Specifications include, but are not limited to: WSF currently uses a ferry crew dispatch system, the Automated Operation Scheduling System (AOSS) that no longer meets the processing and reporting needs of the department. The AOSS architecture is incompatible with Washington state human resource systems and WSF marine payroll systems. This makes validation of crew timesheets and pay requests a manual inspection process, which is labor-intensive and increases the risk of error. The system does not integrate with other WSF and department information systems and is not web-based. It has limited reporting capabilities and does not easily accommodate changes in business rules such as updates to union and regulatory requirements. AOSS does not fully support engine room or terminal operations dispatch and does not allow for automated licensure and training tracking to verify employee credentials for assignment, per USCG requirements. The results of managing complex processes manually include missed ferry sailings, increased costs from overtime, travel time and excess mileage, inefficient processes, and potentially staffing a vessel with unqualified personnel (licensure credentials). In addition, these manual processes may result in the inconsistent application of CBA rules, agency policy, and/or Coast Guard regulations. The WSF Dispatch Project is critical to addressing the business needs of the agency including those listed above. This will allow WSF to address the need to reduce the number of missed sailings (no-sails), which provides revenue for the State. In addition, costs associated with overtime, training, travel time and excess mileage are expected to be reduced, as well as costs related to the inaccurate application of Collective Bargaining Agreement (CBA) rules – for example bypass pay. The New dispatch system will provide an integrated solution for managing all employees across the Deck, Engine and Terminal department, supporting approximately 1,650 personnel. It will enhance data security, improve business process efficiencies, and support accurate payroll audit. By reducing missed sailings and associated costs, the new system will significantly impact the agency’s revenue and operational effectiveness. Additionally, it will set us up for the future by being a highly configurable system that supports the ongoing changes of our complex business rules. The implementation of the new dispatch system is expected to significantly enhance operational efficiency, cost savings, and regulatory compliance for WSF. By replacing the current process which has a high risk for human error due to manual processes, with an integrated and automated solution, the new system will minimize this risk and ensure seamless adaptability to changes. This transformation will streamline crew scheduling, validate timesheets and pay requests accurately, and enhance the reporting and tracking of employee credentials, thereby reducing the likelihood of non-compliance with USCG (US Coast Guard) requirements. The system’s capabilities will lead to fewer missed sailing, reduced overtime, travel, and excess mileage costs, and improved application of Collective Bargaining Agreement rules. Ultimately, the new dispatch system will support WSF’s objectives by ensuring more reliable and efficient ferry services, bolstering revenue, and improving overall operational effectiveness.
