· web viewslide 1: title slide in the left top corner is the massdot logo (mass is green and...

MBTA Fiscal & Management Control Board - January 25, 2016Chief Administrator Remarks - Screen Reader Supplement

Slide 1: Title Slide

In the left top corner is the MassDOT logo (mass is green and in lower case, DOT is in capital letters and in blue. Part of this logo includes the phrase "Massachusetts Department of Transportation" in green. In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase "Massachusetts Bay Transportation Authority" in black. There is a thin green straight line beneath these logos stretching across the top of the slide below the logos.

The term "Operations Budget Stability Committee Report to FMCB" is in black text in the center of the slide beneath the green line.

Under this is a second phrase, also centered on the slide and in black reading "Overtime, Absenteeism and Dropped Trips YTD Update"

Under this is the date "1/25/2016 in gray.

At the bottom of the slide is a note stating "Draft for discussion and Policy Purposes Only" in the center of the slide. In the right corner is the slide number "1." These are in gray.

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Slide 2: Average daily overtime expense has dropped 23% in Jan 2016, compared to January last year.

In the top left is the slide title " Average daily overtime expense has dropped 23% in Jan 2016, compared to January last year " in blue.

In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase "Massachusetts Bay Transportation Authority" in black. There is a thin green straight line beneath the logo stretching across the top of the slide below the logo and slide title.

There is one chart on the slide. The Y axis is in thousands and ranges from zero to $150K. There is no label for the X axis. Above the Y axis is the phrase "Average Actual Overtime Expense per Day (Operating)". There are two bars on the chart.

The bar closest to the Y axis is labeled "Jan 2015 YTD" on the bottom and "$145K" on the top. The bar is greenish and has the phrase "Last Year (first 16 days)": in the middle.

The next bar is labeled "Jan 2016 YTD" on the bottom and "112K" on the top. The bar is light green and has the term "This year (first 15 days)" in the middle.

Above this bar is a box with the phrase "Change: -23%" in black text. The box is blue.

Below the chart is a note: "Source: MBTA Internal Data. Operating budget overtime in first three pay cycles of 2016 (16 days) versus 2015 (15 days). Total overtime expense (operating) for Jan 16 YTD is $1.68M; total overtime for Jan15 YTD is $2.33M

Next to the bars is a box with a note in the form of three bullet points.

The first bullet states "FY16 full-year operating overtime budget is $36.5M ($100K per day).

The second bullet states "FY16 November 5 month YTD operating overtime was $4.5M over budget ($19.5M actual versus $15M budget)"

The third bullet states "Our goal for rest of is to reduce average daily overtime expense to $100k, consistent with budget target."

In the bottom right corner of the slide is the number 2.

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Slide 3: Engineering and Maintenance Overtime Strategy

In the top left is the slide title "Engineering and Maintenance Overtime Strategy" in blue.


There are three bullets on this slide:

Bullet 1: Employee shift scheduling to balance resources to cover business needs Sub bullet: MOW track inspection pick completed 12/15

Bullet 2: Enhanced maintenance planning and scheduling to reduce costs and improve effectiveness

Bullet 3: Direct management approvals of OT Sub bullet: Increase accountability and oversight


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Slide 4: Engineering and Maintenance Overtime Strategy

In the top left is the slide title "Engineering and Maintenance Overtime Strategy" in blue.


There are three bullets on this slide:Bullet 1: Filling critical staffing vacanciesSub-bullet: Supervisors are key to overseeing and planning maintenance

Bullet 2: Use and enforcement of employee hand scannersSub-bullet: Tied to Time Keeping System (TKS) for payroll adherence

Bullet 3: Elimination of overtime staffing for late night serviceSub-bullet: Example MOW Emergency Truck on Sat and Sun AM


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Slide 5: MBTA implemented new attendance policy effective 1/1/2016, incorporating 21 LMC recommendations

In the top left is the slide title "MBTA implemented new attendance policy effective 1/1/2016, incorporating 21 LMC recommendations" in blue.

The slide consists of a table made up of two columns and five rows.

The first row has cells that are headers to the others. The first cell is labeled "Focus Area" and the second "Recommendations"

The second is labeled "training". There are 5 items:1. Require employees to adhere to MBTA call-in procedures2. Use a “call-taker” script when taking calls from employees for unscheduled absences to: a)

Gather more accurate information about the basis for the unscheduled employee absence (sick, FMLA-self, FMLA-family), b) Improve the accuracy of coding absences, c) Ensure compliance with leave laws and CBA terms

3. Code unscheduled absences correctly, with multiple codes to ensure leaves run concurrently

4. Identify Pattern Absenteeism and FMLA absences in excess of approved frequency and duration

5. Apply new Attendance Policy

The third row is labeled "Process (now)". There are 4 items:1. Run leaves concurrently, where appropriate2. Recertify FMLA, where appropriate3. Initiate FMLA process where a possible “serious health condition” is evident from

contractual sick pay medical documentation4. Commence ADA process promptly

The fourth row is labeled "Process (2016)". There are 9 items:1. Move from a minimally-resourced FMLA administrative process to a fully-resourced, compliant,

fair, and consistent FMLA process2. Use DOL Forms for FMLA Administration3. Implement FMLA tracking system4. Delay or deny FMLA designations where employee, despite notice, fails to timely provide

complete medical certification5. Fully review medical certifications for validity, and seek second opinions, where

appropriate6. Ensure chiropractic certifications meet FMLA standards

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7. Require FMLA recertification every 6 months; more often for pattern absenteeism, and for use beyond approved frequency and duration

8. Require employees to use accrued sick pay when taking FMLA or other statutory leave under new Attendance Policy

9. Shift from the current, fixed year to a true “rolling year,” after 60 day notice period, under revised FMLA policy

The fifth row is labeled "Contract/Policy/Procurement". There are 3 items:1. Expand the purposes for which contractual sick time may be used to match up with EST

purposes, to care for an injury, illness, or medical condition of the employee and his or her child, spouse, parent, or parent of spouse

2. Pay contractual sick time for all “sick” absences before requiring documentation for: Excused and unexcused absences and for the employee or for his or her child, spouse, parent, or parent of spouse

3. Issue a Request for Proposals (RFP) for a Third Party Administrator (TPA) to operate a call center and provide case management support of unscheduled employee absences


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Slide 6: Attendance Policy requires concurrent usage of leave, consistent with state and federal law

In the top left is the slide title "Attendance Policy requires concurrent usage of leave, consistent with state and federal law" in blue.


The slide consists of black text and is a quotation from the MBTA attendance policy.

The title of the phrase in bold italics states "Concurrent Usage of leave"

Below this in italics is the statement: The Authority requires Concurrent Usage of Leave, meaning employees must "substitute" or run concurrently their accrued paid leave, including Massachusetts Earned Sick Time (EST), Contractual Sick Leave (including Sick Paid Protected or SPP where available), personal, and vacation leave, during any otherwise unpaid leave, including but not limited to leave under the Family and Medical Leave Act (FMLA); Americans with Disabilities Act (ADA); the Massachusetts Parental Leave Act (MPLA); Domestic Violence Leave Act (DVLA); and/or the Small Necessities Leave Act (SNLA), to the extent applicable, until (1) the exhaustion of the employees’ accrued paid leave, or (2) the exhaustion or termination of the approved unpaid leave, whichever comes first.

In the bottom left corner of the slide is the phrase "Source: MBTA 2016 Attendance Policy".


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Slide 7: Unscheduled absence % for MBTA operators (all drivers) dropped in January

In the top left is the slide title "Unscheduled absence % for MBTA operators (all drivers) dropped in January " in blue.


The slide consists of a graph and a box with bullets.

There is one chart on the slide. The Y axis is percentages and ranges from zero to 15.0%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % All Transportation Operators". There are two bars on the chart.

The bar closest to the Y axis is labeled "FY2015" on the bottom and "12.72%" on the top. The bar is greenish and has the phrase "FY2015 Full Year": in the middle.

The next bar is labeled "Jan 16 YTD" on the bottom and "10.73%" on the top. The bar is light green and has the term "January 2016 YTD (first 15 days)" in the middle.


Next to the bars is a box with a note in the form of three points.

The title of the box is "Unscheduled absenteeism % calculation methodology"

The first phrase: "In a 4 week month, there are 20 available work days"

The second phrase: "Example: If an operator missed 3 work days for unscheduled absence (does not include vacation/ holiday), that would be a 15% rate (3/20 = 15%)"

The third phrase: "See slide 16 for further discussion of methodology"

In the bottom left corner of the slide is the phrase "Internal MBTA Data".


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Slide 8: Unscheduled absence % for full-time bus operators dropped in January

In the top left is the slide title "Unscheduled absence % for full-time bus operators dropped in January" in blue.


The slide consists of a graph and a box with bullets.

There is one chart on the slide. The Y axis is percentages and ranges from zero to 20.0%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % Full Time Bus Operators". There are two bars on the chart.

The bar closest to the Y axis is labeled "FY2015" on the bottom and "15.24%" on the top. The bar is greenish and has the phrase "FY2015 Full Year" in the middle.



Next to the bars is a box with a note in the form of two points.

The title of the box is "Operational Impact Description:"

The first phrase: "In a 4 week month, there are 20 available work days"

The second phrase: "A 13.1% unscheduled absence rate means that an operator was absent unscheduled for 2.6 days out of 20 total available work days in a month (20 x 13.1%)."



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Slide 9: Unscheduled absence % for part-time bus operators dropped in January

In the top left is the slide title "Unscheduled absence % for part-time bus operators dropped in January" in blue.


The slide consists of a graph. The Y axis is percentages and ranges from zero to 8.0%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % part time Bus Operators". There are two bars on the chart.






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Slide 10: Unscheduled absence % for machinists (all types) increased 30% in January, compared with FY15

In the top left is the slide title " Unscheduled absence % for machinists (all types) increased 30% in January, compared with FY15" in blue.


The slide consists of a graph.

The Y axis is percentages and ranges from zero to 15.0%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % machinists (all types)". There are two bars on the chart.



Above this bar is a box with the phrase "Change: +30%" in black text. The box is blue.



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Slide 11: Unscheduled absence % for fuelers decreased in January

In the top left is the slide title "Unscheduled absence % for fuelers decreased in January" in blue.


There is one chart on the slide. The Y axis is percentages and ranges from zero to 12.5%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % fuelers decreased in January". There are two bars on the chart.






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Slide 12: Unscheduled absence % for non-union Executives (EXE) decreased in January

In the top left is the slide title " Unscheduled absence % for non-union Executives (EXE) decreased in January" in blue.


The slide consists of a graph.

There is one chart on the slide. The Y axis is percentages and ranges from zero to 10.0%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % for non-union Executives (EXE) decreased in January". There are two bars on the chart.






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Slide 13: Summary absenteeism metrics by category through 1/15/16

In the top left is the slide title "Summary absenteeism metrics by category through 1/15/16" in blue.


The slide consists of a graph. The Y axis is percentages and ranges from zero to 15.0%. There is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % January 2016 YTD". There are six bars on the chart. They are all the same color, a greenish-blue.

The bar closest to the Y axis is labeled "Full Time Bus Operators" on the bottom and "13.10%" on the top.

The next bar is labeled "Machinists" on the bottom and "12.20%" on the top.

The next bar is labeled "All Transportation Operators" on the bottom and "10.73%" on the top.

The next bar is labeled "Fuelers" on the bottom and "9.50%" on the top.

The next bar is labeled "Non Union Executives" on the bottom and "7.70%" on the top.

The last bar is labeled "Part Time Bus Operators" on the bottom and "5.31%" on the top.



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Slide 14: Week day Bus dropped trips per day 50% + in January as compared with FY15 benchmark

In the top left is the slide title "Week day Bus dropped trips per day 50% + in January as compared with FY15 benchmark" in blue.


The slide consists of a graph. The Y axis is weekdays and ranges from zero to 200. There is no label for the X axis. Above the Y axis is the phrase "MBTA Bus Weekday Average Dropped Trips Per Day". There are two bars on the chart.

The bar closest to the Y axis is labeled "FY2015 Full Year" on the bottom and "155" on the top. This bar is greenish-blue in color. There is a note in the middle of bar stating "FY2015 Full Year."

The last bar is labeled "Jan 16 FYTD" on the bottom and "66" on the top. The bar is light green in color and contains a note in the middle stating "January 2016 YTD (first 15 days). In the bottom left corner of the slide is the phrase "Internal MBTA Data".


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Slide 15: Backup

In the top left is the slide title "Backup" in blue.


The slide is blank



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Slide 16: Reducing Absenteeism: Action Plan

In the top left is the slide title "Reducing Absenteeism: Action Plan" in blue.

The slide consists of a matrix. At the top of the matrix is the title "Implementation status of Leave Management Consultant (LMC) recs to address excessive employee absences and to ensure legal compliance."

The matrix consists to the numbers 5,4,9 and 3. Above the top 5 is the term "# rec's" underlines. Below the number 3 is a line with the number "21" in black. The numbers are in white color text inside a small green circle. Next to each small green circle is a blue rectangle. Next to each rectangle is a green arrow pointed to the right. To the right of these arrows are text boxes with text in black. Next to each phrase is a black check box.

The top row consists of the number 5, the term "Training" in a blue box" and the phrase "Training of 900+ employees in the Effective Management of Employee Absences is in progress" in the text box.

The second row consists of the number 4, the term "Process (now) in the blue box, and the phrase "Process mapping started for implementation beginning January 2016"

The third row consists of the number 9, the term "process (Jan) in the blue box, and the phrase "Planning begun for the new leave administration processes HR will implement in 2016. Leaves "sick" purpose will run concurrently."

The final row consists of the number 3, the term "Contract, Policy, and Procurement" and the phrase "HR is preparing to implement additional recommendations, including procuring a Third Party Administrator (TPA) to administer leaves and to operate a call center - RFP scheduled to be releases 1/15/16."

Below the matrix is a note stating "Note: HR in the process of auditing FMLA certifications to ensure compliance going forward."


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Slide 17: MBTA bus and rail operators missed 33 days of work due to unscheduled absence in FY15 - this is focus of new leave policy"

In the top left is the slide title "MBTA bus and rail operators missed 33 days of work due to unscheduled absence in FY15 - this is focus of new leave policy" in blue.

The slide consists of a graph. The graph is in a "bridge" format.

The graph is split in 2 halves. The y axis is in days and ranges from 0 to 400.

The bar closest to the Y axis has no label on the bottom, and the number "365" on the top. It represents days in a standard calendar year.

The next bar is labeled "weekends" on the bottom and -104 on the top.

The next bar is labeled "Weekdays" on the bottom and "261" on the top.

The next 4 bars are grouped with a note stating "Scheduled absences FY15 (Trans operator - 24.7 days). The first of these 4 bars is labeled "Vacation" on the bottom and "-14" on the top. The second of these bars is labeled "Holiday, Personal" on the bottom and "-4" on the top. The third of these bars is labeled "Training" on the bottom and "-3" on the top. And the final bar in this group is labeled "Other sched" on the bottom and "-4" on the top. There is an asterisk next to this label with corresponding note stating "Other Scheduled days include juy duty, coury app, union business, paternal and military leave."

The second half of the chart starts with 5 small bars grouped together with a note stating "Unscheduled absences FY15 Trans operator - 33.2 days (12.7% of 261 days)"

The first of these bars is labeled "FMLA" on the bottom and "-14" on the top. The second is labeled "sick" on the bottom and "-10" on the top. The third is labeled "Work Comp" on the bottom and "-4" on the top. The fourth is labeled "ADA" on the bottom and "-3" on the top. The final is labeled "Other Unsched" on the bottom and "-2" on the top. There is a note attached to this label that states "Other scheduled days include bereavement, SNLA, AWOL, unexcused and medically disqualified."

The final bar furthest to the right is labeled "net days avail" on the bottom and "203" on the top.


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