Logistics Operating Plan -Games Services

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Logistics Operating Plan
GAMES SERVICES
Logistics
Author: A. Altiparmakis
Revised By:
Approved By: K. Karamountzos
Date: 06/04/2011
(Revision No):1
TABLE OF CONTENTS
INTRODUCTION
3
1.
3
EXECUTIVE SUMMARY (PURPOSE)
2.1
1.3
2.
Document’s Purpose
Document’s Aims
SCOPE & ACTIVITIES
2.1
Scope
2.1.1
Overview
2.2
Activities & Services
2.2.1
Freight Forwarding
2.2.2
Customs Clearance
2.2.3
Central Warehousing Services
2.2.4
Distribution to the Venues
2.2.5
Venue Storage, Distribution and Labor
2.2.6
Asset Tracking
2.2.7
Reverse Logistics
2.2.8
Activities & Services
2.2.9
Key Interactions
3.
POLICIES AND PROCEDURES
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
3.13
3.14
4.
Asset Management
Venue storage
Receipt of equipment in the Venues
Distribution of equipment in a venue
Request for assistance from Logistics
Use of material handling equipment in the venue
Venue delivery scheduling (bump-in, games time, bump-out)
Signing over assets to FA’s in a venue
Central Warehouse operation
Logistics service level & response time
Receipt of equipment in the Central Warehouse
Monitoring and evaluation of materials and equipment availability
Reverse logistics
Freight forwarding and customs clearance services
RESOURCES AND REQUIREMENTS
3
3
3
3
3
7
7
7
7
8
8
8
8
8
10
11
11
11
11
11
11
11
11
11
12
12
12
12
12
12
13
4.1
Resources
4.1.1
People
4.1.2
Physical infrastructure
4.2
Requirements
13
13
13
13
5.
GAMES TIME OPERATIONS
14
6.
LOGISTICS OPERATING SCHEME
14
7.
DEADLINES
14
7.1
Tender announcement
7.2
Contractor announcement
7.3
Communication of the Logistics Operating Scheme
7.4
Operational period
7.4.1
UDAC
7.4.2
Competition and non-competition venues
7.4.3
Reverse Logistics
14
14
14
15
15
15
15
INTRODUCTION
This Logistics Operating Plan is a manual for the purpose of explaining and determining the
Service Level of Logistics to GOC’s Functional Areas and all Games constituents.
1. EXECUTIVE SUMMARY (PURPOSE)
2.1 Document’s Purpose
The purpose of this document is to establish the first detailed version of the Logistics
Operating Plan.
1.3 Document’s Aims
 Achieve agreement at the Functional Area level
 Gain approval at the Senior Management
 Identify where the interactions exist between Logistics and other GOC Functional
Areas as well as with external agencies or organizations
 Facilitate the operational planning progressive development
This document sets the framework for the operational development of Logistics, for the “Pre
– Games” period and also for the Games-time and “Post-Games” operations.
2. SCOPE & ACTIVITIES
2.1 Scope
2.1.1 Overview
The overall scope of GOC’s Logistics Department is to deliver total end-to-end logistics
services to all Games constituents and to GOC’s Functional Areas, ensuring optimal
support and efficient financial results. The GOC ATHENS 2011 will appoint an
experienced 3PL (Third Party Logistics provider) / Forwarder who will deliver all
Logistics related services on behalf of the GOC.
GOC will provide logistics support to all Delegations and deliver effective logistics
services including receipt, storage, tracking, transportation and distribution, of all
equipment and materials required for venue set-up and venue demobilization.
The major responsibilities of the Logistics Department in accomplishing the logistics
tasks include the following:







Support forwarding of incoming and outgoing equipment to/from Athens.
Support customs clearance.
Warehousing.
Asset tracking.
Transportation and Distribution to competition and non-competition venues.
Games time deliveries.
Reverse logistics.
2.3.1.1 Operational Period
The key operational dates of Logistics are:
Pre-Games
Games Period
Post-Games Period
:
:
:
01/01/2011 - 19/06/2011
20/06/2011 - 06/07/2011
07/07/2011 - 31/07/2011
2.3.1.2 Logistics Venue Staffing
The Logistics Teams at the Venues (competition and non-competition):
Venue
1
2
3
Sports / Function
Operational Period
SSA (Schinias)
MEC (Markopoulo)
SEFP (Faliro)
Sailing, Swimming, Kayaking
15/5/11 – 15/7/11
Equestrian
15/5/11 – 15/7/11
Table Tennis, Bocce, Roller 15/5/11 – 15/7/11
Skating, Beach Volley
4 HELC SOV / HOV (Hellinikon) Softball, Cycling
15/5/11 – 15/7/11
5 AGK, HELC BAV / HOV Football 5X5, 7X7, 11X11
15/5/11 – 15/7/11
(Hellinikon)
6 HELC INH (Hellinikon)
Handball, Gymnastics, Badminton 15/5/11 – 15/7/11
7 OAKA OIH / OTC (Marousi)
Basketball, Tennis
15/5/11 – 15/7/11
8 OAKA COS (Marousi)
Athletics, Volleyball
15/5/11 – 15/7/11
9 OAKA OAC / OVL (Marousi)
Aquatics, Powerlifting
15/5/11 – 15/7/11
10 PAS (Athens)
Opening & Closing Ceremonies
1/6/11 – 10/7/11
11 MOC (Goudi)
Central Offices (MDS, Asset 1/1/11 – 30/7/11
Tracking)
12 SOV (Agios Andreas)
Olympic Village
15/5/11 – 15/7/11
13 UDAC (Hellinikon)
UDAC
15/5/11 – 15/7/11
14 Private Venues
Golf, Bowling
On demand
15 Central Warehouse
Logistics
15/5/11 – 31/7/11
Other events and venues will be served on a project basis (i.e. Delegation Welcome Center).
The Logistics Teams will consist of a supervisor, workers, and a forklift driver and a
van driver where applicable (mainly in the complexes of OAKA and Hellinikon).
2.3.1.3 Key assumptions
The Logistics strategy developed to accomplish the tasks previously described is
based on the following principles:
Warehousing, Forwarding, Customs clearance, distribution to the venues, intervenue transport, reverse logistics, venue logistics, asset tracking and delivery
coordination will be delivered by an experienced 3PL/Forwarder appointed by the
GOC.
The GOC’s Logistics department will conduct & supervise the process of public
tender and control thereafter the 3PL/Forwarder’s performance.
The Logistics team at the venues will consist of contractors.
2.3.1.4 Key Interactions
no Provider
(What)
1
Sports & Venues
Identification of venues logistics
FF&E
2
GOC
1.
2.
Nature
of Location
Service Delivery (Where)
(How & to What
Level)
needs, list of
Warehouse,
venues
Ceremonies
Analytical list of their logistics requirements
(special vehicles & equipment, warehousing space
etc)
4
Marketing
&
Communication
5
Comments
By 3/2010
ON GOING PROCESS
By 10/2010
Approval & issuance of logistics public tender
Indicate the plan for the disposal of all GOC’s
assets (FF&E, electronic equipment etc)
3
Timing
(When)
1.
2.
By 2/2011
Panathinaiko
stadium
31/12/2010
Ok
Warehousing space for look elements, publication
materials etc
By 1/2011
N/A
Medical services
Logistics needs associated with the Healthy
Athletes program (set-up of the venue, volume of
equipment etc), list of FF&E
By 1/2011
6
Risk management
Advise on risk & insurance issues
7
Technology
Provide update information about the storage
facilities for technology items (PC’s), operation of
PC Lab, reverse logistics for PC’s, list of FF&E
By 12/2010
8
Special projects
Provide specific logistics requirements for Torch
Run Final Leg
By 12/2010
9
Credentialing
Provide specific logistics requirements for UDAC
Hellinikon
12/2010
Ok
Ok
TBD
2.2 Activities & Services
2.2.1 Freight Forwarding
The ATHENS 2011 GOC will appoint an experienced Freight Forwarder and Third Party Logistics Provider
(3PL) who will deliver all Logistics related services on behalf of the GOC. By the end of May 2011, all
Delegations will be notified about the 3PL/Forwarder’s details, in order to be able to establish a direct
contact, in case needed. It should be clear that the related costs will be invoiced directly to the Delegations.
The Delegations can choose to use the GOC’s Logistics Provider/ Forwarder but it is not mandatory, as they
can choose to be served by another provider.
WHERE:
Every Delegation can arrange with the Logistics Provider/Forwarder to receive their equipment in the Special
Olympics Village and the Central Warehouses. It is highly recommended to receive the sport equipment
through the central warehouse of the Logistics Provider/Forwarder in order to primarily check the quantity
and quality and arrange for the delivery in the Competition Venue in the timeframe after the Host Town and
before the beginning of the Competition Schedule.
WHEN:
Competition Venues: 1 – 2 days before the beginning of the competition schedule.
Special Olympics Village: by June 10th, 2011.
Logistics Provider/Forwarder’s Central Warehouse: at the Delegations’ convenience.
It is important that the GOC’s Delegation Services department and the Logistics department will be informed
in advance about the Logistics Provider/Forwarder that will be chosen.
For the return of the equipment to the countries of origin the same procedure has to be followed.
2.2.2 Customs Clearance
The 3PL/Forwarder will also be the entity specified by the GOC to provide the Delegations with clear and
concise information about several customs issues, such as problem areas to avoid, routing information for
smooth import/export, handling procedures and associated costs.
The Delegations can choose to use the GOC’s Logistics Provider/ Forwarder but it is not mandatory, as they
can choose to be served by another provider. If the Delegations choose to use the appointed by the GOC
3PL/Forwarder, he will undertake the formalities and procedures for the transport and customs clearance of
imported and exported goods, storage services at its facilities in Athens, and distribution and logistics
services during the Games. A full description of all the instruments and equipment to be sent will enable the
3PL/Forwarder to cooperate with each Delegation or with each Delegation’s representative directly, to
ensure compliance and the smooth importation of their goods to Greece.
In any case and even if the appointed provider will be used, the GOC needs to be informed prior to the
shipment of the goods, with all the shipment details and the estimated time of arrival to Athens, in order for
the GOC to be able to assist and proactively offer solutions to difficulties that might occur.
2.2.3 Central Warehousing Services
The 3PL/Forwarder will provide warehousing services to GOC ATHENS 2011 at its premises (warehouse
space at the warehouse of the provider in relation to the volume that will be facilitated). The GOCs storage
needs will be fixed assets, sport equipment, FF&Es, technology and consumables. A part of the warehouse
space will be used for the storage of the ceremonies equipment.
The central warehouse will be operated by the contractor under the guidelines and supervision of the GOC
Logistics Department.
2.2.4 Distribution to the Venues
The 3PL/Forwarder will be responsible for the distribution of the inventory to the venues according to
central programming by the Logistics Department. The supply of the venues will take place during working
days and hours unless special reasons demand different operating hours.
2.2.5 Venue Storage, Distribution and Labor
The Logistics Department will be responsible for the storage of the equipment at the venues, the distribution
and assignment of it to the FAs and the provision of labor to support these activities. Additional support of
the Logistics team at the venue will be done through Work Orders, according to the rule “first come, first
served”.
2.2.6 Asset Tracking
The Logistics Department will allocate, monitor and control the inventory of the venues. The inventory will
be technology, sport equipment, FF&Es that belong (owned, leased and rented) to GOC. In order to
accomplish this, although an ERP (Enterprise Resource Planning) will not be used, the Logistics team in
cooperation with the venue management will monitor the inventory through the use of consolidated room
data sheets for every venue.
Logistics will issue dispatch notes and monitor the inventory in every warehouse (inter venue and central
warehouses).
2.2.7 Reverse Logistics
A very important operation of the Logistics Department will be the Reverse Logistics. That is the return of
equipment from the venues to the central warehouses and / or the original owners. The reverse will take
place at the Bump Out period.
2.2.8 Activities & Services
Break down your major tasks into Functional area’s specific activities and/or services to be provided at your
period of operations. During this description reference any scope exclusions (i.e. cleaning & waste will
provide services to all areas in a venue but not in the FOP)
Activity/Service (what activity/ what service, including exclusions)
Activities/Services
Exclusions
Freight Forwarding
Client
Group
All FAs
Central Warehousing Services
Where?
(How & to What Level)
(Location
provided)
Service to the Delegations at their
own cost
N/A
Service to the Delegations at their
own cost
Customs
Technology,
Logistics
Contractor
5/2011 – 7/2011
Technology,
Comp,
Sports Equipment, Ceremonies,
FF&Es, Consumables, etc
Non Comp
Venues
Bump In – Bump
Out
Technology,
Comp,
Sports Equipment, FF&Es,
Consumables, etc
Non Comp
Venues
(Internal &
External)
(services
offered to
whom, if non
applicable
input NA)
All FAs
Customs Clearance
Nature of Service Delivery
All FAs
Sports Equipment, Ceremonies,
FF&Es, Consumables, etc
Distribution to the Venues
Venue Storage, Distribution and Labor
All FAs
Limited services
in Private
Venues
All FAs
Asset Tracking
All FAs
Reverse Logistics
All FAs
Technology,
Sports Equipment, Ceremonies,
FF&Es, etc
*Source of obligation: MOA / Games Agreement, Games Standards, Contracts
When
Obligations*
Comments
(outline if
anything is
critical for the
delivery of this
task/service)
Bump In
Bump Out
Bump In
Bump Out
Bump In – Bump
Out
All Venues
5/2011 – 7/2011
All Venues
Bump Out Period
2.2.9 Key Interactions
Please identify any key interactions – focus should be on what you are expecting to be delivered by other FAs or external stakeholders
no
Provider
(What)
Nature of Service Delivery
(How & to What Level)
Location
(Where)
Timing
(When)
1
TCCC
Waters, beverages
Receipt and intra venue distribution
All venues
Operational
period
2
Comments
2011 Special Olympics World Summer Games
Logistics Operating Plan
APPENDICES
3. POLICIES AND PROCEDURES
3.1 Asset Management
Control and monitoring of Technology, Sports Equipment, FF&Es etc with the use of
an ERP (Enterprise Resource Planning) system.
3.2 Venue storage
Storage of Technology, Sports Equipment, FF&Es etc at the Logistics Compound of the
venue for the facilitation of the Games. In addition, Food Services will be stored in the
Logistics Compound.
3.3 Receipt of equipment in the Venues
The venues will receive equipment from the suppliers Direct to Site (DTS) or from the
central warehouses of the Logistics contractor.
3.4 Distribution of equipment in a venue
Logistics will be responsible for the distribution of equipment in the venue.
3.5 Request for assistance from Logistics
Logistics will provide assistance to FAs regarding extra labor and distribution based on
programming the available resources. Work orders from the FAs are needed.
3.6 Use of material handling equipment in the venue
Material handling equipment (forklifts) will be used in the venues only by the
authorized personnel (Logistics contractor). In addition, the Logistics team will
provide trolleys and palet jacks that could be used by other FAs if needed.
3.7 Venue delivery scheduling (bump-in, games time, bump-out)
A daily plan will provide all the necessary information for the deliveries to the venues.
The plan will contain not only the deliveries from the central warehouses but also
from the suppliers and sponsors. The deliveries will take place in working days and
hours and only by extreme need off hours.
3.8 Signing over assets to FA’s in a venue
Every FA will have the responsibility of the inventory at its disposal. The delivery of
the inventory to every FA will take place by receiving the equipment from the Logistics
representative and signing at the Room Data Sheet.
Games Services / Logistics
11
2011 Special Olympics World Summer Games
Logistics Operating Plan
3.9 Central Warehouse operation
The central warehouse of GOC will be housed in the warehouse of the Logistics
contractor. The warehouse will facilitate only dry storage for Technology, Sports
Equipment, FF&Es, Consumables, etc.
The operating hours will be 08:00 – 16:00 on working days and the channel of
communication will be the GOC Logistics Department. The Central Warehouse will be
operational from 15/4/11 – 15/7/11.
3.10 Logistics service level & response time
Logistics will provide services according to the Venue Operations Planning during
working days and hours. For any other extra need that has not been planned Logistics
will assist in due time, according to resources availability.
3.11 Receipt of equipment in the Central Warehouse
A general plan will include all the receipts that will take place in the Central
Warehouse. The plan will include the provider, the type and volume of equipment
and the Estimated Time of Arrival.
Additional information will be required in order to confirm the date of deliveries from
the suppliers.
Logistics will be responsible for the quantitative receipt and the FA – “owner” of the
equipment for the qualitative one.
3.12 Monitoring and evaluation of materials and equipment
availability
It is of great importance that every sport will receive and use the equipment that has
been allocated to its venue. The allotment of the equipment will be the venue & sport
manager’s responsibility and the monitor of the procedure will be a common effort of
the Venue Manager and Logistics.
3.13 Reverse logistics
Logistics Department will be responsible for the collection of fixed assets and
equipment that belong to GOC but also for the return of fixed assets and equipment
to sponsors and / suppliers / owners.
3.14 Freight forwarding and customs clearance services
Logistics Department will be responsible for the support the Delegations on customs
clearance and on forwarding of incoming and outgoing equipment to and from
Athens.
Games Services / Logistics
12
2011 Special Olympics World Summer Games
Logistics Operating Plan
4. RESOURCES AND REQUIREMENTS
Logistics will operate in the venues through the use of an experienced contractor that will
provide labor, distribution and material handling equipment. A Logistics compound is
needed in every venue in order to store equipment (sport, technology), FF&Es and
consumables (along with food services dry storage).
4.1 Resources
4.1.1 People
Logistics teams at the venues will consist of a supervisor, workers, forklift drivers and
van drivers.
4.1.2 Physical infrastructure
Every team will use material handling equipment and operate forklifts in venues,
where available. The Olympic complexes, the Special Olympic Village and the Opening
& Closing Ceremonies will be supported by the use of diesel – counterbalance –
forklifts.
In addition, vans will be available in most venues to support the distribution inside the
venues.
4.2 Requirements
In order for Logistics to provide services in the Venue, according to paragraphs 2.2.5,
2.2.6 and 2.2.7, a Logistics Compound is needed. This compound should, at least, be a
room, or rooms, inside the venue capable to facilitate the sports equipment,
technology, FF&Es and Food Services dry storage. The compound should be easily
accessible (truck access near it without stairs or obstacles).
It is also of high importance the access and preferential use of a hot desk in the VOC
where all the transactions of equipment will be recorded by the Logistics supervisor
and the dispatch notes will be issued.
Games Services / Logistics
13
2011 Special Olympics World Summer Games
Logistics Operating Plan
5. GAMES TIME OPERATIONS
Logistics will operate in every competition and non-competition venue, in the central
warehouses of the contractor and in private venues on prior demand.
There will be no need for constant presence of the Logistics Department in private venues
because these venues are already fully operational. Logistics will mainly provide support for
the venue set up for the Games (Bump in period) and the venue demobilization (Bump out
period).
All Logistics operations will be controlled by the Logistics Command Center at the
Headquarters.
6. LOGISTICS OPERATING SCHEME
The Logistics team will consist of:


The GOC’s paid staff who will be responsible for the planning and control of the
whole project and
The Logistics Provider (contractor) who will be responsible for the implementation
of the planning and the provision of the resources (warehouse, distribution, labor
etc).
7. DEADLINES
7.1 Tender announcement
The tender published in February 2011.
7.2 Contractor announcement
Following the evaluation of the contestants we will most likely announce the
contractor in May 2011.
7.3 Communication of the Logistics Operating Scheme to FAs and
Delegations
The communication of the Operational Scheme will follow the announcement of the
contractor, which will be in May 2011.
Games Services / Logistics
14
2011 Special Olympics World Summer Games
Logistics Operating Plan
7.4 Operational period
7.4.1 UDAC
The Uniform Distribution and Accreditation Center will be the first venue to operate.
Venue set up and commence of the operational period planned to take place on
March 2011 but will be served by the Logistics contractor from May till July.
7.4.2
Competition and non-competition venues
The operational period for the rest of the venues will be from May till the end of the
Games, depending on the special characteristics of the venues and on the
competition schedules.
7.4.3 Reverse Logistics
The reverse procedure will take place by the Bump Out till the end of the venue
demobilization and return of the equipment to the original owners.
Games Services / Logistics
15
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