new hire training guide -...

New Hire Training Guide

CONNECTICUT DEPARTMENT OF TRANSPORTATION

BUREAU OF POLICY & PLANNING

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Table of Contents

Mission Statement, Vision & Values 3 Introduction 4 Bureau of Policy and Planning Organizational Chart 5 Bureau of Policy and Planning Floor Plan 6 Transitioning to Your New Position 7 Training Courses 10

Highly Recommended: Business Writing for Professionals 10 Effective Workplace Communications 11 Creative Problem Solving 11 Recommended: Effective Time Management 11 Fundamentals of Successful Project Mgt 12 Developing a Professional Presence 12 Career Development Workshop 13 Optional: Effective Teamwork Strategies 13 Adobe Creative Suite 14 Bureau Training 14 Core CT Training 14 File Naming and Electronic Data Storage 14 STARS Training 15 SmartBoard Training 15 Using Audix 15 Common Acronyms Used 16 General Information Worksheet 19 Policy and Planning’s Index 20

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Mission Statement, Vision & Values

OUR MISSION:

The mission of the Connecticut Department of Transportation is to provide a

safe and efficient intermodal transportation network that improves the quality of

life and promotes economic vitality for the State and the region.

OUR VISION:

The vision of the Connecticut Department of Transportation is to lead, inspire

and motivate a progressive, responsive team, striving to exceed customer

expectations.

OUR VALUES:

Measurable Results: We will endeavor to utilize the latest technology and

preserve the integrity of our current assets to provide a safe, efficient,

integrated, multi-modal, transportation system that offers options for

mobility.

Customer Service: We are committed to consulting with our internal and

external stakeholders in an open and transparent decision-making process;

and to being responsive by providing timely information on services and

programs.

Quality of Life: We will strive to maintain and enhance the quality of life in

the State and the region by maintaining the character of our communities,

supporting responsible growth, and by enhancing and being sensitive to the

environment.

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Accountability and Integrity: We will prudently manage and invest the

human and financial resources entrusted to the Department using sound

criteria and efficient, cost-effective methods that put safety and

preservation first.

Excellence: We will demand excellence in all we do to fulfill our mission by

being solution-oriented and focused on project delivery.

Introduction

Welcome to the Connecticut Department of Transportation’s Bureau of Policy

and Planning. The enclosed information is designed to serve as an introduction

to the Bureau and as a foundation for assuming your responsibilities to help carry

out the overall mission of the Department.

There is always a lot to learn in a new job, not only about the work but also

about the culture and organizational procedures. In your first few weeks, you will

meet many co-workers, supervisors and managers. Feel free to talk to them to

learn more about their roles, the Agency, and public service. There will be plenty

of opportunities for you to learn and grow in your position. You will be a great

asset to our team and we look forward to a positive employment relationship.

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Bureau of Policy and Planning Organizational Chart*

*As of Dec. 11, 2012

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Bureau of Policy and Planning Floor Plan

Second Floor North DOT Headquarters, 2800 Berlin Turnpike, Newington, CT

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Transitioning to Your New Position

The following introductory steps will help you get off to a successful start.

Please check off each box as you become acquainted with your environment.

□ Tour Facility

Familiarize yourself with the layout of your new workplace immediately. Take a

tour of the building with your Supervisor as he/she points out essential locations

such as Human Resources (HR), refrigerator, microwave, Restrooms, Cafeteria,

Printing Services, Mailroom, Library, ATM machine, Security, Affirmative Action,

and the Training Center.

□ Meet Co-Workers

While touring the facility, your Supervisor will introduce you to fellow co-workers.

Your Supervisor will schedule a formal meeting with the members of the Unit you

will work in for more in-depth introductions.

□ Review Employee Handbook and Paperwork

On your first day of employment, the HR staff will give to you an employee

handbook that contains rules and regulations, as well as information on benefits;

paycheck dates; paid-time off; lunch and other work breaks; Department and

state policies; state and federal employment laws, acts and more.

□ Review Goals and Job Expectations

Collaborate with your Supervisor to set expectations. Review job responsibilities

and Department goals. Document expectations clearly and thoroughly. Use the

S.M.A.R.T. model to cross-check for completeness and clarity.

Specific

Measurable

Achievable

Results-oriented

Time-bound

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□ Assignment of a Mentor

A good first step is to have a mentor to go to with questions or for

encouragement. Your Supervisor will assign a mentor who can help guide you

through your first couple of weeks.

□ Schedule a Lunch

Enjoying lunch with a select group of co-workers can provide for a more relaxed

interaction with colleagues and an opportunity to learn more about them and the

organization. While you are often introduced to co-workers in passing, a lunch

can be arranged during your first couple of weeks where you can sit with your

Supervisor and other members of the team to share common interests, discuss

the culture and answer any questions you may have.

□ Visit Your Union Website.

As an employee in the Bureau of Policy and Planning, you probably will be

represented by one of the following employee unions. Their websites are great

resources to read about valuable information regarding union activities.

NP-3 Administrative Clerical http://www.council4.org/

P-5 Admin & Residual Employees Union http://www.andr.org/

P-4 CSEA/SEIU Local 2001 http://seiu2001.org/

□ Evaluation Period

Employee evaluations benefit both employers and employees by giving each an

opportunity to discuss expectations, how an employee is performing in his or her

role and what the individual may need to do to be more successful. Evaluations

also give employees an opportunity to give feedback on their experiences with

http://www.council4.org/

http://www.andr.org/

http://seiu2001.org/

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the Agency. During your transition, you will be informed about the evaluation

criteria and process so you are aware of how your performance is reviewed.

A smooth transition into a new job increases productivity and retention. Office

etiquette and organizational skills are central to your career and may include the

following:

□ Appropriate and inappropriate office behavior including “Acceptable Use of

State Systems Policy.”

□ Department protocol for meeting and greeting people in-person, on the

telephone, and via email in your new workplace.

□ Importance of dress and personal appearance as they apply to your

environment.

□ Recognizing the necessity for learning to manage time both on and off

the job.

□ Understanding how to create realistic and usable “to-do” lists for the

purpose of prioritizing and meeting deadlines.

□ Identifying and adapting to varying behavioral styles.

□ Preempting or preventing conflict with others at work.

□ Understanding the importance of having patience while going through the

learning curve.

□ Identifying ways in which to be supportive of your bosses.

□ Being informed about developing an Individualized Development Plan

intended to optimize career advancement opportunities.

Discuss these items with your Supervisor. Training classes, which are

discussed in the next section, may provide additional information in these areas.

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Training Courses

Highly Recommended

As you may be aware, all new hires attend a two day, “New Employee

Orientation” Program, normally within the first six months, at the DOT Training

Center. While this training includes mandated Diversity, Sexual Harassment,

and Workplace Violence training, other informational topics covered include an

Agency overview, a review of departmental policies, a safety overview, and a

review of benefits and career development. Additional training in areas such as

business writing, interpersonal skills, office etiquette and computer classes are

also important tools to have to do your job effectively. Not only will this enhance

and broaden your skillset, it will also prepare you for career advancement

opportunities.

□ Business Writing for Professionals – Learn techniques for effective

communication and business writing. Methods for “mind mapping” to express ideas on paper quickly and how to overcome “writer’s block.”

How to recognize and eliminate common business writing mistakes. How to weed out writing jargon, clichés and excess verbiage. Professional editing and proof-reading techniques. How to write for special situations such as delivering bad news, writing for a

technical readership or writing in collaboration with others. A 3-step approach for getting an immediate response to any written

communication. How to unclutter messages by eliminating unnecessary words and

redundant expressions. This course will train you to write effective business communication that will persuade and inform readers. It will untangle the writing process and break it down into a handful of straightforward steps that will help you communicate with clarity and ease. You will learn to organize thoughts and present messages in a way that earns respect, credibility and achieves positive results. Course: 25-30 ppl. 1 Session 9am-4pm

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Recommended

□ Effective Workplace Communications - Being able to effectively

communicate in the workplace is essential to career success. This class will examine various aspects of communicating with co-workers, supervisors, managers, subordinates, vendors, consultants, and any other customers you would encounter in your day-to-day work life. Session topics will include:

Decreasing workplace tension.

Hot topics and how we should approach them.

How to work well together when we have different communication styles.

Being an active listener.

Saying you are sorry and rehabilitating your reputation.

Course: 25-30 ppl. 1 Session 9am-12pm

□ Creative Problem Solving - This course offers tools for identifying the root

cause of a problem, as well as how to run a critical solution analysis to determine the most advantageous solution to problems at work and at home. There will be group activities to hone new skills and demonstrate practical examples of team problem solving. This course will focus on developing your critical/creative thinking skills, both necessary tools for generating solutions. You will look at the 6-step problem solving process using a two-phase model. Don’t let problems interfere with your success; learn how to deal with them! Course: 25-30 ppl. 1 Session 9am-3pm

□ Effective Time Management - Have you ever felt like there are not

enough hours in the day? Is the work piling up on your desk? The Office of Training and Staff development offers a half day course to help you master the art of “Time Management”. The topics covered in the course will be:

Developing a master and daily “to do” list and prioritizing work.

A.B.C. and S.M.A.R.T. methods for prioritizing your day.

Using technology to plan your day.

Course: 25-30 ppl. 1 Session 9-12pm

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□ Fundamentals of Successful Project Management – Keep projects on

track, on budget, on time. In Fundamentals of Successful Project Management, participants will learn...

Manage and work on projects while juggling other job responsibilities.

Develop a project plan and get it started in the right direction.

Plan projects and estimate their cost.

Establish timelines and select the appropriate scheduling tools.

Select members of a project team and win their loyalty and support.

Solve problems and overcome resistance to change.

Apply the universal six stage project management model.

Use project reviews to get early warning of trouble ahead.

The Fundamentals of Successful Project Management training course will equip you with the tools, knowledge, insights and skills to make you an outstanding project manager. You will learn how to select and prioritize projects, define customer needs, use the Work Breakdown Structure to ensure no tasks are left behind, prevent dependencies from negatively affecting the project schedule and establish a performance measurement baseline. You will return to work ready to make strategic decisions to avoid delays and disruptions, and expedite the organization’s goals. Course: 25-30 ppl. 1 Session 9am-3pm

□ Developing a Professional Presence – For developing and refining your

professional presence. Participants will learn...

Standards of contemporary business behavior.

How to develop a professional telephone presence in the office.

Principles and importance of “small talk.”

Professional verbal and written communication.

About professional clothing, accessories and grooming.

Dealing with difficult customers.

Studies have shown that lasting impressions are made within 30 seconds of a first meeting and are changed slowly - if at all - after that. Since first impressions are often lasting impressions, developing and refining a professional presence is critical to succeeding in today’s business world. This training course provides you with the opportunity to assess your own professional presence and image and learn how to develop a unique professional presence when working with customers, managers and team members. Course: 25-30 ppl. 1 Session 9am-3pm

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Optional

□ Career Development Workshop – This is designed to assist all

employees in a self-assessment and identification of their strong skills and those skills that need further development. It provides information on the state promotional system, covers tips on preparing résumés and state job/exam applications, and advice on creating a career and educational plan. Content of the program is basic and general enough to present to all levels in the Agency. Participants should be aware that the class will be composed of a variety of individuals from many areas of the Department with different backgrounds and needs. The class program may not be specific enough to meet individual needs but will establish a framework for the employee to move towards challenging and satisfying work in their current position or a new one. Course: 25-30 ppl. 3 Session 9am-3pm

□ Effective Teamwork Strategies – A high-impact, comprehensive course

for team leaders and team members. Participants will learn...

What a team is and the development stages of highly effective teams.

The role different personality types play in how a team functions.

How proper communication enhances teamwork.

The right way to give and receive feedback.

The main causes of team conflict—and the warning signs that conflict might

be brewing within a team.

Problem-solving and decision-making styles.

How to use brain-storming and other techniques to aid in the decision-

making process.

The Effective Teamwork Strategies training course is an opportunity to provide your team members with the skills to work efficiently and effectively as part of a team. Effective teamwork doesn’t happen by accident; you have to have team members who know how to properly communicate and deal with conflict and who have good problem-solving and decision-making skills, and that is the focus of this course. In this high-impact training course, expert trainers will give team members time-tested tips and techniques that can be incorporated into daily activities to help create an environment that will result in creative, effective and peak-performing teams. It will instill a passion that will allow you to rally other team members to high-quality, top-notch performances day after day.


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Bureau Training

□ Adobe Creative Suite - How to enhance 3-D objects and designs with

shadow creation, image-based lights and other easy-to-use techniques.

How to create and edit vector and bitmap images, and import and edit

native Photoshop® and Illustrator® files in Fireworks.®

How to create and develop animated, interactive content with Flash.®

How to use the most powerful InDesign® features—like the text formatting

feature and many others—to expand your creativity.

Adobe’s Creative Suite is the next wave of innovation. Why? Because, hands down, it contains the absolute best software available for the creative professional. And the phenomenal integration among its applications is unprecedented, meaning you work smarter. After attending this course, you’re guaranteed to change the way you work by increasing your efficiency, and that will lead to a surprising bonus for you—a big boost in your creativity. This course includes tips on the very latest release, exciting features like the intuitive interface. The course is set up in a convenient two-track format, with ten dynamic sessions to choose from. Attend one track from start to finish, or mix and match sessions to meet your needs.


□ Core CT Training - Core-CT is the name given to Connecticut state

government's integrated human resources, payroll, and financial system. It replaced many older legacy systems in 2003 bringing with it the promise of standardization, increased ad hoc reporting capabilities, simplified reconciliation, and interactivity with its users. Introduction to Core-CT - FIN101 Sessions include: History of Core-CT, Navigation, Security, Workflow, and Help Desk.

□ File Naming and Electronic Data Storage - This is required training for

new hires that pertains to the new file naming conventions and the storage of electronic files currently being implemented by the Bureau of Policy and Planning. To be conducted in-house by staff. Also under consideration is a short video presentation.

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□ STARS - State Tracking Automated Request System Training - The

Office of Information Systems (OIS) is responsible for the Department’s computer network infrastructure, network servers, computers, telecommunications and all Department computer applications. OIS developed an in-house application known as STARS (State Tracking Automated Request System) to provide automated workflow efficiencies throughout the Agency. Periodic in-house training on uses and effectiveness are ongoing.

□ SmartBoard Training

There are Polyvision SmartBoards installed in Conference Rooms 2324, 2310, and 2141. Our SmartBoards are interactive whiteboards that consists of a computer with software, a projector, and a wall-mounted whiteboard. When the software is installed the user can "draw" on the computer screen during a presentation. The on-screen notes are projected onto the whiteboard. The technology is a great tool for meetings to brainstorm, write notes and draw diagrams on the screen which are saved into a file and retrieved at a later date.

□ Using Audix

New hires are provided with voicemail utilizing the Audix Voice Messaging system. The Audix system will answer the telephone and take a message for you when you are not able to answer the phone yourself. In order to gain the most benefit from the voicemail system, there are many features with which you should become familiar. Several resources are available for learning to use the Audix Voice Messaging system.

□ Travel Policy & Travel Expense

Your job assignment may require travel on State business as authorized by your supervisor. If so, you will receive mileage reimbursement for the use of your personal vehicle and other travel expenses in accordance with your collective bargaining agreement and/or Section 5-141c-2 of the Regulations of Connecticut State Agencies, as well as the provisions of DAS General Letter 115.

Policy Statement No’s. F&A 25 and F&A 36 outline the Department’s travel principles and procedures for processing travel authorization requests. You should discuss the circumstances of your job-related travel with your supervisor prior to departure.

http://dot.si.ct.gov/dotsi/lib/dotsi/documentsandforms/policystatementfinanceandadmin/fa25.pdf

http://dot.si.ct.gov/dotsi/lib/dotsi/documentsandforms/policystatementfinanceandadmin/fa36.pdf

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Common Acronyms Used

A - B

ADT Average Daily Traffic

ARAN Automated Road Analyzer

ARRA American Recovery & Reinvestment Act

BRX Bridge On-System Programs

BRZ Bridge Off-System Programs

C - D

CAA Clean Air Act

CEPA Connecticut Environmental Policy Act

CFR Code of Federal Register

COG Council of Governments

COGCNV Council of Governments of the Central Naugatuck Valley

CGS Connecticut General Statutes

CMAQ Congestion Mitigation and Air Quality Improvement Program

CMV Commercial Motor Vehicle

CODES Crash Outcome Data Evaluation System

CONEG Coalition of Northeastern Governors

CRCOG Capitol Region Council of Governments

CCRPA Central Connecticut Regional Planning Agency

CTDEEP CT Dept. of Energy & Environmental Protection

CTfastrak New Britain / Hartford Busway

CTDOT or ConnDOT

Connecticut Department of Transportation

DEIS Draft Environmental Impact Statement

DH Digital Highway

E - F

EPA United States Environmental Protection Agency

EIS Environmental Impact Statement

EA Environmental Assessment

FACodes Major Funding Categories

FARS Fatality Analysis Reporting System

FR Federal Register

FHWA Federal Highway Administration

FRA Federal Rail Administration

FTA Federal Transit Administration

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FFY Federal Fiscal Year (Oct 1 – Sep 30)

SFY State Fiscal Year (Jul 1 – Jun 30)

G - K

GBRC Greater Bridgeport Regional Council

GIS Geographical Information Systems

GHSA Governor’s Highway Safety Association

HCBPP Historic Covered Bridge Preservation Programs

HPP High Priority Programs

HSIP Highway Safety Improvement Program

HSO Highway Safety Office

HOV High Occupancy Vehicles

HPMS Highway Performance Monitoring System

HVCEO Housatonic Valley Council of Elected Officials

I-M Interstate Maintenance Programs

I-MD Interstate Maintenance Discretionary Programs

ISTEA Intermodal Surface Transportation Equity Act

ITS Intelligent Transportation System

L-M

River CoG Lower Connecticut River Valley Council of Governments

LCRVPR Lower Connecticut River Valley Planning Region

LHCEO Litchfield Hills Council of Elected Officials

Loc$(000) Other than State or Federal Dollars, typically Town Dollars in Thousands.

LoCIP Local Capital Improvement Program

MAP-21 Moving Ahead for Progress in the 21st Century

MPO Metropolitan Planning Organizations

MVEB Motor Vehicle Emissions Budget

N - P

NAAQS National Ambient Air Quality Standards

NEPA National Environmental Policy Act

NHS National Highway System

NHTSA National Highway Traffic Safety Administration

NECCOG Northeastern Connecticut Council of Governments

NWCCOG Northwestern Connecticut Council of Governments

OPM Office of Policy and Management

PD Preliminary Design

PE Preliminary Engineering

PL Planning

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R

ROD Record of Decision

ROW Rights of Way

RPA Regional Planning Agency

RPO Regional Planning Organization

RTA Recreational Trails Programs

RITA Research and Innovative Technology Administration

Rte Route

S-T

SAFETEA-LU Safe, Accountable, Flexible, and Efficient Transportation Equity Act: A Legacy for Users

SB Scenic Byways Programs

SCRCOG South Central Regional Council of Governments

SCCOG Southeastern Connecticut Council of Governments

SHPO State Historic Preservation Office

SIP Statewide Implementation Plan

SLOSSS Suggested List of Surveillance Study Sites

SPR funds State Planning & Research funds

SRSI Safe Routes to School Program

Sta$(000) State Dollars in Thousands

STF Special Transportation Fund

STIP Statewide Transportation Improvement Program

STP Surface Transportation Program

SWRPA South Western Regional Planning Agency

Sys System

TCM Transportation Control Measures

TSCP Transportation, Community, and System Preservation Program

TEA-21 Transportation Equity Act for the 21st Century

TIP Transportation Improvement Program

TMA Transportation Management Area

Tot$(000) Total Project Dollars in Thousands.

TRB Transportation Research Board

TRCC Traffic Records Coordinating Committee

U - Z

U.S.C. United States Code

U.S. DOT United States Department of Transportation

UZA Urbanized Areas

VCOG Valley Council of Governments

WINCOG Windham Region Council of Governments

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General Information Worksheet

1. Name of Section:

2. Unit Number:

3. Name/Title of Section Supervisor:

4. Name/Title of Immediate Supervisor:

5. Name/Title of Policy Manager:

6. Name/Extension of Office Secretary:

7. Organization of Office: Three/Four Sections/Section Supervisors:

Section 1

Section 2

Section 3

Section 4

8. Pay periods/Time Sheets: Two-week pay period covers 10 days & begins on a Friday and ends

on a Thursday. Complete & submit time sheet electronically every other week by end of day on

Tuesday.

Coding for Tasks:

Combination Code: “contains” SP01

Department: “begins with” DOT575--

Project/Grant: “contains” 07139998PL

Budget Reference: “begins with” 20--

Core Payroll Combo Code: DOT575---etc.

Source Type: SP---

9. Supplies: (See Office Secretary)

10. Telephones: Telephones have voice mail. Hit *7 to answer another ringing phone in network. Hit

“Recall” then the extension number to forward a call to another ConnDOT extension.

11. Typing: (NAME) types memos and correspondence for the Section. If you draft correspondence on

your computer, you can e-mail it to Office Secretary. Any prepared correspondence should be seen

by your Supervisor first.

12. Computer information:

Computer name ____________________________________

Jack number _______________________________________

Printer name _______________________________________

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Policy and Planning’s Index

Listed below are important online/intranet based educational resources. Policy & Planning Policy Statements

http://dot.si.ct.gov/dotsi/cwp/view.asp?a=3568&q=449750

Voice/Email/CORE http://www.ct.gov/best/cwp/view.asp?a=2297&Q=378666

In-house Training- unit functions (Maribeth)

TBD

Human Resources http://dot.si.ct.gov/dotsi/cwp/view.asp?a=3568&q=449740

Early Release http://www.ct.gov/demhs/cwp/view.asp?a=1934&Q=287788

Travel Authorization Forms

S:\Polplan\Travel

CTDOT Plans http://www.ct.gov/dot/cwp/view.asp?a=1383&q=431790

FHWA http://www.fhwa.dot.gov/

FTA http://www.fta.dot.gov/

CSEA/SEIU http://seiu2001.org/

DAS homepage http://das.ct.gov/mp1.aspx?page=9

State employee resources/benefits

http://www.osc.ct.gov/stemploy.htm

File Naming Convention

S:\Polplan\Smartboard\Conf Rm 2324\Presentations\Presentation_File_Naming_Data_Storage_V7_ 20120925.ppsx

STARS http://dot.si.ct.gov/dotsi/cwp/view.asp?a=4095&Q=479942&PM=1

Outlook Web Access https://ctmail.ct.gov/

Important phone numbers DOT Emergency Call-In (860) 594-3110 HR Liaison (860) 594-3107 DOT Training Center (860) 594-3600 EAP (860) 594-3121 Security Dial “0” Payroll (860) 594-2351 Computer Help Desk (860) 594-3500


http://www.ct.gov/best/cwp/view.asp?a=2297&Q=378666


http://www.ct.gov/demhs/cwp/view.asp?a=1934&Q=287788

http://www.ct.gov/dot/cwp/view.asp?a=1383&q=431790

http://www.fhwa.dot.gov/

http://www.fta.dot.gov/

http://seiu2001.org/

http://das.ct.gov/mp1.aspx?page=9

http://www.osc.ct.gov/stemploy.htm

http://dot.si.ct.gov/dotsi/cwp/view.asp?a=4095&Q=479942&PM=1

https://ctmail.ct.gov/

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