Scope: This is to know the procedure for OurBus D-Cal & Signs so that the orders are being successfully placed to the vendor & received by the operators as per demand.


Service Level Agreement (SLA): 

  • Order Placed to vendor- 5-7 minutes (of receiving the order)

  • Order shipped out- 3-5 days

  • Order delivered- depends on the shipping date


Tools: 



OurBus Signage Details:


  1. Dashboard Sign

    1. Size: 20”W x 06.5”T

    2. Material: The signs are made out of 4 mil Coroplast, 1 sided

    3. Price: $Amount per piece + Freight charges + Tax

    4. Sample

  1. Modified Dashboard Sign:

    1. Size: 20”W x 12.5”T

    2. Material: The signs are made out of 4 mil Coroplast, 1 sided

    3. Price: $Amount per piece + Freight charges + Tax

    4. Sample


         

  1. Stop Sign:

    1. Size: 12 X 18

    2. Thickness: 2mm

    3. Material: Aluminium

    4. Price: $Amount per piece + Freight charges + Installation process (if required)

    5. Installation Process- The signs come with 3/8” drilled holes top & bottom center for your install to bolt them on to the pole. (This needs to be coordinated with the Stop contact person & Installation fees can be offered to the stop owner or we have to arrange OurBus installation person.)

    6. AI File

    7. Sample of Stop Signage:



         



  1. Placard:

    1. Size: 12x18 

    2. Thickness: 4 mm

    3. The signs are made out of 4 mil CORO, 1 sided

    4. Price: $Amount per piece + Freight charges 

    5. It comes  with a double side print , a good quality vacuum sucker hook ( which can stick to the window glass of a bus) and a nice hanging string.

    6. Sample of Placard


        



                                  



OurBus Signage Placement:


  • Dashboard Signs:

    • It can be stuck on the windshield of the bus so that customers can identify the bus easily and there’s no confusion.



  • It can be stuck on the bumper of the bus as a bumper sticker.

 






Existing OurBus Printing Vendors:

  1. Company’s Name- Peel,Inc

    1. Website- https://www.peelinc.com/

    2. Contact Person- Jonathan

    3. [email protected] ( 512-263-9181)

  2. Pricing:

    1. Old Dashboard Signs

      1. Dimensions: 20”W x 6.5”T

      2. Price: 112 signs at $3/each +$20 per shipping destination.

      3. Material: The signs are made out of 4 mil Coroplast, 1 sided


  1. New Dashboard Signs: 

    1. Dimensions: 20”W x 12.5”T

    2. Price: 210 signs at $4/each +$10 per shipping destination.

    3. Material: The signs are made out of 4 mil Coroplast, 1 sided

  2. OurBus Metal Stop Signage

    1. Dimensions:   18”W x 12”T x 2mm

    2. Price: $70/each +shipping ($15-$20) and tax

    3. Material: Aluminum 

    4. 3/8” drilled holes top & bottom center for your install to bolt them on to the pole.



  1. Company’s Name- Sign Pro

    1. Website- http://www.mysignpros.net/

    2. Address- 21 Terri Dr Harrisonburg Va 22802

    3. Contact Person- Nora

    4. [email protected] ( 540-574-3032)

    5. New Dashboard Signs: 

      1. Dimensions: 20”W x 12.5”T

      2. Price: 200 signs at $6.25/each +$30 per shipping destination.

      3. Material: The signs are made out of 4 mil Coroplast, 1 sided

    6. OurBus Metal Stop Signage

      1. Dimensions:   18”W x 12”T x 2mm

      2. Price: $55/each + no shipping and tax

      3. Material: Aluminum 

      4. 3/8” drilled holes top & bottom center for your install to bolt them on to the pole.



  1. Other Vendors: We have also contacted multiple other vendors, hoping for better pricing here.

Please refer to Operators’ Data.


OurBus Dashboard Signs Delivered in 2021:


Please refer to the sheetOperators’ Data



Roles & Responsibilities: 


 RACI Model for Process Execution: Please read R as Responsible; A as Accountable; C as Consulted ; I as Informed

Customer Service: CS; Transport Provider: TP; Customer: CX ; Finance Team: FT ; Dispatch Operation: DO ; Planning Team: PT ; Bus Operations: BO ; VD: Printing Vendor



StepCode

Process 

SLA

R

A

C

I

OT

BO/DO receives Signage orders from TP or BO follows up with TP for future trips.

Whenever

BO/DO

BO/DO


TP

DB

DO will inform BO if required.

OT + 5 min

DO

DO


BO

BT

BO will follow-up with MT for the sample.

DB+10 min

BO

BO


MT

BV

Once a sample is received, BO will request a quote from VD.

BT +2-3 Days

BO

BO

MT

VD

AQ

After BO agrees to the quote, VD will share the invoice.

BV+ 2-3 hours

BO

BO


VD

BF

BO will forward the invoice to FT, FT will send the cc form and follow-up.

AQ + 5 min

BO

BO

VD

FT

PP

After payment has been processed, VD initiates the printing and keeps BO posted.

BF+ Same day (Turnaround time)

VD

VD


BO

VB

As soon as VD confirms the order has been shipped, BO will request for tracking details.

PP + 5 min

VD

VD


BO

BP

BO will track the order keep TP posted.

VB+ Tracking time

BO

BO

VD

TP

BT

Once the tracking link shows that the order has been delivered, BO will get the confirmation from TP and update in the Operators’ data.

BP+ 10 min

BO

BO


TP



Process:

  1. Order Received from Operator:

    1. BO/DO receives the Signage request from TP specifying the quantity to be ordered.

    2. If DO receives the request, then it will inform BO

    3. Shipping Address:

      1. If the shipping address isn’t confirmed, BO confirms the shipping address from TP.

      2. If you already have the shipping address,skip this step & proceed further.

    4. BO will update it in the Operators’ Data. 

    5. BO will follow-up with MT for the sample so that the same can be shared with the vendor.

    6. Once a sample is received from MT, BO will share all the details (Size, Number, Shipping location) with the vendor.

    7. Vendor will share the quote keeping in mind all the details shared.

    8. BO will confirm the quote if suitable and initiate the printing process requesting for the invoice.

      1. VD requests some percentage of the payment in advance.

      2. VD requests the entire payment in advance.

    9. VD will send the invoice along with the estimated shipping date.

    10. BO will forward the invoice to the FT for the payment.

    11. FT sends the Credit card authorization form.

    12. BO will keep a track if the FT has made the payment or not.

    13. After the vendor confirms that the payment has been processed, BO will request for the tracking link along with the carriers’ details.

    14. Vendor shares the tracking link of the order for the tracking purposes & the Carriers’ details to BO.

    15. BO shares the details with TP to be on the same page.

    16. As soon as the shipment is completed as per the tracking link,BO confirms the same from TP via email/call.

    17. BO will update the same in Operators’ Data.


  1. Following-up with the Operators for orders:

  1. BO reaches out to all the operators for the ongoing & future trips via call & email regarding the number of OurBus Signage required depending on the number of buses used by the TP for that particular route.

  2. Shipping Address:

    1. If the shipping address isn’t confirmed, BO confirms the shipping address from TP.

    2. If you already have the shipping address,skip this step & proceed further.

  3. Bo will update the quantity in the Operators' Data.

  4. BO will follow-up with MT for the sample so that the same can be shared with the vendor.


  1. Placing Order to the Vendor:

    1. Once a sample is received from MT, BO will share all the details (Size, Number, Shipping location) with the vendor.

    2. Vendor will share the quote keeping in mind all the details shared.

    3. BO will confirm the quote if suitable and initiate the printing process requesting for the invoice.

      1. VD requests some percentage of the payment in advance.

      2. VD requests the entire payment in advance.

    4. VD will send the invoice along with the estimated shipping date.

    5. BO will forward the invoice to the FT for the payment.

    6. FT sends the Credit card authorization form.

    7. BO will keep a track if the FT has made the payment or not.

    8. After the vendor confirms that the payment has been processed, BO will request for the tracking link along with the carriers’ details.

    9. Vendor shares the tracking link of the order for the tracking purposes & the Carriers’ details to BO.

    10. Upon getting the confirmation that the order has been shipped out successfully, BO will follow-up with the vendor for the tracking number with the carrier details.

  2. Tracking Order:

    1. BO will track the order and keep the TP posted.

  3. Confirmation from the Order:

    1. BO will follow-up according to the turnaround time & confirm with the vendor whether or not the order has been shipped out on the shipping date provided to us over the email.

    2. BO will call/email the TP to get the assurance that the order has been successfully received.

    3. BO will update the same in the Operators’ data.



Execution model: Based on RACI Model

Quality Check (QC): NA

Compliance Assessment (CA): Yes/No, if no what’s the reason? NA

Business Continuity Plan (BCP): NA

Work-Load assessment: 

Cost Saving: 

Total workload saving: 

Impact on Turnaround time: 

Average Transactions per month: 

Total Cost Saving: