Employee Transportation Solution

An Employee Transportation Solution plays a pivotal role in addressing the challenges faced by both operators and employees. It optimizes routes, minimizes costs and prioritizes employee satisfaction. By doing so, it not only benefits operators by enhancing efficiency but also significantly improves the quality of life for employees.

In an era where work-life balance and employee well-being are paramount, a well-executed transportation solution is a win-win for all stakeholders involved. The significance of an Employee Transportation Solution cannot be overstated, as it addresses critical challenges faced by both operators and employees when planning transportation routes. Let’s delve into these challenges and understand why an optimized solution is essential.

Challenges Faced by Operators

Operators face several challenges when managing employee transportation solution. Some of the major challenges faced are as follows:

Route Optimization Complexity: Coordinating transportation for a large number of employees spread across a city or suburb can be a daunting task. The complexity increases exponentially when considering factors like driver shifts, vehicle capacities, and real-time traffic conditions. Without a well-structured solution, operators can find themselves struggling to efficiently allocate resources.

Cost Management: Inefficient transportation planning can lead to higher operational costs, such as increased fuel consumption, maintenance expenses, and overtime pay for drivers. Operators need a solution that not only minimizes costs but also maximizes resource utilization.

Employee Satisfaction: Ensuring employee satisfaction is a top priority. Employees who experience long commute times, extended waiting periods, or early arrivals at the office can become disengaged and dissatisfied with the transportation service. This can impact their overall job performance and morale.

Compliance and Safety: Compliance with local regulations and safety standards is crucial. Operators must adhere to rules related to vehicle maintenance, driver working hours, and passenger safety. Failure to comply can result in legal issues and reputational damage.

Challenges Faced by Employees

Employee experiences and satisfaction are pivotal aspects of any successful transportation solution and understanding their challenges is essential to providing an effective and empathetic service. Some of the major issues that employees face while commuting are:

Time Management: Employees value their time and lengthy commutes can disrupt their daily routines. Spending excessive time in a minivan can lead to fatigue, stress and reduced productivity. Efficient transportation solutions can help employees reclaim valuable time for personal and professional activities.

Waiting Time: Waiting for transportation, especially during unfavorable weather conditions or in unsafe areas, can be frustrating and demoralizing. Minimizing waiting time is essential to enhance employee satisfaction and well-being.

Early Arrival: Arriving at the office too early can disrupt employees’ work-life balance. It may lead to wasted time spent waiting at the workplace or the need to find activities to fill the idle time. An optimal transportation solution should aim to align arrival times with employees’ actual work schedules.

Reliability: Consistency and reliability in transportation services are crucial. Unpredictable delays or frequent changes in pickup times can cause stress and inconvenience for employees who rely on these services daily.

In this technical notebook, we will explore the development of an Employee Transportation Solution using NextBillion.ai’s components, including Route Optimization API, Distance Matrix API and Web Maps SDK. Our primary objective is to provide a comprehensive solution that optimizes employee transportation, focusing on employee satisfaction. The key requirements, as voiced by the employees themselves, are:

  1. Minimize Time Spent in the Minivan: Employees want to spend as little time as possible commuting to work.
  2. Minimize Waiting Time: Employees do not want to wait for the minivan for extended periods.
  3. Avoid Excessive Early Arrival: Employees prefer not to reach the office significantly in advance of their work start times.

Problem Statement

The problem scenario involves an employer with a single central office (factory) responsible for transporting 200 employees to work. These employees are scattered throughout the city or suburb. The company has up to 50 minivans at its disposal, and the drivers’ shifts are from 06:00 to 09:00 am. Each minivan can accommodate up to 5 people, excluding the driver. The primary success metric for this service is employee satisfaction. To achieve this, the following criteria must be considered during planning:

  • Provide accurate pickup times to minimize waiting.
  • Organize pickups in a way that minimizes travel time.
  • Aim to have minivans arrive at the office between 00:15:00 and 00:30:00, just before employees’ shifts start.


To address these challenges and create an efficient transportation solution, we will follow this step-by-step approach:

  1. Optimal Routing: Calculate the optimal route for each driver, considering all employee locations and constraints (capacity, driver shifts). This creates groups of employees assigned to different minivans.
  2. Distance Matrix Calculation: Compute a Distance Matrix from the office location to each employee’s location to identify the furthest employee.
  3. Driver Journey Optimization: Set the furthest employee from the office as the starting point for the driver’s journey to ensure efficient pickup order.
  4. Adding Time Constraints: Add an artificial job at the office with a time window constraint between 00:15:00 and 00:30:00.
  5. Run Optimization: Execute the optimization within each employee group with the new constraints.
  6. Visualize Results: Render the optimized transportation solution.

Navigating the Employee Transportation Solution Process

To provide a comprehensive understanding of the Employee Transportation Solution development process, let’s walk through the steps involved.

Visualizing Data

It’s important to visualize the random data used in this solution. This data includes the locations of employee pickups, with green points representing vehicles at the employer’s location and red points indicating employee pickup locations.

visualizing data

Submitting the Problem

Once we’ve assessed the data, the next step is to submit the problem to the Route Optimization API Endpoint. This involves sending all the necessary information, including pickup locations, available vehicles, and solution preferences. The Route Optimization endpoint operates asynchronously and returns a reference ID for the optimization job, along with a status message.

Retrieving the Result

With the reference ID in hand, we periodically check the MVRP status endpoint to retrieve the solution. Typically, we wait for approximately 10 seconds before polling for the solution. When the status message indicates that the optimization is complete and successful (“Ok”), we can proceed to explore the optimized routing solution.

Rendering on a Map

Visualization is a crucial part of evaluating the effectiveness of the solution. To accomplish this, we use a map to display the groups of employees assigned to each minivan, offering a clear visual representation of the optimized transportation plan.

employee transportation solution

In conclusion, we have demonstrated a multi-step approach to solving the Employee Transportation use-case with the help of NextBillion.ai’s components. By optimizing routing, considering distance matrices, and incorporating employee preferences, we have met the key requirements of minimizing commute time, waiting time, and early arrival at the office. This approach ultimately contributes to employee satisfaction.

This Employee Transportation Solution not only enhances efficiency but also prioritizes employee well-being, a crucial aspect of any successful organization.