Transportation MyEducation BC The District Experience Jennifer Roberts/Sharon Waswick SD5 and Matthew Hull SD47

School District No. 05 (Southeast Kootenay) Our District Experience

Background Our transportation department managed our bus routes in BCeSIS. With the conversion to the new system, an attempt was made to utilize MyEducationBC's original transportation module. However we found that without any support and/or documentation it was quite unsuccessful, so our transportation department worked through with spreadsheets alone. Bus information was seldom shared with our school personnel during use of this method. We began working in MyEducationBC again once the fieldsets were developed. As support is still limited and little to no documentation exists we have developed our own.

Current Use Registration information is gathered through our school registration form and is forwarded to the transportation department The transportation department receives the application and determines the route assignment based on walk limits and board policy The transportation department secretaries makes the changes to the student bus assignment in MyEducationBC. Schools have access to the information but only take out bus information upon withdrawal from the district of bus students (they inform the bus secretaries if they do this). They do not make any other additions or changes as it is managed totally by the transportation department. Schools and/or the transportation department can run any transportation reports they require.

School District No. 47 (Powell River) Our District Experience

Background Our district traditionally used an offline Access database to track all of our busing information including our route sheets, trip manifests, and printing bus cards We looked at the Transportation module in BCeSIS and there wasn't an appetite to take it on as there was already talk of a new SIS on the horizon Our transportation has always been centrally managed from the SBO and school relied on the department secretary relaying any changes in trip information to schools directly

Current Use Registration information is gathered through an in-district developed online form The department secretary receives the application and determines the route assignment based on walk limits and board policy The department secretary makes the changes to the student bus assignment in MyEd School have access to the information but are discouraged from adjusting it as we need drivers to be notified.

Filters and Fieldsets

Bus Information

Reference Tables District Table Set Up District View > Admin Top Tab > Data Dictionary Side Tab > Reference Tables

We Use Three Tables - Bus Number - Bus Route and Bus Stops

Individual Student Bus Information

Security Roles We found that the security roles of transportation management did not work for us as our transportation department manages all of the bus routes in our district, and we could not have it done by schools as our bus routes cross over more than one school in all of our communities. As we required the CIS Clerical Role for several of the functions done by our transportation clerks we have used a combination of these two roles and they seem to be working well for us. We have two positions that manage the table and enter all of the bus information. Our school users run bus reports and remove bus routes from students as they withdraw students and advise the transportation of new students as well as withdrawn students (but they do not enter any bus data.

Bus Reports Manifest List View Picture Manifest

Making Bus Transportation Reports to Serve Your Needs You can make either quick reports or export the data to a csv format and make your own excel reports as require Path School View (for school users ) (for District users you can work in either school and/or district view) Student Top Tab Field Set > Bus Information Sorting Sort the data by one of the bus fields For Example if you are looking for a general list of bus students for your school, sort student name list first then sort by am bus number (this will put the list of a – z students that are not bus students at the top of the list) – you would then find the first name with a bus number in – select from there to the end (Options > show selected) to get the bus students only.  Then you an sort them in the order you want (alpha for all bus students alphabetically) – (sort by bus number first for students on a specific route – you may want to select them again if you want to make more than one report with that group – e.g. one by time and one by name. Changing Data you want for your report If you want different information than what is in this field set – modify field set to information you require. Once you get the listing you want to work with, you can either make yourself a “Quick Report or export the data to a csv file and use information in an excel format.

Challenges Along the Way No documentation and guidance - ground breaker User/Role Management Buy in from transportation department Initial data entry was heavy

Questions?