"Get Scheduled were always on hand to support us and discuss development options to ensure the software operated to our requirements & worked efficiently for our event"

Nanine Artup

Workforce Operations Manager

Rugby World Cup 2011


Rugby World Cup 2011





Rugby World Cup 2011

The IRB Rugby World Cup is now established as the third biggest sporting event behind the Olympic Games and FIFA World Cup.

The 2011 Rugby World Cup saw 20 nations come together in New Zealand for 6 weeks, to compete for the biggest prize in international rugby. Comprising some 48 matches across 13 stadiums, on two islands, the tournament was the largest sporting event ever in New Zealand, and drew over 100,000 overseas visitors to the remote country.

The logistical challenge of staffing the event was enormous, with  approximately 8500 workforce and volunteers required, working across a wide variety of functional areas and locations.

Following a rigorous and competitive tender process, Get Scheduled was selected as the Workforce Management (WFM) solution for our major events pedigree, speed of roll-out, flexible solution and competitive pricing.

Within a period  of 4 weeks, the Get Scheduled team were able to work with the RWC team to upload data from the volunteer and staff recruitment systems, set up the system parameters, create, fill and communicate shifts to workforce, train the relevant personnel, test and deploy the system.

During the four months including pre and post event, Get Scheduled:

•created and scheduled over 84,700 shifts spread across 118 job roles

•managed a daily average of 914 shifts taking place at 169 venues

•sent 43,600 SMS messages and 52,600 emails to staff and volunteers

•produced over 800 management reports

•provided 24hr support throughout the 6 weeks of the completion

•Delivered 0% downtime and 100% achievement of Service Level Agreements.

In addition to dramatically streamlining  complex shift management and communications, the RWC team were able to accurately forecast such elements as the number of meals and snacks required for volunteers.  Originally this had been underestimated, but the forecasting and business rule modelling functionality within Get Scheduled allowed reallocation of meals per shift, to quickly bring the budget back in line.

Throughout the tournament, key management reports enabled detailed analysis of the expenditure and cost control measures, which helped RWC2011 become the most profitable in the tournament’s history.



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