CoachTrips Web Tutorial

Transcription

1 CoachTrips Web Tutorial Login...2 Enter a New Request...3 Customer and Contact Person...4 Destination...4 New Destination...7 Dates And Times...8 Day and Date...9 Hour, Minute, AM or PM...10 Passengers/Miles/Purpose...11 Customer Special Instructions...12 Sport and Grade...13 Work With Trip Requests...16 Trip Request Status...18 Monitor the status of Trip Requests...19 Editing a Request...20 Deleting a Request...21 Field Trip Search Page...21 Trip Number and Trip Request Number...23 Print Reports...24 Printing a Report...26 Useful Hints and Shortcuts...28 Contact for Customer Support...29 Special Considerations...30 Cancellations...30 Late Changes...30 Tournaments...30 Late Requests...30 Flow Chart for Determining Athletic Field Trip Transportation...31 Flow Chart for Coaches Training to Drive Athletic Field Trips...32 ALL COACHTRIPS FIELD TRIP REQUESTS ARE INITIALLY DIRECTED TO, AND SUBJECT TO, THE APPROVAL OF THE ATHLETIC DEPARTMENT. Please refer to the Flow Chart for Determining Athletic Field Trip Transportation before entering trip requests in CoachTrips. 1

2 Login CoachTrips is dedicated to, and limited to, trips sponsored by the AISD Athletic Department. Each user must have a user id and a password assigned by the System Administrator. All users are selected by the Athletic Department in consultation with the Transportation Department. The password and user id are the responsibility of each user in accordance with AISD policy, as articulated in the letter or containing the password and user id that each user receives. Sharing of passwords is strictly forbidden by that policy. To get to the CoachTrips page, open up Internet Explorer, and in the address bar, first highlight the default home page address, then type in CoachTrips, and then press enter on your keyboard. The page will look like this: Sign in with your user id in the Username field, and your Password in the Password Field. 2

3 Enter a New Request Let s start with Enter a New Trip Request. Below is the Request Detail page: 3

4 Customer and Contact Person The Customer field is assigned to your user profile and will appear by default as your school. We will use a profile created for Akins High School in this User Guide. Notice that the Request Date and Time is recorded by default. The Contact field is where you will enter the name of the coach in charge of the field trip. This field is one of several required fields, which means that you will not be able to save the trip request if the field is not filled in. Destination There are approximately 230 Destinations stored in CoachTrips. The recommended method to select a destination is to click on the Destination tab to open the Destination Lookup Dialog. This opens up the Fund Lookup Dialog:. 4

5 In the Description field, enter at a minimum one letter, to get all destinations beginning with that letter: Clicking Find will return a list of all destinations that begin with a b : You can get more precise results by typing in part of the Destination name: Then, select the destination by clicking the in circle adjacent to the destination name, and click on the Return button to record your selection: 5

6 After you click Return, you will be returned to the main Request Detail page: Return to Table of Contents Another way that you can select a destination is to use the drop down list that will appear if you click the down arrow, as follows. Simply scroll down until you find your destination, and then left click your mouse to select it. 6

7 New Destination If the destination that you need to enter is not found in the Destination Lookup dialog, then you must enter a new destination, as follows: Click on the New button: The Add a Destination Dialog will open: You must enter the destination name in the Description field, and destination address in the Address field. If the destination is a city other than Austin, then you must enter the City, and if known, the Zip Code: 7

8 Your new destination will appear on the Request Detail screen, with the word new below the Destination button: Leave the Fund field empty. That will be taken care of by the Athletic Office, once they approve your request. Return to Table of Contents 8

9 Dates And Times Note the box with the description Use the departure date as the return date. Make sure that it is checked. That way, you only have to select the Departure Date in the Dates/Times section. The Return Date will fill in automatically. The only exception to using this would be on the rare occasion of an overnight trip. Day and Date Click on the Down arrows to enter the Departure Date by selecting the Month, Day, and Year: We only need to know the Departure Time, and the Return Time. 9

10 Hour, Minute, AM or PM Select the hour, minute, and select am or pm, as indicated below: Your completed Dates/Times will look as below. Note that the Return date will fill in after the request is saved. Depart Time and Return Time are required fields. Return to Table of Contents 10

11 Passengers/Miles/Purpose Enter the total number of adults and students. The # of Adults is required. You need only to enter the number 2, unless you know that there will be more. The # of Students should be filled in as accurately as possible. The software will automatically assign one bus for every 45 total number of Students and Adults designated in this section of the form. For example, entering 2 adults and 40 students will yield one bus, entering 2 adults and 80 students will yield two buses. Please leave blank the # of Wheelchairs, Est Time, and Est Miles fields. Athletic trips for Wheelchair students are administered in a different database. Your finished Passengers/Miles/Purpose section will look like the following: Return to Table of Contents 11

12 Customer Special Instructions The Customer Special Instructions is an open text field, which means that you can type in whatever message you wish to communicate regarding the Customer location. The same is true for the Destination Special Instructions. Please do not use Trip Comments. Messages written in Trip Comments do not end up on the finished trip request. Here is an example of text written in the Customer Special Instructions: Note: If your departure time is outside of our hours of operation, and your school has a Coach Driver with CDL approved to driver an AISD school bus, then enter the Coach Driver name in the Customer Instructions as follows: Now, scroll down the page by clicking in the scroll bar on the right side of the page. You will see the bottom half of the web page: 12

13 Sport and Grade The last two required fields are Trip Category (Sport), and Grade. Select as indicated below: The complete list of sports will appear. Notice the distinction between girls and boys teams. Please be exact in your selection. 13

14 Select the level, or grade, of the team. If you are taking multiple levels, please select the highest level, i.e. select Varsity if you are taking both JV and Varsity. Saving the request To save the request, click on the Save button: Your completed request will appear as below: 14

15 Notice that the Trip Request Status appears in the top right corner of the Trip Request Detail, along with the username of the person who entered the request, followed by the exact time the request was saved. Notice also that a Trip Request Number was generated. This is an important reference, as you will see later in the Guide: Notice also that you can edit the request if you wish, but remember that you must re-save the request if you change it. Return to Table of Contents 15

16 Work With Trip Requests There are two ways to navigate to the Trip Request Search Page. When logging in, you can click on the Work With Trip Requests button: If you are already logged in, you can navigate to any one of the three pages available in CoachTrips by clicking on the appropriate button, as below: Click on Work With Trip Requests : 16

17 You will navigate to the Trip Request Search Page: Click on Find Requests, scroll down, and you will see all of the Trip Requests entered for the current school year. At some point, you may want to refine your search, so that you don t have to scroll through too many requests at one time. You can refine your search by using one of the search parameters in the top of the Trip Request Search page, or many in combination. Tip: you may get the following message after clicking Find Requests : Then you must refine the parameters of your search by using at least one Search parameter, or several in combination: 17

18 Opening a Trip Request from the Trip Request Search Page: To open a trip request, simply click on the blue Trip Request number: Trip Request Status The status of a trip request defines where that request is in the chain of approval and acceptance that will lead to the bus arriving at your school to transport your athletes to the contest. Let s look at each status in the order of your request s path to completion. 1. Requested The first status that you will encounter is Requested. Requested is the status of all trips after they are entered by school users. Requested means that your trip request is now in the database and awaiting the review of the Athletic Department s fund administrator. If the status is Requested, you can still go back into the request to modify it. 18

19 2. Pending Once a trip has been approved by the Athletic Office, it has the status of Pending. This means that the trip is in the Transportation Department s database, and is awaiting the review of the Field Trip Scheduler. 3. Accepted A trip that has been accepted by the Transportation Department has the status of Accepted. That means that the Transportation Department has committed to schedule, assign, and perform the trip. However, please note that the Athletic Department may, at its discretion, change certain details of your request, such as the Departure Time, or the number of buses you will receive. To check on the final details of a trip, you will go to the View Field Trips page, which will be discussed later in the manual. 4. Denied A trip request that does not meet the criteria established by the Athletic Department and/or the Transportation Department will be denied. You can search for trips by status on the Trip Request Search page. Click on the drop down arrow on the right side of the Status field. Monitor the status of Trip Requests It is the responsibility of the CoachTrips user to monitor the status of trip requests. Use the Trip Request Search page to monitor the status of trip requests: 19

20 Editing a Request If the Status is Accepted, or Pending, you can review the request, but you cannot edit the request. If the status of the request is Requested, you can go back into the request to make changes. Click on the Request number, and the trip request appears just as it was when it was originally created and saved: Remember to save the request if you make any changes. 20

21 Deleting a Request If the Status is Requested, you can delete a trip request: Remember, deleting a request is permanent, and cannot be undone. Return to Table of Contents Field Trip Search Page The Field Trip Search page is where you can view the details of a field trip after it has been accepted by the Transportation Department. On the View Field Trips page, you can determine whether a trip has been assigned to a driver. You can also see any changes that may have been made to the details of the trip after it has been accepted. Important Note: If you have changed an important detail of your trip after the trip has been accepted by the Transportation Department, you won t see the change on the Trip Request Search page. You will have to navigate to the Field Trip Search page to see the change. You can navigate to the Field Trip Search page by clicking on the tab View Field Trips at the top of any page in WebTrips: 21

22 Click 'Find Field Trips' and scroll down the page to view the field trips. Field Trip Search Choose field trips matching the following criteria. click..find Field Trips.. once you have made your selection. DepartureDates Customer: From:._I------'ITo._I------' Request#: Trip#: Division: Destination: Sport: Grade: PO#: Billing Customer: Ll _,., 0Assigned 0Unassigned 0Billed 0Unbilled 0Cancelled 0Open 0Show only Trips with an Open Balance. F_in_d_F_ie_l_d_T,. r.i:p..._s,ll Reset I Click Find Field Trips Field Trip Search OP.:}II"IIIl"f r >m I Ttil'l )=t M1i-n r I J p o- -:: =l=l"==k=e= l=nl == ;=";'-' 8_ - CLCtJmJt: IAKirJ : l' '' "" Hcaucc:t I I UIYSIOn I I lji lnt:rnsl'lm er I I 1111 nc cu=armp.r...-,1 Use ::Se:::arch Field,such::as sport to refine your se:: rchresults.!!.l s:iqnej 1!1t.nass aneel bdblled bdl...nt:lled bdca1c3iied l:!. r:en nu'"ow Jn'! 'PS \'vlth ;n Oe'" USI81Ce I nr.i P.lrJ I np= I(.-=P.1. I I 3 : 1 :t:jo lfl ':II.: T1ip. 3ootlli':I T p I:) :hen :r: t<-u IJ'= Fuu d. : C1l::lll:d:1:>1,LJU til:l C1UUJ:\>1 4!.:U.:I:I Pr nt epott 1i "'.,.;,,,;,, [ : I 1... '"'t"" C)riHt """' C.11hnu l rsu Llll..,a Ctvs/J,c,u 'TRo4, H T I.,. I". ; : l - h., re ;,;,"..., I "1 ler So'ld :i6."j O h ::zj 1'2: 6$126.2E0) 360'( 01 =.t.b l uu! 1 11:11/. 11/l'AJ. TRI.,'y'lII. e: tpm Q OFW :::J Jo NC :ojh : llf ( l r 1\'lllo A IHS ;; :., w.:!j ,:,n:it-- 1 n? fo tn.'l n...,n:r.a t. n.n'l S 9" II H.S. 11.'17/Xi <lG..;.Q'5j I-""",... j.,.<ipi TI'Mo 11,'111)5. t 111'.<15. ::-'6 rm 000n1 lj:ii C mt ru11d.,..,, qvu:llt,:::.a.;t, = o n :.Jtt:e -., O.t,SC h.ell lis """""] I "1.;::.a.:t'S :ojt'l e.tdj.oll 13' l'r ''-",5,'2.'I 6tsn1 ::zj l5 1.10$e 1.1COJ.J60 'f 91 J'li i1b DO!007 1 r A.<IH H tud i-.nu11 H 11 1o;lluv I 00) 1:t'.".<''U. 1:V.1/.JO, _j.:!j.olokt "l"o I'M ti':jui-w :vj I (;Ill) 1:$:' Jtl.ti!AI4 : r S._.., :.: V< ::zj 1 t.z.:o soo:r.q t. n.n'l. I ; :it-- H::"s';";"""I 22

23 Notice the column headings. You can see if a trip has a driver assigned, or if the trip has been cancelled: Trip Number and Trip Request Number Once a trip request is accepted by the Transportation Department, a new number is generated, called a Trip Number. A field trip can always be identified by both the Trip Number and the Trip Request Number. You can always find out the trip number if you have the request number, and vice versa. On the Trip Request Search page, once a trip has the status of Accepted, you can find the Trip Number under the column heading Trip #, as below. On the Field Trip Search page, the Trip # is in the left column, and the Request # is to the right, as below. You can enter a Request Number in the Request # field on the Field Trip Search page: 23

24 The column headings refer to important information, such as whether your trip has been cancelled, or has been assigned to a driver: Print Reports Print Reports are available in both the Trip Request Search page, and the Field Trip Search page. On the Trip Request Search page, click on Print Report, and you will see the following Dialog: You can experiment with both reports to see what works best for you. Remember that you can use the fields on the Trip Request Search Page to refine the results of your report. For Trip Requests, the date fields are particularly useful. 24

25 View the report: 25

26 Printing a Report On the Field Trip Search page (click the View Field Trips tab), you have similar choices for reports, but on this page, the primary reference number is the Trip Number (corresponding to, but different from, Request Numbers- see the User Guide, page 24, above). In addition to using the Search Fields to refine the results of a search, you have the option to sort the results of your search: 26

27 Scroll down to review the results, and click Print Report to see your report options: You have three options for reports: 27

28 Click on the down arrow to see the selections available if you select a Summary report: Printing and posting reports can help a group of Coaches to keep up to date regarding scheduled school bus transportation. Here is an example of a 2 line report for Boys Basketball: Please log out when you are finished with your session. Return to Table of Contents 28

29 Useful Hints and Shortcuts CoachTrips works best at a screen resolution of 1024 by 768. Set this in the Display section of your Control Panel on your computer. Familiarize yourself with both the Trip Request Search page and the Field Trip Search page. It only takes a few minutes for you to check on the status of your trip requests. Remember, a Trip Request is only a Request until it is accepted by the Transportation Department. Please monitor the status of your requests. Your Request # and Trip # are keys to tracking your field trip, and for communicating with the Athletic Department, and the Transportation Department. Please use Lotus Note as your primary means of communicating with the Transportation Department regarding your Athletic field trip. Please include the trip number, or trip request number, in the subject line of the . If you are interrupted in the middle of your session, you may Time Out of your session. You will have to log in again. Contact for Customer Support CoachTrips Administrator: Kathryn Clakley kathryn.clakley@austinisd.org Athletic Department Administration: Mary Adams Return to Table of Contents 29

30 Special Considerations Cancellations Notification regarding cancellation should be ed to Please include the trip number, or trip request number, in the subject line of the . Late Changes Any date change to a trip that has been assigned to a driver will have to be cancelled, and a new request will have to be entered in CoachTrips. This also applies to late requests for an additional bus. Other significant changes to a trip, including departure time, return time, may also require a new request (the original request will be cancelled). Tournaments If your team has a multi-day tournament, a separate request must be entered for each day that the bus may be needed. Type the following into the Customer Special Instructions: Multi-day tournament: Times and locations may be determined by the outcome of each days contest. Indicate this on the request for the first day of the tournament, as well on the trip requests for the subsequent trip dates. We will make every effort to assign the same driver to each day that the tournament runs, but only if a separate request is entered for each day of the tournament. Remember: the Transportation Department is limited to certain hours due to school route obligations (see the Flow Chart for Determining Athletic Field Trip Transportation). If you are a Coach Driver approved by AISD HR Department to drive an AISD school bus (see the Flow Chart for Coaches Training to Drive), or if you have an arrangement with an approved Coach Driver at your school, you may enter a separate request for each day of the tournament, designating yourself (or another approved Coach Driver at your school) as the driver. Late Requests Requests should be submitted into CoachTrips no later than one full week (at least 5 work days) prior to the trip date. Late requests may incur a late fee of $25.00, plus be charged the overtime driver rate of $21.00 per hour. Late requests are reviewed in the order in which they are received. 30

31 Late requests, if accepted, are accepted on the contingency of driver and bus availability, and may denied in CoachTrips. An notification should be sent to the CoachTrips administrator if and when a late request is entered. It is the responsibility of the CoachTrips user to monitor the status of trip requests in CoachTrips. We hope you enjoy using this new software. Thank you for your cooperation. Return to Table of Contents Flow Chart for Determining Athletic Field Trip Transportation There are three possible modes of transportation available within AISD for Athletic field trips: 1. Activity Bus (Activity Buses have a seating capacity of 14, not including the driver. Coach must be trained and authorized to drive Activity Bus). 2. AISD School Bus with Transportation Department Driver (Trip must depart after 4:45 PM or before 1:00 PM (earlier if out of town), but after 9:00 AM) 3. AISD School Bus with Coach driver (must be approved to drive an AISD school bus). Please use the following flow chart to determine which mode is appropriate to your request. 1. If the trip departs at 4:45 PM or later, use CoachTrips. The Transportation Department will assign a driver for your trip. 2. If the trip departs earlier than 4:45 PM, do one of the following: If your team has 14 or fewer total passengers (not counting the driver), reserve an Activity Bus. Call for information regarding Activity Bus reservations. If your sport has two or three teams playing (e.g. Basketball, Volleyball, etc.), reserve an Activity Bus for the early game, enter a trip request in CoachTrips for the later games. If your team has more than 14 passengers, request a school bus trip in CoachTrips with a Coach Driver (coach must be approved to drive a school bus for AISD, and the Coach Driver is expected to be a Coach of the sport that is traveling, if at all possible). Each sport at each school should have at least one Coach trained and authorized to drive an Activity Bus. Activity buses are available by reservation with the Athletic Department. Activity Buses are available for any approved trip, at any approved time. Call the Athletic Department at , for information regarding reservation policies, and driver training policy. Coach Drivers with CDL licenses who have been approved to drive a school bus at AISD may drive Athletic Trips under at least two (2) of the following three conditions: 1. The trip s departure or return time is outside of the Transportation Department s hours of operation for field trips (i.e. either before 4:45 PM, or an all day trip). 31

32 2. The trip has more than 14 passengers (not including the driver), or an Activity Bus is not available for the trip. 3. The trip is for a tournament, and game times are yet to be determined (this must be specified in the Customer Instructions of the trip request in CoachTrips). Requests for school bus trips with Coach Drivers must be entered into CoachTrips in the same manner as other Athletic Field Trips, with the following exception: In the Customer Special Instructions, specify the name of the Coach who will drive the trip. If the trip date is on a Weekend, C-day, or holiday, the justification for needing a Coach Driver must be entered in the Customer Instructions of the trip request. Requests for trips with Coach Drivers that do not include the name of the Coach Driver will either be assigned to an AISD bus driver if possible, or denied. 4:45 PM is the earliest default after school pickup time for a trip driven by an AISD Transportation Department driver. Flow Chart for Coaches Training to Drive Athletic Field Trips Note: Classified personnel working at schools are not currently eligible to drive an AISD School bus on Athletic Department field trips. All applications are subject to the approval of the AISD Department of Human Resources Office. I. If you do not have a current CDL Class B license: a. You will have to complete an application with the Classified Employment division of the Human Resources Department, in person, at 1111 W 6 th St, Bldg A. b. You will be required to complete a drug test, a DOT physical, and to submit a copy of your 5-year driving record from the State of Texas DMV, as instructed by the Human Resources Department. c. If you work at a school south of the Colorado River, call Edith Luna at , to set up an appointment to begin training. If you work at a school north of the Colorado river, call Keith Young at d. You will have to complete 10 hours of behind the wheel training, conducted by an AISD staff trainer. e. You will be required to pass written tests, and a driving test, with the State of Texas DMV. f. You will be required to complete an 8-hour AISD Defensive Driving class. g. You will be required to complete a 20-hour State Certification course within the school year. II. If you have a current CDL Class B license, but your State Certification has expired: a. Follow steps I. a., I. b., and I. c., as detailed above. b. You will have to complete 10 hours of behind the wheel training, conducted by an AISD staff trainer. c. You will be required to complete an 8-hour AISD Defensive Driving class. d. You will be required to complete a 20-hour State Certification course within the school year. III. If you have a current CDL Class B license and your State Certification is current: a. Follow steps I. a., I. b., and I. c., as detailed above. b. You will have to complete a minimum of 2 hours of behind the wheel training conducted by an AISD staff trainer. c. You will be required to complete an 8-hour AISD Defensive Driving class. 32

33 Authorization, once completed, is effective until the expiration date on the Defensive Driving, and the State Certification, certificates (3 years from the completion date of each course). Defensive Driving and State Certification will have to be renewed, as described above, before the expiration date on the certificate. Driving records will be checked annually, and all drivers are subject to federal DOT regulations regarding annual physicals and drug testing, including random drug tests. IV. Activity Bus Training (15 passenger limit, including the driver): a. You must complete the 4-hour defensive driving course Coaching the Van Driver, offered periodically by the AISD Athletic Department. Call for information. b. If you work at a school south of the Colorado River, call Kelly Kahoe at , to set up an appointment to begin training. If you work at a school north of the Colorado river, call Keith Young at c. You will be required to complete a minimum of 2 hours of behind the wheel training conducted by an AISD staff trainer. d. Your driving record will be subject to periodic review by the AISD Human Resources Department. Return to Table of Contents 33