cams summit ‘09 driving the future together executive summary

CAMS Summit ‘09Driving the Future Together

EXECUTIVE SUMMARY

Summit ‘09 – Purpose

• To provide a cornerstone for the Board and Management to engage in dialogue with the leaders of the organisation from all states and disciplines on a range of emerging and future issues confronting the viability and sustainability of the sport and organisation.

• To provide an opportunity to focus on promoting a more inclusive, transparent and interactive organisation that is part of a deliberate “engagement” strategy with the organisations diverse membership base.

Summit ‘09 – Structure

The Summit was made up of two main themes:

1.Strategic analysis – Bringing people up to date

2.Exploring CAMS key work streams – Discussion papers

Summit ‘09 – Strategic analysis Bringing people up to date

• A strategic overview from across the organisation on “high level” current and emerging issues confronting the organisation and sport.

• Individual reports were presented from:o The President (on behalf of the Board)o CEO (on behalf of the Management) including an

outline of the organisations new Corporate Plan and strategic direction

o Chair of each Commission o Chair of each Sport & Club Development Council

Summit ‘09 – Strategic analysis Moving into an online environment

• Presented by the CEO.• Set the scene/context for a number of the work

stream sessions which were based on the advancement of CAMS IT Strategy and related process/procedural requirements that underpin this important project.

Summit ‘09 – Strategic analysis Moving into an online environment

Products & Services

CAMSIT

PUBLIC(Web)

•Access information•Contact CAMS•News & Information•Sporting Calendar•Surveys/competitions•Sponsor information

CLUB(Clubs On-Line)

•Create & access member data•Establish membership contact lists•Access club•Support informationFuture•Develop/manage club websites•Develop/distribute club newsletter•Manage club correspondence via group email capability

EVENT•Apply for & track permit application•Complete event paperwork•Administer event (eg. electronic sign-on etc.)

STAFF(Intranet)

•Access information•Process workload•Co-ordinate / manipulate data•Real-time KPI/report generation

MEMBER(Portal)

• Access & update personal information

• Apply & renew licences• Manage vehicle registration• Access information (including

state info)• Participate in forums• Manage & undertake training• Complete forms & transact on-

line

Summit ‘09 – Exploring CAMS key work streams Discussion papers

• Subjects that were explored and discussed were generally underpinned by a Discussion Paper and split into three distinct streams:

Stream 1 - People Stream 2 - Clubs Stream 3 - Technology Officials Structure Review Personal Protective

Clothing Membership Categories Organisational Branding

Club Affiliation Structure & Process

Clubs Online Supplementary

Regulations Standards

The move to card licences Vehicle Identification

System


Process of exploring the key work streams:

1. Plenary discussion

Brief overview by the subject matter expert and posing of key questions to be discussed and answered.

2. Breakout discussion

Five (5) syndicates of twenty (20) participants explore the concept, identify issues, recommend solutions and answer questions.


3. Editorial

A representative from each syndicate attends the editorial room with a writer and the subject matter expert and produces a paper which addresses the questions posed.

4. Panel presentation

Presentation of outcomes by editorial group during Plenary discussion.

Summit ‘09 – Discussion papers Officials Structure Review

Overview•CAMS aims to build skills and knowledge in its officials, and provide clearly defined pathways that offer best practice benchmarks in upgrade and Recognition for Prior Learning processes. •Workshops were held nationally to gather information and provide a way forward to address these issues to ensure that CAMS officiating roles are clearly defined and the upgrade processes would become streamlined, less subjective and easier to access.•The necessity to address these issues was identified in the pursuit of gaining National Officiating Accreditation Scheme status from the Australian Sports Commission for CAMS officials training and more importantly is best practice.


Overview cont.•Over time it has become evident that the CAMS Officiating Program was neither competency based nor did it provide clear event structures or pathways, was cumbersome and for an official to receive a licence upgrade was overly bureaucratic and very subjective.•CAMS licensing structure and training is technically specific at a bronze level, then moves to a general leadership/management focus at Silver level. •At the Gold level there is no additional training to benchmark against or any specific competencies.


Outcomes

Summit Outcomes

1.1 The proposed new streamlined (whole of sport) functional based Event Management Structure was supported by the Summit, with the following suggestions aimed at enhancing this structure:

1.1.1 In the proposed Event Management Structure the "Judicial" division should be independent from "Event Command".

1.1.2 The description of roles requires work and Event Management Structure needs to be populated with various the roles.

1.1.3 The question was raised whether "Logistics" is the correct title for this group and whether the grouping of sporting roles in this group is correct.

1.1.4 Some Chiefs which are grouped under "Emergency Management" could be better grouped under "Event Command".

1.1.5 The definition of "Event Operations" should be to execute event operation, rather than to control sporting aspects. The control of sporting aspects should sit under "Event Command".


Summit Outcomes1.2 The majority of delegates agreed to competency based training at all CAMS licensing levels and the

proposed Gold-level training with the following suggestions:

1.2.1 Need to define "who trains the trainer?"

1.2.2 There must be no Gold monopoly and achievement of Gold accreditation needs to be skills-based.

1.2.3 The training should incorporate peer-recognition and needs to be skills-based with the required skills being: LeadershipReliabilityAbility to work under extreme pressureExceptional people skills

1.2.4 Media training be included at Gold-level.1.2.5 Additional training and personal attributes such as conflict resolution and the required management

attributes should be delivered prior to Gold-level thus incorporated into Silver-level and built upon throughout the training pathway

1.2.6 A formal skills maintenance program is required to capture certain attributes to maintain currency (eg. acknowledge rule changes)


Summit Outcomes

1.3 The proposed team assessing concept that recognised the separation of workplace trainer (subject matter expert) and workplace assessor and how both of these attributes can be integrated without added burden to the student was totally supported by the Summit and received positive feedback.

1.4 The proposal to implement an appropriate and flexible mentor program and structured succession plan was supported by the Summit. The following suggestions for inclusion in the mentor program were provided:

1.4.1 Criteria for mentors and a knowledge-transfer process should be established to ensure quality assurance.

1.4.2 RAC could form part of mentoring program.

1.4.3 The new IT systems can be used to identify and capture potential mentors.

1.4.4 The mentor program should/could form part of the assessment process.

1.4.5 Recognition of the need for mentors to devote a lot of time needs to be factored in and monitored.

Summit ‘09 – Discussion papers The Move to Card Licences

Overview•One of many mechanisms to engage and reward the broader membership of CAMS and expand well beyond our traditional knowledge of who really makes up our membership.•This is a holistic approach to cover all facets of the membership including licence and non licence holders. •CAMS must aim to create one card with many purposes including:

o a CAMS membership cardo a car club membership cardo the licence (competitive and officials)o a member benefits card

•The card will allow CAMS to introduce a range of data capture techniques and provide an effective mechanism to move away from the current manual processes and systems.


Outcomes

Summit Outcomes

2.1 The introduction of a fully electronic card licence was unanimously supported by the Summit with the following principles adopted for input into further consideration/implementation of this concept:

2.1.1 The card-licence system should have the capability to identify whether the card-holder is legitimate (i.e. to eliminate fraudulent users).

2.1.2 All delegates agreed the licences should have a common expiry date.

2.1.3 Competition licences should be valid for two years like officials licences. FIA (international) licences remain at 12 months validity.

2.1.4 Options should be available to purchase competition licences with varied validity, i.e. 1, 2, 5 years (depending on medical requirements).

2.1.5 If an individual holds both a competition and an officials’ licence, the expiry date of these licences should be the same.

2.1.6 The point was raised that there will be no need for an expiry date on officials licences as activity will automatically be captured at events.


Summit Outcomes

2.1.7 The suggestion was raised that licences should expire annually for everyone.

2.1.8 Some delegates said that medical conditions should not be included on the card and should also remain in the system, while others said that minimal non-intrusive information, such as vision, blood type, allergies, emergency contact, should be visible on the card. It was suggested that these should be listed as “special conditions”.

2.1.9 Sensitive medical information needs to be restricted in the system so that only required personnel can access it.

2.2 All delegates agreed that motor sport should invest in the infrastructure so that the card is used for sign-in and verification at all events to gain the full advantage of the system including:Data captureConnectivity ( to cater for all discipline/event types whether operating online or remotely)Recording participationArchiving


Summit Outcomes

2.2.1 It was suggested the card-licence system could be hired out to clubs (e.g. rally clubs).

2.3 It was agreed to have one card for several purposes:Proof of membershipLicence/s (competitor and officials)Member benefits program

2.3.1 It was suggested that linkage with clubs was important and in the future consideration of the ability for the system to cater for club logos should also be considered.

Summit ‘09 – Discussion papers Club Affiliation

Overview•Whilst it has served the organisation well in the past, the challenge is to ensure it continues to serve the organisation well into the future. •In considering this important topic the new core purpose of the organisation to be the peak body for motor enthusiasts needs to be taken into account.


Overview cont.•The existing affiliation structure and any changes to incorporate motor enthusiasts needs to be attractive to all types of clubs to remain affiliated with CAMS, which brings with it the challenge of what is the affiliation structure:

o How do we handle national clubs?o Who are clubs actually affiliating with?o What products and services are offered to the different affiliation levels?o What is the process for affiliation management?o How do we capture and handle non-affiliated entities?o How this all operates in a physical and online environment?


Outcomes

Summit Outcomes

3.1 The Summit fully supported the concept of a new broader range of affiliated products and support a speedy turnaround time.

3.2 It was suggested that CAMS needs to continue its market research and ensure that products fit customers' needs.

3.3 The following affiliated products to be made available to the market place to provide a value proposition for affiliation with CAMS were suggested: OH&S assistance/risk managementinformation about public liability and group liability within clubsclub website templatesgovernment lobby assistanceconcessional vehicle registration licences assistance with government funding programs


Summit Outcomes

3.4 It was agreed that there should be a greater differentiation between product levels.

3.5 It was agreed that voting rights are important to clubs which should all have an opportunity to vote and the following considerations regarding voting rights should be explored:

3.5.1 An option to vote should be available to all affiliated clubs and whether they choose to exercise this option is entirely up to the individual club.

3.5.2 The voting system as well as the State Council voting processes need to be reviewed and it was suggested that the CAMS voting system is under-utilised due to these out-dated processes.

3.5.3 It was agreed that all disciplines should have equal representation for votes, however the process should be simple enough to entice new clubs into the CAMS family/culture.

3.5.4 It was suggested that a contemporary online voting process should be considered as part of the organisation’s new online capabilities.

Summit ‘09 – Discussion papers Officials Membership Status within CAMS

Overview•An issue had been raised regarding the lack of membership status for volunteer officials. •Following discussion at the Sport & Club Development Council Chairs teleconference on 18 May 2009, it was decided to distribute a discussion paper for feedback from all State Sport & Club Development Councils and/or their Executives and the Australian Officials Commission prior to a further discussion at the CAMS Summit in September 2009.•Traditionally, CAMS membership has been based on the requirement to be a member of a CAMS affiliated club however we need to come to a ‘philosophical’ position on how we recognise this very important part of the CAMS community.

Summit ‘09 – Discussion papers Officials Membership Status within CAMS

Outcomes

Summit Outcomes

4.1 It was universally agreed that officials should be a recognised membership group of CAMS.

4.2 The Summit supported the current policy position that to be an official you do not need to be a member of an affiliated club and supported the following:

4.2.1 The establishment of a National Register of Officials.

4.2.2 The viability of affiliated "officials’ clubs" around the country.

4.2.3 The benefits of a specific membership category for officials which will provide marketing opportunities as well as legal linkages.

4.2.4 The creation of a membership category specifically for officials that would recognise them as members of CAMS but would not entitle them to a vote.

Summit ‘09 – Discussion papers Clubs Online

Overview•As CAMS enhances its web environment to increase service delivery and the range of products to its members, careful consideration needs to be given to the range of products and services that should be made available to clubs via the clubs online function.

Summit ‘09 – Discussion papers Clubs Online

Outcomes

Summit Outcomes5.1 The Summit suggested the following products and/or functionality that would be

useful/valuable to provide for clubs via the clubs online function:

Online calendars Results Facility maps Multimedia tools Online newsletter templates Ability to send mass emails to club-

members Officials database Accounting/book keeping package OH&S advice Electronic funds transfer for clubs Vehicle requirements Club information kits

Forums/chat lines on different motor sport subjects links (including Facebook)

FAQs “Webinars” Legal advice Recommendations page Ability to advertise to other clubs Event management Membership status Licences Permits Concessional registration information

Summit ‘09 – Discussion papers Personal Protective Clothing

Overview•A proposal to consider the application for regulations for apparel was forwarded to Sporting Commissions in July 2009 and again in September 2009.•The original proposal considered that a uniform and consistent implementation of apparel standards be introduced in January 2010 and offered engagement of a variety of existing and/or future standards to be introduced at various levels and disciples of the sport.•Feedback received to date has been varied and has been concentrated on the non-circuit forms of motor sport and predominately at the lower level of events of those disciplines.

Summit ‘09 – Discussion papers Personal Protective Clothing

Outcomes

Summit Outcomes6.1 The proposed apparel matrix was deemed acceptable and easy to understand with the

following suggestions:6.1.1 The matrix should be divided into individual IMMS categories within the CAMS Manual for easier

viewing and interpretation.6.1.2 The matrix should be expanded to cover non-competition activities such as demonstrations,

parades, regularity, private practice, passengers in media rides.

6.1.3 Consultation with AIMSS should take place to ensure nothing is overlooked.

6.1.4 Official’s apparel should be included in the matrix and it was suggested that where hazards are the same for competitors and officials, the apparel requirements should also be the same.

6.2 It was agreed that, subject to sign off by Commissions, an acceptable implementation date would be 1 January 2010 with a 12-month transition period (2010-2011) including an acceptable notification period for changes of standards.

Summit ‘09 – Discussion papers Vehicle Identification System

Overview•Vehicle identification and tracking has been in place within the organisation since its inception in 1966 via the current process known as Vehicle Log Books. •This system has served the organisation well in the absence of any superior process, however it is well known that there are inherent problems of identification and tracking that must be further strengthened under a new service delivery approach.


Outcomes

Summit Outcomes

7.1 The trial of a new Vehicle Identification System was supported by the Summit which agreed to the following considerations:

7.1.1 The new vehicle identification system should be trialled, ideally in a one-make series (e.g. Formula Ford), across a variety of disciplines at a National level, with Appointed Technical Commissioners checking the cars, supported by the Category Managers.

7.2 The Summit agreed that vehicle identification system record should be valid over a lifetime of the vehicle which will assist in the transition of vehicles into the Historic discipline over time.


Summit Outcomes

7.3 The Summit agreed that there does need to be a vehicle identification card and/or certificate of ownership in addition to the item attached to the vehicle Certificates of Ownership and suggested that this would serve the following purposes:

7.3.1 This would act as a form of identification of cars in transition between stages etc. (eg. Police checking Rally cars).

7.3.2 It would link the car to the matching card.

7.4 It was also suggested that a Register of Certificate of Ownerships be recorded online, linked individually to the members portal and can be printed at any time by the vehicle owner.

7.5 The online member’s portal should also have the capabilities to allow vehicle owners to permit another competitor to compete in their car.

Summit ‘09 – Discussion papers Supplementary Regulations - Standards

Overview•Event Permits are the backbone of the current CAMS business model commensurate with organisation’s core purpose of providing suitable regulation for motor sport in Australia. •However, have we over complicated the process, levels of authorisation and the layers of regulations that inhibit their original intention?

Summit ‘09 – Discussion papers Supplementary Regulations - Standards

Outcomes

Summit Outcomes

8.1 The Summit agreed that supplementary regulations need to be checked by CAMS, but supported the concept of providing a pre-formatted on-line process with a 'multiple-choice' online option for simple events.

8.2 It was noted that each discipline requires different supplementary regulations which makes if difficult because there is no one set that applies to all forms of motor sport.

Summit ‘09 – Discussion papers Organisational Branding

Overview•Recognising the changed emphasis of the organisation as we move forward and the general trend in almost all of Australia’s National Sporting organisations (NSOs) is the current organisation title and branding applicable for the future or is it outdated and has served its purpose? •Is it time for renewal in order to align with the new strategic direction of the organisation and attract a different demographic, enhanced public profile and general support (including sponsorship)?


Overview cont.•Whilst this topic is very sensitive and will not be resolved at this Summit and requires significant consultation and ongoing consideration, this is the type of subject that should be explored at these types of events within organisations to get a feel of the appetite to change.•Consideration of this issue also needs to be seen in the context of the new core purpose of the organisation, moving forward.


Outcomes

Summit Outcomes9.1 As a whole, the Summit supported the concept of refreshing the organisation’s brand to

compliment the new corporate direction CAMS is embracing across the organisation and sport.

9.2 It was agreed that it is important that the brand represents the very essence of who CAMS is and what CAMS does without losing the history and tradition associated with the organisation.

9.3 It was agreed whilst the CAMS brand is well established within motor sport, it is not well known outside of the sport and the cost of re-branding and/or changing the organisation's title would be an expensive initiative and in-depth market research is needed.

9.4 A number of new titles for the organisation were suggested, including:Motor Sport AustraliaMotoring AustraliaAustralian Motor SportCARSIt was raised that it is important to be aware of the acronyms that the above titles will take, i.e. some acronyms already exist such as MSA and MA.

Summit ‘09 – Conclusion

• The Summit was a great opportunity for the participants from across Australia to contribute directly to these important issues.

• CAMS looks forward to hosting another event similar to this in the future.

cams summit ‘09 driving the future together executive summary

Documents

cams summit

strategic analysis

line slide

club correspondence

advancement of cams

strategic overview

breakout discussion

access member data