PROCEDURES FOR SURVEYS

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Shanon Hardy
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1 PROCEDURES FOR SURVEYS DODGES Informal Survey Inquiry Contacts CIRPC to explore project counts for survey feasibility Data filtering to estimate the number of projects that would qualify based on certain criteria (e.g. by Construction Type, by Rural-Metro, by Active Timeframe, etc.) Requesting Dodges Creates the survey Requests the Dodges from CIRPC with Survey Universe Request Makes CIRPC the collector for the survey Loading Dodges Regular Surveys Loads survey data via pipe-delimited file Notifies RO when survey is loaded Updates interested party lists Cleans up Dodge projects & contacts for Building, Heavy & Residential surveys Calls contractors for updated address information, when necessary Calls owners for GC information Selects time frame of collection & end dates Survey has started Sets mail-out dates Mail-out dates are 1-2 months apart o 2 nd mail-out is the last GC mailing If there isn t much response CIRPC will contact RO to do followup calls before the 3rd mail-out o 3 rd mail-out is to subcontractors If there still isn t enough response CIRPC will contact RO again to do more follow-up calls o 4 th mail-out is also to subcontractors o 5 th mail-out if necessary RO makes the decision about the 5 th mail-out Mail-out request (aka Push the Button) Notifies WHDIT of each mailing request

2 o The file is sent t for validation Once validated, CIRPC notifies WHDIT o WHDIT sends the file to Census o After Census receives the file, copies of the letters, WD10, envelope, etc., are faxed t to proof o Proofs copies Makes corrections if needed After copies are proofed, CIRPC notifies Census they are good & they are ready to mail o There is a 2 week period from mailing request (Pushing the Button) to the actual mailing from Census RETURNED MAIL All returned mail goes to corresponding RO Once returned mail is received RO calls for new address information Enters new address information Makes notes in system concerning changes in address o In addition to the note in comments RO puts bad address codes on person line in contact in ASDS This will allow tracking of bad addresses R s manually This process is to be done daily Returned mail is not handled at CIRPC Mail & WD10 s Sent to National or Regional Offices 3 rd Parties or Contractors send in original or copied WD10 s to National or Regional Offices o National or Regional Office Any WD10 s received at RO should be sent t immediately This includes all paperwork and the envelope received from the 3 rd party or contractor Do not process or enter, send t as it is received Receives the WD10 s, any associated paperwork and the envelope from the National or Regional Offices Copies of all paperwork are made Census is notified by that CIRPC has WD10 s, paperwork, envelopes, etc. to mail to them CIRPC details in the what is being sent

3 Census notifies CIRPC when they have received the package & it is being processed CIRPC waits for information to show in ASDS & processes as soon as possible Copied WD10 s sent t Copied WD10 s are not sent to Census Scans WD10 s and attaches them to the appropriate survey Manually enters WD10 s into the appropriate survey Sends WD10 s with regular mailings to RO weekly HIGHWAY SURVEYS Dodges o No Dodges are requested for Highway Surveys Certified Payroll Requests/obtains from the agency/highway departments the following information on each of the projects for which data has been submitted: Name of project Contract number Location of project & project Description County(ies) & state Start date & end date (if project is completed) Project value Wage decision applicable to the project (include MOD number) Contact number agency General Contractor name contact person if available This is for all certified payrolls sent t or processed by the Regional Office For all certified payrolls sent by Regional Office & agency/highway departments: Puts the information together by project & county Determines the peak week for classifications reported Prepares WD10 s from the information Enters the information into ASDS will note questions they have on the WD10 s This does not mean all of the questions will be listed, there may be other questions that RO will need to ask Matches contractors & projects based on INITIAL information o RO may need to perform or edit matches based on NEW information Returns the completed information to RO RO is responsible for clarification, analysis & completion of all Highway Surveys once sent to them by CIRPC

4 Mailing Request (aka Push the Button) Updates Other Organizations Editor for Congressional & Interested Parties Loads a dummy Dodge file to initiate mailings All other procedures are followed for mailing request (aka Push the Button) as in surveys with Dodges GEORGIA HIGHWAY (PILOT SURVEY FOR NEW PROCESS) Georgia Highway certified payroll is collected by GDOT monthly & sent t every few months Started receiving certified payroll August 2014 Started sorting by project & charting certified payroll on spreadsheets September 2014 Spreadsheets are stored in a SharePoint file which is backed-up daily by UT Spreadsheets can be accessed by RO if necessary WD10 s are created & entered into ASDS o Wage data has not been entered into ASDS (as of March 2015) o Peak weeks will be selected at the end of collection of certified payroll Wage data will be transcribed & entered after peak weeks have been selected GUAM SURVEYS Dodges o No Dodges are requested for the Guam Surveys Information is given out at the pre-survey briefings in Guam Contact data is transferred from the previous survey to the current survey for mailing Loads a dummy Dodge file to initiate mailings for Guam WD10 Processing Currently CIRPC selects crafts for wage data received on WD10 s If CIRPC is unable to select crafts a note is put on the WD10 for RO to clarify the wage data WD10 s are processed like regular surveys Matches contacts & projects WD10 s are returned to RO weekly RO is responsible for clarification, analysis & completion of all WD10 s once sent to them by CIRPC

5 BUILDING, HEAVY & RESIDENTIAL SURVEYS WD10 s Internet & Paper Processes all WD10 s received via the internet & paper (scanned by Census) WD10 s are worked daily at CIRPC Contacts & projects are matched Hard copies of WD10 s are mailed weekly to RO Processes all faxes and s received at CIRPC including WD10 s o Manually enters faxed & ed WD10 into ASDS Sub-lists o Manually enters all faxed & ed subcontractors and associates them with correct projects in ASDS o Fills out a hard copy WD10 & manually enters it into ASDS for any sublists received by fax and Fills out a hard copy WD10 & manually enters it into ASDS for phone calls, faxes & s received from contractors stating they do not wish to participate in the survey RO is responsible for clarification, analysis & completion of all WD10 s once sent to them by CIRPC WD10 s should not be completed by RO until the hard copies are received from CIRPC Automated Mailing Contacts Entered for Automated Mailing and/or CIRPC Manually enters contacts Does not include any punctuation when entering contact o Commas, periods, parenthesis, etc. Removing all punctuation helps with the matching process when doing contact clean-up and working the WD10 s Checks the box that says Automated Mailing o ASDS automatically checks the Survey Participation box when the contact is saved Contacts will get WD10 s when the next mail-out occurs NOTE: Both the Survey Participation and Automatic Mailing boxes must be checked or the contact WILL NOT receive a mailing

6 Onsite Verification Select random sample of participating contractors for audit Sends data file t to process and draw sample CIRPC processes the information to determine the contractors who might have a probability of impacting a wage decision if their survey information was inaccurate. Two random samples, 10% and 30%, of the eligible contractors are drawn and are returned to the requestor of the Onsite Verification. Sample Surveys (aka Mini Surveys) Usually conducted to assist with survey planning in estimating the amount of work performed in a county (or group of counties) under a Collective Bargaining Agreement (CBA). Contacts CIRPC to explore sample survey feasibility Pre-survey Draws Universe of Active Projects for sample survey Orders Sample Survey projects from Dodge Calls Owner for projects where General Contractor is not known Sorts projects by General Contractor Data Collection Initially contacts General Contractor by phone to collect sample Survey Information At least 3 attempts are made to contact General Contractor by phone or paper correspondence are used at the GC s request Data Analysis Information is tabulated and an estimation is made to the amount of work being done under a Collective Bargaining Agreement (CBA). A report of the sample survey findings are sent t (3/20/15 dkc)

ELECTRONIC WD-10 TRAINING. dbra/wd10/index.htm

ELECTRONIC WD-10 TRAINING. dbra/wd10/index.htm ELECTRONIC WD-10 TRAINING http://www.dol.gov/whd/programs/ dbra/wd10/index.htm Electronic WD-10 = Paper WD-10 Contractor-Name, Address, Phone Number Submitter Name, Title, Phone Number, Email Project -