Xerox and the 2012 Olympic Games

The Olympic Games runs from 27th July – 12th August. There is then a two-week transition period before the Paralympic Games start on 28th August, finishing on 9th September.

Customer sites (Where we operate services on our customers’ premises): Risk assessments have been undertaken on each customer site in the affected areas which included identifying: business critical functions, external suppliers, staffing levels, transport restrictions (road closures and peak public transport times), supplies requirements and reviewing timescales for any planned projects.

We have reviewed opportunities to stagger shifts and flex working hours to ensure maximum cover is delivered. We have a programme of cross-training across functions and across sites to build in a level of resilience.

Service Engineers/Analysts: Xerox expects to maintain its usual level of service and honour service level agreements throughout the period of the Games. We will have a dedicated team focussed on service delivery throughout the period of the Games.

Customer sites (Where we operate services on our customers’ premises): Risk assessments have been undertaken on each customer site in the affected areas which included identifying: business critical functions, external suppliers, staffing levels, transport restrictions (road closures and peak public transport times), supplies requirements and reviewing timescales for any planned projects.

In General: All staff will be made aware of expected transport “hotspots” during the Games so that they can plan their journeys to work or, if they are Xerox-office based staff, arrange to work from home. Xerox UK’s head office is located in Uxbridge, west London, and thus not in a key travel “hotspot”.

Customer sites: Staff leave during the period has been reviewed, staff supporting business critical functions have been identified and back-up training and cover has been arranged. Some staff that are able to support business critical functions from adjacent customer sites have been identified and cross-trained. The team of London based support specialists (including engineers, technical analysts, print room operators and Docucare specialists) has been ring-fenced to be kept free throughout the Games period to cover urgent requirements.

Service Engineers/Analysts: Two key measures are being taken (i) Staff leave is being managed to ensure that customers receive their usual level of service and (ii) We have plans to move engineers from outside London into the London area should there be a need to do so.

Customer sites (Where we operate services on our customers’ premises): Risk assessments have been undertaken on each customer site in the affected areas which included identifying: business critical functions, external suppliers, staffing levels, transport restrictions (road closures and peak public transport times), supplies requirements and reviewing timescales for any planned projects.

Customer sites: At each location in the affected areas, especially London, we will build-up a sufficient stock of core supplies ahead of the Games which will last for the duration of the Games period. Planned movements of devices during the Games period are being reviewed and assessed. Any potential changes to service levels will be reviewed and agreed with each affected customer.

Spare Parts/Supplies and Consumables: Xerox will have a nightly delivery into central London during the Games. We have also secured an additional inventory location, to lessen the impact of potential traffic and travel restrictions. We will continue to manage parts/supplies and consumables individually by exception.

It is inevitable that there will be some disruption to delivery services during the Games Period due to restrictions imposed on the Olympic Route Network (ORN) & Paralympic Route Network (PRN), security procedures for the Lockdown Venues, and general traffic congestion.

To reduce the potential impact to our customers, we have been working closely with our Logistics Partners to implement plans to minimise disruption, offer alternative delivery solutions and manage the daily service levels.

Xerox Office Supplies are committed to achieving the highest possible levels of service through the best efforts of our Logistics Partners.

For further information we have provided you some options to minimise any impact on your business.

Customers should continue to contact Xerox in the usual way.

Customer sites: During the Games period there will be a central co-ordination team who will be responsible for dealing with alerts and responses. Each customer site has an up-to-date business resumption plan that includes calling trees and escalation points for key staff and clients.

Service Engineers and Analysts: Customers should continue to contact the Welcome Centre as normal. Each service region has an up-to-date business resumption plan with escalation points for key staff.

Xerox will be vigilant and keep abreast of developments during the course of the Games and work with customers to address any issues.

Travel advice for business:
http://www.london2012.com/get-involved/business-network/travel-advice-for-business

Preparing your business for the Olympics:
http://www.london2012.com/get-involved/business-network/preparing-your-business.php

The ‘Get ahead of the games’ website has a wealth of travel information, including:

• An interactive tube map that details hot spots within the London rail infrastructure during competition days
• Driving & road information including a tool to estimate journey times during the games
• Travel information for all of the regional Olympic Venues

• Managing deliveries & collections
• FAQ’s
• A series of case studies from Businesses preparing for the Games
• Details of road changes (Olympic Route Network & Paralympic Route Network)