Managing School Transport Applications with 365 Response

December 6, 2021

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Many schools are now beginning to send out enrolment reminders for the school year 2022/2023. An important element of enrolment is managing school transport applications to help with planning and provision of mainstream and SEN Home to School Transport. As the need for digital correspondence is stronger than ever, do you have the right systems in place to support transport applications management?

Managing school transport applications can be a resource-heavy task that includes precision planning, meticulous organisation and excellent communication between parents, carers, schools and councils. Here at 365 Response, we’ve listened to the needs of Local Authorities and consulted with Parent Carer Forums to address the key issues faced in this process and developed a digital solution to ease the stress for all involved. Here’s how we can help:

Fully digital process – the application process is managed digitally, end-to-end using the 365 Transport Management System (TMS). By digitally managing the full process, councils reduce duplication of tasks and the risk of lost information/documentation. The digital system not only improves the process for council staff but also makes the process easier for parents and carers, giving them convenient access via desktop or smartphone. This reduces the time and paperwork required to complete the complex application process and helps to reduce stress and anxiety.

Backoffice Council staff are empowered to make more accurate decisions based on all appropriate information, which is conveniently stored in one system. The 365 TMS enables time savings and efficiencies, with the full picture of information available at all times, reducing miscommunication or duplication of work.

Comprehensive eligibility processes – our fully customisable eligibility processes are set up based on DfE government guidance, and these can be easily adapted to suit the Local Authorities’ individual needs and requirements. It’s easy to build forms and questionnaires that gather all relevant information in one place, removing the need to move between multiple systems.

Real-time updates – operating a digital applications management process allows Local Authorities to give real-time updates to parents and carers, regarding their applications. Timescales can be reduced by issuing automated updates via our online portal instead of sending postal updates. This ensures all stakeholders can easily keep track of their application, reducing queries. Parents and carers further benefit from the ability to make changes to their application right up until the deadline date and receive application outcomes instantly.

Clear audit trail – using our digital Applications module, every action and update is fully auditable, ensuring a smooth and reliable process. Local Authorities can easily and conveniently see a full list of actions that have been taken with transport applications, including any supporting documentation. This gives continuity for parents/carers and enables a robust, transparent process for all involved.

Easily tracked documentation – the 365 Applications module enables documentation to be digitally stored, viewed, and updated using secure role-based access permissions. Decisions can be made confidently with the knowledge that all information relating to that application is taken into the decision-making process. Digitally storing documentation ensures all stakeholders have access to the information they need at their fingertips, whilst also reducing the risk of lost paperwork and duplicated tasks.

Fully supported appeals process – In the event of a denied application, parents and carers can benefit from the digital appeals process. This reduces administration time for Council staff and enables parents and carers to receive real-time updates.

The full audit trail enables staff and carers to review the reasons that the application has been declined and begin the appeals process with all information to hand.

Managing applications and appeals can be a challenging and complex process, which is why we have worked with some of the largest councils in the UK to understand the pain points and developed a system to truly help. We know that a key goal for Local Authorities is making the lives of children, parents and carers easier, resulting in fewer queries for council staff and less stress and anxiety for all.

Book a demonstration today to see how the 365 Transport Management System can reduce your application management stress.

Wakefield Office
Unit 6, The Office Campus
Paragon Business Park
Red Hall Court
Wakefield
West Yorkshire
WF1 2UY

 

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