Master of ceremonies

The Olympic Games are probably one of the biggest events in the history of mankind.

Since the first recorded games in Olympia, Greece around 776BC, the Olympics has grown in size and spectacle, spreading the message of international brotherhood and sportsmanship the world over and becoming one of the most watched games globally.

But while spectators are familiar with the swimmers, gymnasts and runners, hardly anyone is aware of what goes on behind the scenes of the world's largest sporting event. The logistics muscle needed to move the Olympics is nearly as mammoth as the games itself.

"The whole project to handle logistics for the Games is a big hurdle or challenge in itself as this is very different from most corporate customers' needs," says Daniel Chen, vice president of Beijing Olympic sponsorship and operations for UPS Asia Pacific, who heads up the entire logistics operations for this year's games.

Chen likens his role in handling logistics for the Olympics to that of a symphony conductor, making sure each part of the role is done precisely and on time.

"When the symphony orchestra is performing, everyone should play their instruments in step with the score, and no one can play out of tune, even for one-tenth of a second," Chen says. "If one makes a tenth of a second error, the whole performance will no longer have a harmonious effect. This is precisely the logistics management I have to lead."

Moving the Olympics
So exactly how big an orchestra is Chen conducting? Try 400-500 core employees at present, set to grow to 1,500-2,000 by August this year. In addition UPS manages the Olympic Logistics Centre (OLC), from which UPS will provide logistics support to some 37 competition venues, 15 non-competition venues and 72 other independent training venues.

The OLC is comprised of four warehouses and one marshalling/security clearance yard for vehicles. Total warehouse space operated by UPS is about 100,000sqm.

The majority of equipment and support materials needed for the games will be delivered to the OLC, the logistics company said. The company receives inbound and outbound instructions from the Beijing Organising Committee for the Games of the XXIX Olympiad (BOCOG) and arranges intra-city transportation from the OLC to all venues, as well as manage all reverse-logistics after the games.

"Generally speaking, a symphony has three movements, as do the logistics for the Games: bump-in, lock-down and bump-out," Chen explains.

"Most people have the misconception that logistics and delivery for the Games happens only around the time of the Olympics, maybe involving high volume of work weeks before the Games."

In reality, UPS started work on logistics planning and consulting immediately after being appointed sponsor in 2005. After the company signed the MoU in 2006, UPS delivered the Beijing 2008 Games mascots to International Olympic Committees (IOCs) all over the world. The company also began mobilising teams to manage the OLC when it opened in March the following year.

From its inception in March 2007 to April this year, OLC has handled over 1.37 million shipments, UPS said. These include boat frames, canoes and trampolines.

But providing logistics services for the Games means much more than just the physical materials required.

"UPS handles and transports virtually anything and everything you would imagine that is associated with the sporting arena," Chen says. "From electronic scoreboards, seats, competition boats to equipment and computers that help to keep track of scoring, we manage a large variety of materials and equipment you will see during the Games."

Chen says to achieve optimal results, it is important for the entire team to understand that the operation of logistics services requires comprehensive management that goes beyond the combined theories of IT and transportation. Other components UPS considers includes communication, resource allocation and staff deployment.

"On top of that, the sequence of the above mentioned procedures must also be well planned," Chen says. "This is in addition to the management of security issues which is of utmost importance."

Making sure security measures are in place was one of the challenges Chen faced when organising the logistics for the Games. Because of the high profile nature of the Games and representatives who will be flying in from all over the world, UPS said the OLC and venues are equipped with security areas and marshalling yards to inspect delivery vehicles.

Contingency plans
The 2008 Beijing Olympics is not the first Games for which UPS had to provide logistics services. Its previous experiences as sponsors for the Olympics in Atlanta, Sydney and Nagano helped prove to the BOCOG that UPS was more than capable to handle logistics support for the China Games.

But that hardly means the 3PL was immune to the deadly quake that hit Sichuan province in May.

"UPS is saddened by the loss of lives due to this natural disaster in Sichuan," Chen says. "We recognise this is a very tough time for China and will provide as much support as we can."

Chen says all UPS employees and their immediate families in affected areas are safe and there were no reports of damage to its facilities at time of press.

The reality and devastation of the quake further strengthened UPS's belief in the importance of having security measures and contingency plans. "UPS has specially designed a Master Delivery System (MDS) and contingency plans for the Beijing 2008 Olympic Games to ensure the smooth running of the Games despite such disruptions," he says.

The MDS aims to ensure timely delivery to the venues, with vehicles passing through the backyard entrance and security check facility controlled to avoid traffic congestions. The system will also automatically arrange the time of departure, security check, vehicle check and unloading of items in accordance with delivery requirements.

Outside IT systems, UPS follows a crisis manual recently developed specifically for the Games, and has in place its own set of contingency plans for various possible crisis scenarios.

"In addition to an independent express delivery system, UPS has also assigned staff from neighbouring cities to serve as a back-up staff team," Chen says. "These individuals are being continually updated on the latest developments in Beijing and will be ready to step in to continue running operations smoothly should their assistance be required."

Sometimes it goes back to basics
Of course, moving all objects for the Games means UPS's planning to receive and move large volumes of inbound shipments at the OLC to the venues as well as in warehouse and transportation management has to be in top shape.

The fact that no two venues of the 37 venues in total are alike makes it all the more challenging, Chen says.

To tackle this issue, the organisation has drawn up a Master Operating Plan (MOP) for each venue in order to ensure the transportation of goods is efficient and safe.

UPS has also installed what it terms "manoeuvrable teams" to handle the specific needs of different venues. "For example, we have three routes from the OLC to the venues, and we have gone to great lengths to get detailed information about each route, such as the width and height of the road and the locations of the traffic lights," he says.

The team's planning goes right down to measuring the total time for the bump-in of all materials, including checking on the exact amount of time spent going up and down stairways and through doorways.

"This is a very complicated job that requires scrutiny to the largest extent," Chen explains. "UPS is meticulous in getting into the details -- measuring the width of stairways to ensure a timely and error-free bump-in and bump-out."

Whilst the company has been equipped with the best technology and planning tools to assist in the logistics, it recently found itself in a situation where it had to ditch high technology and go back to a more primitive way of carrying out its assignments.

When UPS was tasked to transport a large plastic cover for a baseball field it was stumped, having no proper tools to facilitate the hauling of the cover. In the end, the team ditched its tools and went back to basics - moving the plastic sheet by hand. "[Moving the plastic cover by hand] indeed requires seamless teamwork - not dissimilar to the team games we used to play back in primary school," Chen says.

Another hurdle it faced was when it had to transform the badminton court into a gymnastics playground within 20 hours. "This is expected to happen during the Games and will definitely demonstrate how UPS manages challenging tasks within very limited time frame on venue logistics services for the Olympics," Chen says.

A symphony of parts
"The decision to become a sponsor of the Games is an instrumental part in the UPS global operation strategy. The Games is the highest level of sporting activity in the world," Chen says.

This means his role in making sure all materials needed for the Games are delivered to the right venue at the right time is all the more important.

"Potential issues and challenges in [the logistics] process must be considered and dealt with," Chen says. "Timing must be accurately managed to ensure efficiency in transportation of goods and to avoid any possible conflict which may surface during the actual delivery."

Chen understands that this is an extremely complex job, which requires meticulous planning, constant communication with the team and attention to detail, especially in the weeks leading up to the Games. Chen says it is imperative that UPS works intimately with BOCOG to ensure the smooth flow of this massive project.
"If my role is that of a symphony conductor, then the role of BOCOG is that of the director of the entire performance," Chen says. "Both UPS and BOCOG, conductor and director, need to work closely to ensure the synchronised cooperation, thus ensuring the ultimate success of our performance."

Box:
The Green Olympics
Going green is more than just a buzz phrase for the logistics and supply chain sectors -- even the Olympics has caught the green bug.

One of the three goals of the Olympics this year as outlined by the BOCOG is a "Green Olympics" initiative. Under this initiative, Beijing is committed to a Zero Net Emissions Games, where Beijing will minimise emissions of air pollution associated with hosting the Olympics, and obtain offsetting emissions reductions in sulfur dioxide, carbon dioxide, and other pollutants from projects and programs in China as well as through emissions trading markets around the world.

In support of the green Olympics, UPS says it has begun deploying 104 China IV vehicles in Beijing since 1 March 2008. These vehicles are in compliance with the national vehicle emission standard Stage IV, implemented by Beijing and approved by the State Council, to follow the current EU emissions standard.

The UPS China IV vehicles are expected to reduce up to 3.3 tonnes of hazardous emissions during the planning period an games time of the Games from March to September 2008, with each van emitting 50% less greenhouse gas than its predecessor, the China III vans of the same specifications.

Cargo of all shapes and sizes
Being the logistics service providers for the Beijing Olympic Games means UPS has to move everything needed for the games -- and they mean everything. Here are some of the odder pieces of cargo UPS has seen enter and exit its warehouse and trucks:

Largest shipment: Boat frames, 58.75 cubic metres
Longest shipment: Canoes, 10.9 metres
Special-sized shipment: Trampolines, 8.8 cubic metres
Smallest shipment: Commemorative Olympic pins, flash discs