MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 1: Title Slide
In the left top corner is the MassDOT logo (mass is green and in lower case, DOT is in capital
letters and in blue. Part of this logo includes the phrase "Massachusetts Department of
Transportation" in green. In the top right corner is the MBTA logo (black T in a black circle) to
the left of the phrase "Massachusetts Bay Transportation Authority" in black. There is a thin
green straight line beneath these logos stretching across the top of the slide below the logos.
The term "Operations Budget Stability Committee Report to FMCB" is in black text in the center
of the slide beneath the green line.
Under this is a second phrase, also centered on the slide and in black reading "Overtime,
Absenteeism and Dropped Trips YTD Update"
Under this is the date "1/25/2016 in gray.
At the bottom of the slide is a note stating "Draft for discussion and Policy Purposes Only" in
the center of the slide. In the right corner is the slide number "1." These are in gray.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 2: Average daily overtime expense has dropped 23% in Jan 2016,
compared to January last year.
In the top left is the slide title " Average daily overtime expense has dropped 23% in Jan 2016, compared
to January last year " in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
There is one chart on the slide. The Y axis is in thousands and ranges from zero to $150K. There
is no label for the X axis. Above the Y axis is the phrase "Average Actual Overtime Expense per
Day (Operating)". There are two bars on the chart.
The bar closest to the Y axis is labeled "Jan 2015 YTD" on the bottom and "$145K" on the top.
The bar is greenish and has the phrase "Last Year (first 16 days)": in the middle.
The next bar is labeled "Jan 2016 YTD" on the bottom and "112K" on the top. The bar is light
green and has the term "This year (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: -23%" in black text. The box is blue.
Below the chart is a note: "Source: MBTA Internal Data. Operating budget overtime in first
three pay cycles of 2016 (16 days) versus 2015 (15 days). Total overtime expense (operating) for
Jan 16 YTD is $1.68M; total overtime for Jan15 YTD is $2.33M
Next to the bars is a box with a note in the form of three bullet points.
The first bullet states "FY16 full-year operating overtime budget is $36.5M ($100K per day).
The second bullet states "FY16 November 5 month YTD operating overtime was $4.5M over
budget ($19.5M actual versus $15M budget)"
The third bullet states "Our goal for rest of is to reduce average daily overtime expense to
$100k, consistent with budget target."
In the bottom right corner of the slide is the number 2.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 3: Engineering and Maintenance Overtime Strategy
In the top left is the slide title "Engineering and Maintenance Overtime Strategy" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
There are three bullets on this slide:
Bullet 1: Employee shift scheduling to balance resources to cover business needs
Sub bullet: MOW track inspection pick completed 12/15
Bullet 2: Enhanced maintenance planning and scheduling to reduce costs and improve
effectiveness
Bullet 3: Direct management approvals of OT
Sub bullet: Increase accountability and oversight
In the bottom right corner of the slide is the number 3.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 4: Engineering and Maintenance Overtime Strategy
In the top left is the slide title "Engineering and Maintenance Overtime Strategy" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
There are three bullets on this slide:
Bullet 1: Filling critical staffing vacancies
Sub-bullet: Supervisors are key to overseeing and planning maintenance
Bullet 2: Use and enforcement of employee hand scanners
Sub-bullet: Tied to Time Keeping System (TKS) for payroll adherence
Bullet 3: Elimination of overtime staffing for late night service
Sub-bullet: Example MOW Emergency Truck on Sat and Sun AM
In the bottom right corner of the slide is the number 4.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 5: MBTA implemented new attendance policy effective 1/1/2016,
incorporating 21 LMC recommendations
In the top left is the slide title "MBTA implemented new attendance policy effective 1/1/2016,
incorporating 21 LMC recommendations" in blue.
The slide consists of a table made up of two columns and five rows.
The first row has cells that are headers to the others. The first cell is labeled "Focus Area" and
the second "Recommendations"
The second is labeled "training". There are 5 items:
1. Require employees to adhere to MBTA call-in procedures
2. Use a “call-taker” script when taking calls from employees for unscheduled absences to: a)
Gather more accurate information about the basis for the unscheduled employee absence
(sick, FMLA-self, FMLA-family), b) Improve the accuracy of coding absences, c) Ensure
compliance with leave laws and CBA terms
3. Code unscheduled absences correctly, with multiple codes to ensure leaves run
concurrently
4. Identify Pattern Absenteeism and FMLA absences in excess of approved frequency and
duration
5. Apply new Attendance Policy
The third row is labeled "Process (now)". There are 4 items:
1. Run leaves concurrently, where appropriate
2. Recertify FMLA, where appropriate
3. Initiate FMLA process where a possible “serious health condition” is evident from
contractual sick pay medical documentation
4. Commence ADA process promptly
The fourth row is labeled "Process (2016)". There are 9 items:
1.
Move from a minimally-resourced FMLA administrative process to a fully-resourced, compliant,
fair, and consistent FMLA process
2.
3.
4.
Use DOL Forms for FMLA Administration
Implement FMLA tracking system
Delay or deny FMLA designations where employee, despite notice, fails to timely provide
complete medical certification
Fully review medical certifications for validity, and seek second opinions, where
appropriate
Ensure chiropractic certifications meet FMLA standards
5.
6.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
7.
8.
9.
Require FMLA recertification every 6 months; more often for pattern absenteeism, and for
use beyond approved frequency and duration
Require employees to use accrued sick pay when taking FMLA or other statutory leave
under new Attendance Policy
Shift from the current, fixed year to a true “rolling year,” after 60 day notice period, under
revised FMLA policy
The fifth row is labeled "Contract/Policy/Procurement". There are 3 items:
1. Expand the purposes for which contractual sick time may be used to match up with EST
purposes, to care for an injury, illness, or medical condition of the employee and his or her
child, spouse, parent, or parent of spouse
2. Pay contractual sick time for all “sick” absences before requiring documentation for:
Excused and unexcused absences and for the employee or for his or her child, spouse,
parent, or parent of spouse
3. Issue a Request for Proposals (RFP) for a Third Party Administrator (TPA) to operate a call
center and provide case management support of unscheduled employee absences
In the bottom right corner of the slide is the number 5.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 6: Attendance Policy requires concurrent usage of leave, consistent
with state and federal law
In the top left is the slide title "Attendance Policy requires concurrent usage of leave, consistent with
state and federal law" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of black text and is a quotation from the MBTA attendance policy.
The title of the phrase in bold italics states "Concurrent Usage of leave"
Below this in italics is the statement:
The Authority requires Concurrent Usage of Leave, meaning employees must "substitute" or
run concurrently their accrued paid leave, including Massachusetts Earned Sick Time (EST),
Contractual Sick Leave (including Sick Paid Protected or SPP where available), personal, and
vacation leave, during any otherwise unpaid leave, including but not limited to leave under the
Family and Medical Leave Act (FMLA); Americans with Disabilities Act (ADA); the Massachusetts
Parental Leave Act (MPLA); Domestic Violence Leave Act (DVLA); and/or the Small Necessities
Leave Act (SNLA), to the extent applicable, until (1) the exhaustion of the employees’ accrued
paid leave, or (2) the exhaustion or termination of the approved unpaid leave, whichever comes
first.
In the bottom left corner of the slide is the phrase "Source: MBTA 2016 Attendance Policy".
In the bottom right corner of the slide is the number 6.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 7: Unscheduled absence % for MBTA operators (all drivers)
dropped in January
In the top left is the slide title "Unscheduled absence % for MBTA operators (all drivers) dropped in
January " in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph and a box with bullets.
There is one chart on the slide. The Y axis is percentages and ranges from zero to 15.0%. There
is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % All
Transportation Operators". There are two bars on the chart.
The bar closest to the Y axis is labeled "FY2015" on the bottom and "12.72%" on the top. The
bar is greenish and has the phrase "FY2015 Full Year": in the middle.
The next bar is labeled "Jan 16 YTD" on the bottom and "10.73%" on the top. The bar is light
green and has the term "January 2016 YTD (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: -16%" in black text. The box is blue.
Next to the bars is a box with a note in the form of three points.
The title of the box is "Unscheduled absenteeism % calculation methodology"
The first phrase: "In a 4 week month, there are 20 available work days"
The second phrase: "Example: If an operator missed 3 work days for unscheduled absence
(does not include vacation/ holiday), that would be a 15% rate (3/20 = 15%)"
The third phrase: "See slide 16 for further discussion of methodology"
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 7.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 8: Unscheduled absence % for full-time bus operators dropped in
January
In the top left is the slide title "Unscheduled absence % for full-time bus operators dropped in
January" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph and a box with bullets.
There is one chart on the slide. The Y axis is percentages and ranges from zero to 20.0%. There
is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % Full
Time Bus Operators". There are two bars on the chart.
The bar closest to the Y axis is labeled "FY2015" on the bottom and "15.24%" on the top. The
bar is greenish and has the phrase "FY2015 Full Year" in the middle.
The next bar is labeled "Jan 16 YTD" on the bottom and "13.10%" on the top. The bar is light
green and has the term "January 2016 YTD (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: -14%" in black text. The box is blue.
Next to the bars is a box with a note in the form of two points.
The title of the box is "Operational Impact Description:"
The first phrase: "In a 4 week month, there are 20 available work days"
The second phrase: "A 13.1% unscheduled absence rate means that an operator was absent
unscheduled for 2.6 days out of 20 total available work days in a month (20 x 13.1%)."
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 8.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 9: Unscheduled absence % for part-time bus operators dropped in
January
In the top left is the slide title "Unscheduled absence % for part-time bus operators dropped in
January" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph. The Y axis is percentages and ranges from zero to 8.0%. There is
no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % part time
Bus Operators". There are two bars on the chart.
The bar closest to the Y axis is labeled "FY2015" on the bottom and "7.40%" on the top. The bar
is greenish and has the phrase "FY2015 Full Year" in the middle.
The next bar is labeled "Jan 16 YTD" on the bottom and "5.31%" on the top. The bar is light
green and has the term "January 2016 YTD (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: -28%" in black text. The box is blue.
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 9.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 10: Unscheduled absence % for machinists (all types) increased
30% in January, compared with FY15
In the top left is the slide title " Unscheduled absence % for machinists (all types) increased 30% in
January, compared with FY15" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph.
The Y axis is percentages and ranges from zero to 15.0%. There is no label for the X axis. Above
the Y axis is the phrase "MBTA unscheduled Absence % machinists (all types)". There are two
bars on the chart.
The bar closest to the Y axis is labeled "FY2015" on the bottom and "9.42%" on the top. The bar
is greenish and has the phrase "FY2015 Full Year" in the middle.
The next bar is labeled "Jan 16 YTD" on the bottom and "12.20%" on the top. The bar is light
green and has the term "January 2016 YTD (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: +30%" in black text. The box is blue.
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 10.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 11: Unscheduled absence % for fuelers decreased in January
In the top left is the slide title "Unscheduled absence % for fuelers decreased in January" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
There is one chart on the slide. The Y axis is percentages and ranges from zero to 12.5%. There
is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % fuelers
decreased in January". There are two bars on the chart.
The bar closest to the Y axis is labeled "FY2015" on the bottom and "10.65%" on the top. The
bar is greenish and has the phrase "FY2015 Full Year" in the middle.
The next bar is labeled "Jan 16 YTD" on the bottom and "9.50%" on the top. The bar is light
green and has the term "January 2016 YTD (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: -11%" in black text. The box is blue.
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 11.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 12: Unscheduled absence % for non-union Executives (EXE)
decreased in January
In the top left is the slide title " Unscheduled absence % for non-union Executives (EXE) decreased in
January" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph.
There is one chart on the slide. The Y axis is percentages and ranges from zero to 10.0%. There
is no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % for nonunion Executives (EXE) decreased in January". There are two bars on the chart.
The bar closest to the Y axis is labeled "FY2015" on the bottom and "8.35%" on the top. The bar
is greenish and has the phrase "FY2015 Full Year" in the middle.
The next bar is labeled "Jan 16 YTD" on the bottom and "7.70%" on the top. The bar is light
green and has the term "January 2016 YTD (first 15 days)" in the middle.
Above this bar is a box with the phrase "Change: -8%" in black text. The box is blue.
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 12.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 13: Summary absenteeism metrics by category through 1/15/16
In the top left is the slide title "Summary absenteeism metrics by category through 1/15/16" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph. The Y axis is percentages and ranges from zero to 15.0%. There is
no label for the X axis. Above the Y axis is the phrase "MBTA unscheduled Absence % January
2016 YTD". There are six bars on the chart. They are all the same color, a greenish-blue.
The bar closest to the Y axis is labeled "Full Time Bus Operators" on the bottom and "13.10%"
on the top.
The next bar is labeled "Machinists" on the bottom and "12.20%" on the top.
The next bar is labeled "All Transportation Operators" on the bottom and "10.73%" on the top.
The next bar is labeled "Fuelers" on the bottom and "9.50%" on the top.
The next bar is labeled "Non Union Executives" on the bottom and "7.70%" on the top.
The last bar is labeled "Part Time Bus Operators" on the bottom and "5.31%" on the top.
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 13.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 14: Week day Bus dropped trips per day 50% + in January as
compared with FY15 benchmark
In the top left is the slide title "Week day Bus dropped trips per day 50% + in January as compared
with FY15 benchmark" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide consists of a graph. The Y axis is weekdays and ranges from zero to 200. There is no
label for the X axis. Above the Y axis is the phrase "MBTA Bus Weekday Average Dropped Trips
Per Day". There are two bars on the chart.
The bar closest to the Y axis is labeled "FY2015 Full Year" on the bottom and "155" on the top.
This bar is greenish-blue in color. There is a note in the middle of bar stating "FY2015 Full Year."
The last bar is labeled "Jan 16 FYTD" on the bottom and "66" on the top. The bar is light green
in color and contains a note in the middle stating "January 2016 YTD (first 15 days).
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 14.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 15: Backup
In the top left is the slide title "Backup" in blue.
In the top right corner is the MBTA logo (black T in a black circle) to the left of the phrase
"Massachusetts Bay Transportation Authority" in black. There is a thin green straight line
beneath the logo stretching across the top of the slide below the logo and slide title.
The slide is blank
In the bottom left corner of the slide is the phrase "Internal MBTA Data".
In the bottom right corner of the slide is the number 15.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 16: Reducing Absenteeism: Action Plan
In the top left is the slide title "Reducing Absenteeism: Action Plan" in blue.
The slide consists of a matrix. At the top of the matrix is the title "Implementation status of
Leave Management Consultant (LMC) recs to address excessive employee absences and to
ensure legal compliance."
The matrix consists to the numbers 5,4,9 and 3. Above the top 5 is the term "# rec's"
underlines. Below the number 3 is a line with the number "21" in black. The numbers are in
white color text inside a small green circle. Next to each small green circle is a blue rectangle.
Next to each rectangle is a green arrow pointed to the right. To the right of these arrows are
text boxes with text in black. Next to each phrase is a black check box.
The top row consists of the number 5, the term "Training" in a blue box" and the phrase
"Training of 900+ employees in the Effective Management of Employee Absences is in progress"
in the text box.
The second row consists of the number 4, the term "Process (now) in the blue box, and the
phrase "Process mapping started for implementation beginning January 2016"
The third row consists of the number 9, the term "process (Jan) in the blue box, and the phrase
"Planning begun for the new leave administration processes HR will implement in 2016. Leaves
"sick" purpose will run concurrently."
The final row consists of the number 3, the term "Contract, Policy, and Procurement" and the
phrase "HR is preparing to implement additional recommendations, including procuring a Third
Party Administrator (TPA) to administer leaves and to operate a call center - RFP scheduled to
be releases 1/15/16."
Below the matrix is a note stating "Note: HR in the process of auditing FMLA certifications to
ensure compliance going forward."
In the bottom right corner of the slide is the number 16.
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MBTA Fiscal & Management Control Board - January 25, 2016
Chief Administrator Remarks - Screen Reader Supplement
Slide 17: MBTA bus and rail operators missed 33 days of work due to
unscheduled absence in FY15 - this is focus of new leave policy"
In the top left is the slide title "MBTA bus and rail operators missed 33 days of work due to unscheduled
absence in FY15 - this is focus of new leave policy" in blue.
The slide consists of a graph. The graph is in a "bridge" format.
The graph is split in 2 halves. The y axis is in days and ranges from 0 to 400.
The bar closest to the Y axis has no label on the bottom, and the number "365" on the top. It
represents days in a standard calendar year.
The next bar is labeled "weekends" on the bottom and -104 on the top.
The next bar is labeled "Weekdays" on the bottom and "261" on the top.
The next 4 bars are grouped with a note stating "Scheduled absences FY15 (Trans operator 24.7 days). The first of these 4 bars is labeled "Vacation" on the bottom and "-14" on the top.
The second of these bars is labeled "Holiday, Personal" on the bottom and "-4" on the top. The
third of these bars is labeled "Training" on the bottom and "-3" on the top. And the final bar in
this group is labeled "Other sched" on the bottom and "-4" on the top. There is an asterisk next
to this label with corresponding note stating "Other Scheduled days include juy duty, coury app,
union business, paternal and military leave."
The second half of the chart starts with 5 small bars grouped together with a note stating
"Unscheduled absences FY15 Trans operator - 33.2 days (12.7% of 261 days)"
The first of these bars is labeled "FMLA" on the bottom and "-14" on the top. The second is
labeled "sick" on the bottom and "-10" on the top. The third is labeled "Work Comp" on the
bottom and "-4" on the top. The fourth is labeled "ADA" on the bottom and "-3" on the top. The
final is labeled "Other Unsched" on the bottom and "-2" on the top. There is a note attached to
this label that states "Other scheduled days include bereavement, SNLA, AWOL, unexcused and
medically disqualified."
The final bar furthest to the right is labeled "net days avail" on the bottom and "203" on the
top.
In the bottom right corner of the slide is the number 17.
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