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Facilities Management Software for Major Sports Event – Case Study

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Australian Open – Event Management Software for largest annual sports event in Southern Hemisphere

Background to Australian Open and their requirements

The Australian Open is a tennis tournament held annually over the last fortnight of January in Melbourne, Australia. The tournament is the first of the four Grand Slam tennis events held each year, preceding the French Open, Wimbledon and the US Open.

First held in 1905, the Australian Open is now the largest annual sporting event in the Southern Hemisphere. The tournament holds the record for the highest attendance at a Grand Slam event, with 743,667 people attending the 2018 Australian Open. It was also the first Grand Slam tournament to feature indoor play during wet weather or extreme heat with its three primary courts, the Rod Laver Arena, Hisense Arena and the refurbished Margaret Court Arena equipped with retractable roofs.

The Australian Open is managed by Tennis Australia.  A central logistics team of 40 staff manage the set-up of the event, and of course the 2 weeks of the event itself.  And then the wind down of the event, to be ready for the following year.

Tennis Australia selected Trackplan to:

  • Schedule the reactive and planned maintenance before, during and after the tournament
  • Review time spent on jobs by the team
  • Record and manage costs against budget for the cost centres
  • Manage assets and inventory

The Trackplan Solution

2 x 2-hour remote training sessions using Zoom to 2 super users.

This “super-user” team have trained the other 30+ staff who will all be using the software.

Over 2,000 reactive and planned jobs are booked in the busy months around the tournament.

Core assets are to be loaded and monitored using Trackplan.

Trackplan has loaded 780 historic jobs into the live area from a spreadsheet provided by Tennis Australia which can then be rescheduled by the team for 2018 / 2019.

Jobs are created by department users and scheduled to engineers by the central team.