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

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

3. The final slide from HLES 2017

4. 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:

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

6. (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

7. 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

8. WOC visits & Bulletins Meetings & Visits Start Date End Date Milestone
7-WOC
WOC Start Date B4
6-B4
2 Weeks before WOC starts
Visit 5 (B4)
1 Month before WOC B3
5-B3
3 Month before WOC
Visit 4 (B3)
1.5 Month before B3
Visit 3 (IOF Office)
9 Month before WOC B2
3-B2
1 Year before WOC
Visit 2 (B2)
3 Month before B2 B1
1-B1
2 Years before WOC
Visit 1 (B1)
3 Month before B1
WOC Report
8-Report
Report
Define the WOC start date and the number of days  calculate the deadlines and Milestones = End Date

9. 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

10. 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 s)

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

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

13. 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

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

15. 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.