Trip Ordering
A key part of any school's Transportation Department is managing field trips for campuses and departments. Mindsphere’s Trip Ordering application offers a solution to help end users place orders, follow those orders throughout the lifetime of the trip, AND help the Transportation Department easily approve, fulfill, and complete the trip with options to invoice the trip to easily and accurately account for costs.
Common Challenges
- Users need a lot of training due to confusing input screens, rules that are not clear.
- End users being able to track their field trip order easily.
- Enforce vehicle availability.
- Not easy to add relevant information for invoicing such as budget codes or PO numbers.
- Being able to customize invoice rules for both estimating how much a trip may cost and after the trip is complete.
- Ensure invoices are sent to the correct users.
Our Solution
An easy-to-use application for users who need to place an order for a field trip featuring customizable:
- Approval Centers for campuses, departments, or other ordering entities that are directly responsible for the lifecycle of the order with multi-level order approval as needed.
- Straight forward, organized, and an easy to follow flow for users to set the “who,” the “what,” the “where,” and the “when” of a trip, making it easy to request a trip accurately and confidently.
- Customizable rules that can set ordering fields based on what kind of order is being placed to default values, such as budget codes or PO numbers.
- Ability to block dates or specific time periods during business days for route times
- Invoice groupings to send the cost of the order to the responsible party.
- Customizable invoice rules that can offer users an invoice estimate of their trip based on time, mileage, or both, by broad or specific customer details (such as specific rates for athletics or fine arts, by vehicle type, or driver role).
Combined with the Work Force Management application, functionality is extended to:
- Manage block dates, times, and available options for placing orders.
- Confirm the trip can be run with limited available vehicle types.
- Easily fulfill a trip with drivers, monitors, vehicles, and track mileage when the trip is over.
- Mark trips as complete to validate entered time and mileage.
- Create invoices for the invoice group for any period and execute a calculation job to accurately determine the final cost of the trip.
Contact us for more information or to schedule an appointment to discuss how we can help you today!