LOGISTICS

OPERATIONS PLAN COMBINED WITH AFTER ACTION REPORT

Laura Cushing, Logistics ManagerTable of Contents
1) Overview
a) Purposeb) Goals

c) Program Overview

d) Key Responsibilities

2)Organization

3)Responsibilities

4)Policies & Procedures

5)Forms

1) Overview
a) Purpose
Logistics is the materials management function that involves the activities of: material planning, venue orders, receiving, warehousing, distribution, recovery and liquidation of assets, while maintaining appropriate authority of purchases and control of inventory. OFC, Inc.’s ECMS database system handles all of these functions by centralizing all information.
b) Goals
  • To identify all venues for the 2001 Winter Games, including all competition and non-competition
To receive all FF&E ordered by Purchasing, donated via Marketing, ordered by Sports or any other FA within the GOC.
To stage and store all FF&E received into the warehouse until time of delivery to the venues.
To oversee and track all movement of FF&E to and from the warehouse and venues.
  • To deliver all FF&E to each venue per defined schedule developed by the Venue Logistics Leader (VLL) and venue team
  • To recovery all FF&E from all venues that received deliveries.
  • To dispose of all FF&E per disposition and/or instruction from the GOC.
  • To work within each venue team to identify a timeline for delivery FF&E during build-out, games time operation and recovery
  • To develop a plan of operations for the warehouse to deploy FF&E to venues.
  • To identify all vehicles needed for Logistics Operations
  • To have trained VLL at all venues to support the operations of that venue.
  • To develop a waste services plan for trash and recycling
  • To support Food Services by delivering lunches, dinners and snacks to venues.
  • The first challenge was to centralize all information into the Event & Construction Management System (ECMS) modules so everyone was going to the same source to update or retrieve information. This included Venue Build Out, Venue Information, Scheduling, Purchase Orders, Ordering, and Receiving. Additional systems were developed based on need of the committee.
  • All Venues were identified and all information about Venues was consolidated into the Venue Module. This included any location that any Functional Area would be working at during the games that would receive any FF&E from the warehouse.
  • In January 2001, all information obtained about shipments received was input into the ECMS Receiving Module and a staff member was assigned to oversee this process.
  • All deliveries to all venues were tracked through the ECMS Ordering Module. Signed delivery slips were filed when orders were completed.
  • All orders were delivered to venues based on an initial delivery schedule and then upon request. All orders were moved in 15’ – 24’ box trucks and 28’ trailers.
  • Recovery was implemented as soon as the last competition was completed. Additional trips to the venues after the initial recovery were required to complete as much recovery as possible.
  • Working on a delivery and recovery timeline for each venue was a challenge in the timeframe allotted.
  • The operations plan was developed and modified where necessary.

Vehicle for Logistics Operations were identified too early. None of the original box trucks had lift gates, which are critical for venues with no docks.

  • Venue Logistics Leaders (VLL) were not recruited soon enough to be trained and integrated into the venue teams. Logistics is a key role in venue operations and should be recruited at least 2 years out.
  • A waste services and recycling plan was developed. Recycling was implemented and overseen by volunteers. Because of time and limited space at venues to place recycling dumpsters, recycling was brought back to the warehouse, sorted and put into dumpsters. Most venues already had trash dumpsters. Additional service of the dumpster was added to the venues current schedule.
  • Logistics met the needs of Food Services for delivery of snack, drink, and box lunches.

c) Program Overview

Logistics will work with all FA of the GOC to prepare and provide FF&E and waste services for the 2001 Special Olympics World Winter Games.

d) Key Responsibilities

Logistics will work with each venue team and FA to accumulate all FF&E requests for each venue. Upon being received at the warehouse, Logistics will sort all FF&E into a venue location within the warehouse. Logistics will assist the venue team or FA in preparing all FF&E for delivery to the venue. Logistics will delivery and recovery all FF&E to the venue. Logistics will sort all FF&E recovered to the warehouse for disposition.

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2) Organization

The structure of the Logistics Department will be a Director of Logistics (DOL), Warehouse Manager, Military Support, Temporary Labor, Volunteer Logistics Commissioners, Volunteer Logistics Supervisors, Volunteer Venue Logistics Leaders (VLL) and Volunteer Logistics Support for each Venue. The Structure of the Logistics Department will be adjusted based on needs of the operations. Two areas that may increase or decrease depending on the needs of Logistics are:

1) Temporary Labor that is hired to work at the warehouse or a venue.

2) Volunteer Venue Logistics Support to be operational during venue build-out, games time operations and recovery of the venue.

  • There was little time to rework the department of Logistics.
  • Logistics Commissioners or Regional Managers should be paid staff, not volunteers, as they needed to be a part of the daily interaction of Functional Areas within the committee.
  • The warehouse manager needs labor to run the warehouse(s), so the shipments can be properly received and put away. Venuizing FF&E allows the venue team members to view their FF&E before it arrives at the venue. FF&E is assembled and checked to make sure it is working properly and any power needs are noted.
  • The Military Support was excellent and was able to integrate into the warehouse operations.
  • There should be a core of paid labor at each venue to support Logistics, so each day there is a core consistency supporting the venue. The volunteers would compliment that core.


Job Description

Title:Director of Logistics

Department:Logistics

Supervisor:Director of Operations

Overview:Customize the ECMS for the games. Oversee all logistics operations for the GOC. Work with all FA and venue teams to identify all FF&E needs for all venues.

Duties and Responsibilities:

  • To assist the Warehouse Manager in all warehouse operations
  • To identify all venues for the 2001 Winter Games, including all competition and non-competition
To receive all FF&E ordered by Purchasing, donated via Marketing, ordered by Sports or any other FA within the GOC.
To stage and store all FF&E received into the warehouse until time of delivery to the venues.
To oversee and track all movement of FF&E to and from the warehouse and venues.
  • To deliver all FF&E to each venue per defined schedule developed by the Venue Logistics Leader (VLL) and venue team
  • To recovery all FF&E from all venues that received deliveries.
  • To dispose of all FF&E per disposition and/or instruction from the GOC.
  • To work within each venue team to identify a timeline for delivery FF&E during build-out, games time operation and recovery
  • To develop a plan of operations for the warehouse to deploy FF&E to venues.
  • To identify all vehicles needed for Logistics Operations
  • To have trained VLL at all venues to support the operations of that venue.
  • Oversee interface between warehouse operations and Military Support
  • To develop a waste services plan for trash and recycling
  • To support Food Services by delivering lunch, dinner and snacks to venues.
  • All tasks outlined in 2.01 of the contract between OFC, Inc. and the 2001 Special Olympics World Winter Games.

Job Description

Title:Warehouse Manager

Department:Logistics

Supervisor:Director of Logistics

Overview:The Warehouse Manager will oversee all operations of the warehouses from initial build-out of the warehouse location through final recovery, must be able to work with volunteer base, military support and temporary labor.

Duties and Responsibilities:

  • Define and identify all locations for staging on the warehouse floor
  • Define and mark each venue location where items will be venuized
  • Define any locations in the warehouse that might be allocated for a FA i.e. Supplies for Gift bags for Athletes, Medical, Merchandise, etc.
  • Oversee receiving of all shipment; make sure that all shipments have a disposition when they are received, as this will expedite recovery. May require follow up to FA or Purchasing/Procurement.
  • Oversee all shipments to and from the venues.
  • Oversee trucking and dispatching of all logistical vehicles (the military will staff the dispatch area)
  • Manage staff (both volunteer and temporary labor)
  • Keep track of all vehicles assigned to the warehouse
  • Keep track of all material handling equipment assigned to the warehouse
  • Able to lift 50 to 80 lbs.
  • Interface with FA, especially Sports and Marketing, for shipments to the warehouse or to the appropriate venue(s). See that information on direct deliveries to the venue is relayed to the appropriate VLL.
  • Train Temporary Labor in Warehouse Procedures
  • Manage warehouse staff to venuize FF&E
  • Work with facility manager to keep warehouse and docks clean and functioning

Job Description

Title:Logistics Commissioner

Department:Logistics

Supervisor:Director of Logistics

Overview:The Logistics Commissioners will assist the VLL in planning for logistics operations at all the venues.

Duties and Responsibilities:

  • Attend all Venue Team meetings for the venues assigned to them and work with the VLL in developing their logistics operations plan and Logistics Leaders Meetings
  • Before, after and during the games, monitor the venues and make sure the VLL are doing well, assist where needed.

Job Description

Title:Logistics Supervisors

Department:Logistics

Supervisor:Director of Logistics

Overview:The Logistics Supervisors will oversee the non-competition venues. North, South, East and West clusters will divide the non-competition venues.

Duties and Responsibilities:

  • Attend all Venue Team meetings for the venues assigned to them and work with the VLL in developing their logistics operations plan and Logistics Leaders Meetings
  • Before, after and during the games, monitor the venues and make sure the VLL or at venues where there are no VLL the Venue Coordinators are doing well, assist where needed.
  • Assist in lunch, dinner and snack deliveries to the non-competition venues
  • Make sure all non-competition venues with staff and volunteers have drinks, snacks and ample office supplies. Order re-supply from the warehouse where needed.
  • Assist in set up and recovery of non-competition venues.

Title:Venue Logistics Leader (VLL)

Department:Logistics

Supervisor:Director of Logistics (DOL)

Positions Available:One per competition venue. For non-competition venues one VLL or Logistics Supervisor can be responsible for multiple venues, this will have to be discussed on a case-by-case basis.

Overview:The VLL will be part of the Venue Team. They will participate in all aspects of the planning, implementation and recovery of venue operations. They will work directly with the Director of Logistics.

Duties and Responsibilities:

Planning Phase

  • Attend all Venue Team meetings and Venue Logistics Leaders Meetings
  • Relay additions, changes or deletions of the venue build out reports to the Venue Coordinator who will update the ECMS.
  • Work with the Venue Coordinators to develop a plan to distribute all the delivered FF&E throughout the venue.
  • Obtain current information on venue accessibility. It is important to know the dates and times the venue is available. This information will be posted on the First/Last Access Calendar that will be located in the logistics department.
  • Work with the Venue Coordinator to identify loading/unloading zones, electrical sources, and water sources at the venue in case additional electricity or water is required. This information will need to be identified on the venue map. It is recommended one maps of the venue just have water sources identified and another map electrical sources on it. A copy of each of these maps must be given to the DOL.
  • Obtain all and any information on direct deliveries to the venue or pick-ups from the venue. Check with all FA on the venue team and work with the Director of Logistics on this task. The VLL will be responsible for keeping a schedule of all deliveries and pick-ups to and from the venue. The DOL will input all the delivery/pick up information into the ECMS and produce Daily Schedule reports for the VLL.
  • Note signage locations on a separate map, based upon needs defined by Venue Coordinator.
  • Note barricade locations on a separate map, based upon needs defined by Transportation Leader.
  • Present a “update on your venue” to the group at each VLL meeting, includes questions or issues that were raised at your venue team meetings
  • Coordinate with Transportation Leader on distribution and recovery of barricades at the venue.

Implementation

  • Oversee all deliveries and pick-ups. All deliveries and pick-ups have to go through logistics. If someone makes a delivery other than from the warehouse, make sure you get a contact name and number to confirm pick up. Keep all paperwork to turn into your Director of Logistics (see section on Receiving)
  • Oversee build-out and tear down of the venue
  • Supervise Logistics Support Crew; this will be combination of Military support and Volunteer support.
  • Distribution of all deliveries throughout the venue, including food, which needs to be coordinated with the Food Services Leader.
  • Coordinate Logistics Support Crew to collect all trash and recycling and bring it to the appropriate dumpster.
  • When possible, assist all FA during event i.e. moving items throughout the venue, resupply of office items, moving sports equipment, etc. All FA must request help through the VLL. The VLL will determine the priority of support based on the needs of the venue and the daily schedule.
  • Contact the warehouse, between the hours of 3 pm and 4 pm, on a daily basis to give an update on your venue to include status of re-supply (includes beverages, ice, or FF&E) or changes/additions to the venue.

Recovery

  • Oversee all recovery of FF&E from the venue
  • Organize venue loading zone for trucks to pick up FF&E to go back to the warehouse
  • Identify and label any FF&E that is being picked up by other entities and schedule a dock time for them
  • Sweep venue with Logistics Support Crew to make sure all FF&E is recovered.
  • Logistics is the last to leave the venue

Venue Logistics Leader Overview

VLL will work with the Logistics Commissioners and the Director of Logistics (DOL) in all aspects of venue planning. The DOL and or Logistics Commissioner will attend as many of the VLL’s venue team meetings as possible. They will meet with each other one on one to analyze the FF&E requests and logistics support areas for all venues. The DOL and/or Logistics Commissioner will assist the VLL to work with resources close to the venues and consolidate space needs and logistics support where applicable. Once a consolidation has been identified, the DOL and/or Logistics Commissioner will relay the information to the FA in charge of the venues and make sure they support the concept. In some cases it may require a meeting between key members of the venues involved to come to an agreement.

Title:Military Support

Department:Logistics

Supervisor:Director of Logistics

Overview:The Alaska National Guard will be supporting the logistics operations of the 2001 games. They will provide support in transportation, warehouse operations and venue support.

Duties and Responsibilities:

  • Must have basic material handling skill for working in a warehouse
  • Must be able to drive 15’ and 24’ box trucks
  • Must be able to lift 50 to 80 lbs.
  • Experience with forklift and electric pallet jack experience is preferred, at least 3 per shift
  • Must be flexible to work at a venue or the warehouse
  • Some must have operations skills to support the logistics operations center.
  • Venuize FF&E
  • Assist in Warehouse operations such as receiving, shipping and driving vehicles based on direction from the Director of Operations
  • Assist in dispatch and warehouse ops roles based on directions from the Director of Logistics
  • Assist with Venue Logistics based on directions from the Director of Logistics

Title:Temporary Labor

Department:Logistics

Supervisor:Warehouse Manager

Overview:Temporary Labor will be hired on an as need basis determined by the GOC and the DOL. They will work in the warehouse or venue when additional labor is needed.