Venue Staffing Operating Plan Eva Renti November 2011

Agenda  Scope  Operational Areas  Assumptions and/or Key Principles  Key Activities/Services  Major Concerns - Challenges  Clients Behaviour Pattern  Key Interactions  Operational Period  FA operational Team

Scope... is to manage and support the human power within the venue by providing a full-range of venue-based HR Support Services. More Specifically: Make sure workforce has arrived in the venue to perform their role Look after the welfare of all Venue Staffing Ensure that all Venue Staffing have a memorable and lasting experience and have fun! Ensure all HR Support team members know their role and what they need to do and create a good team spirit

Operational Areas GOC Headquarters All competition venues – sport venues All non competition venues – non sport venues (UDAC, Media Centre, Healthy Athletes, Festivals etc.) SO Village Operational spaces within a venue: Check In / Out Support Office/ Managers Office Break Area Smoking Area

Assumptions and/or Key Principles  This presentation is based on the assumption that the only Client of HR support is the Venue Staffing!  During Test Events and Games Time there will be only ONE shift for all Venue Staffing positions  There will be involvement of the HR Support FA in the Test Events  All Venue Staffing during the games time will be provided with: A Meal (+ Test Events) A Uniform (? Test Events) Transportation? (? Test Events)  All Venue Staffing will be trained (general, venue and job specific training modules) - ideally training to be complete prior to Venue Lockdown

Key Activities / Services Activity/ServiceClient Group Nature of Service DeliveryWhere?When Check-In/Out Ensure that only individuals accredited as members of the Venue Staffing are checked in to perform an assigned functional/ operational role at the venue Venue Staffing Conduct & Coordinate the Check-In/Out Process Update Check-In Info Desk Check that Venue Staffing is in proper uniform Replace a uniform item Distribute Meal Vouchers Distribute Venue Newsletter Provide lost & found services Check in Area across all venues Move in + 1 day Motivation & Recognition Ensure the proper care, retention and recognition of paid WKF. Operational activities will specifically support Venue Staffing Welfare Venue Staffing Coordinate distribution of gift items Prepare and distribute paid WKF Newsletter Break Area Look Plan Notice Boards & Photo Boards Coordinate distribution of participation diploma Check in Area across all venues Move in + 1 day Scheduling Support Assist with schedule changes and redeployment of paid WKF to address shortages. Venue Staffing Scheduling System management Ordering of Meal Vouchers (enough to cover workforce with double shifts) Check in Area across all venues Move in + 1 day

Key Activities/Services Activity/ServiceClient GroupNature of Service DeliveryWhere?When Break Area Management Ensure a smooth operation in the Break Area; Ensure the supply of an adequate daily meal / beverage service to the paid WKF Venue Staffing Maintain pleasant Paid WKF Break Area Ensure that all FAs have breaks arranged for their Venue Staffing Venue Staffing Break Area Move in + 1 day Communications Effectively collate and communicate information relevant to Paid WKF Venue Staffing Venue Newsletters, Notice Boards etc., FA Management Briefing Sessions, Newsletter, Notice Boards Check in Area across all venues Move in + 1 day Resolve HR nature issuesVenue Staffing Following specific HR policies & procedure will resolve disputes, disagreements in close collaboration with the involved FAs – Sport (Venue) Manager if necessary etc. Check in Area across all venues Move in + 1 day Provide Venue Staffing with training support (Job- Specific & Venue Orientation) Venue Staffing Schedule Venue Staffing for training sessions; Manage the coordination of all logistical arrangements to deliver training sessions (invitations, proper room, check in process, projectors, training material etc) Check in Area across all venues in any suitable area During the Move-In / Pre-Games Operations Phase - TBC-

Major Concerns - Challenges  The clients of the FA are not defined yet - will HR support all Games Workforce i.e. Venue Staffing, Volunteers & Contractors  The Name of the FA can not be defined unless the customers are defined e.g. Games workforce support implies the support of all three constituent groups (P, V & C)  Registration & Scheduling of Venue Staffing & Contractors will probably be processed by VMS

Clients/ Clients Behavior Patterns ? All Venue Staffing within a venue GOC central management team

Key interactions  With all the GOC FAs during the Games o All Venue Staffing should check in before the beginning of their shift o whenever there is a human resources -nature issue to be resolved  In close cooperation with Venue Operations Team – i.e. whenever a big number of workforce has not reported for duty etc.  With all the GOC FAs during planning phase for the Games Venue Staffing Planning process  With Communication for the approval of the Workforce Newsletter template  With Logistics for the storage of the give away and uniform items  With Medical for First Aid Kits (with the assumption that key paid staff will be accordingly trained) whenever there is an incident/ accident  With Technology to provide us with the appropriate equipment and the VMS(?)

Operational Period Test Events & Games Time  Pre Games Time Period o Today till the 19/06/2011  Games Time Period o move in + 1 day until competition ends +1 day - Comp Venues o move in + 1 day until clients leave the venue +1 day – non Comp Venues  After Games Time Period o 1 day after the Closing Ceremony Peak Days are all the competition/operational days across all venues (Comp& non com)

Venue Staffing Operational Team Venue Staffing Manager (P) Venue Staffing Assistant (V) Sport Manager FA Command Center

Questions  Questions?