13/12/2011 IT Project status Summary 1. What was the situation of the FEI IT System prior to mid 2010 ? 2. What has been done since ? 3. Improve user experience: FEI web site 4. FEI Entry System project FEI IT Project status - 10/12/2011 1
13/12/2011 1. Situation of the FEI IT System prior to mid 2010: - Not in line with stakeholders' and users' needs; - Limited adoption (user-friendliness); - Too much energy spent to automate secondary processes; - Delays in project due to an underestimation of data migration; - Based on a complex technology. FEI Family www.fei.org FEI IT Project status - 10/12/2011 2. What has been done since mid 2010 ? Main facts - Most data has now been migrated and is available live; - The contract with the main IT provider has been unlocked with a new model of cooperation (4 months’ work orders); - The project management has been changed with in-house IT know-how in the horse sport context; - Partnerships are built with NFs and Ocs through productivity tools ("web services"); - Core processes related to calendar, registrations and results are regularly improved and new features are delivered on a regular basis. FEI IT Project status - 10/12/2011 2
13/12/2011 2. What has been done? The FEI IT System manages: 1 300 Shows (2010) - Calendar = 1300 shows / year Jumping:548 - Horse registrations = 50 000 / year Driving:47 - Athlete registrations = 32 000 / year Endurance:299 Reining:39 Vaulting:19 - Officials = 5700 judges, course Dressage:189 Para Dressage:13 Para Driving:1 designers, technical delegates, stewards, Eventing:242 veterinarians. 81 000 results (2010) - Results, standings and rankings for Jumping, Eventing, Dressage and Jumping Endurance 48 317 = 81 000 results / year. Dressage 3 915 These are strong foundations on which an increasingly efficient, participative and Eventing service-oriented system is built. 16 129 Endurance 12 971 FEI IT Project status - 10/12/2011 2. What has been done? Automation tools provided to NFs NFs can interact directly from their own IT system with the FEI IT System through the "web services" technology . Two examples: Get NF results : After competitions, NFs can retrieve automatically 1 international results and add them to their database. Horses & Athletes registrations : When end users register directly on the NF IT system, 2 this information is automatically updated in the FEI registration database. FEI IT Project status - 10/12/2011 3
13/12/2011 Results of survey (400 OCs) on data processing (entries, master lists, results) The majority of organisers (56%) are using professional solutions The majority of organisers (56%) are using professional solutions (specialised software or external provider). (specialised software or external provider Entries are received from different sources in different ways. Not easy to process the information and create master lists. Only 42 % of the respondents said that they always receive Athletes & Horses FEI ID Numbers. The necessity to send results in a different format either for their own NF or for the FEI is felt as a burden. Solutions recommended by organisers are: "a standardized software to work with", "a direct contact with the FEI and access to the FEI Database" and "a better access to the FEI annual registration information and FEI IDs for Athletes & Horses". FEI IT Project status - 10/12/2011 2. What has been done? Automation tools provided to Organisers A specific pack of "web services" has been A new result format (XML) produced for organisers and their IT providers This technology allows them to access the FEI Will allow specialized software database with their own IT systems in order to get editors and IT providers to the information on events, competitions as well as produce result files from their Athletes & Horses. own system in a much easier way. FEI IT Project status - 10/12/2011 4
13/12/2011 3. Improve user experience : FEI website One website instead of two (fei.org & FEI Family) with: - Dedicated spaces for each audience, - Transfer FEI Family content to fei.org, - New search system, - New user management, - Simplified technology (out of SharePoint). Centralized User Management Global Search System Public and private content dedicated to each audience. www.fei.org FEI IT Project status - 10/12/2011 4. FEI entry system project Current core NFs Results processes and issues 4 xl Entries Results xl NFs OCs OCs FEI Disqualifications 1 2 FEI database FEI database 3 FEI database Rankings 5 NFs Registrations Registrations Late registrations Before event Event After event 1 Entries are provided to OCs with various details (sometimes without FEI IDs) 2 FEI Riders and Horses IDs, registrations and qualifications are not checked by the FEI… 3 … with the consequence of late registrations and disqualifications 4 Results are provided to NFs and the FEI in different formats (sometimes without FEI IDs) 5 Time consuming processes before the publication of Rankings FEI IT Project status - 10/12/2011 5
13/12/2011 4. FEI entry system project MAIN PRINCIPLES � � An exchange platform for NFs and OCs. � A simple and efficient tool. � Not an invitation system. FEI IT Project status - 10/12/2011 4. FEI entry system project Improvement of core processes for the FEI Family NFs Entries OCs Event 1 2 Master list Results 3 FEI database FEI database Check Rankings Results 5 Registrations NFs 4 NFs Before event Event After event 1 The FEI entry system checks Riders and Horses IDs as well as age, registration and qualification. 2 Productivity for NFs : entries can be uploaded or automated by web services. 3 Productivity for OCs : master lists are dowloadable with FEI IDs + Riders and Horses details. There is no more need to type in any data with the risk of errors. Improve results quality. 4 NFs can retrieve full results of all competitions directly from the FEI database. 5 Processes are automated. OCs, NFs and the FEI save time. FEI IT Project status - 10/12/2011 6
13/12/2011 4. FEI entry system project Prototype presentation FEI IT Project status - 10/12/2011 4. FEI entry system project To be discussed: Can automatic horse registration be done by the NF who enters initially the horse ? The NFs may enter any horse, included horses • administrated by other NFs. The NF who makes the initial entry of a horse in a year is • invoiced for the annual registration fees. - Are OCs allowed to make Horse substitutions in lieu of NFs in the entry system ? - Other points ? FEI IT Project status - 10/12/2011 7
13/12/2011 4. FEI entry system project NEXT STEPS � Prototype v2 implementing business rules. � Survey to NFs and OCs. � Online tests with OCs and NFs. � Effective use. FEI IT Project status - 10/12/2011 Conclusion The focus of the FEI IT system is now more in line with the processes needed for a better administration of sport overall for all stakeholders. Access to the Access to the FEI database FEI database Web Services FEI database Calendar - Registrations Entries web OC NF Entries - Results Results FEI IT Project status - 10/12/2011 8
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