JULY 2014 TRANSIT PERFORMANCE MEASURE TOOLBOX EXECUTIVE SUMMARY FOR URBAN FIXED ROUTE SYSTEMS

Florida Department of Transportation, Freight Logistics and Passenger Operations, Transit Office INTRODUCTION COMMON REPORTS

To assist transit agencies in improving performance evaluation, the Florida The transit agency survey focused on four areas, one of which was performance reporting. Survey questions aimed to Department of Transportation, Public Transit Office researched best practices for gather information regarding Florida transit agencies’ performance reporting process – where they report performance urban fixed route systems in evaluating transit performance in the United States measures, reasons for reporting, how frequently they update each report, the recipient of the report, and who prepares and made recommendations as to how these practices can be adopted and the report. Of the 16 transit agencies that completed the surveys, all stated that they do report performance measures. implemented by Florida transit agencies. This study identifies the most common Survey results showed the top six reports and publications used by Florida transit agencies are: effective performance measures and data sources so that agencies can pick and ■■ National Transit Database, ■■ System Safety Program Plan, choose the most appropriate metrics for their agencies. ■■ Transit Development Plan, ■■ Agency Performance Report The implementation of the results-driven Moving Ahead for Progress in the ■■ Transportation Disadvantaged Service Plan, 21st Century Act (MAP-21) accentuates the importance of evaluating transit ■■ Federal Transit Administration Grant Report, and performance and in ensuring that transit agencies remain accountable in the use and application of federal, state, and local funds. However, there is no uniformity in conducting transit performance evaluation among transit agencies. Each agency, Florida transit agencies report performance measures in various publications primarily for statutory, funding, and policy- depending on their capabilities and needs, adopt different methodologies in the making reasons. Florida transit agencies responded that most reporting is conducted annually, with monthly reporting collection, measurement, analysis, and assessment of transit performance data. closely behind. There were no agencies reporting weekly or biweekly data. The recipient for these publications ranges Additionally, there is little information collected on the performance evaluation It is the Quality from the agency’s policy board to federal agencies. methodologies utilized by each Florida transit agency. This limits the ability to learn from the methodologies applied by other Florida agencies with similar of the measure, characteristics, curbing the efficiency in conducting internal transit evaluations. not the Quantity Reasons for Reporting Performance Measures For the full study, please visit http://www.dot.state.fl.us/transit/.

WHY IS THIS TOOLBOX USEFUL FOR YOUR TRANSIT AGENCY?

The performance measure toolbox presents candidate performance measures that Florida transit agencies can utilize in tracking the progress of achieving their goals. Candidate performance measures included in the toolbox were recommended by the study, and represent best practices in evaluating transit performance. Primary Report Recipients For simplicity, performance measures are grouped into the following categories: Primary Report Recipients Reports and Publications National Transit Database ■■ Service effectiveness FTA FTA Grant Report ■■ Service efficiency State grant report System Safety Program Plan ■■ Labor utilization FDOT Transit Development Plan ■■ Safety and security, and Transportation Disadvantaged Service Plan ■■ Vehicle utilization, asset management, and state of good repair Public Local newspaper and Online/ agency website Asset Management Report Financial Report The last two categories include suggested performance measures to Internal Use Maintenance and Service Report meet new MAP-21 requirements. Operating Report Agency Performance Report In addition, the toolbox includes sample goals that can be incorporated Local Government Business Plan Reporting into the Transit Development Plan (TDP) process. Other

2 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 3 CASE STUDY 1: MIAMI DADE TRANSIT (MDT) CASE STUDY 3: LEE COUNTY TRANSIT (LEETRAN)

Miami Dade Transit (MDT) is the 17th largest public transit system in the Lee County Transit (LeeTran) serves over 4 million riders annually on over nation and the largest in Florida. MDT operates a total of 997 vehicles 400 miles of roadway in Lee County, and employs approximately 240 daily via three modes: bus (Metrobus), heavy rail (Metrorail), and monorail persons to run its fleet of 50 buses; 10 trolleys; and 42 Americans with Safety and Asset Management/State of (). Disabilities Act (ADA) compliant vans. The agency goals and objectives Good Repair Performance Measures adopted by LeeTran were prepared based on the review and assessment In 2005, Miami Dade County adopted the Active Strategy Enterprise (ASE) of existing conditions, feedback received during the public involvement Customer Accidents online performance management system, which allows government process, and the review of local transportation planning documents. departments across the county to align their activities to the County They are consistent with the goals and objectives found in the 2035 MPO Number of Accidents Strategic Plan. The ASE system allows the county’s Office of Performance Long Range Transportation Plan for Collier and Lee Counties and the Number of Collisions Management (OPM) to efficiently communicate the progress and Transportation Element of the Lee County Comprehensive Plan. outcomes of publicly funded countywide initiatives. Number of Fatalities LeeTran utilizes a performance monitoring program to track the efficiency Number of Incidents Through the ASE system, each department can generate a Scorecard of the transit system. The monitoring program utilizes that matches goals and objectives to specific performance measures, specific route-level data and compares each route’s performance with all Number of Injuries effectively tracking performance over time and conducting performance other regular local service routes. LeeTran uses an Evaluation Form created Average Age of Fleet (in years) appraisals. The Scorecard is also used to feed into each department’s in excel spreadsheets to calculate and evaluate performance measures. quarterly business plan. MDT is already prepared to comply with the new Mechanics per 1,000 revenue miles MAP-21 requirements pertaining to safety and asset management/state of LeeTran collects data using different sources, such as Transman Fleet Missed trips due to operation failures good repair performance measures. Management (TMT) software to collect data on the number of system failures. LeeTran collects a variety of performance measures to comply Number of repeat breakdowns per month with the new MAP-21 requirements pertaining to safety and asset Number of repeat repairs per month management/state of good repair. Percent of stops with Example Route-Level On-Time Performance Scorecard shelters and benches Revenue miles between roadcalls Name Period Actual Target Variance Revenue miles between incidents Online Performance Schedule Adherence- Bus (3) March ’14 76.34% 78.00% -1.66% Total roadcalls Online Performance Schedule Adherence- Bus (9) March ’14 78.73% 78.00% 1.26% CASE STUDY 2: JACKSONVILLE CASE STUDY 4: COUNCIL ON AGING OF ST. LUCIE (COASL) TRANSPORTATION AUTHORITY (JTA) The Council on Aging of St. Lucie, Inc. (COASL) operates the Treasure Coast Connector, a regional fixed route system connecting St. Lucie and Martin Counties. The Jacksonville Transportation Authority provides high quality regional transit services and roadway infrastructure connecting Northeast Florida, providing public COASL aligns performance measures to the agency goals established by the local transit service to a population of over 880,000 in Duval County and northern Clay Coordinating Board. They define the most effective performance measures as those County. The JTA team is in the process of updating the organizations strategic that can effectively track the progress of COASL in achieving the goals. COASL plan and creating a comprehensive reporting system which is aligned with the primarily uses the National Transit Database (NTD) data to calculate measures used Authority’s Strategic Vision, Mission, goals and objectives. in monitoring and evaluating its overall operational and financial performance. In particular, COASL emphasizes performance measures used in assessing the JTA uses a variety of measures to review service performance of the fixed route operating cost of running a system. service. Operational measures are categorized by service, vehicle employee or effectiveness measures, and financial measures are grouped into expenses and COASL tracks data for its fleet, manually logging key vehicle information, such revenue, and efficiency. The Authority has stated that the most effective measure as fleet age and life expectancy. Farebox revenue is also calculated manually by for Customer Satisfaction is “the Availability of seats on train/bus”. The most tracking boarding passes that are purchased daily and cash fares. Despite the lack effective measure for Service Effectiveness is “On-time Performance” and the most of an effective measure for Service Efficiency is “Farebox Recovery”. Uses of Performance automated system, COASL has done a tremendous job in tracking and monitoring Measures measures used in evaluating the status of vehicles, routes, and the entire Trends and Transit Service Implications analysis have been performed to identify issues, needs, opportunities and trends system. In April 2014, the agency received proposals for an automated system to Accountability that are now affecting JTA. Performance measures are also useful in evaluating the progress of JTA in achieving the track farebox revenue and vehicles. Mission and Vision of the agency. JTA has incorporated goals and objectives that satisfy the MAP-21 requirements Meet funding requirements currently identified on the Federal Highway website. A previously completed safety plan and extensive asset inventory will provide COASL Improve performance the necessary components for meeting new MAP-21 requirements pertaining to Evaluate progress in safety and asset management/state of good repair. meeting goals

4 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 5 PERFORMANCE MEASURE (PM) CATEGORY-LABOR UTILIZATION

The performance measure Data Collection Ease of Data Collection toolbox presents candidate Sample Goals Criteria Measure Formula Purpose of Measure Data Elements Needed Possible Data Source/ Technology by Size of Agency performance measures that Florida transit agencies In house documents, can utilize in tracking the Payroll including financial data Support progress of achieving their Payroll per Total payroll/ Measures labor utilization in economic capita Total FTE goals. The performance vitality employees relations to the number of riders measures were selected Service area population U.S. Census, other secondary sources based on the following: ■■ The most frequently used and most effective Electronic farebox, Smartcards, Passenger trips Manual counting performance measures Passenger Passenger Measures labor utilization in identified in a national trips per FTE trips/ Total FTE employee employees relations to the number of riders literature review In house documents, including Total number of Full time employees financial data and employee records ■ The most frequently ■ Labor used and most effective Utilization performance measures Revenue hours Schedule data, CAD, AVL identified in the survey of Increase labor Revenue Revenue hours/ Measures labor utilization in relations Florida transit agencies utilization hours per FTE Total FTE employee employees to the hours of service provided ■■ Potential performance Total number of Full time employees In house documents, including measures for MAP-21 financial data and employee records reporting Fleet data, Operation logs, Vehicle miles Schedule data, Manual counting Vehicle Vehicle miles/ miles per Total FTE Measures labor utilization in relations employee FTE employees to the distance of services covered In house documents, including Total number of Full time employees financial data and employee records

The sample goals in the The Formula column The Ease of Data Collection Each color denotes the toolbox are based on the shows how to use the data is based on the availability difficulty of collecting goals identified by Florida elements to calculate each of sources and technology data that feeds into each transit agencies in their performance measure. that facilitates a faster, more performance measure: red Transit Development Plans accurate, and more efficient = challenging, yellow = fair, (TDPs). Each agency adopts The Purpose of Measure data collection process. It green = easy. their own set of goals column explains what each is divided into categories that guides their policies, measure captures and how representing the sizes of initiatives, and funding each measure can be useful transit agencies to capture prioritization. These goals in tracking the achievement the different access to Large Medium Small represent the underlying of the sample goal. resources and technology. themes common among most agencies.

6 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 7 PM CATEGORY-SERVICE EFFICIENCY

Data Collection Sample Goals Criteria Measure Formula Purpose of Measure Ease of Data Collection Data Elements Needed Possible Data Source/ Technology by Size of Agency

Increase Revenue Revenue miles Schedule data, CAD, AVL service while miles per Revenue miles/ Coverage of revenue service enhancing Service area size U.S. Census, other secondary sources Service area size fiscal stability square mile Electronic farebox, Smartcards, Fare revenue Manual counting Farebox Fare revenue/ total Percentage of direct operating recovery ratio In-house documents, including operating expenses costs that are recovered through Total operating expenses financial data, operations the fares paid by the riders logs, schedule data, etc. Total Operating expenses In-house documents, including Operating (Operating budget) financial data, operations Operating expense logs, schedule data, etc. expense/ Service Resource commitment to per capita area population transit by the community Service area population U.S. Census, other secondary sources In-house documents, including Operating Total operating expenses financial data, operations expense per logs, schedule data, etc. Operating expense/ passenger Passenger miles Impact of trip length on performance Ensure the mile Passenger miles Survey, APC long-term viability and In-house documents, including stability of Operating Total operating expenses financial data, operations Efficiency of transporting riders, both the service logs, schedule data, etc. Operating expense/ expense per Passenger trips on how service is delivered and the passenger trip Electronic farebox, APC, market demands for the service Passenger trips manual counting In-house documents, including Operating Total operating expenses financial data, operations expense per logs, schedule data, etc. Operating expense/ Efficiency of transporting riders, Service revenue hour Revenue hours factoring vehicle speed Efficiency Revenue hours Schedule data, CAD, AVL In-house documents, including Operating Total operating expenses financial data, operations expense per logs, schedule data, etc. Operating expense/ How efficiently service is delivered revenue mile Revenue miles Revenue miles Schedule data, CAD, AVL

Consumption of electricity (for In-house documents, including Energy financial data, operations Energy consumption electric or hybrid electric vehicles) logs, schedule data, etc. Efficiency of alternative fuel use, per vehicle consumption/ but units (BTUs) are not intuitive mile Fleet data, operation logs, vehicle miles Vehicle miles schedule data, manual counting Vehicle specification, default Emission factor emission factos by vehicle type Fuel consumed based on vehicle technology x emission Tons of factor/1,000,000)/ Preserve emission vehicle miles Vehicle efficiency, particularly environment For CO2: (Fuel per 100,000 consumed relating to its environmental impact and promote vehicle miles Vehicle miles Fleet data, Operation logs, energy Schedule data, Manual counting x emission conservation factor/1,000)/ vehicle miles)

Vehicle miles Fleet data, operation logs, schedule data, manual counting Vehicle miles/ Total Fuel efficiency, only applies to Vehicle miles fuel consumption diesel- and gasoline-powered per gallon (in gallons) vehicles. Ratio between fuel In-house documents, including consumed and distance traveled Fuel consumption operation logs and maintenance logs

8 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 9 PM CATEGORY-SERVICE EFFECTIVENESS

Data Collection Sample Criteria Measure Formula Purpose of Measure Ease of Data Collection Goals Data Elements Needed Possibile Data Source/Tech by Size of Agency

Directional route miles Schedule data, CAD, AVL

Revenue miles Schedule data, CAD, AVL [(Directional route Average miles/ (Revenue miles/ headway (in Revenue hours))/ Temporal access- how frequently minutes) Revenue hours Schedule data, CAD, AVL (Vehicles operated in transit service is provided maximum service)] *60 Schedule data, fleet Vehicles operated in maximum service data, CAD, AVL

Passenger miles Survey, APC Improve Average trip Passenger miles/ quality of length Passenger trips Service mobility service and Passenger trips Electronic farebox, APC, customer manual counting satisfaction On-time samplings Survey, CAD, AVL On-time On-time samplings/ performance Total samplings Reliability of service Total samplings Survey, CAD, AVL

Revenue miles Schedule data, CAD, AVL Revenue Revenue miles/ miles per Revenue hours Service mobility, average system speed revenue hour Revenue hours Schedule data, CAD, AVL

Electronic farebox, APC, Service Passenger Passenger trips manual counting Effectiveness trips per Transit boardings/ Transit utilization within capita U.S. Census, other Service area population the service area Service area population secondary sources Electronic farebox, APC, Passenger trips manual counting Passenger Transit boardings / Resource consumed in trips revenue Revenue hours providing service hour Revenue hours Schedule data, CAD, AVL

Electronic farebox, APC, Passenger trips manual counting Passenger Transit boardings / Supply of revenue service provided trips per Revenue miles based on the level of demand Increase revenue mile market Revenue miles Schedule data, CAD, AVL share of transit Electronic farebox, APC, Passenger trips manual counting Passenger Transit boardings / Supply of service provided based on trips per Annual vehicles operated the level of demand during peak hours VOMS Schedule data, fleet in maximum service Vehicles operated in maximum service data, CAD, AVL

Fleet data, Operation Vehicle miles logs, Schedule data, Vehicle miles manual counting Vehicle miles/ Service Supply of service provided based on per capita area population the demand within the service area U.S. Census, other Service area population secondary sources

10 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 11 PM CATEGORY-SAFETY AND SECURITY

Data Collection Sample Goals Criteria Measure Formula Purpose of Measure Ease of Data Collection Data Elements Needed Possible Data Source/ Technology by Size of Agency In house documents, including Total injuries accident and incident records Accidents ((Total injuries + Measures accident rate, per 100,000 In house documents, including Total fatalities)/ determines overall Total fatalities accident and incident records 100,000 revenue revenue miles miles) *100 safety of the system Revenue miles Schedule data, CAD, AVL

Revenue miles Schedule data, CAD, AVL Revenue miles Revenue miles/ Measures distance between total incidents between incidents incidents In house documents, including Total incidents accident and incident records Preventable Total perventable collision In house documents, including crashes per accident and incident records Total preventable 100,000 crashes/ 100,000 Reflects operator training revenue miles Revenue miles Schedule data, CAD, AVL revenue miles In house documents, including Total crashes Total collision accident and incident records Total collision/ Reflects exposure to per 100,000 100,000 revenue crash-prone factors (e.g. revenue miles Revenue miles Schedule data, CAD, AVL miles lack of bus lanes)

Total Improve safety Total passenger injuries In house documents, including on transit passenger accident and incident records Total passenger service and injuries per injuries/ 100,000 Measures passenger safety with facilities 100,000 revenue miles boardings Passenger trips Electronic farebox, APC, Manual counting

Total Total employee injuries In house documents, including employee accident and incident records Total employee Safety and injuries per injuries/ 100,000 Measures employee safety Security 100,000 revenue miles revenue miles Revenue miles Schedule data, CAD, AVL

Total In house documents, including Indicator for minor incidents Total incidents accident and incident records Total incidents safety occurences

In house documents, including Indicator for impact of Total injuries accident and incident records Total Total injuries + incidence, reflects both accidents Total fatalities minor and major injuries, In house documents, including requiring immediate Total fatalities accident and incident records medical attention

Indicator for impact of Total fatalities In house documents, including incidence, resulting to death (excluding Total fatalities (excluding suicides) accident and incident records Total fatalities (both on-the spot or within suicides) 30 days of occurrence)

In house documents, including Reported Total reported security incidents accident and incident records crimes per Reported crimes/ Measures security 100,000 100,000 boardings of passengers Increase boardings Passenger trips Electronic farebox, APC, Manual counting security of transit vehicles and Total operator assaults In house documents, including facilities Operator accident and incident records Measures security of assaults per Operator assaults/ employees operating 100,000 100,000 boardings the transit vehicle boardings Passenger trips Electronic farebox, APC, Manual counting

12 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 13 PM CATEGORY-VEHICLE UTILIZATION, ASSET MANAGEMENT AND STATE OF GOOD REPAIR

Data Collection Sample Goals Criteria Measure Formula Purpose of Measure Ease of Data Collection Data Elements Needed Possible Data Source/ Technology by Size of Agency

Age of each vehicle Average age of in the fleet (year Manual counting, In-house Summation of fleet Measures reliability/ fleet (in years) of manufacture) documents, including fleet data age/ fleet size condition of fleet Manual counting, In-house Percent of fleet Fleet size documents, including fleet data (Fleet size exceeding Reflects immediate needs such as exceeding design design lifespan/ for maintenance of existing vehicles lifespan Design lifespan of each fleet size)*100 or acquisition of new vehicles vehicle in the fleet Set by FDOT based on FTA guidelines Maximize and Ontime preventative Manual counting, In-house documents, (Preventative preserve the existing maintenance including fleet data, maintenance logs maintenance transportation Percent preventative performed system maintenance on schedule/ Reflects regularity and ability performed on Total preventative Manual counting, In-house documents, (preventative to properly maintain assets schedule maintenance including fleet data, maintenance logs maintenance performed early + on-time+ late))*100 Manual counting, In-house documents, SGR backlog SGR backlog amount including fleet data, maintenance logs (SGR backlog as percent of amount/ Annual Reflects the size of the deferred annual budget Inhouse documents, budget)*100 maintenance problem Annual budget including financial data Schedule data, Manual counting, Number of missed Reflects maintenance quality as Missed trips due to Missed trips due to In-house documents, including trips due to well as loss in revenue and service operation failures operation failures fleet data, maintenance logs operation failures shortage due to operation failures Number of repeat Number of repeat breakdowns Number of repeat Manual counting, In-house documents, breakdowns Reflects maintenance quality per month breakdowns per month including fleet data, maintenance logs per month Vehicle Utilization, Number of Number of Manual counting, In-house documents, Number of Reflects immediate needs Asset Management system failures system failures including fleet data, maintenance logs system failures such as for maintenance and State of Manual counting, In-house documents, Reflects maintenance quality Ensure the long-term Good Repair Revenue miles Revenue miles including fleet data, maintenance logs Revenue miles/ between failures Total road calls and asset condition; reflects viability and stability Total number of failures Schedule data, CAD, AVL passenger experience of the service Revenue miles Schedule data, CAD, AVL Revenue miles Revenue miles/ Reflects maintenance quality between road calls Manual counting, In-house documents, Total road calls and asset condition; reflects Total road calls including fleet data, maintenance logs passenger experience Manual counting, In-house (Fleet size – Fleet size documents, including fleet data Spare ratio Vehicles operating Reflects service reliability, ensuring Vehicles operated in in maximum adequate service supply maximum service Schedule data, fleet data, CAD, AVL service)/ fleet size

Manual counting, In-house documents, Reflects service monitoring Total road calls Total road calls including fleet data, maintenance logs Total road calls and maintenance quality

Number of locations Number of locations where transfers Number of locations where transfers Reflects availability of transit can be made to where transfers can be Manual counting, survey, ATSIM can be made to infrastructure that provides better other modes and made to other modes other modes and intermodal and regional connectivity transit operators and transit operators transit operators Enhance multimodal Total number of stops Manual counting, survey, ATSIM (Number of Percent of stops stops meeting connectivity and meeting ADA Reflects compliance of transit stops improve regional ADA accessibility accessibility Stops that meet ADA standards/ and infrastructure with ADA public transportation standards accessible standards Manual counting, survey, ATSIM system Total number of stops) * 100 Total number of stops Manual counting, survey, ATSIM (Number of stops Percent of stops with with shelters Reflects availaility of transit stop shelters and benches Stops with shelter and benches/ facilities and their amenities and benches Manual counting, survey, ATSIM Total number of stops) * 100 14 Transit Performance Measure Toolbox Executive Summary Transit Performance Measure Toolbox Executive Summary 15 JULY 2014

CONTACT INFORMATION TRANSIT Diane Quigley, FDOT Transit Planning Administrator PERFORMANCE [email protected] 850-414-4520 MEASURE ACKNOWLEDGEMENTS TOOLBOX Bay Town Trolley Okaloosa County Transit Palm Beach County Transportation Agency Pasco County Public Transportation Escambia County Area Transit Pinellas Suncoast Transit Authority EXECUTIVE Gainesville Regional Transit System Polk County Transit Svcs. Div. & WHAT GoLine Transit S. FL Regional Transportation Authority Hillsborough Area Regional Transit Sarasota County Area Transit SUMMARY System Jacksonville Transportation Authority St. Lucie Council on Aging, Inc. Lake City Public Transportation/Lake StarMetro Express Sun Tran FOR URBAN Lakelane Area Mass Transit District Sunshine Bus Company Lee County Transit TransHernando Transit FIXED ROUTE Manatee County Area Transit Source images provided by: Martin County Miami Dade Transit SYSTEMS

Florida Department of Transportation, Freight Logistics and Passenger Operations, Transit Office