Fields in the Add A Policy Dialog Box

Table 1. Fields in the Add A Policy Dialog Box
Field	Description
Name	Name of the policy.
Type	Type of policy. Missing Scheduled Trips Looks at schedule statuses, service types, providers, and booking purposes to determine if client trips have violated terms of agreement. Behavioral Manually created by system users to track client behavioral issues. For example, if a client spits at a driver. ShortFare Looks at schedule statuses, service types, and providers to determine if clients have paid their full fares.
Start Date	First day the policy will be enforced.
End Date	Last day the policy will be enforced. Infractions will not be accumulated after this date, but case workers will be able to access and adjust infractions information as needed. Note: The end date can be extended but not shortened at a future time.
Multi-period case	Multi-period cases allow a case to stay open longer than a single defined period without accumulating infractions. If selected, the policy is defined as having a Threshold Time Period of Fixed Duration, a Violation Calculation Type of Infractions, and a Time Period Unit of Month. A Case life span (number of months) must also be defined for the multi-period case. The case life span is the number of months the case can remain open between infractions that meet the defined thresholds. If the case remains open for the defined case life span with no additional infractions thresholds met, then the case is automatically closed.
Threshold Time Period	Time period type used when determining if a client has incurred the number of infractions required to meet defined thresholds. Closed cases that have accumulated no additional infractions within the defined time period are automatically archived. Rolling Window X number of days prior to today's date. For example, if today is April 28th and a 30-day rolling window has been defined, the system would check March 29th to April 28th. If selected, in Rolling Window Duration, type the number of days to be used for the rolling window. Fixed Duration A fixed period of time: months, quarters, or years.
Threshold Calculation Type	Threshold calculation type is used to determine if the client should be penalized. Threshold calculation type is tied to the threshold values set in the Stages and Phases pane. For example, if count is selected and the threshold value is 5, then a total of 5 is used. If percentage is selected and the threshold value is 5, then 5 percent is used. Count Uses the client's total number of infractions. Percentage Uses the percentage of infractions based on the total number of trips. Specifically, it looks for the total number of infractions within the policy divided by the total number of infractions plus scheduled trips within a case for that policy. That is, [Number of Violations]/([Number of Violations] + [Scheduled Trips]). Minimum Number of Infractions defines the lowest number of infractions that must occur before the percentage calculation can be considered. This is to prevent a very active client from being penalized for meeting the minimum number of NoShows if it represents a very small percent of their total travel activity. Note: The percentage threshold calculation type is not available if a rolling window threshold time period is used. Note: To comply with ADA rules, use percentage.
Point based	If selected, cases move through stages and phases based on a total count of points accumulated by defined trip schedule statuses or behavior types. Points allow you to weight cancellation codes and no-show codes, or behavior types differently. For example, an advance cancellation might be assigned 1 point and a same-day cancellation might be assigned 3 points. Points are defined in the Infraction Criteria pane for each Schedule Status or Behavior Type used in the policy.
Violation Calculation Type	Method used to determine if clients should be suspended and at what level. Infractions Determines violations based on total number of infractions within the case period. Suspensions Determines violations based on the total number of suspensions for the client. If Suspensions is used with a Fixed Duration Threshold Calculation Type, define a Lookback Horizon. (The Lookback Horizon is the period of time that the system should check for previous suspensions.) Flag Periods Determines violations based on the total number of defined Time Period Units that meet the Infraction threshold in the defined Lookback Horizon time period. For example, if (for a Count Threshold Calculation Type) Time Period Unit is defined as Month, Infraction threshold is defined as 3, and Lookback Horizon is defined as 12, the system will check the last 12 months for any 1-month periods that contain 3 or more infractions. The default Lookback Horizon is 1. (It cannot be 0.) Flag Periods cannot be used with the Rolling Window Threshold Time Period. Trapeze recommends setting up Warnings and Violation Alert stages with consecutive Threshold Value (#)s when using flag periods policies. Note: The number or percentage of infractions, suspensions, or flagged time periods needed to trigger a warning or suspension is defined on the Policies tab in the Stages and Phases pane in the Threshold Value fields.
Case Promotion	Method of promotion used when Promote is clicked. (Not available for the Flag Periods Violation Calculation Type.) Same Stage Cases will be promoted within the same stage even if the client has incurred enough infractions to meet the threshold of a higher stage. For example, a client must receive a warning letter before a suspension letter. Highest Stage Cases will be promoted to the highest stage applicable to the number of infractions incurred by the client. For example, a client is suspended without receiving a warning letter. Note: Case promotion pertains to the Warning Alert and Violation Alert stages. If multiple Suspension levels are defined and the client is suspended, they are automatically penalized at the highest applicable suspension level.
Time Period Unit	Time unit associated with the Threshold Time Period. Available options will vary depending on the type of policy being created. Day Looks at the defined number of days. Month Looks at the current and previous month. For example, June and July. Quarter Looks at the current and previous quarter: January 1 to March 30 April 1 to June 30 July 1 to September 30 October 1 to December 31 Year Looks at the current and previous year. For example, 2017 and 2018.
Lookback Horizon	Sets the time period for lookback when Fixed Duration is selected in Threshold Time Period and Suspensions or Flag Periods is selected in Violation Calculation Type.
Rolling Window Duration	Sets the number of days to look back from the current date.
Include Zero Payment Trips	Appears when ShortFare is selected from Type. Include Zero Payment Trips allows Service Infractions to include short fare trips that have a $0.00 fare payment.
Description	Description of the policy.

Name

Name of the policy.

Type

Type of policy.

Missing Scheduled Trips: Looks at schedule statuses, service types, providers, and booking purposes to determine if client trips have violated terms of agreement.
Behavioral: Manually created by system users to track client behavioral issues. For example, if a client spits at a driver.
ShortFare: Looks at schedule statuses, service types, and providers to determine if clients have paid their full fares.

Start Date

First day the policy will be enforced.

End Date

Last day the policy will be enforced. Infractions will not be accumulated after this date, but case workers will be able to access and adjust infractions information as needed.

Note: The end date can be extended but not shortened at a future time.

Multi-period case

Multi-period cases allow a case to stay open longer than a single defined period without accumulating infractions.

If selected, the policy is defined as having a Threshold Time Period of Fixed Duration, a Violation Calculation Type of Infractions, and a Time Period Unit of Month.

A Case life span (number of months) must also be defined for the multi-period case. The case life span is the number of months the case can remain open between infractions that meet the defined thresholds. If the case remains open for the defined case life span with no additional infractions thresholds met, then the case is automatically closed.

Threshold Time Period

Time period type used when determining if a client has incurred the number of infractions required to meet defined thresholds. Closed cases that have accumulated no additional infractions within the defined time period are automatically archived.

Rolling Window: X number of days prior to today's date. For example, if today is April 28th and a 30-day rolling window has been defined, the system would check March 29th to April 28th.
If selected, in Rolling Window Duration, type the number of days to be used for the rolling window.
Fixed Duration: A fixed period of time: months, quarters, or years.

Threshold Calculation Type

Threshold calculation type is used to determine if the client should be penalized.

Threshold calculation type is tied to the threshold values set in the Stages and Phases pane. For example, if count is selected and the threshold value is 5, then a total of 5 is used. If percentage is selected and the threshold value is 5, then 5 percent is used.

Count

Uses the client's total number of infractions.

Percentage

Uses the percentage of infractions based on the total number of trips. Specifically, it looks for the total number of infractions within the policy divided by the total number of infractions plus scheduled trips within a case for that policy. That is, [Number of Violations]/([Number of Violations] + [Scheduled Trips]).

Minimum Number of Infractions defines the lowest number of infractions that must occur before the percentage calculation can be considered.

This is to prevent a very active client from being penalized for meeting the minimum number of NoShows if it represents a very small percent of their total travel activity.

Note: The percentage threshold calculation type is not available if a rolling window threshold time period is used.

Note: To comply with ADA rules, use percentage.

Point based

If selected, cases move through stages and phases based on a total count of points accumulated by defined trip schedule statuses or behavior types.

Points allow you to weight cancellation codes and no-show codes, or behavior types differently. For example, an advance cancellation might be assigned 1 point and a same-day cancellation might be assigned 3 points.

Points are defined in the Infraction Criteria pane for each Schedule Status or Behavior Type used in the policy.

Violation Calculation Type

Method used to determine if clients should be suspended and at what level.

Infractions

Determines violations based on total number of infractions within the case period.

Suspensions

Determines violations based on the total number of suspensions for the client.

If Suspensions is used with a Fixed Duration Threshold Calculation Type, define a Lookback Horizon. (The Lookback Horizon is the period of time that the system should check for previous suspensions.)

Flag Periods

Determines violations based on the total number of defined Time Period Units that meet the Infraction threshold in the defined Lookback Horizon time period.

For example, if (for a Count Threshold Calculation Type) Time Period Unit is defined as Month, Infraction threshold is defined as 3, and Lookback Horizon is defined as 12, the system will check the last 12 months for any 1-month periods that contain 3 or more infractions.

The default Lookback Horizon is 1. (It cannot be 0.)

Flag Periods cannot be used with the Rolling Window Threshold Time Period.

Trapeze recommends setting up Warnings and Violation Alert stages with consecutive Threshold Value (#)s when using flag periods policies.

Note: The number or percentage of infractions, suspensions, or flagged time periods needed to trigger a warning or suspension is defined on the Policies tab in the Stages and Phases pane in the Threshold Value fields.

Case Promotion

Method of promotion used when Promote is clicked. (Not available for the Flag Periods Violation Calculation Type.)

Same Stage: Cases will be promoted within the same stage even if the client has incurred enough infractions to meet the threshold of a higher stage.
For example, a client must receive a warning letter before a suspension letter.
Highest Stage: Cases will be promoted to the highest stage applicable to the number of infractions incurred by the client.
For example, a client is suspended without receiving a warning letter.

Note: Case promotion pertains to the Warning Alert and Violation Alert stages. If multiple Suspension levels are defined and the client is suspended, they are automatically penalized at the highest applicable suspension level.

Time Period Unit

Time unit associated with the Threshold Time Period. Available options will vary depending on the type of policy being created.

Day

Looks at the defined number of days.

Month

Looks at the current and previous month. For example, June and July.

Quarter

Looks at the current and previous quarter:

January 1 to March 30
April 1 to June 30
July 1 to September 30
October 1 to December 31

Year

Looks at the current and previous year. For example, 2017 and 2018.

Lookback Horizon

Sets the time period for lookback when Fixed Duration is selected in Threshold Time Period and Suspensions or Flag Periods is selected in Violation Calculation Type.

Rolling Window Duration

Sets the number of days to look back from the current date.

Include Zero Payment Trips

Appears when ShortFare is selected from Type. Include Zero Payment Trips allows Service Infractions to include short fare trips that have a $0.00 fare payment.

Description

Description of the policy.