Contract Allocation
Contract Allocation helps you manage operational contracts by tracking event counts and operational days against allocated capacity. Create, edit, and monitor contracts with comprehensive event management and allocation tracking.
What is Contract Allocation?
Section titled “What is Contract Allocation?”Contract Allocation is a comprehensive system for managing operational contracts that includes:
- Contract overview cards showing events and operational day usage
- Multi-step contract creation with succession plan duplication
- Event management with detailed scheduling and manager assignments
- Capacity tracking with visual indicators and conflict monitoring
Contract Management Overview
Section titled “Contract Management Overview”Visual overview of all contracts with key metrics and quick actions.
- Contract Name: Clear identification of each contract
- Event Count: Shows number of events vs operational days (e.g., “0/1”, “10/5”, “12”)
- Quick Actions: “Events” button for event management and “Edit Contract” option
- Card/Table Views: Toggle between visual cards and detailed table view
Find specific contracts quickly using search functionality.
- Search by contract name or keywords
- Real-time filtering as you type
- Quick navigation to specific contracts
- Organized display for easy scanning
Various contract categories for different operational needs.
- Security & Stewarding: Event security and crowd management
- Traffic Management: Road and venue traffic coordination
- Shadow Tracker: Training and development contracts
- Sample Contracts: Template or testing contracts
Creating New Contracts
Section titled “Creating New Contracts”Three-step process to create comprehensive contracts.
- Step 1 - Contract Details: Basic contract information
- Step 2 - Manager Allocation: Assign succession planning
- Step 3 - Events & Conflicts: Optional event setup
Essential contract information and capacity planning.
- Contract Name: Required unique identifier
- Client/Department Code: Optional organizational reference
- Estimated Operational Days: Required capacity allocation
- Description: Additional contract details
Copy manager assignments from existing contracts.
- Select Existing Plan: Choose from dropdown of available succession plans
- Quick Setup: Automatically copies all manager assignments
- Available Plans: Shows all contracts with established succession planning
- Time Saving: Avoid recreating similar manager structures
Event Management
Section titled “Event Management”Comprehensive event management within contracts.
- Event Listing: Shows all events for the selected contract
- Event Details: Date, contract name, kick-off time, and location
- Manager Assignments: Color-coded badges for assigned managers
- Event Actions: Edit, cancel, or delete event options
Detailed event information and scheduling data.
- Date Range: Event duration (e.g., “December 31, 2025 - December 31, 2025”)
- Contract Assignment: Links events to specific contracts
- Timing: Kick-off times and schedule information
- Location: Venue details (e.g., “Emirates Stadium”)
Visual representation of manager assignments for events.
- Assigned Managers: Color-coded badges showing assigned personnel
- Support Managers: Shows “No Support Manager” when none assigned
- Shadowers: Displays “No Shadowers” when none assigned
- Role Identification: Each manager shows their assigned role level
Management options for individual events.
- Edit Event: Modify event details and assignments
- Cancel Event: Temporarily suspend the event
- Delete Event: Permanently remove the event
- Create New Event: Add events to the contract
Contract Summary and Analytics
Section titled “Contract Summary and Analytics”High-level overview of contract performance and status.
- Total Events: Complete count of events in the contract
- Allocated Managers: Number of managers assigned
- Managed Events: Events with complete manager coverage
- Active Conflicts: Current scheduling or resource conflicts
Detailed contract specifications and settings.
- Contract Name: Full contract identifier
- Client/Department Code: Organizational reference
- Estimated Operational Days: Allocated capacity
- Description: Additional contract details and notes
Multiple views for comprehensive contract management.
- Contract Details: Basic contract information and settings
- Manager Allocation: Succession planning and manager assignments
- Ops Tracker: Operational tracking and performance metrics
- Shadow Tracker: Training and development tracking
Capacity Management and Tracking
Section titled “Capacity Management and Tracking”Monitor operational day usage against allocated capacity.
- Usage Display: Shows events vs. operational days (e.g., “3/20”, “3/100”)
- Capacity Indicators: Visual representation of allocation usage
- Planning Tool: Helps forecast future capacity needs
- Budget Tracking: Monitor resource allocation against contract limits
Analyze how events are distributed across contracts.
- View event count per contract
- Identify high-activity contracts
- Balance workload across contracts
- Plan for peak periods and capacity
Identify and resolve scheduling or resource conflicts.
- Active Conflicts: Real-time conflict monitoring
- Resource Conflicts: Manager double-booking detection
- Schedule Conflicts: Event timing overlap identification
- Resolution Tools: Options to resolve detected conflicts
Advanced Contract Features
Section titled “Advanced Contract Features”Monitor manager shadowing sessions across contracts and events.
- Shadow Sessions Tracking: Track progress across all manager shadowing sessions
- Minimum Requirements: Set required number of sessions per manager
- Progress Monitoring: Visual progress bars showing completion status
- Manager Promotion: Promote managers when ready for higher roles
Comprehensive manager development and progression system.
- Individual Progress: Track each manager’s shadowing completion
- Role Assignments: Current manager roles and responsibilities
- Training Types: Client Onboarding, Quarterly Business Review, Leadership Training, etc.
- Session Requirements: Typically 3 sessions required per training type
Promote managers based on completed training and shadowing.
- Available Positions: Shows open manager roles (Manager 1-6)
- Position Status: Occupied or Available for each manager level
- Promotion Process: Select position and confirm promotion
- Training Verification: Ensure requirements met before promotion
Operational tracking with monthly event distribution analysis.
- Monthly Breakdown: Event counts by month (Jan through Dec)
- Event Distribution: Shows when events are scheduled throughout the year
- Total Tracking: Annual totals and planning overview
- Capacity Planning: Visual representation of operational load
Contract-Level Manager Assignment
Section titled “Contract-Level Manager Assignment”Assign managers directly at the contract level for comprehensive coverage.
- Allocated Managers: Standard operational managers for the contract
- Day Rate Managers: Temporary or contract-based personnel
- Support Managers: Additional assistance for complex contracts
- Shadowers: Training and development assignments
Different types of manager assignments for various needs.
- Add Manager: Primary operational managers
- Add Day Rate: Flexible, temporary coverage
- Add Support Manager: Specialized assistance roles
- Add Shadower: Training and observation positions
Flexible assignment system for different operational needs.
- Easy addition and removal of managers
- Role-specific assignments based on contract requirements
- Integration with succession planning hierarchy
- Save and update contract assignments
Contract Categories and Examples
Section titled “Contract Categories and Examples”Event security and crowd management operations.
- Arsenal FC - Security & Stewarding: 22 events with 3/20 operational days
- Stadium and venue security coverage
- Crowd control and public safety
- Emergency response coordination
Road and venue traffic coordination services.
- Chelsea - Traffic Management: 12 events with 3/100 operational days
- Arsenal FC - Traffic Management: 22 events with 3/35 operational days
- Vehicle flow management
- Parking coordination
Shadow tracking and skill development contracts.
- Test Shadow Tracker 1: 0 events with 0/1 operational days
- Manager training programs
- Skill development tracking
- Performance evaluation
Best Practices
Section titled “Best Practices”Access Requirements
Section titled “Access Requirements”Operations Manager Can create and manage contracts, assign events, and track allocations
Admin Full access to contract configuration, creation, and advanced settings
Operations Support Can view contract allocations and assist with event management
Getting Started
Section titled “Getting Started”To begin using Contract Allocation:
- Create a new contract using the multi-step creation wizard
- Set operational day estimates based on contract requirements
- Assign or duplicate succession plans for manager coverage
- Add events to the contract and assign managers
- Monitor the dashboard for capacity usage and conflicts