City of Perugia CHUMS Take up seminar 2-3 December 2015 Edinburgh

Transcription

1 Launching a new carpool week and new software for Municipal and University staff City of Perugia CHUMS Take up seminar 2-3 December 2015 Edinburgh

2 Setting up new carpool scheme and software (1/4) - SITE: University and Municipality 1800 staff closed group: improve chance of critical mass - Matching software / platform is vital for carpooling scheme to function - No suitable existing software in Perugia - In 2015 Perugia decided to chose a brand new software. - Best value solution chosen has been to rent the platform from an US provider carpoolworld.com - Renting is a low risk approach, no need to sustain costs of purchase, maintenance

3 Setting up new carpool scheme and software (2/4) - The service matches potential carpoolers and ensures the collection of all data needed for a correct evaluation: - Registration of personal data and requested carpool-trips - Info on journeys offered and requested - Data on actual carpooled days/kms - Rating of carpoolers - Total registered, matched and active - Map function faciliates matching

4 Setting up new carpool scheme and software (3/4) - Costs carpoolworld.com : - $300/year if there are 1000 users registered or less - $600/year if there are 2000 users - $900 (once) for the translation in Italian - The City of Perugia decided to start with the first option for a 2 year period; it is always possible, if necessary, to move to the option for a larger group.

5 Setting up new carpool scheme and software(4/4) - When software in place, new service was launched through: 7 rounds of s to more than employees; 2 press conferences; 11 articles on local press; Project presented in 1 workshop (3/3/2015) and 1 conference (22/09/2015); flyers, 4 roll up, 440 gadgets (usb branded charger) plus, for the European Mobility Week (including the first Carpool week) 150 posters 70x100, flyers, 2 roll up, 300 folders.

6 The importance of high profile politicians as supporters (1/4) - The target group (about 1800 people) envisaged for the implementation of the Project is composed by two sub-groups of employees belonging to the Public sector: 1. the Municipality of Perugia employees 2. The University of Perugia employees - Since the very beginning the Project mgm group has worked to achieve the involvement of visible champions who spent their strong commitment to promote the Project and smooth its implementation (i.e. against bureaucracy)

7 The importance of high profile politicians as supporters (2/4) The appointed champions are: - The University Rector - The Mobility Councillor - The Environment Councillor (who is also the deputy Mayor and the Councillor in charge of Human Resources Management)

8 The importance of high profile politicians as supporters (3/4) The champions have: - Joined every internal meeting about the project - Co-signed all the s sent to the target group - Organized and done all the press conferences that have taken place - Personally delivered the bumper prize to the first winner of the Mobility Lottery - Chaired the European Mobility Week that has been included the first Carpool week

9 The importance of high profile politicians as supporters (4/4) The champions involvement has so far contributed to: - Get a very good 38,4% response rate during the before survey campaign; - Assure the PTP target achievement (251 requested); - Bring on 11 articles on local press; - Slow uptake but communications continuing

10 Lessons learned (from a public body point of view) - Make sure to rely on a strong political commitment; - Appoint visible champions (2 councillors and the Rector in our case); - Liaise with other depts. potentially involved in the Project success (i.e. IT, Communication, Human Resources, Financial, etc.); - Make sure to rely on a simple and user friendly carpooling platform; - Be always in contact with your target with even simple reminder or brief update; - Plan and detail well in advance all the preparatory actions that need to be performed before the implementation.

11 How to deliver your first Carpool week Coordinated planning of events leading up to and including September 2015, joining European Mobility Week to ensure high visibility Positive messaging:

12 Car pool week implementation time line 21st 1 12th 2 3rd 3 23rd 4 30th 5 7th 7 2nd 9 7th 10 11th 11 22nd 12 23rd January February March April May June July August September first carpool week 1 Round of s (to present the project) 8 Dissemination materials: draft and provision 2 Press Conference 9 Round of s (platform launch) 3 Work shop 10 Lottery rules formal approval 4 Carpool platform provision 11 Press conference 5 PTP process start 12 Conference 6 Carpool platform test phase 13 Lottery first draw 7 Round of s (to announce the forthcoming lottery and first carpool week)

13 s to employees launching carpooling platform and Mobility Lottery

14 Press

15 Official Municipal Social Media

16 Info Leaflets 2600 delivered by internal post to employees

17 Municipal website

18 Roll up banners installed in reception of main offices and buildings

19 Municipal seminar and press conference consolidating political support

20 Mobility lottery: Prize Reminder s sent : join the carpooling platform and enter into prize draw! Lottery rules have been formally approved and put in the Municipality Official web page; First draw (bumper prize, a tablet) done the 23 of September; Communication of the winner sent by to all staff A small event has been done to deliver the prize to the winner Weekly 20 awards and monthly 100 to boost interest until March 2016

21 Thank you