Technology to Support System Management

1. October 21, 2008 Technology to Support System Management Kenneth LaRue Division Manager Transit Programs Division

2. Began electronic data collection in 1989 • Oklahoma State University • Center for Local Government Technology

3. Initial Development • Initially developed using dBase IV • a DOS database program • which has been superseded by several versions. • The software we developed was call . . .

4. Making Your Life Easier

5. What does our data collection software do? • Records expenses • Not an accounting program • Records statistical data • Ridership and vehicles

6. MYLE and MYLEO • MYLE • The software used by the local transit projects for reporting expenses, passenger trips and vehicle statistics. • MYLEO • The software used at ODOT to import the data files submitted by the local operators.

8. 1997 Changed to aWindows Operating System • MYLE and MYLEO were upgraded to a Windows Operating System, using Visual dBase. • Still, a DOS operating system

11. In early 2000 we began experiencing problems • Data had reached a magnitude at which MYLE did not function properly. • We had to develop “work around solutions,” because there was no way to fix the problem. Visual dBase was a “dead” program. • We experienced situations in which MYLE would not work on the newer computers. • After contacting the computer manufacturer we learned that Visual dBase would not work on machines that had more than 512k of RAM. • The MYLE program had become unstable, data files were losing their indices. • This requires us to access the contractor’s data files and run special routines which were very time consuming and could cause the corruption of data files.

12. The time had come to replaceMYLE and MYLEO

13. Key points for program development. • Not a lot of change. • We wanted a seamless transition to the new program. • It would be an on-line program. • No need to copy and append data from one PC to another. • Data would be on a central server. • Projects would not need to conduct periodic backups.

14. Key Points for program development.continued • Off-site disaster recovery. • It’s a secret. • Developed in consultation with end users. • We held multiple workshops to get their input. • And a very important key. . . . .

15. Hire someone who knows your business

16. What programming software should we use? • Microsoft Access • Not able to handle the magnitude of records. • Oracle • Too expensive & trained personnel would be hired away. • MySQL/PHP • Open source and inexpensive (free). • Along with other database programs

17. What did we decide to do? We would use MySQL/PHP to merge MYLE and MYLEO into one internet based program called. . . .

18. MYLEO-net

19. MYLEO-net functions • Expense Reporting • Not an Accounting Program • Statistical • Ridership and Vehicle

20. MYLEO-netIt’s all one database; however,we refer to it as having two sides. • The ODOT side • ODOT staff can see all projects and their data. • The Project’s side • Projects can see only their respective data.

21. Safeguards

22. Levels of security • Level 1 • Browsing privileges and report functions only • Level 2 • Data entry only and report functions • Level 3 • Authority to edit records • Level 4 • Authority to add/edit budgets, routes, vehicles and grant access to a user at level 4 or lower • Level 5 • ODOT only, access to all levels

23. ODOT’s “Side”

28. The Project’s “Side”

31. Financial • Operators establish their estimated annual budget, by line item. • Monthly, they report actual expenses by line item. • MYLEO-net calculates the Federal reimbursement based on these reported expenses.

32. Statistical • On a monthly basis, operators report • Vehicle revenue miles and seat miles • Passenger trips and passenger miles • Passenger trips are reported by general public, elderly and/or disabled • Hours of Service • To aid the operators in providing reports to their various funding sources, they can “tag” the rider’s information by Purpose Code.

40. Entering Monthly Expenses