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