When it comes to building a results-oriented wellness program, data collection is key. It’s

important to a company’s overall population to health management initiative. In the following

sections we will go over modules, reports, what data is captured and why, sample reports, facility

usage performance measures, membership maintenance, deletion process, and frequency of

reports.

Facility Usage StatisticsB

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There are 3 modules that staff work with on a daily basis.E-club, E-Physio, and Report writer.

E-club used to enter demographic information (i.e. name, age, sex, birthday)

E-Physio used to enter new member fitness assessments (i.e. BF%, Blood pressure, Height, Weight)

Report Writer used to create detailed membership activity reports (i.e. birthday list, new membership total, # of NEL

members)

ModulesB

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Every month reports are run to determine member facility usage. Reports are as follows:

Total MembershipNew Members

Members with no visits in 6 monthsMembers with 1+ visit for monthMembers with 4+ visits for monthMembers with 8+ visits for month

Facility usage by hourWeekly facility Usage SummaryMembers with no visits in a year

New Era Life visitsNew Era Life Membership

ReportsB

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There are 8 main pieces of data we collect and look at on a monthly basis. This information is used to

obtain feedback so that we can improve our programming efforts, demonstrate the value of our

program, measure change, secure continued funding, and establish accountability.

Total Enrollment - Total membership for the yearNew Members – New members for the month

Penetration - % of campus that are members (total campus headcount is 6000)

Retention 1 - % of members using facility 4x/monthRetention 2 - % of members using facility 1x/monthPT Ratio - ratio of different trainees to total number

of training sessionsAttrition - # of memberships cancelled

What data is captured and whyB

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In order to stay active in the system a member must have a least one visit a year. If

they do not after the year is up, they are deleted. If that person decides to come back

to the gym they are placed back in the system and are coded as REAT. Please make sure you

do this as LAUREN will get very upset if not coded properly. This is to ensure proper

maintenance of membership. Files of those who have been deleted are pulled from the membership filing cabinet behind the front desk. They are then placed in the deletion

filing drawer on the bottom.

Deletions and MembershipMaintenance

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Sample ReportsB

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Facility UsageB

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  Performance Standards 2008

  Impact Base Target  

  2009  

Total Enrollment 2300 2400 2500 2224

     

New Members 70 80 90 738

     

Penetration <35% 37% 40% 37.06%(2224/6000)

     

Retention 1 <30% 32% 35% 29.03%

     

Retention 2 1080 1200 1300 1080

     

PT Ratio     <2.0 1.5

     

Attrition 55 50 40 79.7

Reports and FrequencyB

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Following the end of each month, reports are distributedto the following groups:

Monthly Utilization Statistics and Monthly Report – Staff and Dave Barbee

Monthly HSSE Report – Chrissi LaBrose and Sheila Sharemet

Westlake 1 Locker RoomsB

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WL1 offers a locker room facility (men and women) to those who are bike to work cyclists, runners, and the everyday exerciser. The WL1 Locker Rooms are located in the basement of WL1. WL1 Men currently offer 166 permanent lockers with 16 day-use.

The women’s locker room is located in the basement as well. TheLocker rooms offer 50 permanent and 10 day-use.

Each locker room has showers, soap, shampoo, and towels. Inorder to get access you must get badge cleared with WL1Security.

Any maintenance issues are directed to ext. 7000

Day and Permanent Locker

Policies and Procedures

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Any contractor or BP Employee may use the locker roomsFAQ

How do I reserve a permanent locker?All locker requests must be directed to Lauren Gonzales at gonzlc@bp.com

or at X5109.

If a locker is open and not being used can I take it?No, please see answer above.

Once I get a permanent locker do I need to use a lock?YES, everyone needs to use a lock no matter what. I advise everyone to place

a lock on their locker ASAP. If too much time has lapsed (let’s say a month) and your locker has no lock, you are in danger of losing it.

How do I get access to the locker rooms?Everyone must get their badge cleared with WL1 Security in the lobby.

What is the usage requirement for permanent lockers?In order to keep your locker, you must have at least 8 visits per quarter. No

exceptions.

How do you know if I am using it on a regular basis?At the end of each quarter, I receive locker usage reports (based on your card

key) from Security. It’s important that you swipe in with your card key so I know you are a regular user. No piggy backing please!

How do you manage and decide on who gets a locker?First, everyone must demonstrate interest in a locker by using the locker room itself. I will then look at usage reports and determine who has the

highest number of usage.

Past Survey ResultsB

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2007

2008

Surveys are sent out to all WL1 Men and Women users in the fall.

Locker Distribution Listsand Communication

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There are two distribution lists for the WL1 Locker rooms.WL1 Men and WL1 Women. All distribution lists are kept withLauren Gonzales. Lists are updated accordingly. Lists areupdated with the help of quarterly locker reports. Each qtr,locker reports are requested from WL1 security. These reportshelp with locker usage and new member usage.

Communications are sent to WL1 users when necessary. ForExample: construction, flooding, maintenance issues,surveys, etc.

Distribution ListsB

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The Wellness Center has many distribution lists and group contacts. E-mails may be sent out monthly or

quarterly depending on the content. Distribution Lists include:

G HOU Wellness Center Membership (WL4 and Helios)Group X Participants (WL4 and Helios)Mother’s Room (WL1, WL4, and Helios)

Fat Boy FiveBlood Drive Donors

Mammogram ParticipantsSummer interns

WL1 Locker Room users (Men and Women)Bike to Work Permanent locker users (WL1, WL4, and Helios)

Quarterly Incentive Participants (Show of Strength, Dear Diary, Million Meters in May, Holiday Fit Fest)

Access and ApprovalB

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Communications may be sent out at any given time to theabove distribution Lists. The G HOU Wellness CenterMembership List is used more often then most lists. Each listhas an owner or owners.

G HOU Wellness Center – Lauren Gonzales/Loreal HunterMother’s Rooms – Sheila SharemetFat Boy Five- Lauren GonzalesBlood Drive Donors – Loreal HunterMammogram Participants – Loreal HunterWL1 Locker and WL4 Room users –Lauren GonzalesGroup X participants – Jennifer DanielQuarterly incentive participants – Loreal Hunter

If for any reason, you need to send out an e-mail to any of the above lists please let the owner or owners know.

Bike to Work ProgramWL4 and Helios

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To promote the Westlake Campus Green Initiative, BP offers a Bike to Work program. Information is given to those who areinterested in riding to work. WL4 and Helios offerBike to work lockers to those who do so. WL4 currently has42 permanent bike to work lockers. Same permanent locker roompolicies and procedures apply as WL1. Helios ????