Accreditation system Accreditation system WG 2009WG 2009

Improvement to accreditation

Compact online forms

Option to import input data via excel files

Inclusion of IF Passport quota in system

Better sorting options in exporting

Info by email

Excel file

Nat Ass IF Checks

Upload Excel file

Server

Bulk information by electronic transfer

edit online

Changes online

Qu

ota filter

Based on evaluation WG 2005

Development of the system

After it was clear that KCG IT could not develop the system, the KOC and KCG IT met with Swiss Timing in Switzerland

The KOC agrees to contract Swiss Timing for World Games 2009

Accreditation and

Results Service

On 23 February the IWGA Sec Gen was informed by an IF that there were difficulties with the system.

It took long time to conclude the agreement between KOC and Swiss Timing

The accreditation system was placed online on 1 January 2009

URL http://acr.worldgames2009.tw

user name

password

Search/Edit/Export screen

The original version of this application allowed entry of new accreditations, the entries were stored but not as valid

accreditations.

Data was not secure and records inconsistent

Summary of deficiencies

Totally confusing portal which had to serve for general media sport

all data accessible to all users without restrictions information could be changed by all users insecure access

no relation to IF Passport no links between related information very long and irrelevant selection lists

inconsistent database content no option to delete records

Test and remedial actions

With the use of the username and password of an IF, I was able to check the system Found a lot of defieciencies Advised IF’s to refrain for entering new accrediations Informed the KOC and Swiss Timing on my findings During three weeks continued testing of the implemented

corrections

Management of user rights transferred to Swiss Timing User rights have been reassigned The system is now related to IF passports Established links between related selection boxes Created an exclusive Portal for IF’s

Tests

Remedical action

IF Portal

IF Portal exclusively for IF Accreditations

Links to the two applications

AccreditationDatabase

New Accreditation Update

New Accreditation

Log out

CSV fileto IF

usernamepassword

web form search/edit/export

Structure system

IF PORTAL

IF entersaccreditation

data

data can be edited

Export data

usernamepassword

Search data

Edit data

http://acr.worldgames2009.tw

shows datathat has beenentered

New Accreditations (1)

user name

password

New Accreditations (2)

New Accreditations (3)

New Accreditations (4)

New Accreditations (5)

New Accreditations (6)

Confirmation email

Confirmation email will be send the email address entered in the form

Update application(1)

user name

password

Update application (2)

Update application (3)

Update application (4)

Update application (5)

Update application (6)

Update application Searchresult

Update application Edit

Closure dates

Based on the

experiences of previous World Games

non-availability of the system for more than 3 weeks

The IWGA proposed a postponed of the closure date to 15 May

After the system was re-activated, the KOC announced that

the closure date will be 15 May

a deposit of 50% for Extra Official must be paid by 15 April

late entries and changes need to be send by fax after 15 May

Essential related items

Procedure for late entries

Entry visa to Chinese Tapei

Payment for Extra Officials

Procedure for late entries

More efficient procedure then fax (electronic means)

Use of excel template

Continue export of IF accreditation data after 15 may

Full information on the procedure will be send to IF asap

Entry visa to Chinese Tapei

Some countries need entry visa (see bulletin 3)

All accreditations entered before 15 May will get waiver of the visa requirement

After 15 May there is no waiver and the normal procedure applies.

The application procedure might take one month or longer

Payment for Extra Officials

The deadline for payment of 50% deposit is 15 April

Payment will be registered in accreditation system

When payments are made the Accreditation ID’s should be stated

The confirmation of payments is available in export file

Advice to IF’s

Urge National Associations to send accreditaion info as soon as possible

Export the entered data, save and archive the information

Ensure that payments are made in time and keep records of payments

To ensure that jetlag day is determined enter the Region of Departure

Check whether information is complete before entering the accreditation

Accreditation system Accreditation system WG 2009WG 2009

Share in the fascinations!

Under the Patronage of the IOC