the manual - Montgomery County Public Schools
Contents
1. 2 30 55 PM 1 22 01 PM 3 57 04 PM 3 57 32 PM2. 2 00 PM Accepted Accepted Accepted Denied Accepted Training ES Ke0Nnedy Center for Performing 622009 9 30 AM cers Center for Performing 63 2009 9 30 AM Training ES pennedy Center for Performing 6 42009 9 30 AM Accepted 6 3 2009 Training ES 2 00 PM Accepted 6 4 2009 2 00 PM Accepted First Previous Next Last 7 Below is a sample of the Two Line report Please select the report type C One Line Two Line Submit Click the Two Line option and click Submit 1 27 2009 10 57 05 AM Montgomery County Public Schools FIELD TRIP REQUEST REPORT Request Customer Destination Contact 2 Stus Adults Depart Return Status Entered Grade Arrive Time Leave Time Division Trip Category Approval Path Internal Purpose 584 Donna Burgess 578 Donna Burgess 579 Donna Burgess 573 Donna Burgess 580 Donna Burgess Training ES Strathmore Hall 40 3 Training ES Butlers Orchard 35 4 Training ES Butlers Orchard 35 4 Training ES Butlers Orchard 25 4 Training ES Butlers Orchard 35 4 3 24 2009 9 30 4M 40 2009 9 05 AM 5 10 2009 9 30 AM 5 11 2009 9 30 AM 5 12 2009 9 30 AM 3 24 2009 1 30 PM 40 2009 2 00 PM 5 10 2009 2 00 PM 5 11 2009 2 00 PM 5 12 2009 2 00 PM 19 Accepte q 112872009 SGN 363 Accepted 1 21 2009 SGN 354 Accepte q 112302009 SGN 361 Derdiad 1413 2009 1 36 01 PM SGN 0 Accente q 12372009 SGN 362
3. Customer 1 Madison 1 v Destination 191 Bank One Ball Park v Division Internal Cat v PENI Number Grade v Selected Trip Requests Click on the Trip Request Number to view detailed information _ Enter Depart Depart Request Customer Destination Date Time Status Dais Time Internal Grade Return 7 17 2002 E 23 Madison Bank One 2 50 45 UNAPPROVED 10 10 2003 72000 10 10 2003 a 1 Ball Park Sy AM 2 The WebTrips Log Out page gives you a message that it has successfully ended your session Log Out Thank you for using T O M WebTrips Software You are logged out T O M WebTrips Login Brought to you by Gecko Microsolutions Inc gt Makers of Transportation Operations Manager T 0 M Software Cy 10 How to Approve or Deny Trip Request 1 When the approver logs on to WebTrips and selects Work With Trip Requests WebTrips shows the approver only the trip requests that are awaiting his her approval Password L Work With Trip Requests I Enter a New Trip Request Brought to you by Gecko Microsolutions Inc gt Makers of Transportation Operations Manager T 0 M Software wy Trip Request Inquiry 2 WebTrips displays the Trip Request Search page with the trip requests that require approval by this user Total number NGS ewn Tiofen _cerNewRawiet vewnt iaa oo u uamam Trip Request Search Number
4. WebTrips Instruction Manual February 2009 Montgomery County Public Schools Department of Transportation Rockville MD 301 670 8258 Table of Contents How to Log In to Web TTips cssscccssscccssscccssscccssscccsssccessess 3 Field rip Is COMES sxccscsaiassssveceinassdevare cscs cadusesisetedesasestecsssucesiseatesass 3 How to Enter a New Field Trip Request scccssssccssssccesess 4 How to Copy an Old Trip Into a New Request ssssee0 7 How to Create a New Destination sscscccccssssssscccscssscssees 8 How to Log Out Of Web TTIps ssccccssscsccssscccssscccssscccssscoeees 10 How to Approve or Deny Trip Request ssccccssssccesseees 11 How to Check the Status of a Trip Request ccsssccssssses 15 How to Print a Single Request or a Group of Requests 17 How to Log In to WebTrips Go to the Department of Transportation webpage http www montgmeryschoolsmd org departments transportation and then select Field Trip Requests under Most Requested eS Montgomery County Public Schools Transportation Microsoft Internet Explorer File Edit view Favorites Tools Help sack X z x B A j Search 5 Favorites R O rel 3 Address http www montgomeryschoolsmd org departments transportation www montgomeryschoolsmd org n Axes Montgomery County Public Schools K Kd ROCKVILLE MARYLAND l Index of To
5. Deny Brought to you by Gecko Microsolutions Inc 1 Makers of Transportation Operations Manager T 0 M Software C or work with a request xxYour WebTrips session will automatically timeout after 15 minutes of inactivity Any unsaved data will be lost How to Enter a New Field Trip Request When Enter a New Trip Request is selected the Trip Request Detail page is displayed This page allows schools to enter a new trip request The page is divided into four sections General Instructions Billing and Other The required fields in the General Section are marked with These mandatory fields need to be filled in before a trip is saved General Section In the General Section gt General Required fields are denoted with Request Customer users will see the school name Request Dt 4 13 2009 12 56 10 Pht Customer TRNGES Training ES gt Requestor Email fo Contact Person Contact E Destination required field with search capabilities ki Furg fe gt M Usethe departure date as the return date Requestor E mail Address Fund i e ATH Boys Basketball REG Field Trip TLIA Title 1A Grant Checkbox used for the same departure amp return date In the Dates Times region Dates and Times 1 Departure Date View Calendar button at the top of the page will Dates Times display a calendar to assist with date selection Departure od a fie zl 2 Return Date pleas
6. Found Choose trip requests matching the following erlteria click Find Requests once you have made your s lection Statue of field trip requests found ready for the approver to review Departure Dates Froni To Enter Gates Fom Tol Custer Cae stinatiar Division na C Internal Fieldin Category Number 1eld trip Grade requests that Find Requests Reset wected Trip Requests Click on the Trip Request Nurnber to view detailed information Request Customer Destination Date Time Status Division Date Internal Grade Retur LAKEWOOD 9 3 2002 BISHOP jig 49th ST i 403 EL 2021 PLANETARIUM 11 20 27 UNAPPROVED COMP af loz2002 alor 49th c AM pL E LAKEWOOD ARMAOOD 9 3 2002 goth ST EL 2021 HIGH liiz2 29 0 UNAPPROVED COMP need approval or denial 3 16 2002 316 49th C SCHOOL AM To review a trip request for approval or denial click the Request 1 3 Click an individual Request on the Trip Request Search page to display the Request Detail page for that request elcome to MCPS Athletic Directors a Enter New Request View Field Trips Req u est Detajl Status UNAPPROVED 1 13 2009 1 36 01 PM Entered by reges 1413 2009 1 36 01 PM Comments about the Approve Approve Deny Comment approval or and Deny denial options O Dery H General Required fields are denoted with Request R73 Dates Times Fassengers tiles Purpose Req
7. May m11 m2003 7 Aduke Customer TRNGES Training ES gt return May 11 2009 Requestor Email Donna_M_Burgess Hur 7 a 30 e am E prr Contact Donna Burgess A f am pm Destination g Butlers Orchard 22222 Davis Mill Road Fung REG Regular FT Invoiced 2 mfo C am pm When you save the request WebTrips updates the status of the trip request to the status defined for this approver in the approval path When the last approver on an approval path approves the trip request the request s status will be changed to Pending signifying that the request is turned over to the Transportation Department Click the Save button to save the trip request save Copy Reset Exit Delete approval To Deny the Trip Request Click the Deny button and if necessary add optional comments in the Comments section Then click the Save button at the very bottom of the Request Detail page Req uest Detal Status UNAPPROVED 1 13 2009 1 36 01 PM Entered by reges 1 13 2009 1 36 01 PM Add public To deny a ApproveiDeny Copserfent comments if trip request desired about select the oy ne the approval or Deny option Deny xj denial General Required fields are denoted with Request 573 Dates Times Passengers Miles Purpose Request Dt 1 13 2009 1 36 01 PM Departure May x i 2009 z ee Customer TRNGES Training ES gt Requesto
8. Please copy an existing field trip request when you have more than one bus going to the destination or you have the same request destination on a different day How to Create a New Destination T O M automatically keeps a list of all past field trip destinations WebTrips allows a school user to select any of these existing destinations or enter a new one when the destination does not exist The Department of Transportation Field Trip Unit reviews a list of new destinations entered into the Webtrips database and will make new unique destinations permanent The review process prevents the accidental creation of multiple destination records to the same physical location The new permanent locations will then be available for all MCPS schools to select Please contact Georgia Cornell if you have trouble finding an existing destination that you believe has been created Follow these steps to create a new destination using WebTrips 1 From the Request Detail page click the Destination button The Destination Lookup page is displayed Enter New Request View Field Trips Request Detail Status Entered by General Required fields are denoted with Request Dates Times PassengersMiles Purpose Request Dt 12 16 2008 3 20 15 PM Departure gt i ate a Click the Sostyner 103 Arcola ES Return of of H l g ka Studenta Depart Wheel button to add a or Time am pm Chairs new Arrival
9. the Field Trip Unit office staff Destination Special Instructions will be used by the Field Trip Unit office and will include directions to the field trip destination When having multiple destinations stops you can enter them here in the order they need to be covered Use the Trip Comments for additional school buses needed for the trip request i e extra bus for equipment Use this area for instructions special instructions to the bus operator Customer Special Instructions or Field Trip Unit i e Pick students up at the back of the school Destination Special Instructions Field Trip Unit Use Only This area will be used Trip Comments for comments after the field trip has occurred Billing Section MCPS does not use purchase orders for field trips Schools can disregard the PO field or use it to record other data such as the school AF account number Billing Pr Other Section MCPS does not assign an internal trip number to a field trip MCPS schools can use this field for entering a number for their own internal requests The Trip Category is MANDATORY and is needed to direct the trip request to the proper approval path MCPS has trip categories for activity bus service athletic trips Title 1 Head Start and other grants and other popular trip types Other Internal Trip Trip Category Depending on the type of trip select the Grade appropriate funding from th
10. Est Time dactinatian Destination Time t am pm Leave A A Est Miles Fung Ak F FE F i am ir pm M Use the departure date as the return date i C am pm aa Click the New button to enter Desti n ation Loo ku p Destination for Trip Request the destination information Description Find Reset New Return 3 Enter the destination information as described below Complete the Add a Destination fields i Dectuption isthe Add a Destination name of the destination Description ee 2 Address of destination Ic ategory a shee ees average Miles O UO Address 4 City State amp Zip City 5 Any special instructions specific to SaS eor o destination Zip Postal Code Code speci Instructions gt 3 Click Return to save the new destination and return to the Trip Request detail page Return How to Log Out of WebTrips When you are finished using WebTrips don t forget to log out 1 Click the Log Out button near the top of any page that displays a Logout button Click the Log Out button to log out of Work With Trip Requests Enter New Request View Field Trips WebTrips Trip Request Search Tisai E Choose trip requests matching the following criteria click Find Requests once you have made your selection Departure Dates From To Status UNAPPROVED Enter Dates From To
11. age leave all fields blank and click Find Requests Work With Trip Requests Enter New Request View Field Trips Log Out Trip Request Search ET Choose trip requests matching the following criteria click Find Requests once you have made your selection Departure Dates Stats H From To Customer Training ES Ntereates From To Division Internal Humber Destination r Category x Grade Find Requests Reset Click Find Requests 2 Click on the Trip Request Number you would like to copy Selected Trip Requests Click on the Trip Request Number to view detailed information Print Report Request Contact Stus Adults Grade Arrive Leave Division Trip Approval Purpase Click on the Trip Request Customer Destination Depart Return status Entered Category Internal Number J24 2009 Sf24 2009 9 30 AM 1 30 PM Accepted 1 26 2009 ITR 40 3 02 SGN J63 REG np 4910 2009 A102008 Training ES Butlers Orchard 9 06 AM 2 00 PM Accepted 1 21 2009 REG 354 01 SGN iat REG a 5 10 2009 57 10 2009 Training ES Butlers Orchard 9 30 AM 2 00 PM Accepted 1 23 2009 HST 35 4 01 SGN 361 REG De 6 11 2009 5 11 2009 Training ES Butlers Orchard 9 30 AM 2 00 PM Denied 1132009 REG 254 01 SGN REG Training ES Strathmore Hall 3 Scroll to the bottom of the page and click Copy Billing PO Click on the RTF Copy button Internal Trip Trip Category Grade
12. de Click Print Find Requests Reset Report belected Trip Requests Click on the Trip Request Number to view detailed information Print Report on Customer Destination Depart Return Status Entered Category Internal Contact Stus Adults Grade Arrive Leave Division Trip Approval Purpose 3 24 2009 3 24 2009 584 Training ES Strathmore Hall 9 30 AM 1 30 PM Accepted 1 26 2009 ITR 40 3 02 SGN 363 REG a 4 10 2009 4 10 2009 578 Training ES Butlers Orchard 3 05 AM 2 00 PM Accepted 1 21 2009 REG 35 4 01 SGN 354 REG sits 5 10 2009 5 10 2009 579 Training ES Butlers Orchard 9 30 AM 2 00 PM Accepted 1 23 2009 HST 35 4 01 SGN 361 REG 18 6 Select the option for the type of report you would like to print A sample of the One Line report is shown below Click the One Line option and click Submit Please select the report type One Line Two Line Submit 27 2009 10 56 20 AM Request Dep Date Customer Montgomery County Public Schools FIELD TRIP REQUEST REPORT Destination Ret Date Depart Return Times Status 3 24 2009 4 10 2009 6 10 2009 5 11 2009 6 12 2009 6 2 2009 Training ES Strathmore Hall Training ES Butlers Orchard Training ES Butlers Orchard Training ES Butlers Orchard Training ES Butlers Orchard 3 24 2009 9 30 AM 4 10 2009 9 05 AM 6 10 2009 9 30 AM 6 11 2009 9 30 AM 6 12 2009 9 30 AM 1 30 PM 2 00 PM 2 00 PM 2 00 PM 2 00 PM
13. e drop down list of trip categories Trip Category amp Grade are mandatory fields Fund and Trip Category The Fund and Trip Category fields are very important fields and need to be filled out correctly so that the trip request can be approved by the school administrative staff and other MCPS Staff approvers and accepted by the Field Trip Unit office staff The Field Trip Unit staff will deny trip requests with incorrect Fund and Trip Category combination selections The 1 three characters of the Trip Category identify the correct Fund Please see the appropriate attachment for Elementary Middle or High School Fund and Trip Category combinations Saving the Field Trip Request After all trip request information has been entered click the Save button WebTrips will refresh with the Trip Request data A trip request number will be assigned to the trip The user will get an error message if a mandatory field was not completed At this time you may change any of the trip information You will need to press the Save button to save your changes Click the Exit button The Trip Request Search page is displayed Click Exit to return Click Save to ane to the Trip Request submit the trip Search Page request to the next approval level Click Save to Submit Request Click Reset to clear all the fields and start again How to Copy an Old Trip into a New Request 1 From the Trip Request Search p
14. e use checkbox underneath Fund if departure amp Return f f return dates are the same iat Hl E am pm 3 Depart Time the departure time from school st A am or al C am pm 4 Arrival Time estimated time back to destination 5 Leave Time the departure time from the Destination 6 Return Time estimated time back to school Arrival and Leave Time used only when the driver must drop passengers at a destination and return later to pick them up and take them Passengers Purpose hack ta school In the Passengers Miles Purpose region Passenqers Miles Purpose Adults 1 Number of Adults Sponsors in of st The number of adult and student Adults field PRERE O passengers is mandatory The maximum capacity for bus is 55 2 of Student Passengers B passengers Est Time If inf ti i t t th 3 of Wheelchair requests Information Is not correct the are Field Trip Unit office cannot assign 4 Estimate time of trip round trip ae the correct vehicle types or number estimated time plus 30 minutes Te 1 of vehicles to the field trip 5 Estimated miles round trip miles plus 10 dead head miles School estimated time and mileage can be different from the time and mileage calculated by the Field Trip 6 Purpose i e Basketball Boys V Unit office Instructions Section Customer Special Instructions is information MCPS schools need to communicate to the bus operator or to
15. ending select Pending in the Status list Pending means it has been approved and is in the transportation department for review Work With Trip Requests Enter New Request View Field Trips T ri p Req u est S ea rc h Number Found 0 Click drop Enter text to down arrows to search text Choose trip requests matching the following criteria click Find Requests once you have made your selection select from fields Departure Dates Sias E lists From To Customer M 5 i Enter Dates Denied ee To Division Accepted Unapproved Internal Number Destination Pending Approved Grade Category Approved Approves Find Requests Reset rE Selected Trip Requests Click on the Trip Request Number to view detailed information To clear all the fields and start again click the Reset button 2 After you have entered your search criteria click the Find Requests button WebTrips displays the trip requests if any that match ALL of the criteria WebTrips displays a list of summary information for each of the field trip requests found Also the Number Found field near the top of the page indicates how many field trips were found 15 WebTrips tells you how many requests were T ri p Req u est S ea rc h Number Found 1 found based on these criteria Choose trip requests matching the following criteria click Find Requests once you have made your selection Departure Dates Status D
16. enied From To Customer Training ES Enter Dates le To Division ae Internal Murmbese Destination button after Category Prade entering search Find Requests Reset criteria Click the Find Requests WebTrips displays all trip requests that match Selected Trip Requests Click on the Trip Request Number to view detailed information your search Print Report criteria P Customer Destination Depart Return Status Entered Category Internal Contact Dae Grade Arrive Leave Division Trip Approval Purpose 5711 2009 5 11 2009 Denied 9 30 AM 2 00 PM 113 2003 REG REG 573 Training ES Butlers Orchard od O1 SGN 3 To find out more about a specific trip request click the Request from the Trip Request Search page and WebtTrips will display the Request Detail page If the Transportation Department or any approver has entered comments in the Comments field such as why the trip request was denied the user can view them on the Request Detail page Shows the trip request is denied Req u est Deta i Status Denied 1 13 2009 1 50 28 PM Entered by reges 1 13 2009 1 36 01 PM General Required fields are denoted with Request 573 Dates Times Passengers Miles Purpose Request Dt 1 13 2009 1 36 01 PM Departure 5 11 2009 Adults 4 AA Font aa Customer Training ES Return 5 11 2009 Students 25 Requestor Emai Donna_M_Bu
17. pics f HOME Department of Transportation Transportation Home eee Peis s News Babe ce RTs S says a d through a E apap aa About Your i Ride Bus Routes for Hew School Year How Available fhe Department Gf spose pine gal Se Look up the Bus Route for your school and print it out Lezley tat LLH R iles Posted on 8 18 06 f Bus Routes by School ules Transportation Emergency er Ride by the Rules Publications and Videos Now Available Online Procedures p u webpage meee ation Poika Be Respectful Print out and read Ride by the Rules 4 Parent s Role i in seven languages Watch videos created for Transportation Jobs elementary middle and high school students Posted on Drive With Us Be Responsible 10 12 05 gt Field Tip Requests 5 Drive With U BeSafe Tanne A E aS po to De arenan pus Opara dr a us at a 548 1 Enter your username in the Username field A username and password will be provided by the T O M Field Trip administrator at school principal s request 2 Enter your password in the Password field Your password will not be displayed 3 To enter a new trip request click the Enter a New Trip Request button Enter your assigned username and password Click Enter a Username New Trip i i Ea Ea Request Work __WonwinTipRemiess _enerenewTiprewest l With Trip NN e Requests is Trip Request Inquiry selected to Approve
18. r Email Donna_M_Burgess_Hui Contact Donna Burgess Destination Butlers Orchard tsi 22222 Davis Mill Road Fund 13 When you save the request WebTrips updates the trip request status to Denied and prevents any user from changing the trip request detail information WebTrips will refresh the request detail page reflecting the new status and date the trip request was denied Request Detail Status Denied 1 13 2009 1 50 28 PM Entered by reges 1 13 2009 1 36 01 PM Status reflects denied request and date time request was denied 5 Once you have saved your trip request approval or denial click Exit at the bottom of the Request Detail page and WebTrips displays the Trip Request Search page with the list of remaining requests requiring approval 14 How to Check the Status of a Trip Request Users who create the original field trip requests can log on to WebTrips and check the status of requests Selecting Search Criteria on the Trip Request Search Page The Trip Request Search page lets you search existing trip requests by selecting information about the request WebtTrips uses the information you enter as search criteria and matches existing trip requests for your school to this information To view ALL trips for your school click Find Requests 1 Select the information you want WebTrips to match in existing trip requests for your school For example to select all trips that are p
19. rgess_Huott mepsmd org Wheel 0 Contact Donna Burgess tiene 9 30 00 AM laa eae me Est Time Destination Butlers Orchard 22222 Davis Mill Road dies aoe Time Est Miles Fund REG Field Trip co 0 Use the departure date as the return date Time Purpose Return ss Time 2 00 00 PM 0 16 How to Print a Single Request or a Group of Requests Printing a Single Request 1 Click on the Request of the trip you would like to print Selected Trip Requests Click on the Trip Request Number to view detailed information Print Report Clicking on the ee Customer Destination Depart Return Status Entered Category Internal Request will Contact Stus Adults Grade Arrive Leave Division Trip Approval Purpase open the trip E WeA 2009 AA 200S request Training ES Strathmore Hall 9 30 AM 1 30 PM Accepted 1 26 2009 40 5 02 SGN SBS me 4910 2009 4910 2009 Training ES Butlers Orchard 9 06 Ah 2 00 PM Accepted 1 21 2009 3954 1 SGN 354 v 5102009 510 2009 Training ES Butlers Orchard 9 30 Ah 2 00 PM Accepted 1 23 2009 3544 01 SGM 361 T a1 1 2009 5 11 2009 Training ES Butlers Orchard 9 30 AM 2 00 PM Denied 1 13 2009 254 0i SGN elcome to MCPS Athletic Directors A Click Print lohT ride Enter New Request View Field Trips Req u est Detai Status Accepted 1 26 2009 2 31 37 PM Entered by reqes 1 26 2009 2 30 55 PM General Required fields are denoted with Request 584 Dates Times Passenger
20. s Miles Purpose Request Ct 1 26 2009 2 30 55 PM Departure 3 24 2009 Adutts 3 AA ini AA Customer Training ES Return 3 24 2009 Students 40 Requestor Email Donna_M_Burgess_Huott mcpsmd org Wheel 0 Contact Donna Burgess Depart 9 30 00 AM Chairs ae Time Est Time Destination Strathmore Hall 5301 Tuck L oh uckerman Lane Tene Ext Mies Fund ITR Strathmore Hall Leave 0 4 916667 I Use the departure date as the return date Time Purpose Return wae 1 30 00 PM Time 17 Printing a Group of Requests 1 From the Trip Request Search page leave all fields blank and click Find Requests Web T ree Work With Trip Requests Enter New Request View Field Trips Log Out T ri p Req u est S ea rc h Number Found 0 Choose trip requests matching the following criteria click Find Requests once you have made your selection Departure Dates Status From To aa Customer Training ES nter Dates From To _ Division Internal Number Destination Category amp Grade Find Requests Reset Click Find Requests 5 Click Print Report Trip Request Search suber Found D Choose trip requests matching the following criteria click Find Requests once you have made your selection Departure Dates Status SC From To Customer Training ES Enter Dates From To Division gt ene Internal Number Destination Category a Gra
21. uest Dt 1413 2009 1 36 01 PM Departure May jfi 2005 Adulta E Customer TRNGES Training ES pea May 1 2003 ciudenta 25 Requestor Email Donna_M_Bur ess Hu Depart lo 30 Wheel eo oo Time 3 N E am pm Chairs 0 Contact Donna Burgess Arrival gl eo Est Time ae Time T am pm Destination Butlers Orchard Leave CHA A P Est Miles 22222 Davis Mill Road Time T am pm Fund REG Regular FT Invoiced Return 2 o0 C am amp pm ma Time 4 The approver can also make any changes to the trip request as necessary Do one of the following to approve or deny the trip request To Approve the Trip Request Select the Approve option and if necessary add optional comments in the Comments section If required you may change any information on the trip request detail page at this time then click the Save button at the very bottom of the Request Detail page WebTrips will validate and save the trip request information and refresh the trip request detail page 12 Req uest Detail Status UNAPPROVED 14 3 2009 1 36 01 PM Entered by reges 1 13 2009 1 36 01 PM Add public To approve a Approve Deny Comment comments if trip request desired about select the Beta the approval Approve Deny E option General Required fields are denoted with Request Aya Dates Times Passengers Miles Purpose Request Dt 1 13 2009 1 36 01 PM i TE
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