ICC Champions Trophy 2013

The ICC Champions Trophy 2013 was  the eighth edition of an elite cricket event for the top eight nations in the Reliance ICC ODI Rankings. The competition 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 meeting and greeting the spectators, supporting on field entertainment, ambush marking,  drivers, ground staff to media operations.

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 committee recognised that to recruit, interview, train and manage all the Cricketeers  effectively, a detailed  Workforce Management system would be required.

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

The solution used the core Get Scheduled professional system, with advanced scheduling and communication features as standard, together with a purpose built on-line registration facility, to allow the applicant volunteers to complete  a detailed application form

Get Scheduled provided a dynamic online form, hosted on a secure platform, to allow capture of extensive application 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 submitted, the Get Scheduled system allowed easy review and search functions, in order that Ally Jarvis, Head of Cricketeers Programme, could review applications and identify those people they wish to invite to interview.

The Get Scheduled solution provided a full tracking facility, which at any time allowed the Head of Cricketeers Programme  to see the progress of applications across each of the three tournament venues, and adjust marketing/communication strategies accordingly.

The system then enabled the Head of Cricketeers  to review applications and quickly identify those candidates that had the relevant skills and experience and would be invited to interview stage.

The communication tools within Get Scheduled, enabled the Head of Cricketeers to notify all successful applicants of interview times, and allocate training based upon preferences indicated in the application 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 time required.

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

Shift 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 notifications were sent out.

Once scheduled, the User Portal function of Get Scheduled allowed Cricketeers to access vital shift details, contact information, 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 shift.

In addition to the clear financial return-on-investment gained from recruitment and scheduling operational efficiencies, Get Scheduled was able to:

•Raise customer service and productivity levels, by assisting 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 information, thus raising the likelihood of future participation in other events.

•Provide accurate management information that enabled targeted communication strategies.