CTR Training Webinar Mark Melnyk August 3 2015 SDOTs mission amp vision Mission delivering a firstrate transportation system for Seattle Vision a vibrant Seattle with connected people places and products ID: 681663
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2015/2016 CTR Survey Training
CTR Training Webinar
Mark MelnykAugust 3, 2015Slide2
SDOT’s mission & visionMission: delivering a first-rate transportation system for Seattle.
Vision: a vibrant Seattle with connected people, places, and products.
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SDOT’s core principles
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Presentation overview
Why employers surveySurvey requirementsSurvey optionsSurvey scheduleBest practicesQuestions
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Why employers survey
Measures progress towards 2017 CTR goals and help the city develop programing to support employers.Drive Alone Rate (DAR) - the ratio of drive-alone commute trips vs. potential commute trips to your worksite.
Vehicle Miles Traveled (VMT) - average miles traveled per commute trip
Information
collected by the survey can assist
employers
in improving
benefits
and services to be more competitive
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CTR Reduction CalculationsDrive alone rate =
Number of drive-alone commute tripsNumber of potential commute tripsPotential trips do not include “did not work” or “overnight business trip”.Slide7
CTR Reduction CalculationsVehicle miles traveled (VMT) per employee = Trips per person X Miles per trip
Where: Drive-alone trips (includes one-person motorcycle and drive-on ferry trips) = 1 trip per personTwo-person carpool = ½ trip per personThree-person carpool = 1/3 trip per person… etc… untilSeven or more vanpools and transit (ferry, rail, bus) = 0 trip per personNon-motorized (bike, walk) or trips not made because of telecommuting or a compressed work week scheduled day off = 0 trip per personSlide8
CTR survey requirements
Conduct a survey provided by SDOT every two years.Achieve a 70% response rate to avoid “fill-in”, 50% to avoid re-surveying.All surveys must be complete by October 31, 2015
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Required Response Rate
Response rate = number of employees who complete survey/number of surveys distributedLess than 50% response rate, the site will be required to re-surveyLess than 70% response rate, remainder up to 70% will be filled in as a drive alone commuter75% or higher response rate is ideal for accurate dataSlide10
Survey Response & “fill-in” example
Site report they have 1000 employees at their site
Only 550 employees fill out survey
Equates to a 55% response rate
150 employees will be recorded as “drive alone” to reach the minimum 70% response rate
This will adversely affect reaching your reduction goals Slide11
Determine who you will surveyAt a minimum must survey CTR-affected employees
May choose to survey total worksite populationA number of factors can influence this decision. If most of your employees are full time and work day shifts, you will most likely want to survey all employees. If you have large numbers of employees who work nights, weekends, or are part-time, you may want to consider surveying only your CTR-affected employees.
Population should be consistent from one survey cycle to the next. Slide12
Meet your survey
Uses State’s Commute Trip Reduction (CTR) survey and takes roughly 5-10 minutes to completeA snapshot of commuter habits over the course of one week
Employers can survey either online or with paper
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Paper Surveys Versus OnlineESL employees
Online version is in English onlyEmployees without internet accessETC can manually enter and submit surveysLogin as employee and transcribe responses from paper form into electronic surveyIf majority of staff are ESL or do not have internet, paper surveys may be the best optionSlide14
The Online CTR Survey
Asks the same questions as the paper survey Internet-based, text-based system on its own secure serverContains a number of tools the ETC can use to track progress and improve response rateTakes less than 10 minutes to completeSlide15
Online technical requirementsWorks with all major browsers; Internet Explorer, Netscape, Firefox,
Chrome and SafariEmployees must have access to the InternetEach employee must have a unique e-mail identificationSlide16
Employee access to survey: Domain or Upload
E-mail domain access (@company.com)You specify which e-mail domain(s) to useAny e-mail address with the domain may access the surveyYou send survey notices only to those you want to survey or as broadcast e-mail with criteria for employee self selection
E-mail address list (upload)You upload an excel file of e-mail addresses, with worksite for eachAny domain is allowedOnly those addresses on the list may survey and only at the specified worksiteSlide17
Domain or Upload?DomainAdvantage:
- Easy to set up.Disadvantage:- No way to track non-respondents.- Multi site companies run the risk of employees selecting the incorrect worksite at loginUploadAdvantage:- Greater control over who may access online survey
- You can track and email people who have not yet completed survey. This allows you to send an email reminder to individuals who have not yet completed the survey.Disadvantage:- You must compile/manage an email list of the employees to be surveyedSlide18
Online Survey – Account Access & ETC Tools
The Online Survey gives you tools to manage the process and track progressWhen we set up the survey for your site(s) we send you: link to your admin account- https://www.ctrsurvey.org/admina login and password to access the ETC toolsSlide19
Account – home pageSlide20
Survey Management ReportsSurvey Summary
Completed Surveys Not completed surveysSurvey TimelineFinal CommentsSlide21
Survey Reports
Completedsend thank you for taking survey emailUse list for raffle drawingNot Completed:To identify and follow up with employees who have not completed a survey“E” for employees uploaded or added but whom have not completed a survey
“A” for employees who logged in but did not complete survey (using domain access method) Slide22
Employee groups featureSlide23
Supplemental questionsSlide24
What happens after the survey is complete
Survey results will be processed by the State
The survey report will be sent to employer along with instructions for reviewing the results
A follow-up meeting will be set if necessarySlide25
Test Account AccessTo explore the your account (
for fictitious ABC Corporation) go to:https://www.ctrsurvey.org/adminUse this login and password:etc@abc.cometctest1Slide26
Test out the Online SurveyTest the electronic survey
Go to: www.ctrsurvey.orgEnter a mock email address using @abc.com as the domain
Click the “Login” buttonSelect the “King County Training” worksite from the pull-down list and complete surveySlide27
Questions?
mark.melnyk@seattle.gov | (206) 684-5017http://www.seattle.gov/waytogo/tmp.htm
http://www.seattle.gov/transportationSlide28
Survey Success:
Preparation, Communication, and MotivationSlide29
Who we are Slide30
Mission
Vision
:
Create a more livable, sustainable, and economically competitive Seattle
Mission
:
Help downtown users live more and drive less by improving access and mobility to and within downtown Slide31
Pre-Survey: 1 month to 1 day before launchSlide32
How to Prepare (3 - 4 weeks out)
Top Management and Technical Staff
Save the Date Make a PlanPrepare Employee Data
Create Incentives
CommunicateSlide33
How to Prepare (3 - 4 weeks out), cont.
Create Incentives
SDOT Freebies! 70% Response Rate = Four $25 Car2Go credits/memberships for staffSlide34
How to Prepare (1 - 3 weeks out)
CTR Survey Tool account setup
Testing, 1, 2, 3Communicate*Upload Employee Data Slide35
Survey WeekSlide36
Survey Week
Monday: Send e-mail announcement*Highest priority
Include link to survey site (careful of cut & paste)Throughout week: Troubleshooting and follow upWednesday: Send reminder!*Friday: Check response rate - achieved 70%?
If not at 70% response send another reminder!*
75% or higher response rate is ideal for accurate dataSlide37
Encountering Resistance
I don’t have timeThis is a waste of time.
What’s the point? It’s just for government use. This is a war on cars. I use public transit, but I’m unhappy with the service I get. This week is different than other weeks
You are going to use my personal information.
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High Response Rate Tips
Visibly involve managementRaffles
Tap into work groupsTrack responses and send reminders! (option available with email list upload)Post flyersSlide39
Best PracticesOnlineUse email list, not domain Follow our communication plan
Utilize the hierarchyPromote the prizes PaperGo online insteadCreate a good tracking systemFollow our communication planUtilize the hierarchy
Promote the prizesSlide40
How to close your survey
Send a close-out notice to Commute Seattle
Commute Seattle will submit your data for processing at WSUWSDOT will clear the e-mail addresses and data after processing your survey
Commute Seattle will follow up with results in early
2016
and work with you to
create
a plan for
2016/17 CTR ProgramSlide41
Survey InformationSlide42
What’s in it for the ETC?You are helping track commute trendsYou are ensuring your work site is compliant with CTR law
You are building skills in communications, marketing, and coordinationYou can win prizes!!!Slide43
What about security & privacy?
Physical and electronic firewallVirus protection with daily automatic checks for updates
Nothing gets installed on your systemE-mail address to access the surveySlide44
Questions?
Joseph Bellanca206-613-3129josephb@commuteseattle.comSlide45
Survey Resources
Joseph
Bellanca
206-613-3129
josephb@commuteseattle.com
Mark Melnyk
(
206)
684-5017mark.melnyk@seattle.gov