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Steps to Success: Pwc and the Sochi 2014 Organizing Committee

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Steps to Success: Pwc and the Sochi 2014 Organizing Committee www.pwc.ru/en/sochi2014 Steps to success PwC and the Sochi 2014 Organizing Committee January 2014 PwC Russia has been providing professional services to the Organizing Committee of the XXII Winter Olympic Games and XI Winter Paralympic Games of 2014 in Sochi since late 2008. We are proud that our team has won the right to be the Official Professional Services Provider and a Partner to the Sochi 2014 Organizing Committee. In over five years of working together, PwC and the Sochi 2014 Organizing Committee have jointly carried out over 200 projects related to the planning, preparation and staging of the Games, with our firm devoting more than 200,000 consulting hours to these projects. The goal of our joint efforts is to ensure the efficiency of the Organizing Committee’s preparations for the Games in the following areas: integrated planning of the Games, human resources, risk management, financial planning and budgeting, and taxation. Many of the projects that we have implemented with the Organizing Committee have proven to be innovative for these types of events. One of our key decisions was to introduce the concept of a project- based organisation as the basis for the Organizing Committee’s activities at every stage. In addition, we have applied a new integrated, client-oriented approach to preparations for the Games, which focuses on each group of people and organisation directly or indirectly involved in the Games. By applying the so-called “Sochi model”, which was created to coordinate and manage multiple stand-alone projects and activities, we have helped ensure that the Sochi 2014 Organizing Committee’s activities are integrated into a single complex of interrelated programmes and projects. While separately pursuing diverse goals, collectively these projects are aimed at implementing the overall strategy of the Games. This model may be used for organising major sporting events in Russia and other countries in the future. PwC and the Sochi 2014 Organizing Committee 01 Strategic planning of the An innovative methodology for project- 01: Games preparation based organisation developed by PwC underlies the tactical plan, which The PwC working team helped the helps to separate Games preparation Planning the Organizing Committee to develop work into projects, processes and a plan for the Games’ preparations. actions using standard criteria. The preparation The plan, as instructed by the Russian general schedule developed was Government, was based on information used for monitoring and controlling for the games provided by over 20 external the Games preparation process. organisations. We are proud that we were able to coordinate the efforts Performance management of every party involved and ensure system development their effective teamwork, as well as to organise the process of collecting, PwC specialists, in cooperation with treating and discussing the information. Sochi 2014 Organizing Committee, created a simple and transparent PwC specialists were in charge of Performance Management System. any amendments made in various The project covered concept versions of the document, making development, detailed design, tables for reaching a consensus on implementation and testing separate issues and preparation of of the system, as well as its meeting reports, and they also took operational support. part in developing resolutions after approval of the plan to follow up on its This system was used to assess implementation. The final document the projects implemented by the was successfully approved by the Organizing Committee at the end State Committee for the Preparation of each year using three key and Staging of XXII Olympic performance indicators: timing, Winter Games and XI Paralympic quality and budget. The workload Winter Games 2014 in Sochi. per Organizing Committee employee was reduced thanks to Tactical planning of Sochi the implementation of this project. 2014 Organizing Committee The PwC working team also helped activities in 2011-2014 the Organizing Committee to develop a relevant regulatory framework that PwC team was also invited to take ensures the full integration of the part in preparation of a document of Performance Management System primary importance: the tactical plan with the existing project of Sochi 2014 Organizing Committee organisation system. activities. The tactical plan is a document that contains a list of events in over 50 functional areas from 2011 until 2014, and a description of the control points, timelines, stakeholders and reasons for holding each even. This came to over 2,600 items in total. 02 PwC | Steps to success Programme for maximum During the next operational planning 02: spectator attendance stage, the client was provided with the appropriate tools for bringing The programme for filling up spectator this concept to life. Specific elements Taking care of stands as much as possible, which of the programme included detailed was developed by PwC specialists and forecasts of the number of spectators the spectator Sochi 2014 Organizing Committee, per event, an analysis of demand on is aimed the extensive planning of hotel services and hotel bedspace for experience the spectator experience, which is spectator accommodation, a checklist of the largest client group that will be services, a concept for creating a festive immediately present at the venues atmosphere, and information on other during Olympic and Paralympic events. operational planning documents. PwC specialists helped the client create In addition, thanks to PwC working a programme for filling up spectator team’s efforts, the needs of spectators stands in an optimum manner by as a client group were analysed in developing a road map of actions documents on service planning to improve service quality and the developed by the Sochi 2014 Organizing spectator experience at every stage. Committee’s functional areas. PwC A strategic document formulating the specialists also helped the client to approach to planning the “spectator comply with IOC requirements and to experience” during the Olympic Games create an effective programme that was developed at a later stage. achieved its key strategic objectives. PwC and the Sochi 2014 Organizing Committee 03 Functional operational Development of Service 03: planning with consideration of Level Agreements service levels for client groups The Organizing Committee instructed Ensuring a In 2009, PwC specialists together with PwC to develop and carry out an the experts from Sochi 2014 Organizing innovative service planning approach comprehensive Committee, started developing the for the Olympic Games that primarily Functional Operational Plan (FOP), considers client interests (this category approach to which contains detailed descriptions includes all groups of people and of the various types of work, such as organisations directly or indirectly planning guest seating, transportation, staging involved in the Games). Client of sporting competitions, Olympic interests must be described in each venues management, medical care, Service Level Agreement (SLA). etc. We developed a detailed FOP and integrated it with other projects, such Our specialists developed detailed as operational planning of Olympic parameters for all services and, venue operations, risk management, together with the Organizing transition period planning and Committee, they also created and ensuring the operational availability. implemented a client service planning methodology and prepared a document As a result, effectiveness of on SLAs, which included a structured communications between functional description of services provided to blocks improved while their direct specific clients during the 2014 responsibilities and means of Winter Olympics. When preparing communication were clearly set the document, we considered the out thanks to this project. The FOP staging of the 2012 Summer also sets a foundation for planning Olympics in London and made resources in terms of budgeting, sure that it was compliant with staffing, planning materiel supplies the new statutory requirements. procurement and technology use. Robert Gruman, Leader of PwC’s Russia Advisory practice: “It is a big honour to work on Sochi 2014 project for me personally and the whole PwC team. In our work with the Organizing Committee, we were able not only to provide strategic consulting, but also to implement practical solutions in management, sustainable development and planning. We have done our best to ensure that Russia stages the greatest Olympic and Paralympic Games of all time. We also want the country to showcase its achievements and enormous potential to the world.” 04 PwC | Steps to success Operational planning of In our work, we assessed the 04: non-competition venues stakeholders, analysed the client needs, organised operational and The key point of success in staging commission inspections while also Boosting the Games is the operational planning factoring in any recommendations for both sporting, and non-sporting and preparing detailed plans for efficiency of venues. PwC staff helped the Sochi operating the venues during the 2014 Organizing Committee develop Games. As a result, PwC specialists Olympic venue a methodology and organise the provided the Organizing Committee preparation of operational plans with a full picture of how the for operating venues not used in operations non-competition venues will be sporting competitions, including operated in winter of 2014. Sochi International Airport, the main distribution centre, transportation hub, three
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