Trip Cost Summary

Introduction

The Trip Cost Summary Module provides a consolidated view of transportation costs, passenger utilization, no-show expenses, punctuality performance, and trip-level cost analysis. This report helps administrators monitor transportation spending, evaluate operational efficiency, analyze passenger behavior, and review supplier, vehicle, and driver performance.

The module is commonly used for monthly transport reviews, cost optimization, client reporting, and operational audits.

Accessing the Trip Cost Summary Module

  1. Login to the Admin Console.
  2. Open the Main Menu.
  3. Navigate to Reports.
  4. Click Trip Cost Summary.

The Trip Cost Summary dashboard will open.

Dashboard Summary Cards

At the top of the page, key performance indicators are displayed.

Available Summary Metrics

  • Total Cost
  • Total Pax
  • Unique Pax
  • Per Head Cost
  • No Show Cost
  • Report Period
  • Report Generated Time

Understanding Summary Metrics

Total Cost

Displays the total transportation cost incurred during the selected period.

  • Example: ₹1,16,000

This indicates the total trip expenditure for the selected date range.

Total Pax

Displays the total number of passenger trips.

A passenger travelling multiple times will be counted for each trip.

Unique Pax

Displays the number of unique passengers who travelled.

Example: If one passenger travels 20 times during the month:

  • Total Pax = 20
  • Unique Pax = 1

Per Head Cost

Displays the average transportation cost per unique passenger.

Benefits:

  • Cost Optimization
  • Budget Planning
  • Cost Efficiency Analysis

No Show Cost

Displays the financial impact of passengers who were scheduled but did not travel.

Benefits:

  • Identify wasted transportation costs
  • Improve roster planning
  • Monitor passenger utilization

Selecting Report Period

Administrators can generate reports using:

  • Monthly View: Displays complete monthly transportation statistics.
  • Date Range View: Displays data for a custom date range.

Steps

  1. Open Trip Cost Summary.
  2. Select Month or Date Range.
  3. Apply the selection.

The report refreshes automatically.

Shift-Wise Cost Summary

The Shift Summary section provides transportation performance based on shifts.

Information Available

  • Shift Name
  • Route Type
  • Total Pax
  • Total Cost
  • Cost Per Pax
  • No Show Cost
  • Pax On Time
  • On Time Percentage
  • Pax Late
  • Late Percentage

Understanding Shift Summary Metrics

Shift Name

Displays the shift timing.

Examples:

  • Morning Shift (04:30 AM – 05:00 AM)
  • Evening Shift (07:30 PM – 04:30 AM)

Route Type

Displays the route category.

  • Example: ROUTE

Cost Per Pax

Displays the average transportation cost per passenger trip.

Formula: Cost Per Pax = Total Cost ÷ Total Pax

Pax On Time

Displays the number of passengers served according to schedule.

On Time %

Displays the percentage of passengers served on time.

Higher percentages indicate better service performance.

Pax Late

Displays the number of passengers affected by delays.

Late %

Displays the percentage of delayed passengers.

Higher values indicate operational issues requiring investigation.

Available Filters

The report can be filtered using:

  • Passenger
  • Shift
  • Trip Status
  • Supplier

Filter by Passenger

  1. Open Trip Cost Summary.
  2. Select Passenger Filter.
  3. Choose the required passenger.

The report updates automatically.

Filter by Shift

  1. Open Shift Filter.
  2. Select the required shift.

Only records for that shift will be displayed.

Filter by Trip Status

Available statuses:

  • Completed
  • Pending
  • Error

Filter by Supplier

  1. Open Supplier Filter.
  2. Select the desired supplier.

The report displays supplier-specific transportation data.

Detailed Trip Table

The lower section of the report contains passenger-level transportation records.

Information Available

  • Passenger Name
  • Shift
  • Route Number
  • Trip Type
  • Date
  • Supplier
  • Vehicle
  • Driver
  • Location
  • Department
  • Project
  • Scheduled Pickup Time
  • Actual Pickup Time
  • Pickup Status
  • Scheduled Drop Time
  • Actual Drop Time
  • Drop Status
  • Boarding Status
  • Trip Status
  • Vehicle Status
  • Cost
  • Action

Passenger Information

  • Passenger: Displays the passenger or employee name.
  • Route Number: Displays the assigned route. Example: 02_Morning_Shift
  • Trip Type: Displays the transportation type. Examples: Home Pickup, Home Drop

Vehicle & Driver Information

  • Supplier: Displays the transportation vendor responsible for the trip. Example: VTS
  • Vehicle: Displays the assigned vehicle registration number. Example: UK07TA7286
  • Driver: Displays the assigned driver. Example: Deepak

Timing Performance Analysis

  • Scheduled Pickup Time: The planned passenger pickup time.
  • Actual Pickup Time: The actual passenger pickup time.
  • Scheduled Drop-Off Time: The planned passenger drop-off time.
  • Actual Drop-Off Time: The actual passenger drop-off time.

Pickup Status

Displays pickup performance.

Possible Values:

  • On Time
  • Late
  • Pending

Drop Status

Displays drop performance.

Possible Values:

  • On Time
  • Late
  • Pending

Boarding Status

Shows whether the passenger actually travelled.

  • Travelled: Passenger boarded and travelled successfully.
  • No Show: Passenger was scheduled but did not travel.
  • Waiting: Trip or passenger status is awaiting completion.

Trip Status

Displays the operational status of the trip.

  • Completed: Trip completed successfully.
  • Pending: Trip still active or awaiting updates.
  • Error: Trip requires investigation due to incomplete or incorrect data.

Vehicle Status

Displays the operational status of the vehicle.

Common Values:

  • Active
  • Pending
  • Completed

Cost Analysis

Passenger-Level Cost

The Cost column displays transportation cost allocated to that passenger trip.

  • Example: ₹351.51

This indicates the cost incurred for that passenger trip.

No Show Analysis

How to Review No Show Records

  1. Open Trip Cost Summary.
  2. Select the required period.
  3. Review Boarding Status.
  4. Locate records marked No Show.

Benefits:

  • Reduce transportation wastage
  • Improve planning accuracy
  • Optimize route utilization

Late Passenger Analysis

Steps

  1. Review Pickup Status.
  2. Review Drop Status.
  3. Identify records marked Late.

Administrators can also review Pax Late and Late % from the Shift Summary section.

Supplier Performance Analysis

Administrators can evaluate suppliers using:

  • Total Cost
  • No Show Cost
  • On Time Percentage
  • Late Percentage
  • Passenger Count

Benefits:

  • Vendor Evaluation
  • SLA Monitoring
  • Cost Optimization

Vehicle & Driver Performance Analysis

The report can be used to review:

Vehicle Performance:

  • Utilization
  • Cost
  • Delays
  • Passenger Count

Driver Performance:

  • Pickup Performance
  • Drop Performance
  • On-Time Delivery
  • Passenger Service Quality

Error Record Investigation

Steps

  1. Filter Trip Status = Error.
  2. Review affected records.
  3. Open Action Menu.
  4. Verify: Pickup Status, Drop Status, Boarding Status, Vehicle Status.

Coordinate with operations teams if correction is required.

Operational Cost Review Process

Monthly Review Checklist

  1. Open Trip Cost Summary.
  2. Select the required month.
  3. Review Total Cost.
  4. Review Unique Pax.
  5. Review Per Head Cost.
  6. Review No Show Cost.
  7. Analyze Shift-Wise Cost.
  8. Review Late Percentage.
  9. Investigate No Shows.
  10. Review Supplier Performance.
  11. Review Driver and Vehicle Performance.
  12. Investigate Error Records.

Best Practices

Always monitor:

  • ✓ Total Transportation Cost
  • ✓ Per Head Cost
  • ✓ No Show Cost
  • ✓ Passenger Utilization
  • ✓ Shift-Wise Performance
  • ✓ Supplier Performance
  • ✓ Driver Performance
  • ✓ Vehicle Utilization
  • ✓ Late Percentage
  • ✓ Error Trips

Module Summary

The Trip Cost Summary Module provides a comprehensive overview of transportation costs, passenger utilization, no-show expenses, punctuality performance, supplier efficiency, vehicle usage, and driver performance. It enables administrators to perform cost analysis, identify operational inefficiencies, reduce transportation wastage, and make informed decisions for transport management and client reporting.