TEA Winner: Overcoming Route Complexities With Modern Tools

• Industry: School District
• Location: Macon, Georgia
• Number of Employees: 3,600
• Students: 21,300
• Tyler Client Since: 2010
• Tyler Solution: Student Transportation, My Ride K-12, Tyler Drive, Telematic GPS, Enterprise ERP, Content Manager, Time & Attendance
• Website: bcsdk12.net

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Challenges

As the way we work becomes increasingly digital and connected, the on-premises servers and paper route sheets used by Bibb County School District’s transportation department began to feel old-fashioned and cumbersome. Transportation Software and Routing Manager Michael Cheek explained, “Our hard servers were hosted in-house with our IT department. If the server went down, we lost all connection to our transportation software.” He added, “When the software got an update, we would have to go around and manually install new versions on all user computers and servers, and it took our IT technicians all day to do that.”

While the IT department focused on server maintenance, the transportation team faced the complexities of Bibb County’s road network and student needs. Cheek said, “It’s very challenging to build routes that keep our buses from going down dead-end streets with nowhere to turn around.” Add in split schedules, shuttle stops, door-to-door service for students with special needs, and even a few dirt roads, and Bibb’s routing becomes even more complex. 

To address these routing challenges, Cheek and Executive Director of Transportation Anthony Jackson began an initiative to provide drivers with turn-by-turn directions — and that became a conduit for a larger change. After successfully using Tyler Technologies’ legacy transportation tools for many years, Bibb County School District needed a more connected, modern, and robust solution.

Solution

To reduce the burden on their IT department and provide the district’s bus drivers with increased support, Bibb implemented Tyler’s cloud-based Student Transportation solution and Tyler Drive onboard tablets. With their transportation data in the cloud, integrations with the district’s other web-based software, such as their student information solution, are streamlined. Cheek said, “Now that the systems are talking the same language and everything's web-based, there's no glitches with the transfer of data. Versus having to go through a hard server, it's a more efficient process.”

The district’s routes and map restrictions have been refined through more than a decade’s worth of data, making it crucial for that information to be transferred accurately — and without manual data entry — into their new Student Transportation solution. Cheek noted their map data transfer required very little clean-up and described the software’s map editing features as flexible and user-friendly. He said, “We have the option to import shapefiles from the tax map and assessor’s office, so we can add new subdivisions and apartment complexes.” This functionality helps the transportation department plan ahead for route changes.

Beyond providing drivers with turn-by-turn directions, Tyler Drive has enhanced the district’s student ridership capabilities. Their previous process had limitations that would only recognize students who had been routed. However, their new system with Tyler Drive tablets allows every student in the district to use their student ID to scan on and off the buses, empowering comprehensive ridership data and parent notifications through the My Ride K-12 parent communication app. 

Results

While Tyler’s Student Transportation software can automatically and efficiently route many of Bibb’s riders, it also offers the customization the district needs to create routes manually for more than 600 special needs students and more than 400 students associated with special programs such as McKinney-Vento, ESOL, CTAE, and magnet schools. With a large portion of their fleet and drivers dedicated to those students, a high level of communication and flexibility is key. Varying schedules and pickup and drop-off locations create routing complexities, but those are simplified by the district’s use of Tyler Drive onboard tablets. “We make special needs route changes daily, sometimes at the last minute,” said Cheek. “The bus driver could be on the bus ramp, the route supervisor will make a change, then radio and say, ‘Hey, refresh your tablet,’ and those changes are there on Tyler Drive immediately. They know exactly where to go.”

Tyler Drive is connected to Tyler’s Student Transportation software, providing drivers with navigation and student information details to help them keep routes efficient and riders safe. “Before Tyler Drive, we had to provide paper copies or talk the drivers to an address over the radio,” said Cheek. With on-screen or audio-only directions, drivers can focus on their riders’ needs and keep their eyes on the road. The district also uses the My Ride K-12 mobile app to enhance student safety and communication with parents. The app helps give parents peace of mind, as the last-minute route changes Cheek described are reflected on the app in real time. He added, “One of our goals with the parent app is to send notifications for late buses or bus changes.” Implementing push notifications will help keep parents informed and reduce phone calls to the transportation department.

Since implementing Student Transportation, Bibb County School District has enhanced efficiency, student safety, and parent communication — helping to drive successful operations today and preparing them for the future.