Accreditation system WG 2009

Improvement to accreditation  Compact online forms  Option to import input data via excel files  Inclusion of IF Passport quota in system  Better sorting options in exporting Info by Excel file Nat Ass IF Checks Upload Excel file Server Bulk information by electronic transfer edit online Changes online Quota filter Based on evaluation WG 2005

Development of the system After it was clear that KCG IT could not develop the system, the KOC and KCG IT met with Swiss Timing in Switzerland The KOC agrees to contract Swiss Timing for World Games 2009  Accreditation and  Results Service On 23 February the IWGA Sec Gen was informed by an IF that there were difficulties with the system. It took long time to conclude the agreement between KOC and Swiss Timing The accreditation system was placed online on 1 January 2009

URL user name password

Search/Edit/Export screen The original version of this application  allowed entry of new accreditations,  the entries were stored but not as valid accreditations. Data was not secure and records inconsistent

Summary of deficiencies Totally confusing portal which had to serve for general media sport  all data accessible to all users without restrictions  information could be changed by all users  insecure access  no relation to IF Passport  no links between related information  very long and irrelevant selection lists  inconsistent database content  no option to delete records

Test and remedial actions With the use of the username and password of an IF,  I was able to check the system  Found a lot of defieciencies  Advised IF’s to refrain for entering new accrediations  Informed the KOC and Swiss Timing on my findings  During three weeks continued testing of the implemented corrections Management of user rights transferred to Swiss Timing User rights have been reassigned The system is now related to IF passports Established links between related selection boxes Created an exclusive Portal for IF’s Tests Remedical action

IF Portal IF Portal exclusively for IF Accreditations Links to the two applications

Accreditation Database New AccreditationUpdate New Accreditation Log out CSV file to IF username password web form search/edit/export Structure system IF PORTAL IF enters accreditation data data can be edited Export data username password Search data Edit data shows data that has been entered

New Accreditations (1) user name password

New Accreditations (2)

New Accreditations (3)

New Accreditations (4)

New Accreditations (5)

New Accreditations (6)

Confirmation Confirmation will be send the address entered in the form

Update application(1) user name password

Update application (2)

Update application (3)

Update application (4)

Update application (5)

Update application (6)

Update application Searchresult

Update application Edit

Closure dates Based on the  experiences of previous World Games  non-availability of the system for more than 3 weeks The IWGA proposed a postponed of the closure date to 15 May After the system was re-activated, the KOC announced that  the closure date will be 15 May  a deposit of 50% for Extra Official must be paid by 15 April  late entries and changes need to be send by fax after 15 May

Essential related items Procedure for late entries Entry visa to Chinese Tapei Payment for Extra Officials

Procedure for late entries More efficient procedure then fax (electronic means) Use of excel template Continue export of IF accreditation data after 15 may Full information on the procedure will be send to IF asap

Entry visa to Chinese Tapei Some countries need entry visa(see bulletin 3) All accreditations entered before 15 May will get waiver of the visa requirement After 15 May there is no waiver and the normal procedure applies. The application procedure might take one month or longer

Payment for Extra Officials The deadline for payment of 50% deposit is 15 April Payment will be registered in accreditation system When payments are made the Accreditation ID’s should be stated The confirmation of payments is available in export file

Advice to IF’s Urge National Associations to send accreditaion info as soon as possible Export the entered data, save and archive the information Ensure that payments are made in time and keep records of payments To ensure that jetlag day is determined enter the Region of Departure Check whether information is complete before entering the accreditation

Accreditation system WG 2009

Share in the fascinations! Under the Patronage of the IOC