Special Olympics
ATHENS 2011
FA Operating Plans v2
J. Krokodeilou
18/11/2010
1
Contents
 Terminology / Key Definitions
 Operational planning
 Games-time period
 Games planning process
 Functional operational planning stream - Outputs
 Venue operational planning stream - Outputs
 Functional area operating plans (FAOP) v2 – Updating process
 List of FAs to write/update FAOPs
 Outputs
 Templates
 Terms & definitions
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2
Operational Planning
Plan everything that is needed to operate the Games




Services
Staff
Stuff
Space
(Function Operations)
(Workforce)
(FF&E, Technology)
(Overlay)
Functional Operational Planning
Venue Operational Planning
“The Four S’s”
“2 Major
Planning
Streams”
Games-time Period
The period the GOC offers services to external clients
20 June – 6 July 2011
There are exceptions to this rule for a few functions/venues, i.e. Torch Run, UDAC
SOV Opens –
Arrival of first
delegations
Opening
Ceremony
Closing
Ceremony
SOV Closes – Last
delegations
departed
Host Town
Program
begins
End
Start
June 20
June 22
June 25
4 July
6 July
Games Planning Process
Nov2010
2009
2010
3
4
1
2
3
4
1
2
Sep
Oct-Dec
Jan-Mar
Apr-Jun
Jul-Sep
Oct-Dec
Jan-Mar
Apr-Jun
FUNCTIONAL
OPS PLANNING
FUNCTIONAL OPERATING
PLANs (FAOPs) – V1
MODEL
VENUE
OPERATING
TEST EVENTS
FAOPs
v2
VENUE
OPERATING
PLANS
Replicate Model
Venue Ops Plan
Draft 1
FAOPs – FINAL
VENUE
OPERATING
PLANS FINAL
Games Time Period
TEST EVENTS PLANNING
VENUE OPS
PLANNING
2011
Functional Operational Planning
Process Outputs
Jan2010
Dec2010
FAOPs
v2
FAOPs
Sports operating Plan Final
Transport operating Plan Final
...
...
...
Etc. … operating Plan v2
Etc. … operating Plan v1
Content
• What the functional area is going to
do at Games time
• Where is going to deliver it
• When it is going to be delivered
• What is needed from the other
functional area
FAOPs
Final
Sports operating Plan v2
Transport operating Plan v2
Sports operating Plan v1
Transport operating Plan v1
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April 2011
Content
• Update of already defined
content and further
explain
• How it is going to happen?
Policies & Procedures
Etc. … operating Plan Final
Content
• Update of already defined
content and further explain
• Games time C3 Information
• structures
• communication
• Contingencies
SOI Reviews at each step already defined!!!
6
Venue Operational Planning
March2010
Model Venue
Operating
Plan
Jan2011
April 2011
Venue
Operating
Plans
Venue
Operating
Plans
FINAL
Olympic Stadium operating Plan FINAL
Olympic Stadium operating Plan v1
Olympic Indoor operating Plan v1
Olympic Indoor operating Plan FINAL
...
...
Etc. … operating Plan FINAL
Etc. … operating Plan v1
Content
How a venue will operate at
Games time, detailing how
each function within a
specific venue will operate as
an integrated team at Games
time
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Content
• Replicates model venue
• What, Where, When, How?
• Operational Drawings &
Client Flows
• Organisational Structure
• Functions’ operations
descriptions/ Services
• FF&E
• Technology
• Overlays
• Signage
Content
• Update of already defined content
and further explain
• Workforce Numbers
• Radio communication Guidelines
• Contingency Plans
• Daily Run Sheets
• Venue Contact Lists
• Venue Transport Schedules
SOI Reviews at each step
already defined!!!
7
Background Information & Status
 Definition of terms & process – Core Planning Team 
November 2009
 Presented to Senior Management & Heads  November 2009
 Functional Area Operating Plans v1  Dec2009 (Drafted) 
presented to all FAs  Issues Resolution  January 2010
provided to SOI
 Model Venue Operating Plan  March 2010
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8
FAOP updating process – V2
2010 November - December
15-26/11

18.11
Opening
Brief
2011 Jan
29/11 – 10/12

19/11 – 10/12
FAs writing
FAOP
update /
compilation
of policies &
procedures
Presentations to be
made only for the FAs
started in a later than
December stage
13-24/12


27-31/12
1-31/01



13-17/12
Issues
Resolution
Ongoing
Issues
resolution /
Gaps &
Overlaps
FAOP
v2
For Approval
to senior
management
Provide
d to SOI
FAOP
v2
FAOP
v2
SOI feedback
Last Update &
Approval
List of FAs to write FAOPs
FA
AUTHOR
Accommodation
Credentialing
Cleaning & Waste
Games Services
Games Services
Games Services
Communications
Command, Coordination & Communication
Delegations Services
Delegation Entertainment
Family Services
Food Services
Marketing & Communication
Sport & Venues
Delegation Services
Delegations Entertainment &
Festival
Family Services
Games Services
Healthy Athletes
Honored Guests Services
Host Town
Language Services
Logistics
Medical & Healthy Athletes
International Relations
Host Town Program
Language Services
Games Services
Licensing
Marketing & Communication
Look of the Games
Marketing & Communication
List of FAs to write FAOPs
FA
AUTHOR
Media Operations
Media Operations
Medical Services
Medical & Healthy Athletes
Non Sport Events (including Receptions, Summits,etc.) GYS
Opening & Closing Ceremonies
Ceremonies
Risk Management
TBD
Security
Games Services
Spectator Services
Sponsors Servicing
Spectator Services
Marketing & Communication
Sports
Sport & Venues
Technology
Ticketing
Technology
Marketing & Communication
Torch Run – Final Leg
Torch Run Final Leg
Transportation
Games Services
Volunteers
Volunteers
Venue Staffing
Venue Staffing
Outputs – FAOPs v2
Set of Documents that include:
FAOPs
v2
 FAOPs - Scope, FA dependencies – Update
document (MS Word track changes)
 FA policies & Procedures
- Venues
- SOV
- Central & Other
 Other appendices
Templates
 FAOP Template – Scope document (MS Word)
NOTE: Available on network space
G:\MOC Organisation\Operational Planning\Functional Ops
Planning\FAOP v2
 Policies & Procedures template
G:\MOC Organisation\Operational Planning\Functional Ops
Planning\FAOP v2
 Existing FAOPs
NOTE: Available on network space
G:\MOC Organisation\Operational Planning\Functional Ops
Planning\FAOP v1\Outputs
Terms & Definitions
 Key terms and definitions
 Codes
 List of venues (Comp, Non Comp, Accommodation)
 List of clients
 List of FAs
 List of external stakeholders
MOC Organisation\Operational Planning\Games Planning
Process - Overview\Key Terms and Codes
Thank you!
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www.athens2011.org