thus also impacting on time performance metrics, data collection and reporting. Other examples may include improper function of some system components, such as ADA compliant automated stop announcements on the transit vehicle.   

Definitions  

Frequency

This procedure should be followed every time a schedule is updated and deployed, and after leveraging Business Intelligence reports to identify any schedule data issues that require corrections. Review Business intelligence reports for Schedule Health, On Time Performance metrics, and maintenance trend reports. New files should be deployed at least two weeks in advance of the schedule go-live date to ensure proper distribution and download to all revenue vehicles. When vehicle connect to the WiFi the download begins. Ensure all vehicles cycle past the access point, which is the WiFi connection area

Positions and Responsibilities  

Planners and Schedulers: Implementation of this procedure is the responsibility of transit agency staff that manage the transit schedule data, which includes importing and deploying schedule data or use on the road, and updating schedules as needed for corrections.

Procedure

Import Schedule Data  

This procedure describes the high-level steps involved in importing the digital schedule from a 3rd party scheduling package vendor into ETMS; completing built- in validations to confirm the imported data is accurate; managing related attributes, building run files; then deploying the schedule for use on the road.  

IMPORT TOOL

1. Export schedule as an XML or CSV file and move files to the Schedule Set folder
2. Navigate to Build & Deploy > Import tab or ETMS > Planning & Scheduling > open Import card
3. Launch the Schedule Data Import tool 
4. Browse for the files on the computer (usually stored in the Cdrive) e.g. Schedule Set folder 
   1. Open folder/ locate files/ extract files/ copy/ import
      • Imported data is automatically compared to what is currently in the system and any differences are highlighted for existing customers using the system
      • First time imports will not compare data sets
   2. Select Import to begin the import process which includes the initial validation test screen
   3. As the import validations run, verify there are no hard stops/ import process is halted in this case: 
      1. Red color indicator is used to notify you that there are significant issues with the imported schedule data and you cannot proceed 
         • IMPORTANT: You cannot proceed when the red color indicator displays without first correcting the data issues in the scheduling package, then re-import the data, run through the import validations again, to confirm the issues. have been resolved 
      2. Orange color indicates soft stops - Avail recommends addressing these issues too
      3. Green color indicator means the data passed all import validation checks

Validate Schedule

1. Validate schedule – most issues should have been resolved if the procedure described above was followed
2. Click validate schedule.  
3. Address any validation errors that display  
4. Review recommended action 
5. Resolve issues
6. Revalidate until no issues remain
7. Confirm the name of schedule (was generated from import schedule) or change if desired 

Note - Common schedule issues at this point in the process typically include: Trigger boxes, KML files, route paths, etc.

Geographic Tools Card

Manage related schedule data attributes after a successful import completes

Navigate to Geographic Tools card in ETMS (Planning and Scheduling Product Suite) 

Trigger Boxes

1. Update trigger boxes - every stop in the schedule is automatically assigned a geographic fence when the data is imported into ETMS. If new stops are added, the trigger boxes require a review for accuracy. Trigger boxes will impact the dwell time, the timing of audible announcements, and other automated functions, as well as impacting reporting for on-time performance. Trigger box updates may include:  
   1. Location -the geofence/ virtual barrier must fully enclose the stop location
   2. Size/shape - always select Save after changing the size or shape/ determines timing
   3. Assigning announcements for entry /departure (choose announcements from the list; or refer to the Add Announcement SOP to create a new announcement.) 
   4. Heading for vehicle entry point- used in rare cases where the vehicle will re-enter the trigger box but do something differently (only use heading assignment for stops that are serviced more than once on a trip where the vehicle does something differently on additional pass throughs at that stop location) 
   5. Head sign changes (if applicable/ these are assigned/ designated in the digital scheduling package) 
   6. Repeat for each trigger box that needs to be change – remember to save size/shape changes (other changes save automatically) 
      • All Geographic Tool updates require a schedule data deployment to be scheduled, which is detailed below. 

Update Route Traces 

1. Use the Route Trace tool to spot check all traces imported into Avail. Issues to Address when spot checking: narrow roads, low underpasses, etc., to ensure vehicles can safely traverse the scheduled roads derived from the scheduling package
   1. Update any paths where necessary to account for road conditions
   2. Significant issues must be resolved in the scheduling package
2. When traces are well-defined, press “generate route trace” to save the new shape file for the route
3. Repeat for each route that needs to be updated 

Build Process

This includes the software automatically building all the run files which will be downloaded to vehicles for use when vehicle operators log in via the MDT. Operators enter a Driver Id and Run or Block Id and this action pulls the needed run file for the piece of work to perform from the in- vehicle solution ( IVU) for the driver's reference ( next 3 stops and depart times display). 

1. Schedule Data and General Transit Files are selected by default
2. Press Build Output Files to begin validations
3. Monitor Schedule Data and GTFS Status
4. Address any errors that display
5. Typical updates include addressing issues with service levels, block mapping
6. Make sure process completes and no issues are noted 
   • Example: Schedule Data- 220 of 220 blocks built successfully/ 12 of 12 GTFS files successfully completed
7. Click on Build Output files 
8. Status displays below 
9. Resolve errors and warnings if they display 
10. Review status and that there are no build error warnings 
11. Confirm a successful completion/ no remaining errors

Deploy Schedule

To deploy a schedule and related files, after confirming all issues have been addressed and resolved, it is important to select the right deployment type, the right files and vehicles, and use the correct date field to successfully deploy the data. Select the deployment type first and always use the default setting of 'Future'.

Select Schedule Type 

Correction Deployment 

Correction deployments are used for minor fixes in the imported data in ETMS. Examples: announcement adjustments, trigger box shape adjustments, deploying fare screens, pre-trip files, etc. 

1. If this is a minor deployment type, select 'Other' files and Correction and the Effective Date. 
2. Use the Ready for Deployment section and select file types to deploy
3. Select Vehicle button to choose all revenue vehicles to receive the deployment
4. Set the Effective Date
5. Press Deploy
6. Monitor use on the road via feedback and BI planning reports

Major Deployment

Major deployments are used for major updates in the schedule. These updates must be made in the scheduling package first. Examples include adding/ removing stops, routes, etc. Use the Ready for Deployment section next:

1. If this is a major deployment type, select Schedule Data and use the Start Date
2. Use the Ready for Deployment section and select file types to deploy
3. Select Vehicle button to choose all revenue vehicles to receive the deployment
4. Set the Start Date
5. Press Deploy
6. Monitor use on the road via feedback and BI planning reports

You can also view the deployment progress on the Vehicle Files card in ETMS> Planning & Scheduling, to identify scheduled/ successfully downloaded files to fleet vehicles.

Use Cancel deployment to cancel a schedule deployment.

 Monitor Schedule Use for Accuracy

1. Review BI Schedule Health and OTP reports to confirm collected schedule data meets agency expectations
2. Refine schedule as needed as described above ( updating existing schedule- Correction deployment or correction required in the scheduling package that require a re- import and validations process) 

Supporting Documents

Related SOPs

1. Schedule Data Import ( Includes Video) 
2. SP-002-01 Planning – Daily Schedule Analysis
3. SP-003-01 Planning – Farebox and APC Exceptions and Adjustments
4. SP-004-01 Planning – Manage Vehicle & ADA Announcements
5. SP-005-01 Planning – Using the Replay Tool