TECHNICAL ASSISTANCE NOTE
No. 03-11
Contact:
Terri Egler
Bureau of School Business Services
School Transportation Management Section
Department of Education
(850)
488-4405
Charlie Crist, Commissioner
SC 278-4405
DATE:
December 5, 2002
TO:
?
Transportation
Director
s
Service Managers
FROM:
?
Bill Schroyer, Director
Fleet
Management
Subsection
SUBJECT:
On-line Bus Inventory Program
The new Internet-based School Bus Inventory application is ready for use!
You need only have access to the
Internet to be able to view and manage required Florida school bus inventory records.
You will need to use
Internet Explorer for the pages to be properly displayed. No loading or installation of software is necessary.
The web application has been field tested by seven districts during the last two months. Comments have been
widely positive as to its ease of use.
To get to the site, click http://stm.fldoe.org/ or type it into the location bar. Instructions for using the system are
attached to this memorandum.
Each school district must update its school bus inventory no later than
March 3, 2003,
so that we may provide
accurate information to the Florida Legislature.
At that time, you will be asked to verify and attest to the
completeness and accuracy of your school bus inventory information.
To obtain your login name and password, please contact Terri Egler in Tallahassee at (850) 488-4405.
WRS/tje
Attachment
FLORIDA SCHOOL BUS INVENTORY INSTRUCTIONS
Logging on to the system
€
Insert a new bus
€
Edit an existing bus
€
Copy an existing bus
€
Delete an existing bus
€
Print a report for one bus
€
View or print inventory reports
€
Hands-on Example
€
I. LOGIN PAGE
1.
If not already in Internet Explorer (IE), open IE and type http://stm.fldoe.org/ in the location bar.
2.
Scroll down and click on "School Bus Inventory System.”
3.
?
Test the underlined question marks (?). Hovering the mouse over them will allow tooltips or hints
about that field to briefly appear. If you need more time to read the tooltip, click on the ? and a
separate help page will pop up with the information. Be sure to close the help page by clicking the x
in the right hand corner before proceeding.
4.
Login with your district number. For district numbers 1 through 9, there is no preceding zero.
5.
Password: (ALL CAPS) Call Terri Egler at (850) 488-4405 to set your password.
6.
?
Your session will expire after 20 minutes of inactivity. You will need to login again if your session
expires.
II. BUS ACTION MENU
The Bus Action Menu is the center of all actions you will use to make changes in your inventory. Upon
successful login, you will be presented with a Bus Action Menu that contains a dropdown list of all
registered buses in your inventory at that time. At the Bus Action Menu you can select a bus to edit,
delete, or copy. You will also use the Bus Action Menu to insert new buses. Or you may choose to
view or print your entire inventory from the Bus Action Menu. We will begin with instructions for
inserting a new bus.
IIa. BUS ACTION MENU - INSERT NEW BUS
1.
CLICK "INSERT NEW BUS" (The Bus Registration Page will appear.)
(Note fields with underlined question marks (?) before the field name. Hovering the mouse over them
will allow tooltips or hints about that field to briefly appear. If you need more time to read the tooltip,
click on the ? and a separate page will pop up with the information. Be sure to close the help page by
clicking the x in the right hand corner before proceeding.)
2.
Bus Number: Enter the local bus number.
3.
Bus Type: A - Small Van; B - Breadbox ; C - Conventional; D - Large Transit; E - Other (ie, cars).
4.
Service Schedule: D - Daily; A - Activity; S - Spare; O - Other.
5.
Contracted: Y - Yes; N - No.
6.
Delivered Date: The date the bus was delivered to you. (All dates use this format - 5/1/01.)
7.
In-Service Date: The date you put the bus into service.
8.
In-Service Miles: The number of miles the bus had on it the day you put it into service.
9.
?
Shell Capacity: The number of seating positions the bus is designed to accommodate, if configured
for full seating.
10. Seating Capacity: The number of ACTUAL regular seating positions. This may vary from shell
capacity if the bus is lift-equipped or has fewer seating positions than it is designed to hold. For
example, each wheelchair space reduces capacity by approximately 3. Additionally, some toddler
seating systems (C.E.White) may reduce seating capacity.
11. Wheelchair Capacity: The number of wheelchair spaces on the bus.
12. Shop location: This field is meant to help those districts with more than one shop location. The
default is set to "1."
13. Chassis Manufacturer: The manufacturer of the chassis. All Navistar/International/IC chassis will
use "International" for chassis manufacturer.
14. Chassis Model: Most chassis models will use one of the following designations:
Freightliner
: FS-65
International
(separate chassis/body manufacturer): 3800
International
(IC): IC
BlueBird
(Type D, Front Engine): AAFE
BlueBird
(Type D, Rear Engine): AARE
Thomas
(Type D, Front Engine): MVP-EF
Thomas
(Type D, Rear Engine): MVP-ER
Thomas
(Larger Type D, Front Engine): TCFE
Thomas
(Larger Type D, Rear Engine): TCRE
15. Chassis Build Date: The date the chassis was completed. On complete buses, this information may
not be provided by the manufacturer. If not, set approximately 6 months before Delivered Date.
16. Fuel Type: Diesel is the default.
17. Vin #: Enter the vehicle's Vehicle Identification Number. All vin numbers start with a number,
never a letter. The letters I and O are
NEVER
used within vin numbers.
18. Trans Model: Enter the transmission model. Substitute a hyphen if there is a space within the model.
When you pull up a bus record with any spaces, information after the space is not displayed.
19. Trans Serial: Enter the transmission serial number.
20. Engine Model: Enter the engine model. Substitute a hyphen if there is a space within the model.
When you pull up a bus record with any spaces, information after the space is not displayed.
21. Engine Serial: Enter the engine serial number.
22. Trans Ext Warranty: (leave blank)
23. Body Manufacturer: Enter the manufacturer of the body (no spaces in BlueBird).
24. Body Model (No spaces): Most body models will use one of the following designations:
BlueBird: SBCV (Type C)
BlueBird: B2VC (Type A)
BlueBird: AAFE (Type D, Front Engine)
BlueBird: AARE (Type D, Rear Engine)
International: IC (Integrated Coach. Chassis and body manufactured by International.)
Thomas: CONV (Type C)
Thomas: Minitour (Type A)
Thomas: FE (Type D, Front Engine)
Thomas: RE (Type D, Rear Engine)
Thomas: MVP-EF (Larger type D FE)
Thomas: MVP-ER (Larger Type D RE)
25. Body Serial: Enter the body serial number
€
26. AC Equipped: Y - Yes; N - No.
€
27. AC Manufacturer: Carrier, TransAir, or Rifled Air (the system will abbreviate Rifled Air to RAC).
€
28. AC Model: Enter the AC model (if known).
€
29. Lift Equipped: Y - Yes; N - No.
€
30. Lift Manufacturer: Braun, Ricon, or Mobiltech.
€
31. Lift Model: Enter the Lift model (if known).
€
32. Lift Serial: Enter the lift serial number (if known).
€
33. Click Button that says "Insert Bus."
€
34. Review the information to make sure it is correct.
€
35. If OK, click link that reads "OK - Return to Bus Action Menu."
€
36. If changes are necessary, click "Select New Action for This Bus."
€
You may
print an individual bus report
while you are reviewing this page or any bus review page.
1.
To print, just click on "File," then "print."
€
2.
Or you can simply click the printer icon on the standard buttons toolbar.
€
IIb. BUS ACTION MENU - EDIT BUS
Most edits will involve changing the in-service date, in-service miles, or changing the service schedule
from "Daily" to "Spare." Sometimes, however, you may need to correct errors or omissions in other
fields as well. All fields in the bus edit screen are able to be updated except for bus number. To change
a bus number, try copying the bus with the new bus number, then deleting the old bus number.
1.
Click the arrow on the drop-down list to select the bus number you want to work with.
2.
?
Make sure the bus number is selected, then click the "Select Bus" button. The "Select Action"
screen will appear.
3.
?
Click "Edit Bus." The "Bus Review/Update Page" will appear. (Hovering the mouse over the ?
marks will allow tooltips or hints about that field to briefly appear. If you need more time to read
the tooltip, click on the ? and a separate page will pop up with the information. Be sure to close the
help page by clicking the x in the right hand corner before proceeding.)
4.
?
Make changes to the existing bus according to the information below:
Bus Type: A - Small Van; B - Breadbox; C - Conventional; D - Large Transit; E - Other (ie,
cars).
Service Schedule: D - Daily; A - Activity; S - Spare; O - Other.
Contracted: Y - Yes; N - No.
Delivered Date: The date the bus was delivered to you. (All dates use this format - 5/1/01.)
In-Service Date: The date you put the bus into service.
In-Service Miles: The number of miles the bus had on it the day you put it into service.
Shell Capacity: The number of seating positions the bus is designed to hold.
Seating Capacity: The number of ACTUAL regular seating positions. This may vary from shell
capacity if the bus is lift-equipped or has fewer seating positions than it is designed to hold. For
example, each wheelchair space reduces capacity by approximately 3. Additionally, some
toddler seating systems (C.E.White) may reduce seating capacity.
Wheelchair Capacity: The number of wheelchair spaces on the bus.
Shop location: This field is meant to help those districts with more than one shop location. The
default is set to "1."
Chassis Manufacturer: The manufacturer of the chassis. All Navistar/International/IC chassis
€
will use "International" for chassis manufacturer.
€
Chassis Model: Most chassis models will use one of the following designations:
€
Freightliner
: FS-65
International
(separate chassis/body manufacturer): 3800
International
(IC): IC
BlueBird
(Type D, Front Engine): AAFE
BlueBird
(Type D, Rear Engine): AARE
Thomas
(Type D, Front Engine): MVP-EF
Thomas
(Type D, Rear Engine): MVP-ER
Thomas
(Larger Type D, Front Engine): TCFE
Thomas
(Larger Type D, Rear Engine): TCRE
Chassis Build Date: The date the chassis was completed. On complete buses, this information
€
may not be provided by the manufacturer. If not, set approximately 6 months before Delivered
€
Date.
€
Fuel Type: Diesel is the default.
€
Vin #: Enter the vehicle's Vehicle Identification Number. All vin numbers start with a number,
€
never a letter. The letters I and O are
NEVER
used within vin numbers.
€
Trans Model: Enter the transmission model. Substitute a hyphen if there is a space within the
€
model. When you pull up a bus record with any spaces, information after the space is not
€
displayed.
€
Trans Serial: Enter the transmission serial number.
€
Engine Model: Enter the engine model. Substitute a hyphen if there is a space within the model.
€
When you pull up a bus record with any spaces, information after the space is not displayed.
€
Engine Serial: Enter the engine serial number.
€
Trans Ext Warranty: (leave blank)
€
Body Manufacturer: Enter the manufacturer of the body (no spaces in BlueBird).
€
Body Model (No spaces): Most body models will use one of the following designations:
€
BlueBird: SBCV (Type C)
BlueBird: B2VC (Type A)
BlueBird: AAFE (Type D, Front Engine)
BlueBird: AARE (Type D, Rear Engine)
International: IC (Integrated Coach. Chassis and body manufactured by International.)
Thomas: CONV (Type C)
Thomas: Minitour (Type A)
Thomas: FE (Type D, Front Engine)
Thomas: RE (Type D, Rear Engine)
Thomas: MVP-EF (Larger type D FE)
Thomas: MVP-ER (Larger Type D RE)
Body Serial: Enter the body serial number
€
AC Equipped: Y - Yes; N - No.
€
AC Manufacturer: Carrier, TransAir, or Rifled Air (the system will abbreviate Rifled Air to
€
RAC).
€
AC Model: Enter the AC model (if known).
€
Lift Equipped: Y - Yes; N - No.
€
Lift Manufacturer: Braun, Ricon, or Mobiltech.
€
Lift Model: Enter the Lift model (if known).
€
Lift Serial: Enter the lift serial number (if known).
€
4.
Click Button that says "Update Bus."
For illustration purposes, we will change the delivered date on bus 027 from 1/1/50 (the system default
date) to 9/30/01, the in-service miles to 600, and the seating capacity to 84.
(We click the "Update Bus" button. A review screen appears to allow us to see the changes we've made.
We review the information to make sure it is correct.)
5.
Everything is correct, so click "Return to Bus Action Menu."
IIc. BUS ACTION MENU - COPY BUS
The "Copy Bus" action allows users to insert multiple buses with the same configuration without the
need to enter the componentry information for each new bus. With "Copy Bus," most users will only
need to add the new bus number, vin number, and serial numbers. If the delivery date and in-service
dates are different than the bus being copied, those would also need to be changed. If the second bus is
very much different than the bus being copied, it would be easier to insert a new bus than copy an
existing bus. For instance, if the bus being copied is a 65-passenger International/BlueBird with AC and
lift, and the bus you want to insert is a 65-passenger International/BlueBird without AC or lift, follow
the instructions to insert a new bus.
1.
Click the arrow on the drop-down list to select the bus number you want to work with.
2.
?
Make sure the bus number is selected, then click the "Select Bus" button. The "Select Action"
screen will appear.
3.
?
Click "Copy Bus." The "Copy Bus Registration Page" will appear. (Hovering the mouse over the ?
marks will allow tooltips or hints about that field to briefly appear. If you need more time to read
the tooltip, click on the ? and a separate page will pop up with the information. Be sure to close the
help page by clicking the x in the right hand corner before proceeding.)
4.
Enter the bus number for the second bus.
5.
?
Delivered Date: If the second bus was delivered the same date as the bus being copied, the date
delivered will not need to be changed. (All dates use this format - 5/1/01.)
6.
?
In-Service Date: If the second bus was put into service as the bus being copied, the in-service date
will not need to be changed.
7.
In-service Miles: This number should be very near the in-service miles of the bus being copied.
8.
?
Shop location: This field will be changed only if the second bus is assigned to a different shop than
the bus being copied.
9.
?
Vin #: Enter the vehicle's Vehicle Identification Number. All vin numbers start with a number,
never a letter. The letters I and O are
NEVER
used within vin numbers.
10. Trans Serial: Enter the transmission serial number for the second bus.
11. Body Serial: Enter the body serial number.
12. Click Button that says "Insert New Bus."
For illustration purposes, we will copy bus 027. The delivered date and in-service dates are the same as
027, the vin number Is 1T7HT4B2911101708, the transmission serial number is 651025115, the engine
serial number is CKM07596, and the body serial number is 11101686.
(We click the "Insert New Bus" button. A review screen appears to allow us to see the changes we've
made. We review the information to make sure it is correct.)
13. Everything is correct so click "OK - Return to Bus Action Menu."
IId. BUS ACTION MENU - DELETE BUS
Use the delete bus action when a bus is no longer in your inventory, i.e., you sell the bus or the bus is
wrecked.
1.
Click the arrow on the drop-down list to select the bus number you want to work with.
2.
?
Make sure the bus number is selected, then click the "Select Bus" button. The "Select Action"
screen will appear.
3.
Click "Delete Bus." The "Delete Confirmation Page" will appear.
4. Click YES - Delete the Bus.
The bus is deleted and you are returned to the Bus Action Menu.
VIEW OR PRINT BUS INVENTORY REPORTS
1. Go to the "Bus Action Menu."
2. Click "View or Print Bus Inventory Report."
3.
Select the report you want to view or print.
You will be presented with a report similar to below.
View the report
by clicking on the arrow buttons
to scroll through the pages. You must
print the report
one page at a time.
First Page
Previous Page
Next Page
Last Page
4.
Click "File," then "Print."
5.
Click the third arrow to move to the next page.
6.
Repeat the instructions above to print.
If you need help with the report, or if you prefer an electronic "snapshot" of your report in Microsoft
Excel format, please contact Terri Egler at (850) 488-4405 or terri.egler@fldoe.org for assistance.
HANDS-ON EXAMPLE:
HOW TO MANAGE YOUR SCHOOL BUS INVENTORY INFORMATION IN 30 STEPS!
1.
Open Internet Explorer.
2.
Type in the location bar: http://stm.fldoe.org/
3.
Click School Bus Inventory System.
4.
Point your mouse to the underlined colon : after the word district to see a tooltip regarding this field.
5.
Click the underlined colon : after the word password to open the login help screen.
6.
Close the login help screen.
7.
Login as district "99," password "TESTLIST" (all caps).
8. Click Insert New Bus.
9.
Insert New Bus
using the following information
Bus: 027
€
Bus type: D
€
Vin#: 1T7HT4B2911101708
€
Chassis manufacturer: Thomas
€
Chassis model: MVP-ER
€
Chassis build date: (click underlined question mark ? after the field name to pull up the help
€
screen to determine what date to use for this field)
€
Body manufacturer: Thomas
€
Body model: MVP-ER
€
Body serial #: 11101684
€
Service schedule: Daily
€
Engine model: Cat-3126
€
Fuel type: Diesel
€
Engine serial: 12345678
€
Contracted: No
€
AC Equipped: No
€
Lift Equipped: Yes
€
Lift Model: Braun
€
Delivered Date: 8/19/02
€
In-service date: 8/22/02
€
Transmission model: MD-3060
€
Transmission serial: 98765432
€
In-service miles: 650
€
Shell capacity: 84
€
Seating capacity: 73
€
Wheelchair capacity: 9
€
10. Click "Insert Bus" button.
11. Print the screen.
12. Click "Select New Action for this Bus."
€
13. Click
Copy
. Information on new bus is:
€
New bus number will be 026
€
Vin Number will be 1T7HT4B2911101707
€
Delivered date will be 9/24/02
€
In-service date will be 9/26/02
€
In-service miles will be 650
€
Body serial number will be 11101683
€
14. Click "Insert New Bus."
€
15. Print the screen.
€
16. At Bus Action Menu, select bus 011 and click "Select Bus" button.
€
17. At Select Action page, choose
Edit Bus
.
€
18.
Edit
Bus 011 in the following fields:
€
Change Seating capacity to "84"
€
AC Equipped should be "YES"
€
AC Manufacturer is “Carrier”
€
Transmission model should be "MD-3060"
€
Delivered date should be "9/16/02"
€
In-service date should be "9/25/02"
€
In-service miles should be “250”
€
19. Click "Update Bus."
€
20. Print the screen by selecting File, Print, or by clicking the print button.
€
21. Click "Return to Bus Action Menu."
€
22. Click "Return to Bus Action Menu"; select bus 026.
€
23.
Delete
bus 026.
€
24. Click "Return to Bus Action Menu"; select bus 027.
€
25.
Delete
bus 027.
€
26. Click "Return to Bus Action Menu"; select View or Print Inventory Report.
€
27. Select the report "Sort by Bus Number."
€
28. Print the first page of the report, then scroll to the next page by clicking the third arrow on the
paging toolbar at the bottom right of the screen. Print each page before scrolling to the next page.
29. Select the button at the bottom that reads "Return."
30. Click "Return to School Transportation Home Page." You are now able to close Internet Explorer
or to navigate to other sites on the internet.
