ADAMS Whereabouts Information

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1 ADAMS Whereabouts Information - TEAM MANAGER S USER GUIDE December 2012 Link: Contact: adams@uci.ch

2 NEW WHEREABOUTS MODULE (December 2012) Table of content 1 INTRODUCTION GENERAL INFORMATION USER PREFERENCES (SETTINGS) LANGUAGES ADAMS NOTIFICATIONS FIRST DAY OF THE WEEK WHEREABOUTS SUBMISSION <WHEREABOUTS TEAM/GROUP MANAGEMENT> PAGE ACCESS CONTENT ADDRESS BOOK GENERAL INFORMATION ACCESS ADDRESS MANAGEMENT New Address Update Address Delete Address Additional Information ADDRESS BOOK RACES AND HOTELS Address for a One Day Race Address for a Stage Race WHEREABOUTS INFORMATION ACCESS TEAM WHEREABOUTS <Calendar View> <List View> The <Filter> The <Mini-Calendar> TYPES OF INFORMATION Attachment /24

3 6.3.2 Categories Recurring Entries Multiple Consecutive Dates Entry for Multiple Consecutive Dates Entry for Multiple Non-Consecutive Dates TEAM WHEREABOUTS DATA ENTRY DATE OF ARRIVAL ADDING A RACE One Day Race Stage Race UPDATE RACE ENTRY DELETE RACE ENTRY ATTACHMENTS Adding an Attachment CONTACT /24

4 1 Introduction The purpose of this document is to help Team Managers enter race-related information into ADAMS. Its purpose is also to provide the Teams with a clear framework in order to standardize the data entry into the system. This document complements the existing WADA guideline for ADAMS that is available on the WADA website. 2 General Information The Team whereabouts system was implemented in 2008 together with the overall whereabouts system in order to support the biological passport programme. Its purpose is to provide support to the riders in order to manage the complexity of their competition schedule. This document explains the Team Managers the different steps that can be followed in order to provide Team whereabouts information. It is important to bear in mind that riders are personally responsible for their whereabouts information. The Team has to enter into ADAMS the competitions only in compliance with the UCI Rules. According to the Appendix 1 of the UCI Anti-Doping Rules, In-Competition refers to the period that starts one day before or, in the case of a major tour, three days before the day of the start of an Event and finishing at midnight of the day on which the Event finishes. Documents relating to the race (hotels list and invitation sent to riders) can also be attached into ADAMS. In order to simplify the data entry process and avoid mistakes, no other categories of data entry are requested by the UCI. Any race information entered by the Team into the Team s calendar is directly available in the calendar of the concerned riders. It is the rider s responsibility to verify that the data provided by the Team is correct and to add any further necessary information. 3 User Preferences (Settings) Team Managers can access the user settings by clicking on their name in the upper right corner of the screen. 4/24

5 3.1 Languages The User may select one of the fifteen (15) languages currently supported by ADAMS: English, French, Japanese, Spanish, German, Arabic, Russian, Dutch, Finnish, Chinese, Korean, Portuguese, Czech, Bulgarian and Italian. Select the desired language from the drop-down list, and then click on Save. ADAMS will then redisplay the <My Zone> page in the selected language. 3.2 ADAMS Notifications By default, any ADAMS notification sent to the user s ADAMS mailbox will be ed to the user. If a Team Manager does not want to get this information by , this has to be changed in the user settings by selecting Never send . It is highly recommended to keep the Use Organization s configuration Always send option. To be compliant with the International Standard for the Protection of Privacy and Personal Information (ISPPPI), ADAMS no longer allows the Team Manager to receive notifications from the Rider once the latter has (re)submitted whereabouts information. 3.3 First Day of the Week The Team Manager can either select Monday or Sunday as the first day of the week in the calendar view. 5/24

3.4 Whereabouts Submission This section does not have any impact on the Team

Therefore, the option For all athletes, regardless of the RTP inclusion can

1 Access Team whereabouts can be accessed by 2 different ways.

6 3.4 Whereabouts Submission This section does not have any impact on the Team manager s settings. Therefore, the option For all athletes, regardless of the RTP inclusion can remain as it is. 4 <Whereabouts Team/Group Management> Page 4.1 Access Team whereabouts can be accessed by 2 different ways In the field Quick Search, select Team, then click on the button find. The name of the Team will appear on the field below the Quick Search. Finally, click on the name of the Team. 6/24

2- In the <main page>, click on the link

7 2- In the <main page>, click on the link Group management, then on the link Whereabouts Team/Group Management. From the <Whereabouts Team/Group Management> page, click on the button search. The name of the Team appears. Finally, click on the name of the Team. 7/24

4.2 Content 1 2 3 1- The Access List section gives the list of UCI persons having access to the Team.

3- The Athletes section gives the list of Riders in the Team. 5 Address Book 5.

Addresses remain in the <Address Book> as long as they have been used in the past whereabouts calendars in the last 18 months.

8 4.2 Content The Access List section gives the list of UCI persons having access to the Team. 2- The Team Managers section gives the list of persons in the Team who have access to Team information. 3- The Athletes section gives the list of Riders in the Team. 5 Address Book 5.1 General Information An address is not linked to a whereabouts Category (e.g. Competition). Addresses remain in the <Address Book> as long as they have been used in the past whereabouts calendars in the last 18 months. If not, they will be automatically purged from the <Address Book>. 5.2 Access The <Address Book> stores all the addresses to be used in the whereabouts calendar. It can be accessed from the ADAMS <Main Page> in the Team tree on the left or from the <Whereabouts Page> as indicated below. 8/24

5.3 Address Management 5.3.1 New Address To create an address in the Address Book, click on the New button in the

All mandatory fields (Label; Address Line 1; City; Country) are indicated with an asterisk (*).

9 5.3 Address Management New Address To create an address in the Address Book, click on the New button in the upper-right corner of the <Address Book>. Then, the <NEW ADDRESS> window opens. All mandatory fields (Label; Address Line 1; City; Country) are indicated with an asterisk (*). Note: a new address can also be created from the <Whereabouts> window when the user adds a new entry. It is possible to create a new address by clicking on the New button. 9/24

Updating an address only impacts future entries.

10 5.3.2 Update Address To update an address, click on the label of the address from the <Address Book>. Then, the <EDIT ADDRESS> window opens. All mandatory fields (Label; Address Line 1; City; Country) are indicated with an asterisk (*). Updating an address only impacts future entries. A <WARNING> pop-up window opens and asks if the Team wants to proceed or create another address. Click on: OK to confirm that the change will apply to future addresses; New Address to create a new address if the changes don t have to be applied to future address entries; 10/24

Cancel to go back to the <Address Book> without changing the address. 5.3.3 Delete Address To delete an address entry, click on the red cross on the right of the address. 5.3.4 Additional Information This field can be used to indicate, for example, instructions on how to find the address, etc.

11 Cancel to go back to the <Address Book> without changing the address Delete Address To delete an address entry, click on the red cross on the right of the address Additional Information This field can be used to indicate, for example, instructions on how to find the address, etc. This field is not related to the whereabouts entries anymore but to the address. 5.4 Address Book Races and Hotels In order to standardize the data entry process, only races must be entered into the Team whereabouts by the Team Manager. Before entering any race into ADAMS, the first step consists in creating an address for each event. An address is created in order to indicate the race in which the Team will participate. There are 2 types of races: one day and multiple day races. Therefore, the address is created differently depending on the event type Address for a One Day Race For one day races, the hotel address can be created with the complete address of the hotel. The picture below shows how an address can be created. 11/24

12 All mandatory fields (Label; Address Line 1; City; Country) are indicated with an asterisk (*). Additional information (phone number, additional Information) can be useful for the Doping Control Officer (DCO) to locate the hotel. This address will be used when entering one day races into the Team whereabouts. The following fields of the address can be completed as follows: Label: enter the name of the race Address Line 1(and 2): Enter the hotel name and address City: Enter the city of the race Country: Select the country of the race Phone Number: If possible, add the phone number of the hotel. It can be useful for the DCO Additional Information: Any additional information concerning the race, the riders, etc. can be added into this field. 12/24

5.4.2 Address for a Stage Race For stage races, do not create an address for each hotel in which the Team stays during the race. This work is too complex to manage.

13 5.4.2 Address for a Stage Race For stage races, do not create an address for each hotel in which the Team stays during the race. This work is too complex to manage. Therefore, it is highly recommended to create a general address for the whole stage race as indicated in the picture below. The following fields of the address can be completed as follows: Label: enter the name of the race Address Line 1: Hotels can be entered City: Enter the country of the race Country: Select the country of the race Additional Information: Any additional information concerning the race, the riders, etc. can be added into this field. This address will be used when entering the stage race into the Team whereabouts. The list of hotels of the stage races must be provided into an attachment that will be subsequently uploaded into ADAMS. 13/24

14 6 Whereabouts Information 6.1 Access In order to access the whereabouts information from the tree on the left side of the <Whereabouts Team/Group Management> window, the Team Manager can click on the Whereabouts link directly as indicated below. The <Whereabouts> window opens with the current month. In order to select a particular month, the following steps must be followed: 1- Click on Whereabouts to expand the quarters; 2- Click on a given quarter to expand the selected quarter; 3- Click on a given month to open whereabouts of the selected month Team Whereabouts The upper-right corner of the <Team Whereabouts> shows the name of the user who last updated the calendar, with the corresponding date and time. 14/24

For each entry, the following information is provided: Date and Time 60-minute time slot : does not apply to the Teams Category : either Competition or Attachment Label of the address (from the

15 6.2.1 <Calendar View> The whereabouts information is displayed differently if the Monthly, Weekly or Daily type of view is selected. Click on each type of view to change the display of the <Team Whereabouts> <List View> The <List View> displays all the entries for the corresponding quarter. For each entry, the following information is provided: Date and Time 60-minute time slot : does not apply to the Teams Category : either Competition or Attachment Label of the address (from the <Address Book>) or the Attachment The address if not an Attachment The Recurrence The date of when it was last updated It is possible to add entries or attachments by clicking on the New button. It is possible to delete entries from the <List View> by clicking the cross (X) of each entry The <Filter> The <Filter> is shown on the left side of the <Team Whereabouts>. It is not useful for Team Managers since only Competitions have to be entered into ADAMS. 15/24

6.2.4 The <Mini-Calendar> 1 2 3 The <Mini-Calendar> allows the user to see all three months of the quarter at a glance and navigate to specific dates.

16 6.2.4 The <Mini-Calendar> The <Mini-Calendar> allows the user to see all three months of the quarter at a glance and navigate to specific dates. (1) The user can select any available whereabouts quarters from the quarter selection drop-down box at the top. (2) The <Mini-Calendar> collapses automatically when the filtering area is expanded, and vice versa. To collapse or expand it, click the - or + icon in the upper-right corner. (3) A yellow shade indicates the period displayed in the main <Calendar View> a specific day, week or month. 6.3 Types of Information Attachment Attachment: This is shown on the calendar as a paper clip icon Attachments are uploaded to provide the list of hotels for stage races or the invitation sent to the riders for a given race Categories The only category that has to be used by the Teams is Competition By default, competition entries are all-day entries. The other categories do not have to be used by the Teams Recurring Entries Recurring entries are shown on the calendar with a recurrence icon one of the following values: Daily: A start and end date must be selected;. Recurrence can be defined as 16/24

17 Weekly: A start and end date, and at least one weekday, must be selected; Specific dates: Select any date on the calendar picker for any given month; start and end dates are disabled. Entire quarter: This can not be used by Team Managers because it is out of scope Multiple Consecutive Dates Entry for Multiple Consecutive Dates To create an entry for multiple consecutive dates, click and drag across the first and the last date of the series, then release the mouse button. The New Entry pop-up will then be displayed to create a recurring whereabouts entry for the selected date range Entry for Multiple Non-Consecutive Dates To create an entry for multiple non-consecutive dates, hold down the Control key on the keyboard, while clicking a blank area in each individual date. Releasing the Control key will display the New Entry pop-up. To add more dates to the selection, hold down the Control key again and click the additional dates; the pop-up will appear again once the Control key is released. The list of selected dates will be displayed in the Start Date, and the Recurrence will be set as Specific Dates. 7 Team Whereabouts Data Entry 7.1 Date of Arrival A date concerning a stay in a hotel refers to the date of arrival at the hotel and where the Riders will stay overnight. Example: Paris-Nice 2013 Saturday March 2nd, Hotel IBIS Paris. It means that the Riders will sleep at Hotel IBIS on Saturday evening and will wake-up on Sunday March 3 rd at the same hotel. 7.2 Adding a Race According to the Appendix 1 of the UCI Anti-Doping Rules, In-Competition refers to the period that starts one day before or, in the case of a major tour, three days before the day of the start of an Event and finishing at midnight of the day on which the Event finishes. The data entry into ADAMS has to be in compliance with the UCI Anti-Doping Rule. 17/24

7.2.1 One Day Race To be in compliance with the UCI Anti-Doping Rules, the day before the race and the race day have to be

The New Entry pop-up is then displayed to create the entry for the selected date range.

According to UCI Anti-Doping Rules: Start Date; 26th January End Date; 27 th January It is necessary to proceed as indicated

18 7.2.1 One Day Race To be in compliance with the UCI Anti-Doping Rules, the day before the race and the race day have to be selected. Click and drag across the day before the race and the race day, then release the mouse button. The New Entry pop-up is then displayed to create the entry for the selected date range. Example: Race ; Grand Prix Cycliste La Marseillaise on January 27th. According to UCI Anti-Doping Rules: Start Date; 26th January End Date; 27 th January It is necessary to proceed as indicated below: 1 2 Select the Address of the race that has to be entered into ADAMS. In this exemple, Grand Prix Cycliste la Marseillaise. 3 4 Select the Category Competition. Uncheck the check-box Entire Team to select the riders who are participating in the race. 18/24

5 6 Enter «ma» (male athletes) in the text box so that all the riders of the team are displayed in the list.

Once all the riders are selected, click on the left button of the mouse, the mouse icon must be outside the list. Then, save.

Click on Members button to change the list of riders participating in the race. Save to confirm the race.

19 5 6 Enter «ma» (male athletes) in the text box so that all the riders of the team are displayed in the list. Hold the control key of the keyboard and select the riders participating in the event by pressing the left button of the mouse. Once all the riders are selected, click on the left button of the mouse, the mouse icon must be outside the list. Then, save. 7 The number of riders selected for the event is displayed below the Entire Team check-box. Click on Members button to change the list of riders participating in the race. Save to confirm the race. The race is saved in the calendar. ST means sub-team (= not the entire team). Drag the mouse icon on the race and the full name of the race is displayed. Click on the race to edit the content of the race. 8 19/24

Important: For Grand Tours, the 3 days before the race must be selected into ADAMS.

20 7.2.2 Stage Race To be in compliance with the UCI Anti-Doping Rules, the day before the race and all the race days have to be selected. Click and drag across the day before the race until the last date of the race, then release the mouse button. The New Entry pop-up is then displayed to create the entry for the selected date range. Important: For Grand Tours, the 3 days before the race must be selected into ADAMS. For a Grand Tour starting on Saturday, the Team must also include the Wednesday, Thursday and Friday before the race. Example: Race ; Tour Down Under from January 20 th until January 27 th. According to UCI Anti-Doping Rules: Start Date; 19th January End Date; 27 th January It is necessary to proceed as indicated below: 1 2 Select the Address of the race that has to be entered into ADAMS. In this example, Tour Down Under. The other steps are the same as for a one day race. Finally, the race is displayed in the calendar as below: 20/24

7.3 Update Race Entry In order to update the data of a race,

1 2 To update only one day of the race, click on Update this

21 7.3 Update Race Entry In order to update the data of a race, click on one occurrence of the race. The <View Entry> window opens. Then, edit the race to change its content. 1 2 To update only one day of the race, click on Update this occurrence. To update all the days of the race, click on Update entire series. The <Edit Entry> window opens either for the selected day or the entire race. 21/24

7.4 Delete Race Entry In order to delete the data of one race, click on one occurrence of the race. The <View Entry> window opens.

5 Attachments Attachments uploaded into ADAMS: must contain the list of hotels for each stage race; can contain the invitation sent to the riders participating in the race; have to be

Indeed, riders who are not concerned by a race must not receive any document for that race. are linked to the dates of the event as per the Appendix 1 of the UCI Anti-Doping Rules. 7.5.

22 7.4 Delete Race Entry In order to delete the data of one race, click on one occurrence of the race. The <View Entry> window opens. The system offers the possibility to delete either the selected day of the entire race. To delete the entire race, click on Delete entire series. 7.5 Attachments Attachments uploaded into ADAMS: must contain the list of hotels for each stage race; can contain the invitation sent to the riders participating in the race; have to be uploaded for the riders participating in the race only; Attachments must not be uploaded for all the entire Team. Indeed, riders who are not concerned by a race must not receive any document for that race. are linked to the dates of the event as per the Appendix 1 of the UCI Anti-Doping Rules Adding an Attachment On the right side of the <Main Area>, click on the New link, then select New Attachment. The <New Attachment> window opens. Label: enter the name of the race and any additional detail relating to the race Start Date: D-1 ( D being the first day of the race) D-3 for Grand Tours ( D being the first day of the race) 22/24

End Date: This is the last day of the race Entire Team: uncheck the Entire Team check-box to select the riders participating in the event as described in 7.1.

have been uploaded for the selected day. Below, attachments have been uploaded from January 19 th until January 27 th.

23 End Date: This is the last day of the race Entire Team: uncheck the Entire Team check-box to select the riders participating in the event as described in Dragging the mouse icon on the attachment symbol (paper clip icon ), ADAMS displays the label of the attachment or the word Attachments if several attachments have been uploaded for the selected day. Below, attachments have been uploaded from January 19 th until January 27 th. Clicking on the paper clip icon, ADAMS displays the labels of the attachments. In the case of our example of the Tour Down Under, the attachments TDU Riders notifications and TDU Hotels List are shown as below: 23/24

It is possible either to update or delete the attachment.

24 ST means that the attachments do not concern the entire Team. Clicking on each attachment, the <View Attachment> window opens for the select attachment. It is possible either to update or delete the attachment. attachments prior to the current day. It is not possible to update or delete 8 Contact For any question or comment, please contact adams@uci.ch 24/24

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