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 Admin Panel: https://admin.ourbus.com/login
Freshdesk: https://rallybus.freshdesk.com/a/tickets/filters/all_tickets
Freshcaller: https://rallybus.freshcaller.com/call-logs
Google Sheet- Operators’ Data
OurBus Signage Details:
Size: 20”W x 06.5”T
Material: The signs are made out of 4 mil Coroplast, 1 sided
Price: $Amount per piece + Freight charges + Tax
Sample
Size: 20”W x 12.5”T
Material: The signs are made out of 4 mil Coroplast, 1 sided
Price: $Amount per piece + Freight charges + Tax
Sample
Size: 12 X 18
Thickness: 2mm
Material: Aluminium
Price: $Amount per piece + Freight charges + Installation process (if required)
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.)
Sample of Stop Signage:
Placard:
Size: 12x18
Thickness: 4 mm
The signs are made out of 4 mil CORO, 1 sided
Price: $Amount per piece + Freight charges
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.
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:
Company’s Name- Peel,Inc
Website- https://www.peelinc.com/
Contact Person- Jonathan
[email protected] ( 512-263-9181)
Pricing:
Old Dashboard Signs
Dimensions: 20”W x 6.5”T
Price: 112 signs at $3/each +$20 per shipping destination.
Material: The signs are made out of 4 mil Coroplast, 1 sided
New Dashboard Signs:
Dimensions: 20”W x 12.5”T
Price: 210 signs at $4/each +$10 per shipping destination.
Material: The signs are made out of 4 mil Coroplast, 1 sided
OurBus Metal Stop Signage
Dimensions: 18”W x 12”T x 2mm
Price: $70/each +shipping ($15-$20) and tax
Material: Aluminum
3/8” drilled holes top & bottom center for your install to bolt them on to the pole.
Company’s Name- Sign Pro
Website- http://www.mysignpros.net/
Address- 21 Terri Dr Harrisonburg Va 22802
Contact Person- Nora
[email protected] ( 540-574-3032)
New Dashboard Signs:
Dimensions: 20”W x 12.5”T
Price: 200 signs at $6.25/each +$30 per shipping destination.
Material: The signs are made out of 4 mil Coroplast, 1 sided
OurBus Metal Stop Signage
Dimensions: 18”W x 12”T x 2mm
Price: $55/each + no shipping and tax
Material: Aluminum
3/8” drilled holes top & bottom center for your install to bolt them on to the pole.
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 sheet: Operators’ 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
Process:
Order Received from Operator:
BO/DO receives the Signage request from TP specifying the quantity to be ordered.
If DO receives the request, then it will inform BO
Shipping Address:
If the shipping address isn’t confirmed, BO confirms the shipping address from TP.
If you already have the shipping address,skip this step & proceed further.
BO will update it in the Operators’ Data.
BO will follow-up with MT for the sample so that the same can be shared with the vendor.
Once a sample is received from MT, BO will share all the details (Size, Number, Shipping location) with the vendor.
Vendor will share the quote keeping in mind all the details shared.
BO will confirm the quote if suitable and initiate the printing process requesting for the invoice.
VD requests some percentage of the payment in advance.
VD requests the entire payment in advance.
VD will send the invoice along with the estimated shipping date.
BO will forward the invoice to the FT for the payment.
FT sends the Credit card authorization form.
BO will keep a track if the FT has made the payment or not.
After the vendor confirms that the payment has been processed, BO will request for the tracking link along with the carriers’ details.
Vendor shares the tracking link of the order for the tracking purposes & the Carriers’ details to BO.
BO shares the details with TP to be on the same page.
As soon as the shipment is completed as per the tracking link,BO confirms the same from TP via email/call.
BO will update the same in Operators’ Data.
Following-up with the Operators for orders:
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.
Shipping Address:
If the shipping address isn’t confirmed, BO confirms the shipping address from TP.
If you already have the shipping address,skip this step & proceed further.
Bo will update the quantity in the Operators' Data.
BO will follow-up with MT for the sample so that the same can be shared with the vendor.
Placing Order to the Vendor:
Once a sample is received from MT, BO will share all the details (Size, Number, Shipping location) with the vendor.
Vendor will share the quote keeping in mind all the details shared.
BO will confirm the quote if suitable and initiate the printing process requesting for the invoice.
VD requests some percentage of the payment in advance.
VD requests the entire payment in advance.
VD will send the invoice along with the estimated shipping date.
BO will forward the invoice to the FT for the payment.
FT sends the Credit card authorization form.
BO will keep a track if the FT has made the payment or not.
After the vendor confirms that the payment has been processed, BO will request for the tracking link along with the carriers’ details.
Vendor shares the tracking link of the order for the tracking purposes & the Carriers’ details to BO.
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.
Tracking Order:
BO will track the order and keep the TP posted.
Confirmation from the Order:
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.
BO will call/email the TP to get the assurance that the order has been successfully received.
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: