1. SOFTWARE SELECTION for a small OPERATION
Arun Prem

2. FACT
Mission
Assist San Diego County residents with barriers to mobility to achieve independence through coordination of transportation services.

4. FACT
Governance Board
Majority Elected Officials; Experts and Advocates

5. FACT Role FACT is the CTSA* for San Diego County
*Consolidated Transportation Services Agency -
State law designation through a formal contract with SANDAG since 2006

6. FACT Role One stop shop for individuals, agencies
for transportation assistance

7. FACT Services: Finding the best transportation options
Providing subsidized trips to eligible riders
Creating low cost contracted transportation solutions

9. Find low cost trip from Brokerage
FACT
Service Model
Refer to other service
FACT  
If none available…
Diagram illustrating the FACT service model.
Rider calls FACT
FACT mobility coordinator listens to the request and ascertains the needs of the rider.
A rider is then referred to a service that is currently available in their area and may be able to meet their need. Many of these referrals include connecting riders to NCTD’s LIFT program as well as MTS Access paratransit program.
If a service is not available to fulfill the rider’s request, that person is then referred to RideFACT’s service.
FACT finds the best fit provider based on cost and service availability from its Brokerage
FACT books the trip with the provider
The trip is then confirmed by the provider
Find low cost trip from Brokerage
Refer to
Confirm

10. Top Referral Destinations
FACT
Top Referral Destinations
Medical
Social
Shopping
Diagram illustrating the FACT service model.
Rider calls FACT
FACT mobility coordinator listens to the request and ascertains the needs of the rider.
A rider is then referred to a service that is currently available in their area and may be able to meet their need. Many of these referrals include connecting riders to NCTD’s LIFT program as well as MTS Access paratransit program.
If a service is not available to fulfill the rider’s request, that person is then referred to RideFACT’s service.
FACT finds the best fit provider based on cost and service availability from its Brokerage
FACT books the trip with the provider
The trip is then confirmed by the provider

11. FACT FY 2017 Ridership: Trips (subsidized) 13,845
Contracted/ Agency Trips ,200
Total ,045

13. FACT Brokerage AAA Transport AGTS Assisted Multicare Transportation
Care 4U Mobility
Caring Life Solutions
Coronado Livery Cab
Eleet Transportation
Golden State NEM Transportation
Home of Guiding Hands
Lyft
Renewing Life
Safety First Transportation
Venture Medical Transportation
Yellow Cab

14. Software Selection is Challenging
Organizations are under tremendous pressure to make the “right” software decisions. We’ve all read about software decision disasters and cost overruns in the news. Mitigating these risk factors is a top priority for organizations everywhere.

15. BASELINE PROCESS
Requirements Profile – ranking requirements by importance
Gap Analysis – ranking RFP responses against profile
Software Selection:
Demonstration
Vendor response audit
Reference Check
Price Analysis

16. CHALLENGE OF I.T. SUPPORT
Procuring Software without dedicated IT staff?
CONSULTANT SUPPORT OPTION
Clear time lines
Clear scope of work
PARTNER AGENCY STAFF SUPPORT OPTION
Loss of Control
Coordination Issues

17. Brokerage or software which comes first?
FACT decided software should follow project implementation
Experience with manual operations enhanced software profile development
Needs can be defined in more depth
Easier to compare against features or decide on customization

18. Selection Process Early Steps:
Develop clear and detailed scope of work
Use modular approach where possible
Plan for longer term
Factor in industry conditions
Bleeding edge vs. “Safe” technology ?

19. PREPARING FOR YOUR PURCHASE
Buy-in from Staff, Board, Stakeholders
Outreach to vendors
Seek recommendations from Peers
Don’t get what everyone is getting – but know what others have
Potential for interface with local service providers
Recognize the bells and whistles for what they are
Company size and culture should match yours
Keep expectations at reasonable level

20. evaluation PROCESS REVIEWING SUBMISSIONS: Research
TAILORED demos work better than readymade ones
PROOF is better than assurances
Involve Stakeholders
Be aware of chemistry

21. evaluation PROCESS
Your prepared script—a list of questions and issues of concern—should challenge the software vendor to make the case for why their solution is the best fit for your organization. Chances are no solution will offer 100% of your requirements, and there will be some compromise. This usually involves some sort of extra customization or purchase of a software patch. The trick is to find the closest match along with a vendor that feels like a good working partner.

22. Finalizing terms NEGOTIATE: Licensing Training
Maintenance & troubleshooting
Phased expansion
Use leverage to get best price (your status in industry, partners, peers etc..)

23. IMPLEMENTATION
Maintain control over timeline – pick timeframe that is least stressful
Maintain redundancy
Involve staff at all levels in training and implementation
Keep stakeholders informed either way
Manage expectations
Have fun!

24. Thank You!

25. Thank you! Arun Prem Executive Director aprem@factsd.org
Contact:
Arun Prem
Executive Director
(888)
Thank you!