Proudly presents… Pan Am Games July 10 – 26, 2015

Parapan Am Games August 7 – 15, 2015

United We Play ERM at the TORONTO 2015 Pan American Games Oct.7, 2013

Joanna Makomaski, P. Eng., CRM VP, Enterprise Risk Management, TO2015

640 days to go

Concurrent Session #2, October 7 2:00 pm - 3:15 pm

United We Play ERM at the TORONTO 2015 Pan/Parapan American Games

The TORONTO 2015 Pan American/Parapan American Games will be the largest multi-sport event Canada has ever hosted. In fact, it is the second largest Games globally after the summer Olympics. Have you ever wondered how an Organizing committee sets up an Enterprise Risk Management practice for such a large, complex and fast paced venture? In this session, Joanna will give us an insider view of the Games and what she undertakes as Vice President of Enterprise Risk Management. She will help you grasp the scope and scale of the Games as well as the commitment it requires to effectively implement risk management practices at the Games.

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Toronto won the bid November 6, 2009 Second largest multi-sport Games globally Largest Games Canada has ever hosted 3 larger than the Vancouver 2010 Olympic Games Qualifier for the Rio 2016 Olympics Games

Pan Am and Parapan Am Games Background

41 National Olympic Committees of the Americas and Caribbean

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The “People’s Games”

• Intimate • Authentic • Accessible/affordable • Financially responsible

Ignite the spirit through a

celebration of sport and culture

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Investment: $1.4B Excludes $1.4B for the Village

Games Funding Breakdown

• Infrastructure Ontario • Municipalities • TO2015

$700M capital

• TORONTO 2015 $700M operating

Procurement opportunities $300+M

Includes : Sponsorship goal of $102M

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Sponsorship

• Sponsorship goal of $102 million.

Official Broadcaster

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• Games-time home to more than 10,000 athletes and officials

• Legacy: new condominiums, affordable housing, YMCA Recreation Centre and George Brown College student residences

• 4 satellite athlete accommodations

CIBC Pan Am and Parapan Am Games Athletes’ Village

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Cars • Premier Partner: General Motors; Chevrolet Canada • 1,000 cars at peak

Buses • Motor coaches • Transit buses • Buses - mini, school (300-350)

Logistics • 3 and 5 ton trucks with certified drivers (20-25) • Cargo vans (5-10) • Material handling equipment • fork lifts with certified operator (30-40) • pallet jacks (40-70) • Golf carts and utility vehicles (40-70)

Fleet and Logistics

Boats • Motor boats (20–30 ) • Surf boards, paddle boards • Jet skis, kayaks

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Cultural Celebrations and Community Engagement

Countdown Events Mural Experience IGNITE Program

Mascot Creation Challenge Community Tour

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Pan Am Torch Relay • PASO lighting ceremony

originating at the Temple of the Sun God in Teotihuacan pyramids in Mexico

• Community celebrations over

41 days in Canada

• More than 2,000 torchbearers

• “Fly in” National component of lantern celebrations in 6 major Canadian cities

• Continuous torch relay will run throughout the Games footprint in Ontario in June, Ottawa on July 1 and throughout Toronto until July 10 Opening Ceremony

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• Venue rentals • Venue management and operations

including ushers and related personnel

• Venue overlay and fit out for performance venues including back of house compound

• Furniture, fixtures & equipment (FFE)

• Warehousing • Logistics management • Games look • Power back up • Program publications • Food requirements for non

performers • Medical services • Volunteer performer transportation • Security

Opening and Closing Ceremonies

Pan Am Games July 10, 2015; July 26, 2013 Rogers Centre Capacity 45,000

Parapan Am Games Aug. 7, 2015 ; Aug. 15, 2013 York Stadium; Nathan Philips Square Capacity 12,500; 15,000

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TORONTO 2015 Games Venues Footprint

Sports and venue locations subject to change

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EXC (handball, roller - artistic, volleyball, squash, racquetball, IBC, MPC)

TCO (gymnastics, volleyball finals)

EPS (rugby sevens)

Media Transport Mall

OPW (waterski - wakeboard, aquatics-swimming marathon, cycling –road, athletics – marathon

LKS (triathlon, roller sports – speed, athletics – race walks)

Festival Site

Boulevard of Nations

PBV (beach volleyball)

Games Overlay (OVL)

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Games Overlay

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Enterprise Risk Management ERM at TO2015 How is it getting done?

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ERM Mandate at TO2015

1. ERM Master Plan and Resourcing • Games-time planning integration with PMO • Risk Rulers • ERM Committee and governance

2. Enterprise Risk Assessment • Strategic (“getting to the Games”)

• Project (“enabling the Games”)

• Operational (“operating the Games”)

3. Enterprise Risk Response Planning • Health, Safety, Environment plans (HSE) • Security plans • Contingency plans • Incident Response and Games Readiness plans

4. Insurance program 5. Contract reviews 6. Risk response monitoring and internal audits 7. Claims administration and settlement

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Why Enterprise Risk Management (ERM) at TO2015?

• Fosters clear articulation of TO2015’s goals (strategically aligned)

• Creates a centralized line-of-sight to risks and issues (consistent, single source of truth)

• Examines risk events on multiple time horizons (comprehensive)

• Rationalizes allocation of TO2015’s scarce resources (defendable)

• Forces understanding of TO2015’s risk position (appetite / tolerance)

• Drives all TO2015’s risk management activities (integrated, proactive)

• Continually assesses risk response effectiveness (dynamic)

• Heightens risk awareness and vigilance at TO2015 (risk conscious culture)

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“Decision-making disciplines that address

variation in organizational goals”.

Enterprise Risk Management (ERM) Defined

ENTERPRISE RISK

MANAGEMENT

Enterprise Risk Management

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Risk Management Process

What OUTCOME do we want to achieve and ensure?

What EVENTS could deviate us from delivering that outcome?

How can we AFFECT the IMPACT or LIKELIHOOD of these events?

Institute controls that best suit our desired RISK POSITION, VALUES and COST

Are the controls RESPONDING as anticipated?

Risk

Ass

ess

Risk

Res

pond

A decision-making discipline that addresses deviation in organizational goals

Enterprise Risk Management

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ERM Scope and Context

ORGANIZE

• Plan within budget • Meet plan milestones • Build brand, awareness, org

BUILD

• Meet project /event schedules • Execute within budget • Execute safely and compliantly

OPERATE • Service customers well • Operate within budget • Honour brand promise

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ERM Scope and Context

ORGANIZE

• Plan within budget • Meet plan milestones • Build brand, awareness, org

BUILD

• Meet project /event schedules • Execute within budget • Execute safely and compliantly

OPERATE • Service customers well • Operate within budget • Honour brand promise

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4 Oct-Dec

3 Jul-Sep

2 Apr- Jun

1 Jan-Mar

4 Oct-Dec

3 Jul-Sep

2 Apr- Jun

1 Jan-Mar

4 Oct-Dec

3 Jul-Sep

2 Apr-Jun

1 Jan-Mar

1 Jan- Mar

2014 2013 2012 2015

Phase 2 Foundation Planning

• Function Foundation plans

• Initial customer service levels

• Preliminary identification of facilities and sites

• Model function concept of operations plan

• Model venue operating plan

• Responsibility allocation with Prov ON and City of Toronto

• Test event planning begins

Phase 3 Operational Planning

• Function operations plan (V1 & V2)

• Venue operations plan (V1 & V2)

• Policy and Procedures

• Test Event Planning and Staging

• Chef de Mission meeting

• Contingency scenario planning begins

• Volunteer recruitment and assignment

Phase 1

Strategic Planning

• Confirm scope

of events venues

• Legacy strategy

• Bid enhancement plans

• Test event strategy

• Stakeholder mapping

• Senior planning team in place

2 Apr- Jun

3 Jul- Sep

Phase 5 Games Time

• MOC operational

• Pan Am Training & Comp.

• Parapan Am Training & Comp

Phase 6 Dissolution • TOK • Disposal of

assets • Remediation

10,000 metres 1,000 metres

Phase 4

Games Readiness Planning

• Contingency

planning • Table tops • Simulations • Rehearsals • Training

TEST EVENTS

Games-Time Planning Roadmap

1 centimetre

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Function Operation Risk Response Plans

TO2015 Operational Risk Management

Operational Risk Register V1, V2

Venue Operating Plans (VOP) V1 & V2

Venue Risk Assessment V1, V2, V3

Venue Operation

Risk Response

Plans

Functional Foundation Plans V1, V2

45+ Venues

45+ Functions

Operational Risk Register V3, V4, V5

Function Operating Plans (FOP) V1, V2

Aug 2012 – Feb 2013 Apr 2013 – Dec 2014 Oct 2013 – Mar 2013

Jan 2013 – Mar 2013

Model Venue Exercise 3 1 2 4

Jul 2013 – Mar 2015

Nov 2013 – Mar 2015

Venue specific Jul 2013 – Mar 2015 Non-Venue Specific Jul 2013 – Dec 2014

Jun 2013 – Mar 2015 Oct 2012 – Feb 2013

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TO2015 Enterprise Risk Response Plans

Mass Casualty Plan

Environmental Compliance

Medical Response

Health, Safety & Environmental Plans Staying healthy

Fire Prevention Occupational Hazards Hazardous Materials

Transportation Safety Animal Welfare

Marine & Water Safety

Food Safety Plan

Emergency Evacuation

Crowd Management Heat & Dehydration

Waste Management

Wildlife Control Site Rehabilitation

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Security Plans Keeping everyone safe & secure

Asset Tracking & Protection Plan

Information Security Plan

Premise & Personnel Security Plan

Access Control Plan

Protest & Public Order Plan

Crime & Terrorism Plan

Surveillance & Sweeps

Background Checks

TO2015 Enterprise Risk Response Plans

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Backup Power Plan

Labour Disruption Plan Financial Contingency Plan

Succession, Redeployment & Retention Plan

Supply Chain

Alternate Supply Plan Business Continuity Plan

IT BC & DR Plan

Delay/Postponement/ Cancellation Plan

Alternate Transport & Route Plan

Severe Weather Plan

Contingency Plans The show must go on – Plan Bs

Alternate Venues Plan

TO2015 Enterprise Risk Response Plans

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Accommodation Contingency Plan

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TO2015 Enterprise Risk Response Plans

Incident Management & Readiness Plans We are ready for anything

Training Program Tests & Exercises Policies & Procedures Incident Response Protocols

Claims Management Crisis Communications Plan Inspection Programs Insurance Program

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Top 10 ERM Implementation Tips

1. Dance to the rhythm of your organization

2. Slice your program plan into digestible parts

3. Empower your stakeholders through education

4. Brand your ERM program and fingerprint it

5. Showcase your ERM plan and update stakeholders

6. Be visible - stay in sight and top of mind

7. Build relationships and ERM champions

8. Simplify risk response plans, standard and easy templates

9. Reason - focus on what is realistic and plausible (80/20)

10. Enable goals, avoid being the fear monger or fun sponge

Questions?

Joanna Makomaski VP, Enterprise Risk Management

TORONTO 2015 joanna.makomaski@toronto2015.org

416.957.2067

United We Play! Jouons unis!

¡Unidos jugamos!

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Enjoy the rest of the 2013 RIMS Canada Conference!