Frequently Asked Questions

FAQ's are currently available for:

VersaTrans RP - the most flexible and easy-to use routing and planning system
VersaTrans e-Link - our web-based product that allows access to transportation data on the Internet
VersaTrans FleetVision - our intuitive fleet management software that provides confident fleet decision making

General

Q. How long has VersaTrans Solutions, Inc. been in business?
A. Founded in 1965, VersaTrans Solutions Incorporated began developing software in 1980 as a part of a successful transportation feasibility study, for the State of New York. We have had clients using our routing software since January of 1984.

Q. What is VersaTrans RP's current market position?
A. VersaTrans Solutions, Inc. is the unquestioned leader in service and support. VersaTrans routing and planning has the largest installed and active client base in the industry.

Q. All software systems appear to have similar features. How can I differentiate among them?
A. There is a very old song that sums it up: "It ain't what you do; it's the way that you do it." Many routing and planning systems claim to do the very same things. VersaTrans RP users report that our product consistently does them easier, faster, with fewer steps and less to remember as compared to other routing and scheduling software. At the end of the day, it isn't even the features of the software, but the people behind the software that VersaTrans RP users have come to depend upon. Ask our clients. They can tell you. They know the value of VersaTrans RP, and they wouldn't go to work without it.

Q. Can multiple people be working on the same student, or the map, or routes for schools?
A. Yes. VersaTrans RP helps you keep going. We understand that many people have to do a lot of different things all at once. Multiple people can edit the map at the same time (but not the same street). They can work with the same student (but not the same field). They can work with the routes for the same school (but not the very same route). The only restrictions are the logical ones that make sure that no one steps on someone else's toes accidentally (figuratively, of course).

Technical

Q. What kind of computer and network will I need?
A. In today's fast-paced world, the faster the computer, the better. However, VersaTrans RP runs on the typical computer with Windows® 2000 or higher. It runs on a Windows 2000/2003 Server. If you are going to connect remote locations to your server, there should be a high-speed connection between the locations.

Q. What database does VersaTrans RP use?
A. VersaTrans RP uses Microsoft® SQL Server. For the typical installation of five simultaneous users or less, VersaTrans RP can be installed with the Microsoft Database Engine (MSDE) which is a version of the larger Microsoft SQL Server. Districts with more than five simultaneous users will require the full version of Microsoft SQL Server.

Implementation and Training

Q. How hard is it to get VersaTrans RP installed?
A. VersaTrans Solutions' implementation staff does the "heavy lifting" for you. There is information about your schools that you know and we don't, so there are some things you need to tell us. Most of those you can fill in on-line. VersaTrans Solutions takes the information and makes sure that it is in the software and ready to go. We deliver a functioning system and keep your workload for implementation to a minimum.

Q. What kind of training will we get?
A. VersaTrans Solutions has worked for years to hone the training process. We have learned that there are some kinds of learning that you can do over the Internet to save money. However, we have also learned that in many cases there is no substitute for individual, in-person, hands-on training. VersaTrans Solutions combines the methods to give you the best of both worlds.

Q. Can I get more training later?
A. Yes. VersaTrans Solutions offers both on-line and in-person training as requested. Some districts even include training time in the annual budget so they can stay on top of new features.

Customer Support and Service

Q. Do I get a person when I call?
A. Usually. From June through August there are many more calls and you might wait for a response. Your call is logged and is returned as quickly as possible. Regular support hours are Monday-Friday from 8:30am to 7pm EST. In addition, there are support hours on Saturdays in August. No one works harder to make sure that you can get your work done.

Q. What if I really need to show someone what my problem is?
A. Often, showing is better than telling. That is why VersaTrans Solutions uses Webex, which is an Internet based method that allows our support personnel to actually take control of your system. You can show them the problem, they can fix it while you watch. There is no extra charge for this Webex service. We do it because it is the best. For those who understand issues of Internet security, Webex is a safer link through your firewall than other services such as PCAnywhere.

Managing Transportation with Software

Q. I don't know computers very well. How will I know if everything is working well?
A. Long before a phone call will tell you, VersaTrans RP's unique "VersaTrans RP Today" screen gives the opportunity to see the "health" of the system. That screen can show you the smoke so you can make sure to put the fire out. What's best is that you don't have to ask for the information. The system finds what you need and presents the information to you proactively.

Q. Can the system help if we have an incident with a bus on the road?
A. VersaTrans RP has a function that can give you all of the students who should be on the bus at any selected location along the route. The printout contains any information that a state trooper might need about those students. It can also give you a list of students not yet on the bus so that those parents might be called about alternate transportation that may be arranged.

Q. Can I do "what if" scenarios?
A. Yes. VersaTrans RP is designed to make it easy to create "what if" scenarios. You may have any number of them. Some of the "what if" scenarios might be those that will become the running routes, such as Summer School or the next year's routes. All of these are easily stored within the system. You don't have to move to separate databases to use them. VersaTrans RP even allows you to attach dollars to routes. You can compare the costs of different scenarios.

Q. Can I get student's home to school distances?
A. Yes. VersaTrans RP automatically calculates the home to school distance by the shortest path over the roads.

Q. Can I find students who are on the bus too long?
A. Yes. VersaTrans RP can report on how long any given student has been on the bus. A report can be created to look for, for example, all students who ride more than 60 minutes.

Q. Can VersaTrans RP handle different stops on different days, such as two babysitters?
A. Yes. VersaTrans RP makes it easy to store and use different stops on different days, for whatever the reason. Similarly, if a student attends a different school on a different day, that is handled just as easily.

Maintenance

Q. Does VersaTrans RP require frequent, time-consuming re-indexing, synchronization, or other maintenance procedures?
A. No. VersaTrans RP is designed to be virtually self-maintaining. You do not need to stop working and wait while the software performs some maintenance routine. VersaTrans RP keeps you working.

Q. Does VersaTrans RP ever lock users out of the system when a function is being run?
A. No. VersaTrans RP is designed to keep moving, even when it is updating its files. You can make map changes on the fly and everyone keeps working even though the map has changed.

Data Input

Q. Can VersaTrans RP receive downloads from our student information system?
A. Yes. VersaTrans RP accepts ASCII downloads in comma separated, tab-delimited, or fixed-field formats. The tools to perform these tasks are the easiest to use but most powerful in the industry.

Q. What is SIF and why is it important to me?
A. SIF stands for Schools Interoperability Framework (see www.sifinfo.org for more information). It is a cooperative initiative among a large number of software companies who work with schools to create a system of data sharing that improves communication among all of the various types of software that may exist in a school district. For transportation, for instance, if a new student were entered in the student information system, that student and all relevant data would be immediately passed to VersaTrans RP. When VersaTrans RP made a change to routing information, it is sent immediately to the school information system. This happens automatically and without any user assistance.

Q. What is the difference between SIF Certified and SIF compliant?
A. SIF Certified is the designation awarded by the SIFA organization that signifies that software so certified meets the requirements to work with all other SIF Certified software. It is your guarantee that you are getting what you are paying for. On the other hand, there is no official SIF compliance. That is a term that was invented to cover the case where a piece of software has built a SIF agent but has not gone through the official process of having it Certified. Only SIF Certified software is assured of working with other SIF Certified software, which is the reason you want SIF in the first place.

Q. Is VersaTrans RP compatible with other software products we use, such as Microsoft Word and Microsoft Excel?
A. Yes. VersaTrans RP can save documents and data into Microsoft Word and Microsoft Excel formats. It is also Open Database Connectivity (ODBC) software.

GIS/Mapping

Q. What is a "true GIS" and how do I make sure that the routing and planning software that I buy has it?
A. The term "GIS" stands for Geographic Information System and is applied to any digital map-based system. Any electronic map that can accurately reflect a real-world road network is a "true GIS." VersaTrans RP stores its true GIS data in a proprietary format, but it is capable of importing (and updating with) external maps generated by other software such as MapInfo and ESRI (ArcInfo). In fact, the VersaTrans RP map update function is capable of some important features that programs based directly on MapInfo and ESRI cannot do! You not only don't lose anything with VersaTrans RP, you gain important update capabilities unavailable in other routing and planning software.

Q. Can I use my county's electronic map?
A. Absolutely.

Q. Can I let the county make the road changes and just update my map with theirs?
A. Yes. The VersaTrans RP source map update feature allows you to retain all of the customization you have put in to your routing map and add only those changes that you need or want. Other software advertising "replaceable" maps do just that, and you lose everything you worked hard to customize.

Q. My county map has speeds and one-way streets. Do I still need map preparation?
A. All maps require some work to make them ready for school bus routing or redistricting studies. Sometimes the speeds must be adjusted for the travel times of yellow buses rather than the speed limits. Sometimes there are rules for how you want your buses to use the roads that are different from the legal definition. Sometimes there are roads on which a bus simply cannot travel. VersaTrans Solutions, Inc. will assist you in making the electronic map adapt to your needs rather than require you to take it as it is.

Q. Can I see waterways and railroad tracks on my map?
A. Yes. Some electronic map sources include such features and some do not. Even with those that do not, they may be added later.

Routing

Q. How much control do I have over the routes VersaTrans RP builds?
A. You always have complete control. While VersaTrans RP has a method for automatically creating routes, it has a complete set of tools for manually building and maintaining routes. VersaTrans RP routing is designed to get you from problem to solution in the easiest way and shortest time. No other routing system lets you build accurate routes as easily and quickly.

Q. Can I see whether or not students will cross the street to get to the bus?
A. Yes. As a router builds or edit routes, there is a very clear indication of how the students approached a bus stop. The route always knows which students will be picked up door-side or which will cross the street. In addition to the router, this information can be printed on the Driver Directions so that the drivers are also aware of those who must cross a street.

Q. Can I restrict certain students to right-side pickups?
A. Yes. A simple designation can make sure that anyone with a stop on a certain street must be picked up door-side. Additionally, the system can tag types of students (such as Special Needs) who receive a curb-to-curb and right-side stop automatically, regardless of where they live.

Planning

Q. Can I quickly count students in an area?
A. Yes. VersaTrans RP can search for any set of students and count them within an existing or ad hoc boundary.

Q. Can I use VersaTrans RP to create a redistricting plan?
A. Yes. VersaTrans RP has tools to model virtually any redistricting/boundary problem. It handles changes in boundaries assigned to schools, opening or closing schools, or even redefining the grades that will attend the schools.

Q. Does VersaTrans RP do any forecasting of future student populations?
A. Yes. VersaTrans RP contains different methods of forecasting student populations based on current populations. It can even forecast populations from subdivisions that have not yet been built.

Q. Can I see student locations that are color coded for special information, such as GPA?
A. Yes. VersaTrans RP displays student locations and can color code (and count) according to whatever variables you select from the student file. The flexibility of custom fields means that you have virtually unlimited fields into which to place information. If you can associate the data with the student, VersaTrans RP can display, color code and count it.

Reports

Q. Can VersaTrans produce customized reports?
A. Yes. VersaTrans RP contains a complete report writer. There are built-in wizards to help set them up.

Q. Can VersaTrans RP generate right/left turns for our drivers?
A. Yes. VersaTrans Solutions has worked hard on our driver directions to make them flexible as well as accurate. You have your choice between stop locations only or full left-right turn directions. The software even uses "sharp right" and other designations to give more complete instructions.

Pricing

Q. Are annual support fees required if I want to keep my software?
A. No. VersaTrans Solutions offers a permanent license for you to use the most current version you have. By not requiring you to pay annual licensing fees, you have virtual guarantee that we will continue to improve the software and provide excellent service. Our clients pay the annual fee not because they have to, but because of the value they get from it.

Q. Does VersaTrans RP have a base price and then additional prices for modules?
A. No. VersaTrans RP does not come with multiple modules that can confuse the pricing. You get a full system with everything you need for the one quoted price. Of course there are other programs for other functions, but when it is a part of VersaTrans RP, it is yours. When new features and functions are added to VersaTrans RP, you receive them as your update under the annual extended support agreement.

Q. How do I know what modules I need?
A. That is the beauty of VersaTrans RP, you don't need to wonder. It is all there. What if you don't need a certain function or feature? You haven't paid extra for it, so there is no harm in not using it. However, as things change you may find that you need it next year. When you need it, it will be there, and you won't have to buy it.

Q. Do I have to pay extra when I add a new user?
A. No. VersaTrans RP is not licensed by the user. It is licensed to the district.

Security

Q. How secure is the data in VersaTrans e-Link
A. All information in VersaTrans e-Link is securely password protected. In addition, authorized users are granted access only to data relevant to their status and needs.

Q. Is VersaTrans e-Link a tool for schools or for parents?
A. Both. VersaTrans e-Link may be configured for use within your districts intranet, or opened up for parents to look up their child's transportation information via the Internet. Either way you decide to setup VersaTrans e-Link, the data remains secure.

Q. Can I limit school administrator's access to only their school?
A. Yes. Security can be configured such that a user will only see students and routes associated with a specified school by default, thus eliminating the need for a user to create filters or queries.

Maintenance

Q. Does VersaTrans e-Link require frequent, time-consuming re-indexing, synchronization, or other maintenance procedures to stay current with the data in VersaTrans RP?
A. No. VersaTrans e-Link is designed to be virtually self-maintaining. You do not need to stop working and wait while the software performs some maintenance routine. VersaTrans e-Link keeps you working.

Q. Does VersaTrans e-Link ever lock users out of the system when a function is being run?
A. No. VersaTrans e-Link is designed to keep moving, even when someone in VersaTrans RP is making changes in the data.

Data Input

Q. Can VersaTrans e-Link be used to do more than look-ups?
A. Yes. VersaTrans e-Link security can be configured such that certain users are "Read Only" while others have data entry permissions. In addition, student and route based reports are available through VersaTrans e-Link as well.

Q. What type of data entry can be done through VersaTrans e-Link?
A. New student records can be created through VersaTrans e-Link, and existing student records can be edited as well. Updates such as address changes, grade or program changes, changes to parent contact information are all made possible without requiring the user to have VersaTrans RP installed on their workstation.

Reports

Q. Does VersaTrans e-Link offer reporting?
A. Yes. VersaTrans e-Link comes ready to go with both student and route-based reports. Student based reports can be run to get a list of students which display school, stop and route information and can be filtered by any number of user-defined fields. Route-based reports allow a user to get route and stop information, and the user can configure the report to display or not display students as well as day-variant information.

Pricing

Q. Are annual support fees required if I want to keep my software?
A. No. VersaTrans Solutions offers a permanent license for you to use the most current version you have. By not requiring you to pay annual licensing fees, you have virtual guarantee that we will continue to improve the software and provide excellent service. Our clients pay the annual fee not because they have to, but because of the value they get from it.

Q. Does VersaTrans e-Link have a base price and then additional prices for modules?
A. No. VersaTrans e-Link does not come with multiple modules that can confuse the pricing. You get a full system with everything you need for the one quoted price. Of course there are other programs for other functions, but when it is a part of VersaTrans e-Link, it is yours. When new features and functions are added to VersaTrans e-Link, you receive them as your update under the annual extended support agreement.

Q. How do I know what modules I need?
A. That is the beauty of VersaTrans e-Link, you don't need to wonder. It is all there. What if you don't need a certain function or feature? You haven't paid extra for it, so there is no harm in not using it. However, as things change you may find that you need it next year. When you need it, it will be there and you won't have to buy it.

Q. Do I have to pay extra when I add a new user?
A. No. VersaTrans e-Link is not licensed by the user. It is licensed to the district.

Customer Support and Service

Q. Do I get a person when I call?
A. Usually. From June through August there are many more calls, and you might wait for a response. Your call is logged and is returned as quickly as possible. Regular support hours are Monday-Friday from 8:30am to 7pm EST. In addition there are support hours on Saturdays in August. No one works harder to make sure that you can get your work done.

Q. What if I really need to show someone what my problem is?
A. Often, showing is better than telling. That is why VersaTrans Solutions uses Webex, which is an Internet based method that allows our support personnel to actually take control of your system. You can show them the problem, they can fix it while you watch. There is no extra charge for this Webex service. We do it because it is the best. For those who understand issues of Internet security, Webex is a safer link through your firewall than other services such as PCAnywhere.

Managing Transportation with Software

Q. I don't know computers very well. How will I know if everything is working well?
A. Long before a phone call will tell you, VersaTrans FleetVision's unique "VersaTrans FleetVision Today" screen gives the opportunity to see the "health" of the system. That screen can show you the smoke so you can make sure to put the fire out. What's best is that you don't have to ask for the information. The system finds items such as open work orders, inventory information, coming due PM's and certifications, as well as fuel information and presents this to you proactively.

Maintenance

Q. Does VersaTrans FleetVision require frequent, time-consuming re-indexing, synchronization, or other maintenance procedures?
A. No. VersaTrans FleetVision is designed to be virtually self-maintaining. You do not need to stop working and wait while the software performs some maintenance routine. VersaTrans FleetVision keeps you working.

Q. Does VersaTrans FleetVision lock users out of the system when a function is being run?
A. No. VersaTrans FleetVision is designed to keep moving, even when it is updating its files.

Data Input

Q. Can VersaTrans FleetVision receive downloads from our fuel system?
A. Yes. VersaTrans FleetVision accepts ASCII downloads from your fuel card system in fixed-field formats. The tool to perform this task is the easiest to use but most powerful in the industry.

Q. I have a different system in place now, can I import my parts inventory?
A. Yes. You can get started working in VersaTrans FleetVision without spending hours manually keying in your inventory. VersaTrans FleetVision has an easy-to-use tool that allows you to import your inventory from an Microsoft Excel spreadsheet.

Q. Is VersaTrans RP compatible with other software products we use, such as Microsoft Word and Microsoft Excel?
A. Yes. VersaTrans RP can save documents and data into Microsoft Word and Microsoft Excel formats. It is also Open Database Connectivity (ODBC) software.

Reports

Q. How many reports are available in VersaTrans FleetVision?
A. VersaTrans FleetVision comes ready to go with an extensive list of stock reports covering everything from inventory, to vehicle statistics to personnel and vendor budgets; all of which are fully customizable. In addition when you customize a report, VersaTrans FleetVision always stores your version as well as the original.

Q. Can I create my own reports in VersaTrans FleetVision?
A. Yes. VersaTrans FleetVision gives you the ability to start with a stock report to build off of, or you can create your own from scratch.

Pricing

Q. Are annual support fees required if I want to keep my software?
A. No. VersaTrans Solutions offers a permanent license for you to use the most current version you have. By not requiring you to pay annual licensing fees, you have virtual guarantee that we will continue to improve the software and provide excellent service. Our clients pay the annual fee not because they have to, but because of the value they get from it.

Q. Does VersaTrans FleetVision have a base price and then additional prices for modules?
A. No. VersaTrans FleetVision does not come with multiple modules that can confuse the pricing. You get a full system with everything you need for the one quoted price. Of course there are other programs for other functions, but when it is a part of VersaTrans FleetVision, it is yours. When new features and functions are added to VersaTrans FleetVision, you receive them as your update under the annual extended support agreement.

Q. How do I know what modules I need?
A. That is the beauty of VersaTrans FleetVision, you don't need to wonder. It is all there. What if you don't need a certain function or feature? You haven't paid extra for it, so there is no harm in not using it. However, as things change you may find that you need it next year. When you need it, it will be there and you won't have to buy it.

Q. Do I have to pay extra when I add a new user?
A. No. VersaTrans FleetVision is not licensed by the user. It is licensed to the district.