Excel · USER STORIES-INVITATION PROCESS
Invitation process
Pick a client group, optionally filter by role. Lines are deduped and folded into a small number of sections (typically about 5–10 for large columns) from shared wording — not one block per line. Each section lists Organiser, Client, OCOG, and Other as in the sheet.
Content is cleaned, merged into a small set of topical sections (from sheet wording), then split by Organiser, Client, OCOG, and Other.
Show lines for
Viewing
IF PRESIDENT / SECRETARY GENERAL
8 sections · deduped and grouped by similarity (not one line per block)
▸Organiser collates uniform kits for distribution & distributes(3 lines)
Organiser
- Organiser extracts lists for attendance at Board social event, gift distribution... other..
- Organiser collates uniform kits for distribution & distributes uniforms directly to Board Members (hotel room)
Other
- Uniform Kit of Parts/gift is defined per client
▸Organiser confirms other data fields eg flight booking/travel(44 lines)
Organiser
- Organiser confirms names of IF President & Sec Gen additional family members or other guests that will require any services to be provided.
- Organiser request and confirms dates of stay for each client outsite the defined mission dates and defines if any services are needed. This will be managed offline.
- Organiser receives confirmation from IOC of Olympic Family Hotels where IF Pt / Sec Gen & accompanying guest may stay and (if applicable) the IGF hotel.
- Organiser confirms data fields for accreditation (OCOG specific)
- Organiser confirms A&D data (OCOG specific - but to include car, train, plane, self drive, locally based.
- Organiser confirms other data fields eg flight booking/travel arrangements, incl.any fields with constraints (eg fixed dates) for arrival and departure dates, accommodation, uniform, guests, ticketing , ground transportation, food & beverage, hospitality / formal social function , dietary needs, medical, emergency contact, copy of passport, need visa, etc. Flights can have up to 3 different flight legs, both inbound and outbound
- Organiser defines generic information/text applicable to all clients and defines content specific to this client
- Organiser assigns accreditation category to each client / group of clients
- Organiser confirms names of IF President & Sec Gen and spouses
- Organiser confirms assumed dates of stay for each client OR allows client to select dates of stay within a specific timeframe
- Organiser easily and directly inputs information / text specific to the client into the pages and add pdfs as attachments for download by the client or links to other sites eg IOC or IGF websites or Sharepoint/Dropbox
- Organiser uploads Conditions of Participation form (PDF) to be printed, signed and sent by post by User. Organiser tracks receipt of CoP
- Organiser uploads accreditation inventory and assigns specific accreditation to client
- Organiser assigns specific accomodation to client once travel dates are confirmed by client
- Organiser uploads accreditation data into OCOG system
- Organiser confirms service level from OCOG in terms of A&D provision
- Organiser confirms service level from OCOG in terms of transport provision
- Organiser confirms contract with external transport providers
- Organiser uploads vehicle inventory (both OCOG-provided cars and external company cars)
- Organiser obtains agenda with daily schedule from Client (possible 2 hotels for pick up)
- Organiser obtains travel dates and confirms preference with client (A&D / ground transport provided by OCOG or IGF provided)
- Organiser confirms daily transport plan with Client
- Organiser logs all transport use during Games for post-Games financial reconciliation (external provider cars will be billed to IGF)
- Organiser assigns hotel rooms to clients based on their travel dates
- Organiser tracks workflow for VISA or Tourist Visa requirement, request and confirmation both for people travelling to the host city before or during the Games
- Organiser calculates the number of meals required for the period on site in terms of number and cost for each person, each group and total of all groups, to provide a summary of the meal requirements
- Organiser has full visibiity of all data for all fields
- Organiser can send link to view live transport requests to external transport providers
- Organiser directly updates text and content specific to the client (if needed)
- Organiser receives xls from OCOG system with clients' accreditation numbers
- Organiser uploads accreditation numbers, matching individual accreditation number to each client
- Organiser receives physical accreditation cards from OCOG for be sent by post to clients or to be delivered on-site. Based on VISA requirements and OIAC validity as VISA.
- Organiser may or may not post physical accreditation cards to Users via FedEx. Organiser tracks the status of accreditation for all accredited users: Pending-Shipped-Received-to be reprinted-collected on-site. Based on VISA requirements and OIAC validity as VISA.
- Organiser can input text about Games-time experience/access eg arrival, transport, entrances, how to access tickets/hospitality passes, ID required etc
- Organiser assigns gifts to specific client
- Organiser keeps changes at Games-time up to date within the platform to ensure accurate post-Games reporting and invoicing (who pays what, who to invoice, expenses)
- Organiser integrates invoice requirements (fields/notes) for post-Games expenses process / update of budget post-Games
- Organiser checks and updates departure information and confirms preference with client (A&D / ground transport provided by OCOG or IGF provided)
Client
- Client lands on a clear "dashboard" with different sections on the homepage for example : Register your attendance / The Olympic Golf Event / Games-time experience / Ticketing / Contact (TBC)
- Client fills in the data requested and must fill in mandatory fields
- Client confirms travel dates
- Client fills in the data fields required for the spouse / invited guest
- Client applies for tickets and/or hospitality for themselves and their spouse.
Other
- Orgniser fills in pick up point for transport
▸Organiser selects "invitation type" for this client which(6 lines)
Organiser
- Organiser defines timelines for communication to the client/client assistant
- Organiser selects "invitation type" for this client which determines the "client group" information sent to that client (this may not be the same as their own client group
- Organiser adapts the invitation text for the client
- Organiser inputs email addresses the invitation should be sent to (eg assistant)
- Organiser sends invitation link to the client
- Organiser sends formal invitation for Board dinner
▸Organiser enforces restrictions for photos eg photo size,(5 lines)
Organiser
- Organiser defines flight booking process (procedure & cost) & Reimbursement Policy
- Organiser uploads images (eg photos or maps)
- Organiser makes changes / reassigns accreditation categories if necessary
- Organiser enforces restrictions for photos eg photo size, quality, type per OCOG accreditation specs
- Organiser uploads hotel room inventories
▸Client accesses system via mobile to view information(6 lines)
Organiser
- Organiser provides A&D data to OCOG to arrange pick up
- Organiser checks and eventually provides Public transport card on-site
Client
- Client accesses the system easily and securely
- Client easily navigates through the site to get to the section he/she needs
- Client accesses system via mobile to view information about the event on the go
OCOG
- OCOG to provide driver contact information to Organiser
▸Organiser sends prompts to the client to complete(8 lines)
Organiser
- Organiser adds confirmation of transport & A&D
- Organiser sends prompts to the client to complete the data. Bulk message for all those who have yet to complete the data.
- Organiser can see when client has made a change (and when change was made and who made the change)
- Organiser has visibility when the client opens the invite.
- Organiser has visibility into data completion across the client group and across all client groups - Masterlist view
Client
- Client sees confirmed transport visible in the Dashboard
- Client sees confirmed accommodation visible in the Dashboard
- Client can save the data and come back to complete or change it later
▸Organiser can have multiple staff members working on(5 lines)
Organiser
- Organiser can have multiple staff members working on the system simultaneously (eg like simultaneous editing in SharePoint)
- Organiser can put new guests/clients on a waiting list
- Organiser can easily replace a guest or switch entitlements /categories for a client
- Organiser can enforce limits (e.g., max number of guests or ticket types).
- Organiser can assign Participation Certificates to client
▸Client can extract a downloadable, curated package of(6 lines)
Organiser
- Organiser can view/sort/filter data by Organisation, by date, by name…... info missing etc..
- Organiser distributes uniforms & keeps inventory of who gets what
- Organiser distributes gifts & keeps inventory of who gets what
- Organiser processes expenses per the expenses policy after double checking with Secretary General.
Client
- Client can download documents (pdfs) with Games information (eg Competition Schedule)
- Client can extract a downloadable, curated package of information about his/her attendance in a user-friendly format - with individual information & generic information
Sheet preamble (from Excel)
Context for the whole sheet (not specific to one group).
PRINCIPLES:
'- Each Client Group combines a simlar type of client. For the majority, a client group in question, will receive the corresponding "invitation type".
- However there are exceptions to this eg an ITO Client Group member will need to receive an IGF Staff Invitation Type.
- It needs to be possible to "assign" a service eg transport to clients on an individual basis.
- Need tick boxes for each service per person - varies according to the person - client type, accreditation type, service type, invitation type. Tracking of hotel services - rooms, extras etc and who pays for what needs to be done person by person Organiser = IGF staff managing the project
Client = client groups LEGEND: Specifics for client groups - please note
CLIENT GROUP:
Similar client groups are colour coded accordingly IF PRESIDENT / SECRETARY GENERAL IF PRESIDENT / SECRETARY GENERAL
ACCOMPANYING GUEST BOARD MEMBERS BOARD MEMBERS
ACCOMPANYING GUEST NOTES EMS Module DELIVERY PARTNERS DELIVERY PARTNERS
ACCOMPANYING GUEST PROFESSIONAL MEMBERS PROFESSIONAL MEMBERS
ACCOMPANYING GUEST ITOs ITOs
SPOUSE, PARTNER OR GUEST IGF STAFF AD HOC STAFF eg Meteorologist, Doctors, Physios, EPS, ES, Security, IGF STAFF
SPOUSE, PARTNER OR GUEST IGF GUESTS ATHLETES F&F ADMIN COMMITTEE NATIONAL FEDERATIONS EQUIPMENT TECHNICIANS GOLF SPECIFIC MEDIA MAINTENANCE STAFF NTOS OTHER DELEGATION
NOTES Will be accommodated in IOC hotel and may need additional accommodation in parallel in IGF hotel Will be accommodated in IOC hotel and may need additional accommodation in parallel in IGF hotel Payment responsibility for accommodation differs Payment responsibility for accommodation differs Payment responsibility for accommodation differs
Transport offered if staying at IGF hotel Payment responsibility for accommodation differs Not accredited, but require Lounge Pass fields to be filled in.
Offered tickets AS FOR IGF STAFF with some exceptions eg who pays what/OCOG vs IGF accreditation, transport, tickets privileges .... Service provision ad hoc person by person.
Not accredited, but require Lounge Pass fields to be filled in.
Offered tickets
A&D and Transport may be offered in some cases No accommodation, not accredited, but require Lounge Pass fields to be filled in.
Offered tickets Only service provided to Admin Committee Members is Lounge Pass, but upon request tkts may be allocated if IGF quota not fully used by athletes Only service provided to NFs is Lounge Pass, but upon request tkts may be allocated if IGF quota not fully used by athletes Accreditation data collection only. Separate process from other groups.
Accreditation data collection only but separate OCOG accreditation system for Media. Do not need to register each individual but rather as a group with a "total number" that services eg meals, can be assigned to Accommodation only. Data filled by Organiser
VALID FOR ALL CLIENTS TO WHICH WE WILL PROVIDE AN ACCREDITATION
TO AVOID THE ISSUE OF INCORRECT INPUT OF THE DATE OF BIRTH AND TO BE ABLE TO DO PROPER
QUALITY CONTROL A PHOTO/COPY OF A VALID PASSPORT SHOULD
BE ALSO UPLOADED BY EACH INDIVIDUAL. Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client Organiser obtains approval on the Priviledge Matrix that defines the service for the client