IOF Event Overview Tool – status Feb 2018 A structure for event organization Daniel Leibundgut & Helge Lang Pedersen

The Event Overview Tool - as it was presented at HLES 2017 Overall HLE Milestones Functional Areas

The final slide from HLES 2017

Collaboration across borders - is supported in the new structure Guideline text editing is done in dropbox.com : Publishing is done in Google Docs - link from IOF Web page:

Collaboration across borders, 2 Milestone follow-up is done using the tool Asana.com

(J)WOC EOT-Milestones Bulletin 1 Organizer support requirement assessment Bulletin 2 6 Months before Status Bulletin 3 Bulletin 4 & Final Preparation Competition day(s) The Final Report

Bulletin Process Bulletin Who Duration Draft 1 LOC 1 Week Review SEA Layout 0.5 Week Print Proof Review Ready To Publish & Print Publication IOF, LOC Milestone Define the WOC start date and the number of days  calculate the deadlines and Milestones = End Date  It’s a good idea to start with the first draft of a Bulletin more than 5 weeks before the Milestone

WOC visits & Bulletins Meetings & Visits Start Date End Date Milestone 07.07.20 12.07.20 7-WOC WOC Start Date B4 09.03.20 23.06.20 6-B4 2 Weeks before WOC starts Visit 5 (B4) 05.06.20 07.06.20 1 Month before WOC B3 08.04.20 5-B3 3 Month before WOC Visit 4 (B3) 21.02.20 23.02.20 1.5 Month before B3 Visit 3 (IOF Office) 10.10.19 11.10.19 9 Month before WOC B2 08.06.19 08.07.19 3-B2 1 Year before WOC Visit 2 (B2) 07.04.19 09.04.19 3 Month before B2 B1 08.06.18 08.07.18 1-B1 2 Years before WOC Visit 1 (B1) 07.04.18 09.04.18 3 Month before B1 WOC Report 22.07.20 11.08.20 8-Report Report Define the WOC start date and the number of days  calculate the deadlines and Milestones = End Date

Bulletin Milestones Bulletin 1 Organizer support requirement assessment Bulletin 2 6 Months before Status Bulletin 3 Bulletin 4 & Final Preparation Competition day(s) The Final Report Editorial Calendar

Putting things together Using a tool which can help us to track all these Milestones Status Overview without a writing long reports Adding Meeting minutes and defined tasks Discuss issues within the WOC team (instead of writing emails)

The JWOC Guideline 2018 - is now available in the new structure Including the input from the Groupwork 2017. Thank you for that.

JWOC Demo - by HLP One of the groups is asked to verify the Q&S document – general for WOC and JWOC – and propose milestones.

SEA report suggestion SEA visit report SEA final report From the SEA guideline for SEA visit reports: We encourage you to use the functional areas from EOT as a checklist for summarizing progress SEA final report From the SEA guideline for final SEA reports: Instead of points 4-11, we encourage you to use the functional areas from EOT as a checklist for summarizing event feedback. You may skip some headlines if they are not relevant

Work in 2018 WOC Manual is updated in the tool The identification of milestone deliverables continues:

The final goal All guidelines/manuals are updated in the tool Links to all relevant additional material available Organizers and SEAs collaborate through the Asana tool All reporting is based on the checklists in the tool If you want to contribute, please contact a FOC-member. http://orienteering.org/event-overview-tool-jwoc-woc-manual/