THOUGHT LEADER
What Do You Really Need from Technology?
Written by Kerry Somerville A
s a software professional with over 30 years of experience in school transportation, I have worked with hundreds of districts and witnessed both successful and failed technol-
ogy implementations. This raises an important question. Why do some districts succeed while others fail? Is transportation technology inherently flawed, or do
we lack the necessary skills to implement it effective- ly? As technology evolves, we must adapt alongside it. While some vendors might claim it’s easy, the reality is that there is no simple solution. Let’s explore the key factors to consider for successful technology implementation.
Do You Really Need to Change? Throughout my career, I’ve seen many districts switch
from one software system to another, underestimating the complexity and cost of such transitions. Changing software is an expensive and challenging task, especially for larger districts. Often it’s a multi-year project. Think of software like cars. All cars have four wheels and an engine. The difference lies in the features. Simi- larly, most routing software can produce routes and give driver directions—the rest are just added features. More often than not, districts already have the nec- essary functionality in their existing software but don’t know how to fully utilize it. Before deciding to switch, evaluate your current software’s capabilities. Sometimes, a bit of training is all that’s needed. However, there are valid reasons for change, such as district growth. Ensure your reasons are sound and not a waste of tax dollars.
What Do You Want? When working with districts, I always start by asking,
“What do you expect the software to do?” The answers vary among superintendents, bus drivers, IT teams, routers, dispatchers, and transportation directors. Un- derstanding everyone’s need is crucial. For instance, tracking buses is a common request.
Many companies offer this feature, but what specific in- formation do you need? Do you need to see the vehicle speed, stop durations, telematics, or driver behavior? Clearly define your needs and ensure they align with the requirements of all stakeholders.
What Does Your RFP Say? When consulting on Requests for Proposals (RFPs), I
often find that districts struggle to write effective ones. Now that you know your district’s needs, crafting a com- prehensive RFP is critical. Your RFP should clearly define what you need, including specific data and reports. Vague statements like “Software must integrate with other district systems” are unhelpful and can lead to costly assumptions. Specify the exact integrations re- quired and ensure all stakeholders review and proofread the RFP to meet everyone’s needs.
Do You Have District Buy-in? Involving all stakeholders is essential for success.
Take student tracking, for example. This initiative goes beyond transportation. Who will issue the cards? How will replacements be handled? Do you need card print- ers at each school, or will a central location suffice? Or should you outsource card production? Answering these questions and securing district support will help ensure the success of your initiative.
Do You Have the Right Personnel to Implement? With the right software and hardware selected and all
stakeholders involved, it’s time to implement. But your already busy staff now has an additional task. Many implementations fail due to a lack of time and resources. Ensure you have the right personnel in place, includ- ing a project manager to keep everyone on track. If you don’t have an experienced project manager, consider hiring one temporarily. A good project manager can alleviate the burden and hold both the district and the vendor accountable.
Do You Have the Right Personnel to Manage Your Technology? Managing new technology often falls to some-
one internal, but they might not have the necessary background. Many implementations fail because the designated person lacks expertise in GIS systems, re- porting, internet technologies, and other critical areas. Ensure you have qualified personnel to manage the system post-implementation.
Read more about the RFP process in a series of blogs by Alexandra Robinson that culminated with a panel discussion at STN EXPO Reno in July. Read more
stnonline.com/go/jz.
70 School Transportation News • SEPTEMBER 2024
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