ICT20016 Supply of Home to School and Specialised Passenger Transport Planning and Management Solution.

An externally hosted solution with a secure user interface,

accessible through a web-based browser to manage, schedule and optimise passengers and

journeys for Home to School (both mainstream and specialised) and Adult Social Care

transport.

The Solution will comprise:

Software;

On-line data storage; and

Associated Services.

Currently the Transport Service has to manually input the majority of data to plan and

coordinate passengers travelling together to establishments taking into account home

location, individual special needs, arrival times, vehicle capacity, acceptable travel duration

for journeys etc. The route planning and optimisation is undertaken manually and then

manually recorded in the current system.

The Service wishes to reduce its reliance on the knowledge of its individual officers and

manual data entry and purchase a solution that will record and manage the optimisation of

the journeys required to meet service requests/demand, using rules and criteria that can be

set by its users, to calculate the most efficient use of vehicles, and routes, calculating and

managing potential cost. This could be displayed on a map via a dashboard which shows the

types of transport, number of passengers and capacity in a particular location or by showing

journeys to a chosen establishment or both.

The Council uses a separate system called Proactis to record and maintain its list of

approved transport operators. These records are held within a DPS (Dynamic Purchasing

System), a framework that is used to award contracts by undertaking further mini

competition exercises and Contracts are awarded via the Proactis System. The awards are

done via the Proactis System. Currently the details of the contracts that are awarded under

the DPS are manually inputted into the current Routewise system. Electronic hard copies of

the contracts are stored in the Councils EDRM which is supplied by Open Text version 16.2

as the current system does not have a facility to store this documentation against a contract

or operator.

The Council recently started implementation of the Granicus CRM solution to manage

interactions with its citizens. The Transport Service intends to use a form in this system to

collect all relevant information from parents/carers and professionals, with the relevant

approvals process to enable service requests for transport to be arranged. The Service would

like a way to seamlessly process the data contained in this form via input into the Transport

Management solution without the need for manual rekeying.