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 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.
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 firstname.lastname@example.org 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.