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The Challenge The ICC  Champions  Trophy  2013  was    the  eighth  edi8on  of  an  elite  cricket  event  for  the  top  eight     na8ons  in  the  Reliance  ICC  ODI  Rankings.  The  compe88on  took  place  over  18  days  with  matches  taking   place  across  three  venues  –  The  Oval,  Edgbaston  and  The  Cardiff  Wales  Stadium..   The  Cricketeers  (volunteers)  were  the  face  of  the  ICC  Champions  Trophy  2013,  carrying  out  a  number  of                                            vitally  important  roles,  from  mee8ng  and   gree8ng  the                                            spectators,  suppor8ng  on  field  entertainment,  ambush  marking,                                            drivers,  ground  staff  to  media  opera8ons.     With    800  Cricketeers,  required  to  support  the  tournament  across   the  three  venues,  from  3000+  applicants,  and  only  a  small  team  at   their  disposal,  the  ICCCT  2013  organising  commiXee  recognised   that  to  recruit,  interview,  train  and  manage  all  the  Cricketeers     effec8vely,  a  detailed    Workforce  Management  system  would  be   required.  

The Solution

The solu8on  used  the  core  Get  Scheduled  professional  system,  with  advanced  scheduling  and   communica8on  features  as  standard,  together  with  a  purpose  built  on-­‐line  registra8on  facility,  to   allow  the  applicant  volunteers  to  complete    a  detailed  applica8on  form    

Recruitment Get Scheduled  provided  a  dynamic  online  form,  hosted   on  a  secure  plaTorm,  to  allow  capture  of  extensive   applica8on  data.  The  data  capture  forms  were  structured   to  ensure  consistency  of  response,    easy  sort  and  review   by  the  Head  of  Cricketeers  Programme.       Once  the  Applicant  details  were  submiXed,  the  Get   Scheduled  system  allowed  easy  review  and  search   func8ons,  in  order  that  Ally  Jarvis,  Head  of  Cricketeers   Programme,  could  review  applica8ons  and  iden8fy  those   people  they  wish  to  invite  to  interview.     The  Get  Scheduled  solu8on  provided  a  full  tracking   facility,  which  at  any  8me  allowed  the  Head  of   Cricketeers  Programme    to  see  the  progress  of   applica8ons  across  each  of  the  three  tournament   venues,  and  adjust  marke8ng/communica8on  strategies   accordingly.   “The  Applica,on  management  tools  within  Get  scheduled  worked  exactly  as  required.  They   ensured    consistent  responses  to  ques,ons  were  captured,  and  made  the  applica,on  process   as  straigh>orward  as  possible  for  the  volunteers”.  

CUSTOMER CASE STUDY

Get Scheduled  were  invited  to  present  our  ‘Pro’  solu8on  and  were  subsequently  selected  to  provide   a  full  volunteer  registra8on  and  scheduling  system  for  the  Cricketeers  programme  within  the   tournament.  


Selection The system  then  enabled  the  Head  of  Cricketeers    to  review  applica8ons  and  quickly  iden8fy  those   candidates  that  had  the  relevant  skills  and  experience  and  would  be  invited  to  interview  stage.     “We  really  appreciated  being  able  to  quickly  iden,fy  key  applicants  ,  for  example,  to  locate  all   Cricketeers    with  media  experience    took  just  a  few  moments  and  meant  I    could  ensure  I    had  the  right   Cricketeers  with  the  right  skills  to  support  and  enhance  the  media  team  within  the  tournament.  ”   The  communica8on  tools  within  Get  Scheduled,  enabled  the  Head  of  Cricketeers  to  no8fy  all  successful   applicants  of  interview  8mes,  and  allocate  training  based  upon  preferences  indicated  in  the  applica8on   form.  It  provided  a  daily  report  of  contact  details  and  meant  the  team  was  able  to  balance  training  and   interview  sessions  to  see  the  most  candidates  in  the  least  8me  required.  

Deployment

Shi^ schedules  were  created  and  built  over  a   two  month  period,  with  the  system  allowing   the  Head  of  Cricketeers    to  make  changes  and   manipulate  scheduled  as  much  as  required   before  any  no8fica8ons  were  sent  out.     Once  scheduled,  the  User  Portal  func8on  of  Get  Scheduled  allowed  Cricketeers  to  access  vital  shi^   details,  contact  informa8on,  venue  maps  etc  via  a  dedicated,  private  web-­‐based  portal.  The  Staff   Management  portal  meant  on-­‐site  Cricketeers  Venue  Managers  would    ‘check-­‐in’  Cricketeers    as  they   arrived  at  the  venue  for  the  start  of  their  shi^.   “Knowing  the  full  compliment  of  Cricketeers  had  arrived  on-­‐site  was  important  to  us,  as  much   for  aIri,on,  as  for  the  duty  of  care  we  have  towards  our  Cricketeers”  

Key Benefits In addi8on  to  the  clear  financial  return-­‐on-­‐investment  gained  from  recruitment  and  scheduling   opera8onal  efficiencies,  Get  Scheduled  was  able  to:   • Raise  customer  service  and  producGvity  levels,  by  assis8ng  in  the  recruitment  and  planning,   ensuring  that  the  most  suitable    volunteers  were  selected  for  the  Cricketeers  programme.     • Help  ensure  a  great  Volunteer  experience,  by  keeping  Cricketeers    engaged  and  informed  about   work  periods  and  crucial  event  informa8on,  thus  raising  the  likelihood  of  future  par8cipa8on  in   other  events.   • Provide  accurate  management  informaGon  that  enabled  targeted  communica8on  strategies.   “Without  Get  Scheduled  at  the  heart  of  Volunteer  Scheduling,  I    believe  I    would  not  have  been   able  to  operate  the  Cricketeers  programme  without  significant  investment  in  addi,onal  staff.  As   it  was,  we  were  able  to  deploy  and  manage  over  800  people  with  a  team  of  just  one    full  ,me   and  3  volunteer  staff.  I  would  conserva,vely  es,mate  that  over  the  5  months  of  the  project,  Get   Scheduled  has  saved  us  in  excess  of  200%  of  the  system  licence  and  set-­‐up  costs,  by  not  having   to  employ  a  number  of  addi,onal  staff.”   For  more  informa+on  on  how  Get  Scheduled  can  help  your  business,  contact:     Jane  Webber  jane@getscheduled.co.uk    Tel:  +44  (0)  845  2993459  

CUSTOMER CASE STUDY

The Cricketeers    were  to  be  deployed  across   three  disparate  venues,  so  it  was  vital  the   system  helped  manage  the  deployment  easily   and  securely.    

Case Study - ICC Champions Trophy  
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