Process & task definitions

Obtain athlete and caddie information for GT Registration on site

Type / priority

3

System req

Y

Clients

—

User story

Athletes, Caddies

Confirm athlete and caddie accommodation during GT Registration on site

Type / priority

3

System req

—

Clients

—

User story

Athletes, Caddies

Integrate waiting list/replacement functionality for guests / Delivery Partners

Type / priority

1

System req

Y

Clients

—

User story

—

Update IGF Digital before sending 1st Communication to clients

Type / priority

2

System req

Y

Clients

—

User story

All

Confirm all data fields for each client - ACR but also uniform, dietary, medical, emergency contact, copy of passport, need visa, etc

Type / priority

2

System req

Y

Clients

—

User story

All

Client Groups fill data fields (IGF staff quality check only)

Type / priority

3

System req

Y

Clients

—

User story

All

Integrate invoice requirements (fields/notes) for post-Games expenses process / update of budget

Type / priority

1

System req

Y

Clients

—

User story

All

Define personal data required for guest programme (OCOG dependent - guest pass access / ticket distribution)

Type / priority

1

System req

Y

Clients

—

User story

All

Confirm invitation type: invitation by name or "open invitation" eg NF Pt vs AF&F

Type / priority

1

System req

Y

Clients

—

User story

Guests

Confirm data required from clients for hospitality assets

Type / priority

2

System req

Y

Clients

—

User story

Guests

Confirm collection / distribution process for tickets

Type / priority

3

System req

Y

Clients

—

User story

Guests, Athletes

Send "assets" electronically eg tickets

Type / priority

3

System req

Y

Clients

—

User story

Guests, Athletes

Define uniform Kit of Parts per client

Type / priority

1

System req

Y

Clients

—

User story

All

Collate uniform kits by function by individual for distribution

Type / priority

3

System req

Y

Clients

—

User story

All

Notify distribution place/time for uniforms

Type / priority

3

System req

—

Clients

—

User story

All

Distribute uniforms to indiviauls

Type / priority

3

System req

—

Clients

—

User story

All

Define timelines for each client group communication

Type / priority

1

System req

—

Clients

—

User story

All

Notes

captured in user story

Define and communicate IGF Delegation flight booking process (procedure & cost) & Staff Reimbursement Policy

Type / priority

1

System req

—

Clients

—

User story

All

Draft content for invitation letters per group with all specific criteria/entitlements

Type / priority

2

System req

Y

Clients

—

User story

All

Organise information sessions for operational staff, ITOs

Type / priority

3

System req

—

Clients

—

User story

ITOs, Staff

Communicate info about arrival procedure at the airport for IGF Delegation

Type / priority

3

System req

Y

Clients

—

User story

All

Communicate Games-time access eg transport, entrances, how to access tickets, ID required etc

Type / priority

3

System req

—

Clients

—

User story

All

Communicate services provided to clients (hospitality)

Type / priority

3

System req

Y

Clients

—

User story

Guests

Confirm Calendar for Communications to client groups

Type / priority

1

System req

Y

Clients

—

User story

All

Assign clear roles & responsibilities for staff - before, during, after Games to avoid gaps / confusion / Single point of comms for each client group

Type / priority

1

System req

—

Clients

—

User story

—

Define process for following up on invitations eg no response from client

Type / priority

1

System req

Y

Clients

—

User story

All

Define process for management of evolving masterlist

Type / priority

1

System req

Y

Clients

—

User story

All

Confirm Delivery Partner reps involved in identification of Delegation Members for each stakeholder

Type / priority

1

System req

—

Clients

ALL

User story

All

Define staff member in charge of each stakeholder (accountability from start to finish & at GT)

Process owner

Sandra/Andrew: R&R at GT - not so easy to assign - by client vs "operation" eg Reg Desk. To discuss

Type / priority

1

System req

—

Clients

ALL

User story

—

Define spouse policy and clearly communicate by client group (consistency)

Type / priority

1

System req

—

Clients

—

User story

—

Create priviledge matrix according to policy of assigned services / priviledges

Type / priority

2

System req

Y

Clients

—

User story

All

Delegation list approved by ASN (ACR allocation)

Type / priority

2

System req

Y

Clients

—

User story

All

Identify client

Type / priority

2

System req

Y

Clients

—

User story

All

Assign to client group

Type / priority

2

System req

Y

Clients

—

User story

All

Obtain email address

Type / priority

2

System req

Y

Clients

—

User story

All

Assign user number to individual

Type / priority

2

System req

Y

Clients

—

User story

All

Define period of stay for each member of staff, ITOs etc, also taking into account the Mixed Team Event (avoid overlap)

Type / priority

2

System req

Y

Clients

—

User story

All

Send Invitations to all clients

Type / priority

3

System req

Y

Clients

—

User story

All

Send email to gain access to Registration System

Type / priority

3

System req

Y

Clients

—

User story

All

Collate individual data requirements according to function

Type / priority

3

System req

Y

Clients

—

User story

All

Define vision for hospitality (what do we want to achieve)

Type / priority

1

System req

—

Clients

—

User story

—

Define ticket orders (how many tickets, budget.. )

Type / priority

1

System req

—

Clients

—

User story

—

Define athlete F&F expectations for hospitality

Type / priority

1

System req

—

Clients

—

User story

—

Define number of guests per NF

Type / priority

1

System req

Y

Clients

—

User story

—

Define tickets only or ticket plus hospitality

Type / priority

1

System req

Y

Clients

—

User story

All

Confirm involvement of athlete liaisons for athlete / AF&F hospitality

Type / priority

1

System req

—

Clients

—

User story

—

Confirm levels of service given within IGF Guest client group (eg tix only, tix & hosp, tix, hosp, accom)

Type / priority

1

System req

Y

Clients

—

User story

All

Define hospitality space (F&B (budget)

Type / priority

2

System req

—

Clients

—

User story

—

Define list of invitees for hospitality (dependent on n. of tix, size of space, accommodation)

Type / priority

2

System req

Y

Clients

—

User story

Guests

Confirm which NFs qualify athletes

Type / priority

3

System req

Y

Clients

—

User story

Guests

Plan Gift programme

Type / priority

1

System req

Y

Clients

—

User story

All

View data by Organisation, by date, by name…...

Type / priority

3

System req

Y

Clients

—

User story

All

Open database to external providers eg transport company / hotels (reduce emails-live data)

Type / priority

3

System req

Y

Clients

—

User story

All

Create lists attending specific events eg ITO social events, Games-time meetings etc

Type / priority

3

System req

Y

Clients

—

User story

All

All data in one database with different list views

Type / priority

3

System req

Y

Clients

—

User story

All

Produce custom reports

Type / priority

3

System req

Y

Clients

—

User story

All

Excecute Gift programme

Type / priority

3

System req

Y

Clients

—

User story

All

Distribute Olympic Games Participation Certs to IGF Delegation

Type / priority

3

System req

Y

Clients

—

User story

All

Send invitations to all Delegation for G.T. meetings

Type / priority

3

System req

Y

Clients

—

User story

—

GT Comms system - whatsapp best option? Too many people on subjects not under their role

Type / priority

1

System req

—

Clients

—

User story

—

Send urgent messages to athletes/caddies about competition delay

Type / priority

3

System req

Y

Clients

—

User story

Athletes/Caddies

Have a final list of staff with detailed info up to date with dates of stay, who pays for what

Type / priority

3

System req

Y

Clients

—

User story

All

Collect NF and NOC Games Planning Contacts & Team Leader Contacts

Type / priority

—

System req

Y

Clients

—

User story

—

Update masterlist with changes during GT and Post-Games - admin & reports

Type / priority

3

System req

Y

Clients

—

User story

—

Send clients document with information for the event

Type / priority

3

System req

Y

Clients

—

User story

all