Technical Guidance - Arafura Games

Technical Guidance

Games Management System (GMS)

This document is designed to help inform suppliers for the Games Management
System RFQ for the 2021 Arafura Games. It contains a breakdown of the client groups,
information collected and processes that took place at the 2019 edition of the Arafura
Games. NTMEC is looking for RFQ Respondents to highlight how their product(s) will
provide a solution to address similar situations in 2021. It is also worth noting that the
Arafura Games have a level of flexibility in adjusting their operations and business
processes to suit the Games Management System (GMS).

1. Client Groups
  -   Athletes                1762
  -   Team Officials          674
  -   Technical Officials     517
  -   Volunteers and Staff    1000
  -   VIP and Media           253

2. Registration/Database
  For the 2019 edition of the Arafura Games, all client groups had to register
  their personal details to be an eligible accredited participant of the Arafura
  Games.

  Personal Information collected included:
  - Name (first, middle, Family)
  - DOB
  - Address
  - Email
  - Mobile Number
  - Headshot Photo
  - Emergency Contacts (Name, Number)
  - Nationality
  - Passport Number (not required for Australians)
  - Medical conditions
  - Special requirements
  - Agree to the Games Terms & Conditions

  Further to this personal information, Arafura Games also asked registrants to
  enter in their Arrival and Departure information along with their Games time
  address/hotel. This information was simply exported in excel spreadsheets to
  help plan transport operations.

3. Sport Entries
  During the registration process, the registrant would select which Client
  Group they belong to. The athletes, technical officials and team officials then
  needed to select their sport(s) and for athletes their specific events. This is
  also where sport specific information was collected; examples include:
  - Nomination time
  - Registration Number (from International Federation or similar)
  - Player number
  - Position

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-   Upload of copy of licence or ranking
  -   Linking to a nominated/existing team

  Important Note: Due to the nature of Arafura Games, which caters to both
  large organised teams as well as small individuals wanting to compete.
  Individual entries as well as solution for a team management to enter or bulk
  upload information for their team is a positive.

4. Workforce
  If the registrant selected Workforce as their client group, they were then
  required to answer a series of questions to help assist in their selection and
  rostering. This included:
  - Preferred Area of volunteering and Sport
  - Experience/Evidence of suitability
  - Working with Children check number
  - Availability
  - Shirt size
  - Dietary requirements
  - Sport Specific Code

  Important note: Sports had the ability to provide their regular and respected
  volunteers with a sport specific code to “pre-select” volunteers. Due to the
  challenges faced in the 2019 edition in the selection, distribution and
  rostering of volunteers, Rosterfy has been contracted as a workforce
  management system for the 2021 edition. How the Games Management
  System integrates with Rosterfy will be critical.

5. VISA application process
  For our international clients, the Department of Home Affairs assisted the
  Arafura Games with “Letters of Invitation” and fast tracking the Visa process.
  This was managed by some simple record keeping fields within the System
  (Visa Application, Letter of Invitation and Visa Approved). Reports were
  created to assist in the oversight of this process, but ultimately it was largely
  manual handling of information on both the side of the Arafura Games and
  the Department of Home Affairs.

  Important note: The largest challenge with this process was the inability to
  bulk record the steps in the process. Each individual record had to be selected
  then the box ticked, which made process time consuming.

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6. Accreditation Production
  The 2019 edition of the Arafura Games required all clients (outside of
  spectators) to have a photo accreditation. These were relatively simple as we
  did not have a significant number of privileges or in venue zone that were
  differentiated between the groups, that warranted addressing on the
  accreditations. A simple picture below demonstrates the information that
  was printed onto an Athlete/Team Official Accreditation pass which varied
  slightly for different client groups, these had background art on the front and
  important games-wide information on the back.

  The other client groups did not include the Country information. The
  production templates needed some flexibility to account for some oddities
  that the Arafura Games creates. These include athletes competing in multiple
  sports and individuals having multiple roles such as Technical Official for one
  sport and a volunteer for another. The batch printing of accreditations is
  important as once again the Arafura Games needs to cater for individual users
  as well as organised team/groups. So, the ability to set up of batches to print
  would be valuable for 2021, e.g. printing by Country, by sport or by name. The
  functionality of record keeping will also be important for 2021, with simple
  and quick marking of which accreditations have been printed and picked up.

  Important note: The photographs for the accreditations were a challenge for
  the 2019 edition. The Games were liberal in the type of photo it would accept
  (Headshot with face uncovered) and not as demanding as other events who
  require passport photo quality (light background, etc.). Even so the
  photographs were troublesome as registrants were just required to upload a
  photo without a display of how that photo looked. This resulted in significant

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amount of staff time spent, cropping and reorientating registrants’
  photographs to make them suitable for printing. A solution that is user
  friendly for the registrant would be hugely beneficial for the 2021 edition.

7. Results Publication
  Arafura Games does not have a single results supplier like many major events,
  instead the Games relies upon each sport’s business-as-usual supplier to use
  on venue. This relied largely on a sport specific CSV export from the
  entries/registration system that was then manually inputted into the results
  system on venue. As most of these results suppliers include live-results on the
  internet, the Arafura Games website just contained a link to these results.
  This was satisfactory for the Arafura Games, but the usability and look and
  feel were drastically different from sport-to-sport. The Games Management
  System provider for 2019 did have a competitions/results module, however,
  it relied on manual entry of results after some configuration work. This was
  used for a small number of sports who did not have a solution to publish their
  results on the internet, however due to the manual entry required it was not
  practical for all sports to use the system e.g. Swimming.

  Important note: This is not a priority for the 2021 Arafura Games, however,
  if the respondent has the functionality to integrate entries directly into results
  suppliers such as Hy-Tek’s Meet Manager, SportsTG, Tournament Software
  and provide on-line results this would be considered.

  The provision of a consolidated results feed (across all sports, venues,
  nations) to third parties (e.g. media organisations, participating nations,
  sponsors etc) is also welcomed, but again is less of a priority.

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