Shuttl Transport Process

flows

Routing THD (HelpDesk) Tracking Scheduled Drop

Cab Move New Hire Shuttl App

Reimbursement Training
Process onboarding

Compliance Processes

Cab Registration New Vendor Driver New Cab

Process Selection Process Registration Introduction
Scheduled Drop

Shuttl App
Training

New Cab
Introduction
 Roster prepared by
Start team Team for who's
cab facility

Roster data d
Transport Tea
cut o
Upload of Transfer Chang
Request

Routing com

ter prepared by Routing
Team for who's entitle for
cab facility
Cut off timings
1) Every company has own timing to
update roster in excel sheet or
application

Roster data downloaded by Automatic route preparation by

Transport Team post the final Manually/application based on
cut off time shifts and occupancy

Does the routing

require manual
change?

Yes

Reason for
manual
intervention?
Reasons
 manual
intervention?
Reasons

f Transfer Change
Request Shift -realignment Identifying N

Routing Cross checking done

Routing completed Route distribution to vendors

timing to
eet or

ation by
ased on
cy

No
 Escort Guard assignation to Club
Identifying Negative Areas female employees during odd optimi
hrs

ng done

SMS (4hrs before shift time) Data uploaded on application

sent to employee opted for SMS for employee to view their
facility route
 Clubbing of routes for Vendor assignation
optimizing occupancy level

n application
o view their End
e
tion
 Routing team shares the
Start compiled roster
hares the Tracking team updates the
oster roster

Collect approved vehicle list

from compliance team on daily
basis

Collect cab numbers on

assigned routes from
supervisors 3 hours before the
first pick up time

No Tracking team re-

Did the route to back up
supervisor share 0230hrs before the
the cab number? time

Yes

Call the assigned drivers 2hrs

before for on-route
confirmation
Call the assigned drivers 2hrs
before for on-route
confirmation

Is the cab Follow up with v

trackable via supervisor for the
GPS? No

Yes

Track first pick up/any other

employee on route within 05
mins of scheduled time for
boarding confirmation

In case cab is on route update

first pickup that cab may reach
within a time frame according
to company

Follow Reim
Did the cab reach Pro
on time?
No

Yes
 Yes

Did the employee Follow Cab

board on time? Process
No

Yes

End
acking team re-assigns the
route to back up vendor
30hrs before the first pickup
time
 Did the vendor
ollow up with vendor respond within
upervisor for the same 30 min? No
Yes

Follow Reimbursement
Process
Follow Cab Move
Process
 Taxi Token is issued to the first
employee same is updated to
the vendor supervisor
No

End
 Help desk guides the
employess to fulfill the
request

Cab Delay

HD coordinates
wtih tracking
team regarding
cab position

HD confirms HD confirms
the cab status to the status to the
employee . employee .

In case of
exceesive delay
tracking team
connects to
employee for
solution
 Transport Help Desk

Call received
by THD

Request Information

Help desk guides the Desired information is

employess to fulfill the Type of call? being shared with the
request employee

Concern

Driver/Sup. Accident/
Cab Move Cab condition Others
Misbehavior Incident

HD coordinates HD Team
wtih tracking connect the Follow Follow Accident/
team regarding employee wtih misbehavior Incident process Meeting scheduled
Wait and move the compliance process with the concern
status team employee to address
the issue

HD confirms
the status to the
employee .
 New
Employee
joins

New hire given drop

via alignemnt
 New Hire Onboarding

HR updates new
New HR shares new hire
employee's address in
Employee dropping list with the
common excel sheet
joins transport team
or HR applicaton

New hire given drop Yes Seat available in Transport team checks
via alignemnt for available cabs on
the cab the respective routes

No

Taxi will arrange by

transport team
from for drop
 Vendor supervi
Start cab numbers aga
with drop team p
as per the spec

In case vendo
unable to share
as per route pr
backup cab will a

Drop list is pla

dropping display
Personnel mon
tea

Guard is provid
Each employee is dropped at Female employ
respective drop points trac
(1900hrs to

Stop
 DROP

Vendor supervisor shares the

cab numbers against each route
with drop team prior to 30 mins
as per the specific drop time

In case vendor supervisor

unable to share the cab details
as per route prior to 20 mins,
backup cab will aligned on route

Drop list is placed on the the

dropping displayboard and Drop
Personnel monitors compliance
team

YES
Guard is provided as Escort for Is Guard required
Female employees and drop is for female
tracked employee
(1900hrs to 0700hrs)
NO
equired
male
yee
 Star

Tracking team will check the

aligned cab position from GPS Is the Ca
and coordinate with the vendor time
No
supervisor/driver

Tracking team will call the Did t

involved employee and update employee
the cab tentative reporting time on tim

Yes Call is made to t

Is the Cab on
time?

No
Did t
Follow Reimbursement employe
Process the phon

Cab waiting info

to employee by
with buffer time
 Cab waiting info
to employee by
with buffer time
the c

Did t
employee
on tim

SMS alert relate

of 1st pick is sent
pickups em
 Start

Is the Cab on
time?

Yes

Did the
employee board
on time? Yes

No

Call is made to the employee

Did the
employee pick Is the GPS
the phone call? working?
No

Yes
No
Cab waiting information given
o employee by tracking team
with buffer time for boarding
 No
Cab waiting information given
o employee by tracking team
with buffer time for boarding
the cab Helpdesk Lead to take the decision

Did the No
employee board
on time?

Yes

SMS alert related to boarding Cab reaches HCL

1st pick is sent to subsequent premise/moves to the next
pickups employees pickup point
 Ac
. 5m
. 3m

Cab reaches company

premise/moves to the next End
pickup point

Cab is moved after confirmation

from the GPS status for first pick/on Cab Move Tracke
boarded employee for subsequent
Yes pickups
 Cab is moved after confirmation
from the helpdesk lead for first
decision pick/on boarded employee for
subsequent pickups

next End
 Accepted waiting time
. 5 minutes for first pick up
. 3 minutes for subsequent
pickups

End

ab Move Tracker updated

 Start

All reimbursement claims against

Token IDs shall be processe through
applications

Is the cab late by

30 min?
No

Yes

Token Num issued by the

Helpdesk team

Employee fills the

reimbursement (hardcopy)
form along with Token/ Taxi ID
(Token No)
 reimbursement (hardcopy)
form along with Token/ Taxi ID
(Token No)

Employee gets the claim

amount/token verified from the
helpdesk team

Employee submits the claim No Bil

along with the scanned copy of am
the reimbursement form and
bill via company applicaton
 Employee to wait for the cab End
and reach company remise
No
No Bill is required in case claimed
amount is less than Rs XYZ.. Claim is approved by the RM
 Claimed amount is disbursed
ved by the RM to the employee account by
Finance Team

End
 Complaint

Complaint Registe
Start

Driver may share t

with Transpo

Drop Lead check t

register on d

Based on the f
complaint, Drop In
to invol
employee/tea
 Driver Registration

Start

Driver submits documents

details like dossier/police vendor to subm
verification and commercial verification w
license mandatory for
registration

No
Manager Transpo
All documents registration form
Available and registrati

Yes

Dossier Formalities are

completed on first day of
registration. Registration

Driver is rejected
Driver is rejected
 Complaint Register

solution provided to driver

omplaint Register is avaiable based post to disscusion with
involved employee/Team
Member

ver may share their feedback Issue discription with clsoure

with Transport team remarks by drop lead against
the feedback/complaint

rop Lead check the Complaint feedback/complaint final

register on daily basis closure by Transport
manager on daily basis

Based on the feedback or

mplaint, Drop In charge speak
to involved
employee/team/driver
er Registration
vendor to submit the police
verification with a month
anager Transport sign the Driver
gistration form in case approved
and registration Confirmed
dossier/police verification
Registration is complete
Please Note
Driver registration is
compulsory as per the
standard Driver
registration form.
Submission of driver
documents details like
and commercial license
are mandatory for
registration
Driver should be in
possession of ID cards
from the vendor
 New Vendor Selection Proc

Start

Transport team
Transport Team will validate the unique registratio
vendor Fleet compliances as per to particula
the defined process. Registration Co
ven

No
Vendor Transport tea
Compliant? clearance to Sou
the agreemen

Yes

Vendor needs to coordinate Transport team w

with Company GPS vendor for creation fo
GPS installation.

Vendor needs to
fleet as per the
Vendor is rejected shuttl transport te
drivers Registra
 fleet as per the
Vendor is rejected shuttl transport te
drivers Registra

New Cab Introduction

Start

sticker with vend

Vendor produces cab related number will be
statutory documents as per (back/front)
registration requirement. installation confi
ven

No
Is Cab compliant
Manager Transp
registration form
Yes and registrati

vendor will be advised for GPS

installation by the approved
GPS vendor only.

Cab is rejected Registration

Cab is rejected Registration
or Selection Process

Transport team will issue a cab

nique registration number series
to particular vendor as
Registration Confirmation to Please Note
vendor

Transport team will share
clearance to Sourcing to initiate
the agreement formalities.
Fleet registrations
(Compliances statutory
norms applicable to
vehicle/ drivers) are
compulsory.

ansport team will initiate vendor
creation formalities.
Vendor needs to
demonstrate the fleet as
per the demand by the
shuttl transport team for
vehicles/ drivers
Registration Purpose.

endor needs to demonstrate the

fleet as per the demand by the
uttl transport team for vehicles/
drivers Registration Purpose.
fleet as per the demand by the
uttl transport team for vehicles/
drivers Registration Purpose.

ab Introduction

ticker with vendor unique serial

number will be paste on cab
(back/front) post to GPS
nstallation confirmation by GPS
vendor

Please Note

Manager Transport sign the Cab
gistration form in case approved
and registration Confirmed
Cab registration is
compulsory as per the
standard cab registration
form.
Vendor to produce cab
related statutory
documents

Registration is complete
Registration is complete
 In case of
exceesive
HD coordinates
delay
HD confirms
tracking
wtih tracking
teamto
the Cab
cab Delay
status
team
connects
regarding
to.
employee
employee
cab position
for Shuttl Applicatoin Traning
solution

shuttl app.

System defined
Trip Booking Notification operation handling via
driver app

employee will get a booking mesg/notification 1 hour Driver will mark his attendance for each trip
prior to the start of the trip, driver also will get a through logging in the shuttl app.
mesg/notification regarding the trip detials.

Driver is assigned the trip along with its details. one

he will log in driver app. Tracking of the vehicle employee can track the vehicle on their
become live on employee app. as well as admin application.
dashboard

Admin can get access to the status of all the trips

that are rostered for the day
The vehicle tracking also gets displayed on
admin dashboard

if someone not willing to take their trip they

can cencel their trip.and hence this will result
in change in pick-up point as well.
nce for each trip
shuttl app.

ehicle on their

ts displayed on
rd

e their trip they

ce this will result
int as well.