20152016 CTR Survey Training CTR Training Webinar Mark

2015/2016 CTR Survey Training CTR Training Webinar Mark Melnyk August 3, 2015

SDOT’s mission & vision Mission: delivering a first-rate transportation system for Seattle. Vision: a vibrant Seattle with connected people, places, and products. 2

SDOT’s core principles Keep it safe Provide great service Support a thriving economy Focus on the basics Build healthy communities 3

Presentation overview • • • Why employers survey Survey requirements Survey options Survey schedule Best practices Questions 4

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 5

CTR Reduction Calculations • Drive alone rate = Number of drive-alone commute trips Number of potential commute trips Potential trips do not include “did not work” or “overnight business trip”.

CTR Reduction Calculations • Vehicle miles traveled (VMT) per employee = Trips person X Miles per trip Where: • Drive-alone trips (includes one-person motorcycle and drive-on ferry trips) = 1 trip person • Two-person carpool = ½ trip person • Three-person carpool = 1/3 trip person… etc… until • Seven or more vanpools and transit (ferry, rail, bus) = 0 trip person • Non-motorized (bike, walk) or trips not made because of telecommuting or a compressed work week scheduled day off = 0 trip person

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 8

Required Response Rate • Response rate = number of employees who complete survey/number of surveys distributed • Less than 50% response rate, the site will be required to re -survey • Less than 70% response rate, remainder up to 70% will be filled in as a drive alone commuter • 75% or higher response rate is ideal for accurate data

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

Determine who you will survey • At a minimum must survey CTR-affected employees • May choose to survey total worksite population • A 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.

Meet your survey • Uses State’s Commute Trip Reduction (CTR) survey and takes roughly 5 -10 minutes to complete • A snapshot of commuter habits over the course of one week • Employers can survey either online or with paper 12

Paper Surveys Versus Online • ESL employees – Online version is in English only • Employees without internet access • ETC can manually enter and submit surveys – Login as employee and transcribe responses from paper form into electronic survey • If majority of staff are ESL or do not have internet, paper surveys may be the best option

The Online CTR Survey • Asks the same questions as the paper survey • Internet-based, text-based system on its own secure server • Contains a number of tools the ETC can use to track progress and improve response rate • Takes less than 10 minutes to complete

Online technical requirements • Works with all major browsers; Internet Explorer, Netscape, Firefox, Chrome and Safari • Employees must have access to the Internet • Each employee must have a unique e-mail identification

Employee access to survey: Domain or Upload E-mail domain access (@company. com) – You specify which e-mail domain(s) to use – Any e-mail address with the domain may access the survey – You 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 each – Any domain is allowed – Only those addresses on the list may survey and only at the specified worksite

Domain or Upload? • Domain – Advantage: - Easy to set up. – Disadvantage: - No way to track non-respondents. - Multi site companies run the risk of employees selecting the incorrect worksite at login • Upload – Advantage: - 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 surveyed

Online Survey – Account Access & ETC Tools • The Online Survey gives you tools to manage the process and track progress • When we set up the survey for your site(s) we send you: – link to your admin accounthttps: //www. ctrsurvey. org/admin – a login and password to access the ETC tools

Account – home page

Survey Management Reports • • • Survey Summary Completed Surveys Not completed surveys Survey Timeline Final Comments

Survey Reports • Completed – send thank you for taking survey email – Use list for raffle drawing • Not 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)

Employee groups feature

Supplemental questions

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 necessary

Test Account Access To explore the your account (for fictitious ABC Corporation) go to: https: //www. ctrsurvey. org/admin Use this login and password: etc@abc. com etctest 1

Test out the Online Survey Test the electronic survey • Go to: www. ctrsurvey. org • Enter a mock email address using @abc. com as the domain • Click the “Login” button • Select the “King County Training” worksite from the pull-down list and complete survey

Questions? mark. melnyk@seattle. gov | (206) 684 -5017 http: //www. seattle. gov/waytogo/tmp. htm http: //www. seattle. gov/transportation

Survey Success: Preparation, Communication, and Motivation

Who we are

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

Pre-Survey: 1 month to 1 day before launch

How to Prepare (3 - 4 weeks out) • • • Top Management and Technical Staff Save the Date Make a Plan Prepare Employee Data Create Incentives Communicate

How to Prepare (3 - 4 weeks out), cont. • Create Incentives • SDOT Freebies! • 70% Response Rate = Four $25 Car 2 Go credits/memberships for staff

How to Prepare (1 - 3 weeks out) • • CTR Survey Tool account setup Testing, 1, 2, 3 Communicate* Upload Employee Data

Survey Week

Survey Week • Monday: Send e-mail announcement* – Highest priority – Include link to survey site (careful of cut & paste) • • • Throughout week: Troubleshooting and follow up Wednesday: 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 data

Encountering Resistance • • I don’t have time This 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.

High Response Rate Tips Visibly involve management Raffles Tap into work groups Track responses and send reminders! (option available with email list upload) • Post flyers • •

Best Practices Online • Use email list, not domain • Follow our communication plan • Utilize the hierarchy • Promote the prizes Paper • Go online instead • Create a good tracking system • Follow our communication plan • Utilize the hierarchy • Promote the prizes

How to close your survey • Send a close-out notice to Commute Seattle • Commute Seattle will submit your data for processing at WSU • WSDOT 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 Program

Survey Information

What’s in it for the ETC? • You are helping track commute trends • You are ensuring your work site is compliant with CTR law • You are building skills in communications, marketing, and coordination • You can win prizes!!!

What about security & privacy? • • Physical and electronic firewall Virus protection with daily automatic checks for updates Nothing gets installed on your system E-mail address to access the survey

Questions? Joseph Bellanca 206 -613 -3129 josephb@commuteseattle. com

Survey Resources Joseph Bellanca 206 -613 -3129 josephb@commuteseattle. com Mark Melnyk (206) 684 -5017 mark. melnyk@seattle. gov