Data Collection Requirements

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Carol Chambers
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Data Collection Requirements The information your group submits becomes part of a larger report submitted by CommuteInfo to the National Transit Database and is used for other reporting purposes.

vride assists the CommuteInfo program with the data collection needed for this reporting. In addition, accurate and updated information about vanpool group members is required.

1 Data Collection Requirements The information your group submits becomes part of a larger report submitted by CommuteInfo to the National Transit Database and is used for other reporting purposes. The Southwestern Pennsylvania Commission s CommuteInfo Program s funding to support the vanpool groups depends upon the completeness and accuracy of this data. vride assists the CommuteInfo program with the data collection needed for this reporting. In addition, accurate and updated information about vanpool group members is required. Although our communications are with you, you do not have to be the one who actually completes these tasks. We encourage you to ask your fellow group members for assistance with some of these items. If someone else from your group is willing to help, please forward this informational packet to them. The 3 kinds of data your group needs to provide: 1. Passenger Counts - Daily This report asks you to provide the number of people riding your vanpool vehicle each day. VPSI/vRide provides an on-line reporting tool to assist you with this reporting. You will find the report as part of your on-line Customer Account on the website. If you have not accessed your Customer Account before, you will need your account number (found on your monthly invoice) and the 5-digit zip code of your billing address to establish your password. 2. Trip Data (frequency varies) The trip data report requires information about a daily commute trip and fuel/tolls/parking costs. Vanpool groups are chosen at random to complete these trip data reports. The local VPSI/vRide office staff will notify you in advance if your group is chosen to complete this report. They will follow-up with you throughout the process, to provide additional assistance and answer any questions you may have. 3. Roster Changes On-going All vanpool groups rosters must be maintained with CommuteInfo. Updates to the roster may include: riders joining or dropping, rider contact information changes, rider name changes due to marriage or divorce, rider employer change, or other changes. Inform CommuteInfo staff of changes by ing: CommuteInfo@spcregion.org or calling toll-free Also, if you have a new rider please confirm with them that they have registered with CommuteInfo. If they have not, please provide them with the following phone number or link to register: or You can also choose to take advantage of vride s web based roster listing (called List of Passengers as seen to the right). However, CommuteInfo keeps the official roster for your group, and still needs to be updated on changes. If it is easier to print a copy the weekly status and a copy to us, that would be fine. Or if you want to just call or send an , that is fine too

2 Using vride's On-Line NTD Log 1. On or about the first of the month, log onto Click the Customer Login button located in the top right section of the screen. a. Current Registered Users: registered users can log into the extranet using their existing account number and password. b. First-Time Users: First-time users can access the extranet by clicking on the Signup Here link. Users will need their Account Number (which can be found on the monthly invoice) and the 5 digit zip code to which the invoice is sent. Complete the registration process by entering the information requested and click on the Submit Button. Once registered, users can access the extranet immediately. c. Three-Party Agreement Accounts: Drivers operating under an employer sponsored program using a Three-Party Agreement must obtain their vride Account Number from their Employer Transportation Coordinator or vride Account Representative, and will login using the three letter password NTD. 2. Once logged into the website Home Page, click on the NTD Log menu item located in the left section of the screen. (Three-Party Agreement Users: Click on the highlighted link which contains the appropriate vride Vehicle Number and Driver's Name.) 3. The NTD Log is designed to be prefilled at the beginning of the month. To prefill the NTD Log enter the following information for both the work and home bound trips in the spaces provided at the top of the form: a. Number of Passengers b. One-way Trip Mileage c. One-way Trip Time 4. Check the appropriate boxes to identify the days of the week your vehicle normally commutes. 5. Click the Prefill Button. The form is now filled based on your general commuting characteristics for the reporting month. 6. Important! Click the Save Button to save your work. Exiting the system without clicking Save will void any entries made. 7. The NTD Log pre-fill process is now complete and you may exit the system using the log-out button located in the top right section of the screen. When using the prefill function please be sure to verify each month that the data is correct. Also, be sure to zero out weekend and holidays that may have prefilled on a date that the van did not operate.

3 Recording Exceptions: 1. During the course of the month when exceptions to the data that's prefilled occur, they should be noted before the month closes (i.e. before the 5 th of the following month). To log exceptions, simply log back into the VRIDE Customer Account to return to the prefilled form. Then edit the appropriate boxes next to the date for the day(s) in question. 2. Important! Click the Save Button to save your work prior to exiting the system. 3. Users have until the 5 th of month to edit information contained in the previous month's log. Changes which need to be made after that date must be communicated to the local vride Customer Service Center. User Features: Once the NTD Log is prefilled for the month, existing entries cannot be overwritten using the Pre-fill Button again. Entries can be over-written in the individual boxes next to the date. Information in a prefilled log can be erased by clicking the Clear All Button and then clicking the Save Button. The NTD Log is a "smart form". It knows the passenger capacity of your vanpool and will not allow you to fill (or pre-fill) a number which exceeds the seating capacity. The system also adjusts itself for vehicle switches made during the course of the month. vride's website and Customer Account are optimized for the Internet Explorer browser version 5.0 or above. Using Firefox Mozilla, Netscape Navigator or other browsers will prevent proper completion of the NTD Log. Thank you for your assistance in helping us to collect this operational data as mandated by the Federal Transit Administration's National Transit Database reporting agency. Should you need assistance, please contact your local vride Customer Service Center at Van-Ride or

4 1. Enter your usual Passenger Miles and Time here Save Date Work Bound # Passengers Miles Time (min) Home Bound # Passengers Miles Time (min) 2. Enter the usual days you commute each week here Prefill Sun Mon Tue Wed Thu Fri Sat 5. Click Prefill to display 01/01/2013 Tue your usual commute 01/02/2013 Wed information for the entire 01/03/2013 Thu month 01/04/2013 Fri 01/05/2013 Sat 01/06/2013 Sun 01/07/2013 Mon 01/08/2013 Tue 3. Throughout the month, edit 01/09/2013 Wed the prefilled data by making 01/10/2013 Thu any changes as needed. 01/11/2013 Fri PLEASE ZERO OUT HOLIDAYS 01/12/2013 Sat AND WEEKENDS IF THE VAN 01/13/2013 Sun DID NOT COMMUTE 01/14/2013 Mon 01/15/2013 Tue 01/16/2013 Wed 01/17/2013 Thu 01/18/2013 Fri 01/19/2013 Sat 01/20/2013 Sun 01/21/2013 Mon 01/22/2013 Tue 01/23/2013 Wed 01/24/2013 Thu 01/25/2013 Fri 01/26/2013 Sat 01/27/2013 Sun 01/28/2013 Mon 01/29/2013 Tue 01/30/2013 Wed 01/31/2013 Thu 4. Don t forget to SAVE whenever you enter or change information on the screen Save Cancel Clear All

5 Trip Data Vehicle Trip Sheet Instructions for Driver (Fuel Sheet Instructions Below) Complete a separate Trip Sheet for the Work bound commute and the Home bound commute. Reference Number on Form 1. Survey Date -Enter the date the survey was completed. Please complete the survey on the exact date scheduled. 2. Day of Week -Enter the day of the week for the date the survey was completed. 3. Vanpool Number -Enter your 5-digit VRIDE Vanpool Number. If you do not know your vanpool number, please contact VRIDE. 4. Driver Name -Enter the name of the driver completing the survey. 5. Vehicle Total Capacity, Including Driver -Enter the total passenger capacity of the van you are using on the survey date. Include the driver's seat. (For VRIDE Vanpools, #5 and #6 should be the same.) 6. Vehicle Total Seated Capacity, Including Driver -Enter the total seated passenger capacity of the van you are using on the survey date. Include the driver's seat. (For VRIDE Vanpools, #5 and #6 should be the same.) For items 7 through 14 below, record the applicable information each occurrence the van stops to pick up or drop off a passenger (or group of passengers. Note: If a group of passengers is picked up at one address, but dropped off a several different addresses, separate lines will be required for each drop-off address. Be sure to include the driver as a passenger. If the vehicle does not operate on the scheduled date, please leave items blank in items 7 through 12 (automatic calculations will not compute for items 13-20). Enter Starting and Ending Commute Times -Enter the time at which the commute trip began and ended, including hour of the day, and the number of minutes past the hour including AM/PM. (Example: 8:10 am or 5:10 pm) 7. Number of Passengers (incl Driver) -Enter the number of passengers picked up at each stop. 8. Pick-Up Address -Enter the street address where these passengers were picked up. (Example: 231 Elm Street) If there is no street address, enter the name of the pick-up location. (Example: West Chestnut Park & Ride Lot HWY 1) 9. Pick-Up -Enter the vehicle odometer reading at the pick-up location. (Note: Do not use "Trip " readings.) 11. Drop-Off Address -Enter the street address where these passengers were picked up. (Example: 231 Elm Street) If there is no street address, enter the name of the pick-up location. (Example: Acme Piping Plant) 12. Drop-Off -Enter the vehicle odometer reading at the drop-off location. (Note: Do not use "Trip " readings.) 14. Trip-Distance -Subtract the number in column 9 from the number on column 12 for this entry

6 15. Pass Miles -Multiply the number in column 7 by the number in column 14 for this entry. 18. Total Passengers in Sample (Sum of Column 7) -Add the numbers appearing in column Total Passenger Miles (Sum of Column 15) -Add the numbers appearing in column Total Workbound/Homebound Vehicle Miles -Highest odometer reading in column 12 minus lowest odometer reading in column Total Workbound/Homebound Commute Time in Minutes -Subtract starting commute time from ending commute time for trip. Display result for 55 Minutes as 0:55 or for 1 hour 5 minutes as 1: Tolls $-Total Workbound/Homebound tolls paid. 29. Parking $-Total Parking expenses for sample commute on Workbound form only. (If parking is monthly expense, enter daily expense by dividing monthly totally by number of scheduled commutes in month ie number of days parking consumed) Fuel Consumption Worksheet Instructions for Driver Prior to beginning your commute on the selected survey date, fill the tank of the vanpool vehicle, and record information about this fill-up in Part A. Following the completion of the commuting day, fill the tank of the vanpool vehicle again, and record information about this fill-up in Part B. When filling the tank, do not "top off." Attach receipts for each of these fill-ups where indicated. a. Survey Date -Enter the date the survey was completed. Please complete the survey on the exact date scheduled. b. Day of Week -Enter the day of the week for the date the survey was completed. c. Vanpool Number -Enter your VRIDE Vanpool Number. If you do not know your vanpool number, please contact VRIDE. d. Driver Name -Enter the name of the driver completing the survey. 1. at time of fill up (prior to commute -fill the tank with fuel immediately prior to the beginning of the commuting workbound trip. Record the following information) -Lowest vehicle odometer reading on workbound trip sheet column Gasoline cost per gallon -Enter the price per gallon of the fuel for fill up #1. 3. Number of gallons purchased -Enter the total number of gallons required to fill the tank without "topping off' for fill up #1. Attach the receipt for this fuel purchase to the survey form or forward scanned copy separately in /fax. 4. at time of fill up (after survey day commute -fill the tank with fuel immediately after the commuting trip. Record the following information) -Highest vehicle odometer reading on home bound trip sheet column Gasoline cost per gallon -Enter the price per gallon of the fuel for fill up #2. 6. Number of gallons purchased -Enter the total number of gallons required to fill the tank without "topping off' for fill up #2. 7. How many personal use miles were driven between fill-ups 1 and 2? -Enter the number of miles the vehicle was driven for personal use between fill ups #1 and #2. Attach the receipt for this fuel purchase to the survey form or forward scanned copy separately in /fax. 8. Part C will be verified and compiled by VRIDE after the survey form is returned.

7 SAMPLE Vehicle Trip Sheet Work Bound Wednesday Jones 4 Please record the information in the appropriate boxes Upon completion, send Vehicle Trip Sheet to VPSI. Questions? Call VPSI at VAN-RIDE or Survey Date Day of Week Vanpool Number Driver Name Van Capacity Incl Driver Starting Time Number of Riders (include Driver) Pick-Up Address Pick-Up Drop-Off Address Drop-Off Trip Distance (12) (9) Passenger Miles (7) x (14) 7:00 AM Alta Mesa Blvd Commerce Blvd Green Oaks Blvd Commerce Blvd Pine Dr Park n Ride Commerce Blvd Pine Dr Park n Ride Commerce Blvd Ending Time 7:55 AM Tolls $ $1.30 Total 8 Total Passengers in Sample (Sum of Column 7) Workbound 29 Parking $ Time (in $5.00 Minutes) Return Completed Form To: For VPSI Use Only Vehicle Miles a. Circle lowest odometer reading in col (9) b. Circle highest odometer reading in col (12) c. Subtract (b) minus (a) and enter in (26) d. Manager initial review of Trip Sheet 21 VPSI Pittsburgh 5301 Clairton Blvd Unit B Pittsburgh, PA Mgr Initial 0: Total Passenger Miles (Sum of Column 15) 40 Copyright 2010 VPSI Inc. Rev 1/13

8 Vehicle Trip Sheet Work Bound Please record the information in the appropriate boxes. 6 Upon completion, send Vehicle Trip Sheet to VPSI. Questions? Call VPSI at VAN-RIDE or Survey Date Day of Week Vanpool Number Driver Name Van Capacity Incl Driver Starting Time Number of Riders (include Driver) Pick-Up Address Pick-Up Drop-Off Address Drop-Off Trip Distance (12) (9) Passenger Miles (7) x (14) Ending Time Tolls $ For VPSI Use Only Vehicle Miles Total Workbound Time (in Minutes) Total Passengers in Sample (Sum of Column 7) 29 Parking $ Return Completed Form To: a. Circle lowest odometer reading in col (9) b. Circle highest odometer reading in col (12) c. Subtract (b) minus (a) and enter in (26) d. Manager initial review of Trip Sheet VPSI Pittsburgh Clairton Blvd Unit B 26 Mgr Initial Pittsburgh, PA Total Passenger Miles (Sum of Column 15) Copyright 2010 VPSI Inc. Rev 1/13

9 Vehicle Trip Sheet Home Bound Please record the information in the appropriate boxes. 6 Upon completion, send Vehicle Trip Sheet to VPSI. Questions? Call VPSI at VAN-RIDE or Survey Date Day of Week Vanpool Number Driver Name Van Capacity Incl Driver Starting Time Number of Riders (include Driver) Pick-Up Address Pick-Up Drop-Off Address Drop-Off Trip Distance (12) (9) Passenger Miles (7) x (14) Ending Time Tolls $ For VPSI Use Only Vehicle Miles Total Homebound Time (in Minutes) Total Passengers in Sample (Sum of Column 7) Return Completed Form To: a. Circle lowest odometer reading in col (9) b. Circle highest odometer reading in col (12) c. Subtract (b) minus (a) and enter in (26) d. Manager initial review of Trip Sheet 21 VPSI Pittsburgh 5301 Clairton Blvd Unit B Pittsburgh, PA Mgr Initial Total Passenger Miles (Sum of Column 15) Copyright 2010 VPSI Inc. Rev 1/13

10 Fuel Worksheet Use this worksheet to report the fuel used on your survey day. a Survey Date Prior to beginning your commute on the selected survey date, fill the tank of the van. Record information about this fill-up in Part A. Following the completion of the commute day, fill the tank of the van again, and record information about this fill-up in Part B. Attach receipts for each fill-up where indicated. Return Completed Form To: VPSI Pittsburgh 5301 Clairton Blvd Unit B Pittsburgh, PA b c d Day of Week Vanpool Number Driver Name Please record information about your fuel purchases in the appropriate boxes and attach your fuel receipts. Part A: Fill Up # 1 (Immediately prior to survey day commute) Part B: Fill Up # 2 (Immediately after survey day commute) #1 Here Attach Fuel Receipt for Fill Up 1 reading at fill up (prior to commute) 4 2 Fuel Cost Per Gallon 5 Fuel Cost Per Gallon reading at fill up (after to commute) 3 Number of Gallons Purchased 6 Number of Gallons Purchased 8 Number of Miles Traveled #4 minus #1 13 Cost of Fuel / Mile #12 divided by #8 9 Number of Personal Miles from line 7 14 Fuel Cost for Commute Trip multiply #10 and #13 10 Number of Commute Miles #8 minus #9 15 Miles / Gallon #8 divided by #11 7 # personal miles driven between Fill-Ups 1 and 2? Thank you for completing this portion of the Vehicle Trip Sheet Survey. The information you provide will be used in an annual report to the FTA The following section will be completed by VPSI. Attach Fue l Receipt for Fill Up #2 Here 11 Gallons of Fuel Consumed from line 6 16 Fuel Use for Commute Trip #10 divided by #15 12 # of Gallons x Cost / Gallon #5 x #6 Manager Initial and Date: Copyright 2010 VPSI Inc. Rev 01/13

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