AASHTO National Civil Rights Training Symposium

On-The-Job Training: Best PracticesJune 7, 2016

Queen Crittendon, VDOT - Hampton Roads District Civil Rights Manager

Vincent Powell, SKANSKA DBE Compliance Manager

On-the-Job Training Program

VDOT OJT program has experienced a measure of success in working with prime contractors to enhance workforce skills and training in typically underutilized work classifications.

By setting OJT goals on a project-by-project basis

VDOT Contractors’ Workforce Report for the Hampton Roads Region revealed the availability percentages from the US Census Data indicated further underutilization of women and minorities in the construction industry.

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Underutilization of Women in the following classifications: Officials Supervisors Fore/Forewomen Mechanics Electricians Equipment Operators Truck Drivers Ironworkers Carpenters Cement Masons Pipefitters Painters Semi-skilled laborers

On-the-Job Training Program

On-the-Job Training Program

Underutilization of Minorities in the following classifications: Officials Supervisors Foremen/ForewomenMechanics Electricians Clerical

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The Model Project

VDOT established under a Public Private Partnership (P3) a agreement with the Concessionaire, Elizabeth River Crossings (ERC), to enhance the Elizabeth River Tunnel Project (Downtown/ Midtown/MLK Expressway) connecting the cities of Norfolk and Portsmouth.

The project is a 1.2 billion dollar design-build project 5-year construction plan 58 years of O&M (after which will be turned over to VDOT)

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The Model Project

The Concessionaire (ERC) contracted with Skanska, Keiwit, and Weeks Marine (SKW) to serve as the prime contractor to build the Extension Project in Hampton Roads.

ERC/SKW were responsible for achieving the following aggressive contract goals:

70 OJT Positions 12% DBE Goal23% SWaM Goal

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THE CONTRACTORS’ APPROACH

OJT Program:

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THE PROJECT (TIME LAPSE VIDEO)

Elizabeth River Tunnel Project

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Project Concerns

Challenges of meeting the goal of 70 OJT positions

Reluctance to have OJT’s perform certain aspects of work

Stringent Safety program

Changing the mindset of Superintendent/ Foreman/PM’s

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Midtown Tunnel Project

Five Segments Approach Group Marine Group Interiors/Rehab Group Sparrows Point Tunnel Fabrication MLK Extension

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Approach Group OJT Opportunities

Approach GroupConcrete finishingCarpenter StructurePile Driver Reinforcing Metal Worker

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Marine Group OJT Opportunities

Marine GroupPile DriverDeckhand

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Interiors/Rehab Group OJT Opportunities

Interiors/Rehab GroupForemanElectricianTruck DriverFront End LoaderCarpenter StructureConcrete FinisherPower Tool Operator

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Sparrows Point Tunnel Fabrication Group OJT Opportunities

Tunnel Fabrication GroupForemanConcrete FinisherCarpenter StructureField Office ClerkReinforcing Metal WorkerRodperson

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MLK Extension

Carpenter Structure Electrician Field Office Clerk Form Setter Dozer Operator Roller Operator Rodperson Truck Driver

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OJT Tracking by Segment

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OJT Enrollment Process

New hires are scheduled for interviews and VDOT advised of the date to conduct interviews.

Existing employees chosen for OJT program are interviewed insuring that they meet the program requirements.

VDOT notified of new OJT candidate and interview scheduled.

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OJT Enrollment Process

Hours towards training are not counted until notification of approval has been received from VDOT Civil Rights Division.

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OJT Responsibility Matrix

Project OJT Requirements Orientation/Hire VDOT Notification Documenting OJT Time OJT Field Audits Resignation/Termination Completion of OJT Program

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Project OJT Requirements

Due to the complexity of the project, SKW Manpower Requisitions are submitted via email to Compliance Manager for the hire of OJT position.

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Orientation/Hire

Compliance Manager reviews applications choosing candidate for the position and informs Office Manager. Compliance Manager or Office Manager contacts individual setting up orientation date for candidate.

Office Manager/Compliance Manager/Superintendent/Foreman conduct orientation with chosen candidate. Training syllabus of the position hired is covered along with completion of

the C-65 (OJT enrollment form). Enrollment form is signed by candidate after they are informed of rate of pay

and increments of increase. Candidate and the responsible person for managing OJT employee are given

a copy of the OJT Training syllabus. Foreman/Superintendent is informed of training and reporting requirements.

Compliance Manager will update OJT plan for individuals in plan per quarter and distribute to project managers and project engineers.

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VDOT Notification

Office Manager and/or Compliance Manager gives C-65 form to Business Manager for submission to VDOT documenting the enrollment of OJT position.

A copy of syllabus is given to foreman, superintendent, project manager and project engineers for guidance in training of the position with OJT candidate.

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Documenting OJT Time

The responsible person training OJT candidate documents hours of training for position on time card. Only hours worked associated with the training syllabus can be counted towards completion.

Time cards are submitted to Business Manager who tracks hours and adjust pay increases according to hours met towards completion. A Weekly Training Reporting form, C-67 for each OJT position is generated for SKW positions by Business Manager. The Business Manager also receives the C-67 form from sub-contractors that are fulfilling OJT positions under their contracts.

This information is captured on excel spreadsheet and the forms are submitted to VDOT for validation of individual hours worked towards completion of training. Business Manager provides Compliance Manager with a copy of OJT tracking spreadsheet weekly.

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OJT Field Audits

Business Manager and Compliance Manger perform audits of the OJT individual hired insuring that they are being trained in the position in accordance with the syllabus for the prospective position.

The audit should include questions about the type of work they are performing or have performed to date, rate of pay, any concerns, etc.

Field audit intervals vary based specific training syllabus and the required hours to complete. However, audits can be performed as needed. The chart below should be used for OJT Training Audit intervals:

Training Hours Required Audits230-720 hours Minimum of one (1) audit1040 hours Minimum of two (2) audits2080 hours Minimum of three (3) audits

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Resignation/Termination

In the event that an OJT individual resigns or has been given a verbal notice, the Compliance Manager and Business Manager is contacted via email immediately with VDOT being notified.

Written warnings require the notification of the Compliance Manager and the Business Manager as well. The Compliance Manager must be notified prior to any termination of OJT position and informed of the situation immediately.

Keeping in mind that Safety is First, OJT positions do not receive any special treatment.

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Completion of OJT Program

Business Manager informs Compliance Manager that an OJT individual has reached the required hours for completion of position based on Weekly Training Report. Business Manager notifies VDOT of OJT graduate as well.

Compliance Manger verifies and updates OJT plan for graduates. Compliance Manager produces certificate for presentation by Project Manager. Compliance Manager will produce OJT update at weekly staff meeting.

Compliance Manager along with Project Manager will present certificate at monthly Mass Safety Meeting and photos are taken. Compliance Manager contacts the press to promote OJT events. Graduates are published in the following local publications, which may include: MidTown Matters, Daily Press and Baltimore Sun.

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OJT CANDIDATE PERSPECTIVE – CHAD ALLEN

OJT Program

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Elizabeth River Tunnel Project Community Roundtable

The Roundtable serves as an advisory committee for the project represented of local community leaders with a focus on:

Community ImpactsTolling ConcernsEconomic Development (DBE & Small Business

Utilization)Workforce Development (OJT Utilization)

U.S. Senator Office Involvement28

Civil Right Workgroup

A Team of key Project Leaders and Civil Rights Compliance Staff meet bi-weekly to discuss critical contract performance goals for the project. Updates on the progress of the project and issues are addressed. (i.e., OJT, DBE/SWaM)

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KEY DRIVERS

View your OJT Program as a viable Economic & Workforce Development driver

Obtain Agency Leadership Commitment early in the P3 Process

Establish the goal in the P3 procurement/proposal process

Segment your project in phases to assign goals

Share the responsibility with subcontractors (include in their contract)

Continue to track and report progress (Often)

Incorporate community partners in your recruitment & reporting process

Celebrate Your Success!!!!

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Questions

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