1. WELCOME! Commute Trip Reduction Online Survey Briefing

2. The Goal of the Commute Trip Reduction Program u Reduce the commute trip drive-alone rate (DAR) to major worksites by 10% and the average vehicle miles traveled (VMT) by 13% between 2007 and 2011.

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

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

5. Why Survey Now? u To establish baseline measure of employee commute behavior u To conduct required every two-year measure of employee commute behavior

6. Survey Measures Trip Reduction u Drive Alone rate = the percentage of drive-alone commute trips to your worksite. u Vehicle Miles Traveled (VMT) per affected employee = length of drive- alone commute trips.

7. CTR Reduction Calculations u Drive alone rate = Number of drive-alone commute trips Number of potential commute trips

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

9. CTR Goal Measurement Survey Distribution u Must survey CTR-affected employees u May choose to survey total worksite population CTR affected employees Total Worksite Population or “All”

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

11. Total Worksite Population or “All” t All CTR-affected employees t All other employees on the company payroll (i.e., night shift, part time, and teleworking employees), and t 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.)

12. Required Response Rate

13. Survey Response & “Fill-in”

14. The Online CTR Survey u Asks the same questions as the paper survey u Internet-based, text-based system on its own secure server u Contains a number of tools the ETC can use to track progress and improve response rate

15. How does the Online Survey work? u You can test the electronic survey –Open your Internet browser and go to https://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

16. Test the survey

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

19. What about privacy? u Your employees enter an e-mail address to access the survey u You (ETC) use employee e-mail addresses to access surveys for individual employees during the survey and track progress u Link between e-mail and survey responses is broken when survey is closed out

20. Privacy - Email Addresses u WSDOT deletes the e-mail addresses and results from the system after receiving your survey results from UW u No other use is made of the e-mail addresses

21. Employee access to survey ÊE-mail domain access –You specify which e-mail domains 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

22. Employee access to survey ËE-mail address list –You upload a file of e-mail addresses, with appropriate worksite name for each –Any domain is allowed –Only those addresses on the list may survey and only at the specified worksite

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

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

25. Admin login page

26. Online Survey - ETC Tools To explore the ETC tools (for fictitious ABC Corporation) go to: u https://www.ctrsurvey.org/admin u Use this login and password: –etc@abc.com –NewWSU04

27. Your Home Page

28. u Lists all sites with active or scheduled surveys u 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

29. Survey Management Reports ÊSurvey Summary ËCompleted Surveys ÌNot completed surveys ÍSurvey Timeline

30. Survey Summary Report ; when to use it u To check on how many employees have completed the survey u To see if any employees have logged in but not completed a survey - these will not be included in the response rate

31. Completed Surveys Report

32. Completed Surveys Report when to use it u You can sort list by employee e-mail or date completed for drawings or thank you emails. u Click on view result for any e-mail address to view or edit employee survey. u Export list to separate completed from not completed.

33. Not Completed Surveys Report

34. Not Completed Surveys Report; when to use it u 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) u Export list of surveys not completed.

35. Survey Timeline Report

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

37. Email list management

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

40. Upload List of Employee Email Addresses

41. u Excel files should only contain emails and worksite names. Worksite names must match exactly with worksite name in WSDOT system. u Browse to the Excel file and follow wizard steps.

42. Employees who cannot access the Online Survey u Employees without internet access –ETC can manually enter and submit surveys –Have employee fill out paper survey –Login as employee and transcribe responses from paper form into electronic survey u Employees without email addresses –Email address does not have to be a valid working email. –Assign a non-working email address and allow employee to use. –Make sure you use a correct domain or address is in your upload list.

43. Supplemental questions u Only available online Choose from a library of questions. u Results from these questions will be sent in a separate data file from your regular CTR survey report. u Questions must be set up by the ETC in advance of the survey start date.

44. Supplemental questions

46. Test drive your survey u Allows you to preview your survey before it opens, including supplemental questions.

47. How to Prepare (2-3 weeks out) u Confirm that you have support and approval from top management and technical staff for Online Survey u Establish date of main survey week u Determine “vernacular” name for site(s)

48. How to Prepare (2-3 weeks out) u Determine how you will survey the appropriate employee population - make sure you have accurate email lists u Determine whether you will upload list of employee email addresses u Determine which, if any, supplemental questions you will ask u Complete the Survey Response Form and return to King County

49. How to Prepare (1 - 2 weeks out) u Receive the setup information for your site(s) from King County u Test it to ensure that you can logon and access your site(s) and domain(s) u Communicate to employees about the upcoming survey u Prepare survey email lists u Set up any supplemental questions u Test drive the survey

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

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

52. How to close your survey u Send a close-out notice to King County greg.king@kingcounty.gov –King County will submit your data for processing at UW –WSDOT will clear the e-mail addresses and data after processing your survey –At the next survey cycle, the survey will be reset to start anew