ShareTheRide & Trip Reduction Program For audio, please call: (312) 878-0218, access code 379-724-837
Objectives The purpose of the Trip Reduction ordinance is to reduce commute impacts on air pollution and congestion within Maricopa County. A signed trip reduction plan is developed by the employer and administered by the Transportation Coordinator (TC). An annual program compliance audit is required for each employer. The Maricopa County Staff and Valley Metro want to use ShareTheRide to reduce the time and paperwork required to monitor the plan. 2
Overview ShareTheRide User Registration Ridematching Features Calendar Documentation Contest Features Program Promotion TRP Plan Form Changes to the Form Audit Requirements Benefits to the TC 3
ShareTheRide: Registration Employees register online using a valid work (preferred) or home e-mail address. Users are grouped in the system by domain name, i.e. @valleymetro.org. Ridematching features may be disabled if desired. Origin and destination addresses required for pollution & fuel savings calculations 4
ShareTheRide: Ridematching Carpool connections are displayed on interactive map. Match listing lets users map shared routes and contact other users via e-mail. Filters allow user to specify extent of search around origin, work, or route of travel. Commuters with the same domain name are highlighted by a red check mark. 5
ShareTheRide: Transit Routes Transit Routes that follow or intersect the commute can also be displayed. These routes are informational only; they do not serve as a trip planner. Clicking on a route will provide basic information and a link to the route map and schedule. 6
The 2008 Annual TC Survey 6. In your opinion, what is the best way to reduce the drive alone rate at your company? (select all that apply) Employer-subsidized transit passes 43 23% Carpool expense reimbursement 53 28% Better transit service near w orkplace 79 41% Alternative w ork schedules (telew orking, compressed w ork w eeks) 92 48% Guaranteed/Emergency ride home program 19 10% Prize draw ings for alternative mode users 36 19% TRP education fairs and employee rew ard parties 16 8% Other, please specify 34 18% The 2009 TC Survey is coming to an e-mail near you on November 4 th 7
ShareTheRide: Calendar The Commute Tracker contains a calendar for users to document their travel. Pollution and distance savings are specific to each user s commute. Points are earned for alternative mode travel. Contests use points as a participation threshold (no points lost for entering a contest). 8
ShareTheRide: Calendar User prompts help the system calculate accurate pollution and distance savings. These entries are collected by company and can be used to show green efforts. 9
ShareTheRide: Contests The contest module allows TCs to run company-wide TRP contests alongside Valley Metro campaign contests. Users must enter the contests for a chance to win. TCs use the admin login to select and confirm contest winners: 10
ShareTheRide: Contests Create a Contest Enter the Contest Choose a Winner Confirm Winner Deliver Prize Specify the date range where commuting points earned can be used to enter the contest. Ex: September 1 st September 30th Specify the date range where the contest is visible in the user s shopping cart. Ex: August 30 th October 5 th Set the number of points needed to enter the contest, and activate the contest. 11
ShareTheRide: Contests Create a Contest Enter the Contest Choose a Winner Confirm Winner Deliver Prize When the user earns enough points in September to qualify, they enter the contest. The system records their entry for a chance to win the contest. 12
ShareTheRide: Contests Create a Contest Enter the Contest Choose a Winner Confirm Winner Deliver Prize At the end of the contest period, the administrator chooses a winner from the people who have entered. The administrator can check that user s account to verify their alternative mode use. At this stage, the administrator can discard the names(s) chosen and pick a new winner. 13
ShareTheRide: Contests Create a Contest Enter the Contest Choose a Winner Confirm Winner Deliver Prize The system sends the winner an e-mail notifying them of the contest they have won. The administrator can include a custom message within the e-mail. If they don t get the e-mail, the next time they login they will see a confirmation screen with information on the contest. The administrative system records when the winner is notified. 14
ShareTheRide: Contests Create a Contest Enter the Contest Choose a Winner Confirm Winner Deliver Prize The winning user clicks on a button saying I have received the prize to complete the e-signature process. The admin system tracks the four stage process for each contest, from when a user enters the contest through the final step where they have the prize in hand. 15
ShareTheRide: Promotion Admin account features allow TCs to customize text to promote TRP benefits. Links and FAQ sections also available. Video library assists TCs with account setup Contact Us is connected to a shared mailbox monitored by Business Services staff for fast customer service. 16
The Trip Reduction Program Plan Form
Changes to the Form The County s fax number has been highlighted on the electronic plan form Section 4 text reflects minor program changes: Webinar participation added Intro to TRP training specified ShareTheRide renamed from old system ShareTheRide added as a promotion communication method to back side of form 18
Audit Requirements The TC must show proof of promotion and execution of all TRP measures This includes but is not limited to: Prize receipts Award verifications Alternative Mode User (AMU) rosters Communication to employees Promotional posters Carpool listings with license plates Access to or photos of physical facilities Checklists are available to help TCs organize their program 19
Benefits of Using ShareTheRide 1. Program promotion to the employees is complete if the full plan benefits are detailed in the Benefits section of ShareTheRide. Maricopa County Staff will review the number of users on the system to ensure adequate dissemination. You can copy and paste existing program notification letters into the text area of your ShareTheRide site. Be sure to announce & promote all measures not just carpooling. GRH programs AMU parties Showers & Lockers 20
Benefits of Using ShareTheRide 2. Promotion and verification of Section 1 & 2 awards are handled by ShareTheRide (system's confirmation emails can replace the requirement to collect signatures). Business Services can help you set up and maintain your online contests, and show you how to track their status. Employee signatures for specific prizes is replaced by an e- signature, completed by the employee clicking prize receipt confirmation: 21
Benefits of Using ShareTheRide 3. A copy or scan of each dated prize receipt needs to be available for the auditor to match to the ShareTheRide award activity. The names of prize winners must be posted on the site for all employees to review, preferably in the same location that the program benefits are outlined. Maricopa County staff can review your ShareTheRide prize winners remotely if they also have a copy of the dated prize receipts, they can match winners and dates to your plan. 22
Benefits of Using ShareTheRide 4. Telework and Compressed Work Week entries count towards documentation of these alternative work schedules. Calendar input data can be filtered and viewed by Maricopa County staff to verify telework/cww numbers reported on the plan. Ensure that all telework/cww employees register, whether they are formal or informal teleworkers. Employee calendar inputs can be used to start or strengthen telework programs at your company. 23
Not Affected by ShareTheRide To clarify: Carpool parking users, Subsidy payments, GRH usage/expenses, and all other physical elements (bike racks, showers) are not affected by ShareTheRide and must be documented/administered as before. 24
Current Events
CAC Awards Luncheon The 2009 Clean Air Awards honors the individuals and organizations who have made and are still making extraordinary efforts to create a brighter future for the Valley s residents and visitors. PRESENTATION OF AWARDS Tuesday, October 27, 2009 11:30 a.m. 1:30 p.m. Arizona Biltmore Resort and Spa 2400 East Missouri Avenue Phoenix, AZ 85016 Master of Ceremonies: Steve Irvin, Anchor, ABC 15 News Special Musical Performer: Craig Chaquico, Grammy- Nominated/Million-Selling Solo Artist & Former lead guitarist of Jefferson Starship 27
BikeTown USA Bicycling Magazine and BikeTown USA will be giving away 30 bikes on Saturday, Sept. 26 th. To win a bike, submit a short essay on how a bicycle could change your life. Bike essay deadline: Wed., Sept. 16 enter at www.bicycling.com/biketown Bike giveaway & family bike safety rodeo: Sat., Sept. 26 9 a.m. to 11 a.m. The bicycles will be distributed to 30 essay winners at a Valley Metro family bicycle safety rodeo event the morning of Saturday, September 26 near the Tempe Transportation Center at 322 E. Veteran s Way. 28
METRO Adopt-A-Station Program Give local residents, businesses, community groups, schools and universities the opportunity to join efforts with METRO to maintain the cleanliness of each station and keep them attractive to current and potential riders. Download an application packet at: http://www.valleymetro.org/metro_light_rail/ 29
Telework Webinar Series Join industry expert Eddie Caine from Valley Metro in a four part webinar series starting this September and hear his five keys to successful telecommuting programs and learn how businesses can reduce turnover, recruitment costs and real estate costs, and significantly add to the bottom line each year. Visit ValleyMetro.org for more. 1. September 15th, 2:00-2:45 pm: Introduction to Telework will it work for you? 2. September 22nd, 2:00-2:45 pm: Program Implementation 3. September 29th, 2:00-2:45pm: Training and Expectations 4. October 6th, 2:00-2:45 pm: Work Environments and Program Evaluation 30
ShareTheRide & Trip Reduction Program