Event IT - decisions to make, quality assurance, etc. Håkan Blomgren, Chairman - IOF IT Commission (David Wästlund, Sports Administrator - IOF Office)

Håkan Blomgren Chairman – IOF IT Commission (ITC) I have been working with IT in my profession for almost 35 years I was responsible for IT at O-Ringen in 1999 when electronic punching was introduced for all 20.000 competitors. I know the importance of being well prepared, also for the unexpected! I have been a member of ITC for five years The last three years as chairman.

Agenda IT requirements for an IOF event The IT area for an IOF event How to make digital footprints from an IOF event IT organisation for an IOF event The importance of test Quality assurance We will have breaks for discussions during the workshop. I really encourage you to ask questions, whenever you want!

1. IT requirements for an IOF event IT for an IOF event IT for an IOF event have two main focus areas (in priority order): Fair Competition for Athletes Exciting Live Coverage for Spectators

Fair competitions for Athletes 1. IT requirements for an IOF event Fair competitions for Athletes From an IT perspective this is about: Timekeeping Electronic punching It's extremely important that this work! If this fails, the competition fails! Unfortunately we have had a number of IOF competitions that have been cancelled due to this It will happen again if we don't do a proper job! The quality requirements in this area are the same for all types of IOF events in all disciplines!

Exciting live coverage for spectators 1. IT requirements for an IOF event Exciting live coverage for spectators This can be a number of different services, depending on what the organiser have agreed on to provide contract with IOF, and the organisers own ambition! It’s a huge difference in requirements between a WOC in FootO and a World Masters in MTBO!

1. IT requirements for an IOF event What to provide? What kind of IT services should an IOF organiser provide? … in addition to Timekeeping and Punching? Below is a table with requirements, regarding live coverage for different types of IOF events:

Live production requirements 1. IT requirements for an IOF event Live production requirements The highest requirements are for WOC and World Cup in FootO, the lowest are for JWOC/WMOC in SkiO and MTBO It's important to understand that increased live coverage requirements leads to significantly increased requirements in other areas!

1. IT requirements for an IOF event To discuss in groups What does the Live production requirements mean for your coming event? Discuss the requirements and write down your questions? We can then discuss them together 

The IT area for an IOF event The IT area for an IOF event is built up of a number of sub- areas, that are integrated to each other The figure on next slide shows all sub-areas that can exist for an IOF competition. By experience we know that each sub-area usually works well, if handled according to the suppliers instructions! The challenge is usually all integrations!

2. The IT area for an IOF event The whole picture

2. The IT area for an IOF event The whole picture Except for Eventor and LiveOrienteering, the first decision to make for an organiser is: Which sub-areas will be included in your event? What solutions/technology will be used for each sub-area? What are you - as an organiser - going to do yourself, and what are you going to hire from the market? Equipment Services

2. The IT area for an IOF event To discuss in groups What are you planning to do yourself, and what are you planning to hire? What is the background to your decision? What kind of challenges do you face and where do you have the biggest risks? The biggest risk, is usually to ignore that there are risks!

How to make a digital footprint 3. How to make digital footprints from an IOF event How to make a digital footprint How can we make an event interesting for 5.000 spectators at the arena? 200.000 spectators following the event remote? At -12 month, IOF Office and the organisers starts to do the Digital plan Use of IOF Tools/channels vs Organiser tools/channels Setup of Eventor; LIVE Orienteering; Broadcast times and marketing. Quality Use of Social channels, hashtags. An example from World Cup in Switzerland 2017

3. How to make digital footprints from an IOF event To discuss in groups What do you expect the digital footprint to be from your event? How can IOF tools and recourses, and the organiser together, do the best digital footprint?

IT organisation for an IOF event It's very important to, early in the process, get an IT manager on-board The IT Manger is responsible for planning and managing the IT work, starting at least two years before the event An important activity is to - as soon as possible - identify what kind of competence the organisation needs! Do the organiser have that kind of competence! If not, it must be found somewhere else! Critical roles must have a deputy!

4. IT organisation for an IOF event To discuss in groups What are the competences you need in your organisation? When – in the preparing process – do you have to get them on-board? What competences needs a deputy?

To plan and do a lot of tests and rehearsals, is extremely important! 5. The importance of test The importance of test When decisions are taken about technology/solutions to use, and what you will do yourself and what to hire, it's time to start planning tests and rehearsals.   To plan and do a lot of tests and rehearsals, is extremely important! Do not just test technology, test of people and routines is also very important! What do you do when you get a Power failure, The network stops working, Communication from radio controls is broken, …

5. The importance of test The importance of test Do not just plan for "happy days scenarios", the sun doesn't always shine  Identify critical parts and what possibly can go wrong? What do you do then? Tests and rehearsals is not just to test sub-areas, it's also important to test Integrations and faults situations! Follow instructions from suppliers of electronic punching systems of how to prepare and test Use one of the proven timekeeping systems and the suppliers instruction Discuss with the TV producer about interfaces and requirements

5. The importance of test The importance of test It’s important to test/verify sub-areas, when it’s still possible to do something about it! An example: If you test GPS coverage in the terrain two years before the event, you still have possibilities to do something about it If you do this test two weeks before the event, it’s too late to do anything!

6. Quality assurance How to quality assure IOF are working on introducing the new IT Advisor role It will start at WOC, where an IT ASEA will be used ASEA - Assistance Senior Event Advisor The primary tasks for an IT ASEA will be to: Give advice Follow up, according to routines in the IT Quality Requirements document Approve non proven solutions, if - for example - the organiser would like to use a new timekeeping solution.

6. Quality assurance How to quality assure An IT ASEA is not a police, it's an advisor/coach and a person that will increase the possibility to get a high quality IOF Event (in the IT area) The role will be introduced the coming years, in first place at WOC in FootO I really recommend you to have a National IT controller, if there will be no IT ASES at your event!

6. Quality assurance Questions/comments? Do you have any questions and/or comments regarding TESTS and QUALITY ASSURANCE? Any questions/comments in general after this workshop? Your are welcome to give me feedback on the IT Requirements document after the workshop!

Proven Timekeeping Systems ITC are working on the document: Proven Timekeeping Systems for Orienteering IOF don't have any certification program for timekeeping system The document is on final review and will be published during February

Proven Timekeeping Systems There are three different levels of requirements: Level 1: 0.1s accuracy (WOC sprint final in FootO) Level 2: 1.0s accuracy (not allowed to punch on finish line) Level 3: 1.0s accuracy (punch allowed on finish line) Level 1 is only for WOC sprint final in the future one competition every second year) Level 3 are for WRE and World Master Level 2 are for all other events The use of transponders is allowed

Instructions from vendors Vendors of certified electronic punching systems will provide documentation that describe: How to prepare and test equipment – for organisers How to use the equipment – for athletes and coaches (example from Emit) It’s very important that the vendors are producing this sort of documentation! These documentations will be published later this spring!

Thank you!