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

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

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

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

5. 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

6. 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”.

7. 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

8. 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

9. 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

10. 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

11. 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.

12. 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

13. 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

14. 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
The system is text-based, and for this reason bandwidth is not a problem; inTERnet not inTRAnet

15. 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 identification
Delete this slide?

16. Employee access to survey: Domain or Upload
domain access
You specify which domain(s) 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
address list (upload)
You upload an excel 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

17. Domain or Upload? Domain Upload 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: - You must compile/manage an list of the employees to be surveyed

18. 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 account-
a login and password to access the ETC tools
You really do need to use these tools or your response rate will probably be much lower than with a paper survey. So we will go over these later today.

19. Account – 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 (ABC company shows domain access)
Dates online survey will be active
Survey population
Number of employees being surveyed
Snapshot of response rate

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

21. Survey Reports Completed Not Completed:
send thank you for taking survey
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)

22. 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

23. 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.

24. 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
Here’s what happens next.

25. Test Account Access
To explore the your account (for fictitious ABC Corporation) go to:
Use this login and password:
etctest1
You really do need to use these tools or your response rate will probably be much lower than with a paper survey. So we will go over these later today.

26. Test out the Online Survey
Test the electronic survey
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

27. mark.melnyk@seattle.gov | (206) 684-5017
Questions?
| (206)

28. Preparation, Communication, and Motivation
Survey Success:
Preparation, Communication, and Motivation

29. Who we are

30. 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

31. Pre-Survey: 1 month to 1 day before launch

32. How to Prepare (3 - 4 weeks out)
Top Management and Technical Staff
Save the Date
Make a Plan
Prepare Employee Data
Create Incentives
Communicate
#2 if not chosen, contact Commute Seattle immediately
The date you choose is the date the survey is open, which is about the prior week of commutes.
*communication template
Confirm that you have support and approval from top management and technical staff for Online Survey*
Save the date of main survey week (if not chosen, contact Commute Seattle immediately)
Plan how you will survey the appropriate employee population - make sure you have accurate lists
Prepare your list of employee addresses if not using domain method
Prepare your communications for the survey

33. How to Prepare (3 - 4 weeks out), cont.
Create Incentives
SDOT Freebies!
70% Response Rate = Four $25 Car2Go credits/memberships for staff
Decide if you are offering prizes for survey completion
Create Incentives
SDOT Freebies!
70% Response Rate = Four $25 Car2Go credits/memberships for staff
Survey Closed in 10 CALENDAR days = raffle entry for $50 REI gift card

34. How to Prepare (1 - 3 weeks out)
CTR Survey Tool account setup
Testing, 1, 2, 3
Communicate*
Upload Employee Data
*communication template
Receive the setup information for your site(s) from Commute Seattle
Test it to ensure that you can login and access your site(s) and domain(s)
Communicate to employees and supervisors about the upcoming survey*
Prepare and upload survey lists

35. Survey Week

36. 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
This may depend on your worksite’s culture and the options enabled by your system. You can do all of this in Microsoft Outlook. What seems to have worked best in the pilot tests has been to have the survey notice posted to employees’ accounts early Monday morning so it is there when the come in to check and settle in to the workday. Setting the delay means that the notice will be near the top of the unread mail list rather than at the bottom of what came in over the weekend. If this goes out over management’s signature, MAKE SURE that you set “reply to” to the ETC.

37. 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.

38. High Response Rate Tips
Visibly involve management
Raffles
Tap into work groups
Track responses and send reminders! (option available with list upload)
Post flyers
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! (option available with list upload)
Post flyers around the office to remind folks- bathroom stalls and elevators capture attention

39. 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

40. 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 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

41. Survey Information

42. 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!!!
Survey Closed in 10 days = raffle entry for $50 REI gift card FOR YOU
*forming a relationship with upper management and your corporate community

43. What about security & privacy?
Physical and electronic firewall
Virus protection with daily automatic checks for updates
Nothing gets installed on your system
address to access the survey
Last item—we get questions about this from people who are uncomfortable with someone outside their system having a list of their addresses. We do not try to develop anything that would let an employer install the system on its own intranet.
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
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 WSU
No other use is made of the addresses

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

45. Survey Resources
Joseph Bellanca
Mark Melnyk
(206)