How to onboard a new operator?
Scope: As soon as we get into the agreement through different channels to start any route or event we need to On-board or reboard the operator. The information will be provided/announced by the Planning & Sales Team. Contact details to be provided by the Planning team or Sales team in case not available with the Bus Operations team. This applies to Lines & Charter Operators
SLA: As per SOP Sales Operation
Tools:
Google Documents (Doc & Slides)
PDF
Air Table as onboarding Checklist (Yet to be onboarded)
Whereby Conferencing Tool
Calendly as Scheduling Tool
Roles & Responsibilities : RACI to be added
Operators Type:
New Operator
Existing Operator
On-Boarding:
Any operator who has not done business with us ever is considered as a new Operator. We need to to the following:
Update the launch date, Operator info & contact details in the Operators Onboarding File as per MOU/Contract
Do Pre-Onboarding Checks and update the status Operators Onboarding File
Do a rating check on SAFER and update (New Operator)
Navigate to the Site
Search Passenger Carriers USDOT # or Company Name
Click on “Safety Information” to view Safety Rating.
Check If the are any existing entry (New Operator)
All registered operators are listed under “Transport Companies” under <Trips> tab. You can see the official name of the Operator along with other information.
Update water agreement, Bus Wrap and COI status as per the requirement (Existing Operator)
Send them a Welcome Email and Initiate On-Boarding
First Email Sent for Onboarding: This Email will be sent by Head of Bus Operations including all the respective Process Owners and from here all the process flow will start
Hi <<Owner of the Operator>
Welcome to Rally OurBus. We are excited to work with you and we wish for the huge success of the <<name of the route with schedule linked with all the stops>> route starting on <<Launch Date>>. In order to prepare a smooth operation and proper coordination with <<name of the operator>> team, we would like to give you a tour on how everything will work. Please refer to the OurBus Welcome Kit for all other details, processes and important information on why these are the critical points for our business to succeed. We will also share the Bus Operators Handbook with more detailed information soon.
We will be waiting for your response on point number 1(Certificate of Authority & COI- Accord 25), 2 ( Cost of one pallet of water bottle and if interested to get OurBus branded water bottles, shipping address and attn. contact details), 5 & 7 of OurBus Welcome Kit.
If you have any questions & concerns please reach out to me at [email protected].
Onboard Operators in our tool - OurBus Admin/ Rally Lodestar
3.2.1 Ourbus Admin
3.2.1.0 Click on “Create Transport Company” under <Trips>, this will open up: Link
Fill in the mentioned details:
About: NAME, MC #, DOT#
Contact: ADDRESS, BUSINESS HOURS, PHONE # (non business hrs) Other: INSURANCE DETAILS, 56 COACHES #, MOTOR CARRIER AUTHORITY
Click on <Save and Continue> and fill in “Buses”, “Driver” and “Domicile Location”
3.2.1.1 Login Credentials: Create Login Credential for the TP access with Revenue access, as soon as you get confirmation on who should be getting access
3.2.2 Rally Lodestar: Yet to be added
Collect All the required documents as per the general/stop agreement
Upload, update the related sheets and checklists
Arrange the training for Dispatchers & Driver - Expectation & Driver Apps & Admin Panel/Lodestar
3.6 Training Session 1 to Dispatcher and Drivers: (OurBus) What we need from the operator are the names and emails of Head dispatcher and Head of the Drivers who can further train all other drivers on tools or processes.
The training module to be executed on every new Operator onboarding, new driver onboarding or a new route launch. Its OurBus dispatcher’s responsibility to get it executed either by themselves or by the Operator’s representative
We also finalize operator specific Welcome Announcement for the drivers and Update the link here in Operators Onboarding File
Send the Training Manual after completing each session and update the contact details.
3.7 Training Session 2 to Owner & Managers: (OurBus) Admin Panel Training (work in progress) and Update the status here in Operators Onboarding File
Execution Model
Incase of Direct Sales Definition:When a planning person/sales person directly approaches the bus operator for a certain route.
RACI Model for Process Execution: Please read R as Responsible; A as Accountable; C as Consulted ; I as Informed
*Planning/Sales Lines: P/S; Bus Operations: BO; Marketing Team: MT, Accounting Finance : AT; Customer Service : CS, Dispatch Operations: DO, Company Operations : CO; Company Wide: CW, Event Sale: ES
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