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Case Study: VKSF, Germany

No. of buses: approx. 120
Core activity: Planning and coordination of passenger transport in Flensburg-Schleswig.
Trapeze products: Timetable and duty planning and crew planning

BUSINESS CHALLENGE

VGSF/VKSF is the organization in charge of planning and coordinating passenger transport in the counties of Schleswig and Flensburg in northern Germany.

GOALS

In 1999, VGSF/VKSF decided to acquire a system which would automate and increase the efficiency of many of the organization's planning activities. "We wanted a uniform and streamlined solution which would support and increase the efficiency of our timetable, duty and roster planning activities," says Claus Klingenberg, Project Manager at VGSF/VKSF.

SOLUTION

Following a thorough review of various solutions, VGSF/VKSF chose the Trapeze System in 2000. "Having researched the market, we found that the Trapeze solution was the best one for us," says Mr. Klingenberg. "And we have not regretted our choice."

RESULTS

In connection with the change in timetables in December 2002, completely revised vehicle deployment, duty and roster plans were produced. In the process, all the system's facilities were used. It is one thing drawing up the day-today plans on the system, but it is quite another to completely revise and optimize the overall planning.

Mr. Bayer: "Initially, we were a little skeptical and thought about running the Trapeze System concurrently with our old system during a transition period. We were not sure that the Trapeze system could handle it all – not least from the point of view of time. We are planners, not IT specialists, and the system comprises modules and functionality with which we were not familiar, never having worked with them before.”

“However, working with this application proved to be really simple and straightforward. For the first time we were able to hand out duty plans to our employees which exactly state the number of hours worked each day." Today, VGSF/VKSF designs and prints all its timetables and bus stop signs using the timetable module, which also provides information for the computers on the buses. "For the first time, we are able to document exactly how much driving we do, in kilometers as well as in minutes," says Mr. Klingenberg.

"We are very pleased with the system, and are ready for more. When we bought the timetable and duty planning modules we learned about the crew planning modules. We were very impressed, but also slightly apprehensive that the modules were far too big and comprehensive for a medium-sized company such as ours. However, we already have roster planning, and on a test basis we have registered and planned our employees in the system. Crew planning would be the obvious next step."

This means that many tasks which have so far involved a lot of work with pencil and paper will now be electronic:

• Holiday planning and medium term allocation of resources in connection with holidays.
• Short-term allocation of resources in connection with absence.
• Handling of the many deviations.

The system has a very strong tool for generating pay data. Collective agreements and other agreements are entered into the system, and on the basis of work planned and work performed pay is calculated – at the touch of a button! Then all that is required is for the pay data to be exported to the payroll system.

"For the crew planning system to function optimally, it must, of course be set up in view of the specific needs and requirements of VGSF," says Claus Klingenberg. "And our collective agreements must be entered. Thus, we will be drawing up an implementation plan in collaboration with Trapeze."

“Trapeze is an extremely competent partner at all levels. Their assistance is always characterized by strong commitment and extensive knowledge - both from their hotline support and their consultants in Schleswig. We have always received the best possible service from Trapeze, and are confident that the implementation of the crew planning system will also be a success."