Erzurum 2011 FISU Winter Universiade Master Plan Executive Summary

ERZURUM UNIVERSIADE 2011 MASTER PLAN v.0.01 EXECUTIVE SUMMARY

PREPARED

BY EUROASIA SPORTS FOR THE ERZURUM UNIVERSIADE ORGANIZATIONAL COMMITTEE

ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

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ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

Table Of Contents 1.

Introduction ................................................................................................... 4

2.

Purpose ......................................................................................................... 4

3.

Method .......................................................................................................... 4

4.

Content ......................................................................................................... 5 A.

Roles and Responsibilities ............................................................................ 5 i.

B.

Personnel Planning ...................................................................................... 7 i.

Personnel ................................................................................................ 7

ii.

Salaried personnel ................................................................................... 7

iii.

Contracted Personnel .............................................................................. 8

iv.

Volunteers .............................................................................................. 8

v.

Planning .................................................................................................. 8

C.

Budget Planning ........................................................................................ 10 i.

D.

Organizational Chart ................................................................................ 6

Budget Analysis ..................................................................................... 10 Time Scheduling ........................................................................................ 13

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ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

1. Introduction The Master Plan of Erzurum 2011 Universiade Winter Games has been prepared between January 2009-April 2009 by the staff and advisors of EuroAsia Sports.

According to the clauses of the master plan signed with GSGM all master plan development, from Version 0.01 until the end of the Games, shall be organised by EuroAsia Sports.

In the Master Plan V.0.01, roles and responsibilities, labour plan, budgeting and timetable of all units that are or may be included in Erzurum 2011 Universiade Winter Games have been projected.

During the preparation of the Master Plan, the most important starting point was taking into consideration the conditions in Turkey and particularly in the province of Erzurum as well as the ratios and measurements used in similar global sports organisations.

No matter how important this approach may be with respect to the applicability of the Master Plan, the sincere and willing contributions that all stakeholders within the organisation will be making in the future phases of the Universiade will be the most important factor in the success of Erzurum 2011 Universiade.

2. Purpose This document has been prepared to define the organization and to assist the Erzurum Universiade Organisational Committee (EUOC). It aims to clearly define the roles and responsibilities of all departments that will constitute the entire organisation, to make budget and personnel planning and to indicate all work flow in the timetable.

3. Method FISU Regulations and FISU Minimum Requirements booklets have been used as the main reference of the Master Plan V.0.01. The previous sports organisations with similar significance and size, as well as the ratios and measurements that were used in previous Universiades and the Olympics have also been analysed.

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ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

The other two elements of the Master Plan are the meetings that were held with the representatives at various levels of the General Directorate of Youth and Sports and the local government of Erzurum. Another work that was made between January and April 2009 was the observation of the Harbin Universiade Winter Games. The inspections made by 9 participants from EuroAsia Sports and our consultant company Alpinex were other contributions made in the Master Plan.

The Master Plan V.0.01 has been prepared as the main framework for the organizational preparations. Detailed plans will follow after the formation of the necessary departments. These preparations shall be the basis of the future versions of the Master Plan.

The final version of the Master Plan V.0.01 will be submitted after the necessary adjustments are integrated according to EOUC and FISU assessments.

4. Content The Master Plan V.0.01 defines the roles and responsibilities of all departments, the personnel plans, the budget plans and the general framework of the timetable where the milestones of the organization are indicated.

A. Roles and Responsibilities 2011 Erzurum Universiade Winter Games is an example of the big organizations that are organised in a limited period of time. It may be possible to attain future success using

predetermined

strategies because of

the

developing

structure

of

the

organisation that continuously grows as the Games approach.

In such large scale organisations, it is vital clarify the hierarchy among the units, the working fields and the limits of responsibility.

Big sports activities in the world vary according to the cultural, economic and social conditions of the host country with regard to their organisational structures.

Although FISU minimum requirements document was used as the main reference when defining the organisational roles and responsibilities in the Master Plan V.0.01, cultural, economic and social conditions of Turkey and Erzurum and the resources of the National Federations and the General Directorate of Youth and Sports were also considered.

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ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

i.

Organizational Chart

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ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

Human resources of Erzurum Universiade Winter Games are one of the most important factors leading to the success of the organisation. Personnel selection and effective use of the existing personnel are therefore very important in that sense.

Every type of personnel who will be commissioned before, during and after the games must be employed in line with his profession, education, abilities, experience and areas of interest.

Personnel planning is vital in terms of effective and accurate use of financial resources allocated to the games.

B. Personnel Planning i.

Personnel

In general, personnel to be commissioned in 2001 Winter Universiade may be grouped into three: ii.

Salaried personnel Full time payroll personnel who are employed by EUOC to be engaged in the organisation of Games.

Public, local government and federation personnel of the host province of Erzurum who will be working for the organisation of Games.

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o

Personnel from the Provincial Police Department

o

Personnel from the Provincial Gendarmerie Command

o

Personnel from the Provincial Health Institutions

o

Personnel from the Fire Brigade and Civil Defence

o

Local government and services personnel

o

Other public personnel

o

Personnel from the General Directorate of Youth and Sports

o

Federation Personnel

o

Provincial Police Department

ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

Since it is the natural and primary duties of the public officers, local government personnel and federation personnel covered by the above designations to be involved in the organisation of Erzurum 2011 Universiade Winter Games, salary shall not be paid

by EUOC in return for the services of these personnel. iii.

Contracted Personnel

Personnel employed from third parties or persons for the product and service purchases related to the items determined by EUOC for Universiade Organisation. iv.

Volunteers

One of the best reflections of the spirit and philosophy of big sports organisations such as Universiade is that people of the host province socially participate in these organisations free of charge. Volunteers to be engaged in the organisation of Erzurum 2011 should especially be chosen from the host province.

Erzurum Atat端rk University has a big potential for volunteers for lines of business included in the organisation such as health services, education, entertainment, foreign language services, sports and cultural activities, and Police College for having control of entry and exit points of the events and competition areas and for traffic control. v.

Planning

The general personnel planning draft starting from June 2009 until the period of games is as follows.

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GAMES PERIOD GENERAL PERSONNEL GRAPHIC 2500

Number of Personnel

2000

1500

1000

500

0

PAID

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CONTRACTED

VOLUNTEER

ERZURUM UNIVERSIADE 2011 MASTER PLAN v. 0.01

C. Budget Planning Erzurum 2011 organisation is a non-profit organisation aimed at making socioeconomic contributions to the region and to Turkey and gives higher priority to social issues than economic concerns.

This must be considered for all expenses of the organisation. But this never implies that government resources may be spent lavishly. It is the responsibility of every individual involved in the organisation to make sure that each penny is spent towards the social objectives that the government is planning to achieve. i.

Budget Analysis

It must be kept in mind that many contracts of Erzurum 2011 shall take place between the second half of 2009 and the third quarter of 2010 when most of the preparations will be completed in terms of both the construction of buildings and the organisation. For purchases that will be made during the peak of financial traffic, the right financial strategy must be followed in order to prevent placing all payments in one single period and to make as even a distribution as possible.

The second basic item of expense shall be human resources. The labour needed by the organisation shall rapidly grow as the games approach. This in turn shall make the labour costs higher and higher as the time comes. Although it is possible to be a flexible about payments during the purchasing period, the same does not apply for labour costs.

All budget planning must be evaluated under the light of these two main parameters.

Please find attached individual evaluations for each department.

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TOTAL BUDGET FINANCE & ADMINISTRATION LOGISTIC RISK MANAGEMENT HUMAN RESOURCES LEGAL AFFAIRS VENUES MANAGEMENT ADMINISTRATION S & SERVICES COMPETITION MANAGEMENT RESULT SERVICES CEREMONIES ACCREDITATION SECURITY TRANSPORTATION ACCOMMODATION MEDICAL SERVICES DOPING FOOD SERVICES FIRE BRIGADE ENVIRONMENTAL SERVICES SPECTATOR SERVICES SPONSORING IMAGE PUBLIC RELATIONS & COMMUNICATION

€ 1.500.000 € 600.000 € 2.500.000 € 100.000 € 8.000.000 € 500.000 € 2.500.000 € 3.500.000 € 2.000.000 € 250.000 € 2.500.000 € 2.500.000 € 1.200.000 € 700.000 € 150.000 € 800.000 € 100.000 € 300.000 € 200.000 € 150.000 € 3.000.000 € 1.500.000

BROADCASTING

€ 700.000 € 100.000 € 300.000 € 100.000 € 100.000 € 150.000 € 400.000 € 300.000 € 3.500.000 € 400.000 € 1.000.000 €

TOTAL

42.600.000 €

CULTURAL ACTIVITIES TICKETING LICENSING MEDIA MEDIA CENTERS PUBLISHING PROTOCOL DELEGATION SERVICES IT TELECOMMUNICATION

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1.000.000

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8.000.000

OVERALL BUDGET PLANNING 9.000.000,00 € 8.000.000,00 € 7.000.000,00 €

1.000.000

3.500.000 400.000

400.000

300.000

150.000

100.000

300.000

100.000

700.000

100.000

3.000.000

1.500.000

150.000

300.000

200.000

800.000

100.000

700.000

150.000

2.500.000

1.200.000

2.500.000

2.000.000

2.500.000

250.000

1.000.000,00 €

500.000

2.000.000,00 €

1.500.000

1.000.000

3.000.000,00 €

600.000

4.000.000,00 €

100.000

2.500.000

5.000.000,00 €

3.500.000

6.000.000,00 €

0,00 €

OVERALL BUDGET ACCORDING TO TIME 25.000.000,00 €

20.000.000,00 €

15.000.000,00 €

10.000.000,00 €

5.000.000,00 €

0,00 €

1

2

3

4

5

6

7

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D. Time Scheduling

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