Commute Trip Reduction Online Survey Briefing

The Goals of the Commute Trip Reduction Program Reduce the commute trip drive-alone rate (DAR) to major worksites and the average vehicle miles traveled (VMT) by employees Reduce congestion Reduce consumption of fossil fuels Improve air quality

What does a CTR-affected employer have to do? Appoint an Employee Transportation Coordinator (ETC) Implement a set of transportation management elements Distribute information on their program to employees Regularly report on worksite’s program. Conduct a biennial measurement of employee commute behavior.

Newly affected sites Newly affected sites are required to: Conduct a baseline survey within 90 days of becoming a CTR-affected worksite. Submit a completed program report to the City for review and approval within 90 days of receiving results of baseline survey.

Survey Measures Trip Reduction Drive Alone rate = the ratio of drive-alone commute trips vs. potential commute trips to your worksite. Vehicle Miles Traveled (VMT) average miles traveled per for each commute trip.

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

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 CTR-affected only employees. Population should be consistent from one survey cycle to the next.

CTR-Affected Employees Work 35 or more hours in a week (Monday through Sunday) Usually begin their workday between 6 to 9 a.m. Work on two or more weekdays (Monday through Friday) each week, and Are in a position intended to last at least 12 continuous months

Total Worksite Population or “All” All CTR-affected employees All other employees on the company payroll (i.e., night shift, part time, and teleworking employees), and Optional - All other persons not on the company payroll but who work at the site and are eligible to take advantage of the benefits of CTR Program (e.g.: temporary employees, contract workers, etc.)

Required Response Rate

Survey Response & “Fill-in”

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

Employees who cannot use the Online Survey 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

Employee access to survey Ê domain access You specify which domains to use Any address with the domain may access the survey You send survey notices only to those you want to survey or as broadcast with criteria for employee self selection

Employee access to survey Ë address list You upload a file of 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 people who have not yet completed survey. This allows you to send an reminder to individuals who have not yet completed the survey. Disadvantage: - More time consuming to set up. You must compile an list of the individuals to be surveyed

Test out the Online Survey You can test the electronic survey Open your Internet browser and go to Enter a mock address as the domain Click the “Login” button Select the “King County Training” worksite from the pull-down list and complete survey

Test the survey

And when it is submitted

Online Survey - 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: a link to the ETC Tools site - a login and password to access the ETC tools

Online Survey - ETC Tools To explore the ETC tools (for fictitious ABC Corporation) go to: Use this login and password: NewWSU04

Your Home Page Lists all sites with active or scheduled surveys Summarizes your survey setup by site Method you’ve chosen to allow employees to access survey (this example shows domain access) Dates online survey will be active Survey population Number of employees being surveyed Snapshot of response rate

ETC Tools – home page

Survey Management Reports ÊSurvey Summary ËCompleted Surveys ÌNot completed surveys ÍSurvey Timeline  Final Comments

Survey Summary Report

To check on how many employees have completed the survey To see if any employees have logged in but not completed a survey - these will not be included in the response rate

Completed Surveys Report

2. Completed Surveys Report ; when to use it You can sort list by employee or date completed for drawings or thank yous Click on view result for any address to view or edit employee survey

3. Not Completed Surveys Report

3. Not Completed Surveys Report ; when to use it 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)

Download File

4. Survey Timeline Report

4. Survey Timeline Report ; when to use it To check on response rate To see response to reminder System will use the number of “surveys distributed” and the number of surveys completed to calculate a response rate

Upload List of Employee Addresses

Survey List Management ; when to use it Identify and follow up with employees who have not completed a survey View or edit employee survey To allow employees who have completed a survey to “reenter” and change answers To add or delete employees from list

Survey List Management

Employee groups feature Useful for tracking participation by workgroup, response rates, drawings, etc. Must be set up prior to survey start. Totals of groups must add up to total survey population

Employee groups feature

Supplemental questions Optional questions that gather additional information not asked on the regular survey Must be set up prior to survey start. Sent as a separate report from CTR survey.

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

How to Prepare (3 - 4 weeks out) Confirm that you have support and approval from top management and technical staff for Online Survey Establish date of main survey week Determine “vernacular” name for site(s)

How to Prepare (3 - 4 weeks out) Determine how you will survey the appropriate employee population - make sure you have accurate lists Determine whether you will upload list of employee addresses Complete the Survey Response Form and return to King County

How to Prepare (1 - 3 weeks out) Receive the setup information for your site(s) from King County Test it to ensure that you can logon and access your site(s) and domain(s) Communicate to employees about the upcoming survey Prepare survey lists

Survey Week Monday: Send announcement Highest priority Include link to survey site (careful of cut & paste) Include link to FAQ (optional) Throughout week: Troubleshooting and follow up Wednesday: Send reminder! Friday: Check response rate - achieved 70%?

How to close your survey Send a close-out notice to King County King County will submit your data for processing at UW WSDOT will clear the addresses and data after processing your survey At the next survey cycle, the survey will be reset to start anew

Ideas for a Good Response Rate Visibly involve management - have or reminders come from senior management Have a prize drawing for all employees who complete survey on the first day, second day, etc. Recruit help at the work group level Track responses and send reminders!

What about security? The survey software resides on a server behind a physical and electronic firewall The server has virus protection with daily automatic checks for updates Nothing gets installed on your system

What about privacy? Your employees enter an address to access the survey You (ETC) use employee addresses to access surveys for individual employees during the survey and track progress Link between and survey responses is broken when survey is closed out WSDOT deletes the addresses and results from the system after receiving your survey results from UW No other use is made of the addresses

What are the technical requirements ? Works with all major browsers; Internet Explorer, Netscape, Firefox and Safari. Employees must have access to the Internet. Each employee must have a unique identification.