Officials Tracking: Status Update
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1 Officials Tracking: Status Update Jim Thompson PVS Officials Committee March 2007
2 Agenda Process Overview Available Data Collection Policies Long-term Implications March 2007 Officials Tracking: Status Update 2
3 Process Overview (2004/2005) PVS Officials Roster Transcribed At Meet Official Sign-in Data ed Automatic Import Automatic Import ed Meet Club Officials Sign-in Sheets Officials Tracking Official March 2007 Officials Tracking: Status Update 3
4 Process Overview October 2006 PVS Officials Roster Transcribed At Meet Official Sign-in Data ed Automatic Import Automatic Import ed Meet Club Officials Sign-in Sheets ed or USPS Manual data entry Officials Tracking Official March 2007 Officials Tracking: Status Update 4
5 Process Overview January 2007 PVS Officials Roster Transcribed at meet Official Sign-in Data ed Automated import Automated import ed Meet Club Officials Sign-in Sheets MM ed or USPS Manual data entry PVS Meet Sanctions ed Extract meet entries Manual data entry Meet Entries ed Officials Tracking Automated Import Automatic notification Receipt of officials data Official March 2007 Officials Tracking: Status Update 5
6 Process Overview Miscellaneous maintenance functions Update officials information from revised PVS Officials workbook (several times a year) Recreate OfficialsCheckIn.xls workbook (used at meets) with updated official names Reconcile data in Access database and PVS Officials workbook Add new swim clubs to database March 2007 Officials Tracking: Status Update 6
7 Work History Detail For Reported Meets Between The Following Dates From: 10/1/2006 To: 3/5/2007 OfficialName PVSID ClubCode James Thompson HACC Date Session Meet Location Position Official 10/7/ Harvest Moon Invitational Herndon Community Meet Referee 10/7/ Harvest Moon Invitational Herndon Community Meet Referee 10/7/ Harvest Moon Invitational Herndon Community Meet Referee 10/7/ Harvest Moon Invitational Herndon Community Meet Referee 10/13/ Oct Open Lee District Deck Referee 10/13/ Oct Open Lee District Starter 10/13/ Oct Open Lee District Starter 10/22/ &U Friendship MiniMeet Providence Chief Judge 11/10/ PVS November Open Cub Run Deck Referee 11/10/ PVS November Open Cub Run Deck Referee 11/17/ Swim & Rock Oak Marr Deck Referee 11/17/ Swim & Rock Oak Marr Colorado Operator 11/17/ Swim & Rock Oak Marr Colorado Operator 11/17/ Swim & Rock Oak Marr Deck Referee 11/17/ Swim & Rock Oak Marr Hy-tek Operator 11/17/ Swim & Rock Oak Marr Deck Referee 11/19/ York Friendship Tri Meet Providence Chief Judge 1/7/ &U Friendship Mini Mee Providence Deck Referee 3/1/ PVS 14&U Jr Olympics C PGS&LC Hy-tek Operator 3/1/ PVS 14&U Jr Olympics C PGS&LC Chief Judge Monday, March 05, 2007 Page 1 of 1 March 2007 Officials Tracking: Status Update 7
8 Jack Williams MACH /1/2007 Lisa Wilson SDS /13/2007 Scott Witkin RMSC /1/2007 Cory Young MACH /10/2007 Daniel Young OCCS /1/2007 Total Number of Working Officials: 158 Officials With Temporary Ids: 12 Monday, March 05, 2007 Page 6 of 6 Working Officials Summary For Reported Meets Between The Following Dates From: 10/1/2006 To: 3/5/2007 Officials Working 4 Or More Sessions Official Official Club PVSID Number of Sessions Meet Date Last Worked Anne Akers-Smith PM /14/2006 Robert Anderson RMSC /17/2007 Bentley Andrews AAC /1/2007 Rachel Ashley BWST /2/2007 Luke Aull YORK /20/2007 Stephen Bajorek TIBU /1/2007 Joseph Bauernfeind PM /20/2007 Lionel Bejean RMSC /1/2007 Ted Berner AAC /21/2006 Craig Bertolett MACH /10/2007 Dave Bracaglia PM /20/2007 Leisa Branton YORK /22/2006 Leigh Broadhurst RMSC /1/2007 Robert Brofft UN /14/2006 Nora Burke SDS /2/2007 Jaelyn Burnett PM /14/2006 Michael Bush FAST /17/2007 Laura Byrd RMSC /20/2007 Glenn Byrd RMSC /20/2007 Tony Capra YORK /14/2006 Chris Carlson FAST X /14/2006 Ellen Carroll RMSC /20/2007 Carl Case UN /14/2006 Mohamed Chouikha CUBU /17/2007 Brian Clark YORK /10/2007 Rick Clark HACC /1/2007 Michael Clarke PM /20/2007 Monday, March 05, 2007 Page 1 of 6 March 2007 Officials Tracking: Status Update 8
9 Top 10 Working Officials For Reported Meets Between The Following Dates From: 10/1/2006 To: 3/12/2007 # Of Sessions Official Name Club PVSID 31 Tim Husson PEAK Peter Nichols PM Pamela Starke-Reed MACH James Thompson HACC Scott Robinson MACH Bob Vincent OCCS Drury Norris CUBU Ed Dona FBST John McKenzie SDS Denise Wepasnick RMSC Official Monday, March 12, 2007 Page 1 of 1 March 2007 Officials Tracking: Status Update 9
10 Summary of Working Officials HACC For Reported Meets Between The Following Dates From: 10/1/2006 To: 3/5/2007 Geroge Jones X0084 Last Meet Date: 10/7/2006 S&T 1 10/7/2006 Marc Mantelli Last Meet Date: 11/17/2006 S&T 3 11/17/2006 Club Karl Nyberg Last Meet Date: 3/1/2007 CJ 3 1/20/2007 Starter 2 11/17/2006 CTS-Tr 2 11/17/2006 Hy-tek-Tr 1 11/17/2006 S&T 4 3/1/2007 Brian Perry X0129 Last Meet Date: 11/17/2006 Hy-tek-Tr 2 11/17/2006 S&T-Tr 4 11/17/2006 James Thompson Last Meet Date: 3/1/2007 CJ 3 3/1/2007 Starter 2 10/13/2006 CTS 2 11/17/2006 Hy-tek 2 3/1/2007 Referee 11 1/7/2007 Monday, March 05, 2007 Page 2 of 2 March 2007 Officials Tracking: Status Update 10
11 Meet Summary Report For Reported Meets Between The Following Dates From: 10/1/2006 To: 3/5/2007 MeetDate MeetName MeetLocation Host Club Date PVS Notifie Meet 10/1/2006 UMD-RMSC-CUBU U of Md UMD 1/9/2007 # Sessions: 2 # Positions Filled: 10 Avg Positions/Session: 5.0 # Certified Postions Filled: 10 Avg Certitfied/Session: 5.0 # Certified Deck Postions Filled: 10 Avg Deck Certitfied/Session: /6/2006 RMSC October InvitationMLK Swim Center RMSC 1/9/2007 # Sessions: 7 # Positions Filled: 78 Avg Positions/Session: 11.1 # Certified Postions Filled: 72 Avg Certitfied/Session: 10.3 # Certified Deck Postions Filled: 47 Avg Deck Certitfied/Session: /7/2006 Harvest Moon InvitationHerndon Community Cen HACC 1/9/2007 # Sessions: 4 # Positions Filled: 52 Avg Positions/Session: 13.0 # Certified Postions Filled: 36 Avg Certitfied/Session: 9.0 # Certified Deck Postions Filled: 24 Avg Deck Certitfied/Session: /8/2006 All Freestyle Meet Fairlands MSSC 1/1/2007 # Sessions: 1 # Positions Filled: 4 Avg Positions/Session: 4.0 # Certified Postions Filled: 4 Avg Certitfied/Session: 4.0 # Certified Deck Postions Filled: 4 Avg Deck Certitfied/Session: /13/2006Oct Open Lee District PM 1/9/2007 # Sessions: 5 # Positions Filled: 89 Avg Positions/Session: 17.8 # Certified Postions Filled: 67 Avg Certitfied/Session: 13.4 # Certified Deck Postions Filled: 51 Avg Deck Certitfied/Session: /13/2006Oct Open Fairland #1 CUBU 1/1/2007 # Sessions: 5 # Positions Filled: 30 Avg Positions/Session: 6.0 # Certified Postions Filled: 25 Avg Certitfied/Session: 5.0 # Certified Deck Postions Filled: 25 Avg Deck Certitfied/Session: /13/2006Oct Open Fairland FAST 1/1/2007 # Sessions: 5 # Positions Filled: 46 Avg Positions/Session: 9.2 # Certified Postions Filled: 39 Avg Certitfied/Session: 7.8 # Certified Deck Postions Filled: 30 Avg Deck Certitfied/Session: 6.0 Monday, March 05, 2007 Page 1 of 4 March 2007 Officials Tracking: Status Update 11
12 Unreported Meets For Meets Between The Following Dates From:: 10/1/2006 To: : 3/5/2007 Meet Meet Name Date Location Hosting Club Mako-Snow Dual Meet VSC I 12&U Mako-SNOW Dual Meet II SDS Senior Invitional SDS Pumpkin Patch Mini Meet Fall Long Course Invitational Fast Qualifier Blizzard Invitational Championshi Christmas Championships Tom Dolan Invitational SDS Mitten Tree Mini Meet Reindeer Mini Meet Speedo Eastern States Sr Circuit 10/1/2006 GMU MAKO 10/7/2006 South Run SDS 10/28/2006 GMU Freedom Cent MAKO 10/28/2006 Madeira School SDS 11/4/2006 Madeira School SDS 11/4/2006 Fairlands MSSC 11/18/2006 Fairland FAST 12/1/2006 GMU MAKO 12/2/2006 Fairland MSSC 12/7/2006 GMU CUBU 12/9/2006 Madeira School SDS 12/9/2006 Providence YORK 1/6/2007 Wakefield AAC 2007 February Challenger 2/3/2007 Fairlands MSSC PM 14&U JO Qualifier MAKO/SNOW/HACC Winter Qua Winter Gator Mini PVS February Distance Meet Number of Meets: 18 2/10/2007 Cub Run PM 2/11/2007 GMU MAKO 2/17/2007 Wakefield High Scho AAC 2/18/2007 Fairland RMSC Monday, March 05, 2007 Page 1 of 1 March 2007 Officials Tracking: Status Update 12
13 Meet Session Staffing Detail MeetName MeetLocation MeetDate Harvest Moon Invitational Herndon Community Cente 10/7/2006 MeetSession 1 Meet Referee James Thompson HACC Deck Referee Jack Neill OCCS Starter Karl Nyberg HACC Stroke & Turn Gerry Fritz CUBU Stroke & Turn Karin Bogh Heath YORK Stroke & Turn Kurt Ilgenfritz MACH Stroke & Turn Marc Mantelli HACC Hy-tek Operato Janet Day HACC Colorado Opera Steven Duesterhaus YORK MeetSession 2 Meet Referee James Thompson HACC Deck Referee Karl Hellmann UN Referee Trainee Scott Robinson MACH Starter Rita Page UN Chief Judge Karl Nyberg HACC Stroke & Turn Tim Dar Juan FISH Stroke & Turn Gretchen Welch MACH Stroke & Turn Dee Ann Degner CUBU Meet S&T Judge Trai Brian Clark YORK S&T Judge Trai Leisa Branton YORK S&T Judge Trai Leslie Livingston MACH S&T Judge Trai Tony Capra YORK S&T Judge Trai Brian Perry HACC Hy-tek Operato Brian Pawlowicz CUBU Hy-tek Trainee Pam Krulitz YORK Colorado Opera James Carrick HACC Colorado Train Jessica Wu YORK Monday, March 05, 2007 Page 1 of 2 March 2007 Officials Tracking: Status Update 13
14 Meet Listing for Distribution of Atheletes and Officials (II) From: 10/1/2006 To: 3/12/2007 Contains data for meets where officials roster or meet entry data are available. Data Collected For Meet Meet Date Location Hosting Club Officials Entries UMD-RMSC-CUBU 10/1/2006 U of Md UMD Y Y Mako-Snow Dual Meet 10/1/2006 GMU MAKO N Y RMSC October Invitational 10/6/2006 MLK Swim Center RMSC Y Y VSC I 12&U 10/7/2006 South Run SDS N Y Harvest Moon Invitational 10/7/2006 Herndon Community Ce HACC Y Y All Freestyle Meet 10/8/2006 Fairlands MSSC Y Y Oct Open 10/13/2006 Fairland #1 CUBU Y Y Oct Open 10/13/2006 Lee District PM Y Y Oct Open 10/13/2006 Fairland FAST Y Y Fall Gator MiniMeet 10/21/2006 Wakefield High School AAC Y Y 9&U Friendship MiniMeet 10/22/2006 Providence YORK Y Y Mako-SNOW Dual Meet II 10/28/2006 GMU Freedom Center MAKO N Y Speedo Eastern States Senior Circ 10/28/2006 Fairland Aquatics Center MSSC Y Y SDS Senior Invitional 10/28/2006 Madeira School SDS N Y November Invitational 11/4/2006 MLK,Jr. Swim Center RMSC Y Y Fall Long Course Invitational 11/4/2006 Fairlands MSSC N Y SDS Pumpkin Patch Mini Meet 11/4/2006 Madeira School SDS N Y PVS November Open 11/10/2006 Cub Run FISH Y Y Nov Open 11/10/2006 PGS&LC #1 OCCS Y Y Nov Open 11/10/2006 PGS&LC #2 PM Y Y Swim & Rock 11/17/2006 Oak Marr SDS Y Y Monday, March 12, 2007 Page 1 of 3 March 2007 Officials Tracking: Status Update 14
15 Distribution of Athletes and Officials (II) From: 10/1/2006 To: 3/12/2007 Contains data for meets where officials roster or meet entry data are available. Club Official Positions Count Percentage Athletes Entries Count Percentage Count Percentage AAC % % % ASA 1 0.1% % % BWST % % % CODS 0 0.0% % % Meet CUBU % % % DCPR 2 0.1% % % ERSC % % % FAST % % % FBST % % % FGAC 3 0.2% % % FISH % % % GAEL 0 0.0% % % GMU 0 0.0% 1 0.0% 2 0.0% HACC % % % HOYA 2 0.1% % % JCCW 0 0.0% % % JFD 0 0.0% % % MACH % % % MAKO % % % OUTLSC denotes Out of LSC Club Monday, March 12, 2007 Page 1 of 2 March 2007 Officials Tracking: Status Update 15
16 Data Collection Experience Season Up through PVS Senior Championship Meet: 31 out of 49 meets (63%) for officials sign-in data 49 out of 49 meets (100%) for meet entry data Data collection issues: Manual corrections required after data entry, e.g., enforcement of collection policies With paper forms sometimes have to decipher handwriting Data entry errors, e.g., selecting S&T instead of S&T Trainee, selecting wrong official from list Research anomalous situations, e.g., official working without certification March 2007 Officials Tracking: Status Update 16
17 Data Collection Policies Information is recorded only on PVS affiliated officials Club affiliation is based on PVS Certification Officer s records Impact: For officials with swimmers on different teams, only the club affiliation listed in the PVS record is credited. An official is only recorded for one position for a session. For meets that run two pools, Meet Referee/Admin Referee are recorded only once during the concurrent session Paper sign-in sheets are destroyed after entering the data. March 2007 Officials Tracking: Status Update 17
18 Long-term Implications What information does the Board want to see on a regular basis? Example: Monthly to-date Staffing vs Entries Report Data retention: How long should the data be kept? Since this data is the basis for a financial transaction, are there any auditing requirements? Key person dependency Data collection/reporting Software maintenance March 2007 Officials Tracking: Status Update 18
19 Appendix March 2007 Officials Tracking: Status Update 19
20 Process Overview Implementation of PVS Board decision from the October 2006 Meeting: SUBMISSION OF OFFICIALS' SIGN-IN SHEETS: In recognition of the importance of accurately tracking officials actually working at PVS sanctioned meets, a motion was made, seconded and unanimously approved to refund $20.00 per meet to PVS host clubs that submit Officials' sign-in sheets for all sessions. March 2007 Officials Tracking: Status Update 20
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