Detour Card SOP 0026

Purpose

This procedure provides information for your agency staff to ensure that:

1. Operations staff actively use detour management tools to document service disruptions in ETMS to identify impacted geographic areas that will alter scheduled service
2. To inform ridership and vehicle operators of changes to service
3. To easily identify accurate deviations as based on the drawn paths in the detour

Operational Impact and Metrics 

1. Informed ridership can rely on the detour information for specific changes to service offerings to best plan their trips
2. Ridership can see any route adjustments and/ or moved stop locations on myStop tools ( website and myStop® phone apps)
3. Detours entered in ETMS display an accurate accounting of service deviations (adjusted route adherence path) so agency staff can enter related system adjustments, as these feed into NTD metrics for miles and hours reporting required by the agency

Definitions

Frequency

This procedure should be performed:

1. When there are environmental obstructions that will affect scheduled service 

Positions and Responsibilities

Implementation of this procedure is the responsibility of:

1. Staff who monitor service should use ETMS to create detours consistently when disruptions to scheduled service occur
   1. Typically dispatchers, though practice will vary agency to agency
   2. Pro Tips:
      1. Establish a primary POC (point of contact) for each shift who will manage detours
      2. Establish a POC for entering system adjustments to account for service deviations
         1. detours
         2. community events
         3. weather issues
         4. accidents

Procedure

This procedure describes the high-level steps involved:

1. Navigate to ETMS and login
2. Open Operations, then open the Detour card
   1. Or search for the Detour Card using the Search field on the main ETMS home screen
   2. TIP: You can press the heart on the card to keep it as a favorite on your home screen, if preferred
3. Active detours display on the main detour screen
   1. Active detours that are well- defined will include the following definitions: Detour Id, Detour Name, Route, Status, Active and End Dates, Operator, Public, Route Trace and Action buttons ( Edit, Copy, Delete, Public Messages, Vehicle Operator Messages)
   2. Use the Quick Filters to include expired detours, if preferred
4. Press the NEW DETOUR button
5. Geographic area displays on the right 
   1. Your service area
6. Routes menu displays on the left
7. Action buttons display below: Start, Back, Cancel
8. Use the Search menu at the upper right of the screen to search a specific location, stop, intersection or coordinates (latitude/ longitude)
9. Or select a route to display its stops on the map area from the Route menu 

Map Navigation 

1. Important: Use the navigation menu, located on the lower right of the screen, to zoom in, out, pan the map N, S, E, W, to locate a specific area
   1. Can zoom in/ double-click on map to locate area without using navigation tools but software by design may highlight an unintended route depending on where you click
2. Or select a location on the map to let the software highlight any route that includes that area in its schedule
3. Double-click on the map to zoom in if needed
4. Use the Route menu to select directions affected- uncheck the box for a direction if not needed for the detour/ leave default selections if they apply
5. Press START to begin when ready

Define Polygon

Note: Software defaults to auto-draw mode when you create a new detour, meaning the mapping tool will use Google Maps interface data.

1. Use action buttons to either: Continue- to draw the new vehicle path, Back- go back one screen, or Cancel-cancel to begin again on the Detour main screen
2. Continue- directions selected will display ( a confirmation) 
3. Press directly on the map to identify the start of the detour
4. Press directly on the map to identify the end of the detour
5. Map will display the polygon for the impact zone 
6. Menu near top left of screen displays a toggle button which defaults to 'On'- Show Unaffected Routes and Stops- to identify any route relationships. Press toggle to deactivate it, if preferred
   1. Map displays all routes and stops in unique colors to provide a visual for the relationships among route schedules
   2. Stops serviced by multiple routes display in colors reflective of each route that services the stop
      1. 2 colors =2 routes, 3 colors =3 routes, etc.
7. An Undo button displays allowing you to go back one step if needed (left-side menu)
8. Use the Buffer slider to increase or decrease the size of the polygon as needed
   1. Buffer range minimums/ maximums= 30 feet and 600 feet
   2. Adjust accordingly - to include a smaller or larger geographic area
9. Press NEXT action button when ready to continue
10. The software highlights the drive path for the disruption area on the map to allow you to draw what the vehicle will do differently during the disruption (detour)
11. Path to edit is highlighted in blue
12. Drag the blue line to a new road for vehicle use for the selected direction
13. Use the Undo if needed
    1. If the detour path will match for both directions, if both are selected, the software provides a popup message to confirm the paths match 
    2. Saves time in editing
14. Press NEXT to move to the next screen to define the next direction when ready
15. Press EDIT to adjust the drive path for the next direction, if affected
16. Map displays the direction's scheduled drive path in blue ready to edit 
17. Drag the blue line to a new road for vehicle use for a direction
18. Use the Undo if needed
19. Use the navigation menu (zoom in /out, pan left/ right, etc.) if needed to adjust view of path
20. Delta (distance deviation) value displays for system adjustment reference
21. MANUAL button displays for use and is optional 

Manual Button

The MANUAL button toggles between MANUAL and DRAG DETOUR 

Use the Manual button to access tools that allow you to draw the detour temporary drive path manually, with options of using 1) SNAP TO ROADS or 2) FREE DRAW

1. SNAP TO ROADS works using known roads ( interfaced with Google Maps data). Each click on the map will allow the software to find the nearest logical road to use to connect each drive path
   1. You may need to adjust each drive path that is created
      1. Example: "I clicked on the wrong intersection and the drive path is longer than necessary."
   2. Always confirm accuracy

   3. Directions will be generated for SNAP TO ROADS as this feature also relies on Google Maps data

       

2. FREE DRAW works without a reliance on Google's interface with the Detour tool (existing geographic map structure/ existing roads visual
3. Allows you to determine where the vehicle temporary drive path should be 
4. In this case, the turn by turn directions must be reviewed by you for accuracy since we are NOT using existing KML shape files 
5. Advantages for using this mode? You will designate roads for use that are not included in the mapping tool interface
   1. Examples 1. Roads not available on Google maps interface 2. New neighborhoods not yet included on Google Maps, parking lots, busways, etc. 
   2. If using FREE DRAW, this button disables use of roads displayed on Google Maps meaning you can move the drive path freely. As mentioned, you will be required to create your own unique directions, since Google turn-by-turn won't populate (intentional product design based on the free draw feature)
   3. Example: "This detour can use the bus alley lot near the back of the transit center instead of Main Street. It's not on Google Maps yet but we know it's accessible for our use."
      1. DRAG DETOUR- Used to rely on Google Map data interface to redraw/ anchor new drive path to known roads
         1. DRAG DETOUR- Is the default auto- draw feature used for many detours
6. Press SAVE SECTION to save the data and move to turn-by-turn directions

Turn By Turn Directions

1. Review the turn-by-turn directions / edit as needed by clicking into a field 
2. If using MANUAL FREE DRAW mode, you will be required to create turn by turn directions 
3. Enter drive details and review for accuracy:
   1. Press on the number badge on the map for the first turn point 
   2. Use the built- in menu to include preset directional prompts for vehicle maneuvers (turn right, turn left, go straight...)
   3. Then free type direction below 'direction prompt'
   4. Press next number badge on map
   5. Use menu ( left, right, straight, etc.)
   6. Then free type direction below
   7. Repeat process until all turn points include directions
4. Press NEXT when done
5. The next screen displays the turn-by-turns, any affected stops, and any Deltas/ deviations (miles and feet)
   1. Review all of these for accuracy

Move Stops

1. Drag and drop a stop to a new, temporary location along the new drive path on the map 
   1. The action of moving a stop will also populate the Stop Announcement menu for use
      1. Use the menu to assign an announcement, if one is already scheduled for the stop
      2. Can search by Stop Id or Stop Name in the announcements search field
   2. Or leave the stop as skipped
2. Press NEXT when ready
3. Use the next optional screen that displays to enter drive time allowances for the Deltas/ driving deviation 
   1. Enter values in minutes for vehicle operators to provide additional or reduced drive time, based on the new scheduled drive distances
   2. Example: "This stop to stop distance/ path is scheduled to take vehicles 2 minutes, but since there's a detour and drivers will have to go around and down the block instead, let's add an extra 2 minutes to their drive time."
   3. Feeds information for the change on myStop tools 
4. Press NEXT when ready
5. This information will 'feed' into the departure estimation for vehicles servicing the route
   1. Displays on myStop for real-time trip planning ridership needs

Skipped Stops

1. If skipping stops, simply do not edit them 
2. Software will indicate these as skipped when creating messages
3. Skipped stops will also display as 'Skipped' on myStop tools

Messaging the Public & Vehicle Operators

Important Note: In vehicle directions depend on the tool type used to generate the detour. If you use free draw, directions are solely based on what you enter for turn by turns. Confirm accuracy. If you use auto-draw or manual > Snap to Roads, the turn by turn directions are pulled from the mapping interface.

1. On the main detour screen the new detour populates with details
2. You will review all messages as an important step next
   1. Both in vehicle and public messages are highlighted with an explanation point- to alert you that they must be reviewed/ created
   2. The review process also includes behind-the-scenes movement of the messages to vehicles and public-facing database tables
      1. After saving all messages, this pushes them to display them on myStop ( website and phone apps)

Operator Messages

1. This is a required step. Press the Operator message icon to review the turn by turn details
   1. Review pre-populated message or enter message preferred for vehicle operators in popup communications window
   2. To convey need for doing something differently on route
   3. Route adherence messaging will reflect tool used to generate the detour:
      1. Using the default auto-draw? Directions are pulled from the Google mapping interface
      2. Using Free Draw? Directions are pulled from what you manually enter to create turn by turn directions
   4. Select response type for operator response (ACK is recommended to alert dispatch they received the message). May also select 'No Response', 'Yes/ No', or use Canned Messages
      1. Canned Messages can be useful for reused detour locations: Example, known public events such as annual parades, community events) 
         1. How- Create a Canned Message on its tab and it populates for use in the Communications window
      2. Recurring: Select if you want the message to display throughout the service day
      3. Date selection will match parameters you entered when creating the detour
         1. Can be adjusted if needed 
            1. PLEASE NOTE: Release 11.1 currently includes a known issue with date selection that will be resolved)
      4. Press Send
         1. Message begins to distribute to affected vehicles

Public Messages

Tip: Can use copy/ paste functions for messaging, if desired. How- Highlight text to copy, press the control key and the 'C' key simultaneously to use this feature.

1. This is a required step. Press the Public Messages icon (hover over buttons to see their function) to get started
2. GTFS- Enter Cause and Effect- use built-in menus for selection
3. Header- Enter title of detour
   1. TIP: No need to include route name, as the software auto-selects the route in myStop tools
      1. Message will display near its related route/s
4. URL field- can enter 3rd party sharing information here. example: to include the message on your agency site, or to share related public facing sites
5. Priority & Publish Status- defaults to medium and can be adjusted as preferred by using menu
   1. Did you move stops? Consider increasing the priority
6. Destinations - preselected to send to web/ email
   1. Uncheck to NOT publish (rare cases where someone else may review the message then publish)
7. Date and Time Range- use calendars to enter or use built- in selections
8. This area includes 3 separate tabs to enter each message by type:
   1. Rich Text Editor - tool allows you to include screenshots and an unlimited character count for additional information sharing with your ridership. This message destination is email (only)
      1. Example: "We moved a stop to Main St. Let's include a screenshot of the area in the email. It will be sent to our myStop subscribers via email, so they see exactly where it is during the detour."
      2. Tool also includes editing tools, such as bullets, numbering, underlining, bold text, etc.
   2. Long Message - Create message to display on myStop website. Character count is generous: 255
   3. Short Message - Create message for myStop phone apps
      1. Character count is 160
   4. Save- Press to save all messages and begin the distribution to all destinations
9. Navigate back to Detours
   1. Use the ETMS main search for Detours 
   2. Or open its card
10. The vehicle operator and public messages no longer display the explanation point- meaning the messages have been created and are distributing to expected destinations

Detour Summary Screen

1. The summary screen displays- review results to confirm each route details are correct for the detour
2. Use the action buttons near the top right of the screen if you need to make changes:
   1. CANCEL - to start again on the main Detour screen 
   2. Go BACK TO DRAWING MODE- to edit 
   3. SAVE DETOUR- do NOT use until all detour detail parameters have been defined)
3. Otherwise, use the menus on the left to enter the required details for the detour
   1. Enter the Detour name- this is a free type field
      1. Note the character count limitation- 45
         1. Suggestions: Did you move stops? Use the Detour name to convey this as it aids ridership when planning their trips
         2. Did you skip stops? Include this information to notify riders for trip planning needs
            1. TIP: The detour message will be positioned right next to the affected route on myStop, so riders will already know something is different on the schedule for the affected route
4. Enter Cause- use built-in menu options
5. Enter the Effect- use built-in menu options
6. Enter the Status- use built-in menu options (days of week choices or customize)
   1. Can also toggle sliders to activate/ inactivate days preferred
7. Enter Schedule: Date - enter Start and End dates
8. Enter Applies During/ time range- free type or use built- in menu options for hours and minutes
9. Press SAVE DETOUR to save your work
10. Software takes you back to the main Detour card area to review, modify and importantly to create all messages: vehicle operator and public messages

Copy Detour

1. Open an expired detour to reuse the polygon and related detour information
2. Software will display expired detour data on screen
3. Software defaults to today
4. Can adjust Case, Effect, and Date & Time ranges
5. Press Save when done
6. Messages re-distribute to scheduled destinations
   1. based on date and time range selected

Other Features

• Messaging components are not reliant on time points
  • Can create messages for all stops 
• Detours may be created for the same routes, with unique distinct attributes on each
• Public- facing messages display next to affected routes on myStop phone apps and myStop website

Related SOPs 

Decision Support SOP 0021

Incident Management SOP 006