Team Manager MPSSAA Regional Swim Meet 2014 Regional Swimming TM7 Database Last Version TM7.0eb 24 January 2014.

Transcription

1 Team Manager MPSSAA Regional Swim Meet 2014 Regional Swimming TM7 Database Last Version TM7.0eb 24 January 2014 TEAM MANAGER (TM) is the hub for a swim team and communicates with Hy -Tek's MEET MANAGER. TM is designed to be easy to use and should greatly reduce a team's administrative tasks. It also easily distributes information to team members through printed reports and electronic files. One person should be able to perform most of the administrative tasks associated with running a swim team, including: maintaining the roster and administrative information about each swimmer, setting up entries for meets, entering/importing meet results after the meet, and producing various reports for coaches, parents, and swimmers. TM5 has a new column for Entries by Event to show number of entries for each swimmer. It now exports any report in pdf, Excel, Word, etc. and they can be ed directly from TM. Also, the new Swimmers Not in Meet Report provides the coach a list of swimmers that may have been missed when creating entries for a particular meet. Note: TMLite doesn t allow for the importing of results but does allow the Roster and Entry Files to be exported. Getting Started Install the software from your installation CD or download TMLite from the Hy-Tek website. The software has the following system requirements. Hardware: Minimum: Any 500 MHZ Pentium, Celeron, or AMD class computer or faster with 1 GB RAM Recommended: Any 1 GHZ Pentium, Celeron, or AMD class computer or faster with 2 GB RAM Software: Microsoft's Windows XP, or Windows Vista Maryland High School Swimming TM7 Database For coaches using either TM7 or TMLite, a startup database is available for download at The startup database will contain the school codes and regional meet with correct event numbers. If coaches would prefer to acquaint themselves with the software first, before opening the startup regional database, a demo database is available in TM and TMLite and can be explored. **Coaches with established Team Manager databases can add a new meet for Regionals, as long as the settings for HS swim meets are used, instead of downloading the startup database. An events file is available for download if needed. 1

2 Introduction Team Manager (TM) 7 Program - Startup File and TM Software Each coach should download the startup database, SwTM7BkupMPSSAA_xxxxxxxx14 to be used in their classification/region with TM5 or the free download of TMLite from Hy-Tek. The use of this database is strongly encouraged, as it contains all the meet settings required for proper data exchange among all high school teams and Meet Manager. The following customizations can be made to your team s copy of the database. Favorite Filters You can set up your team as the default team. This will prevent you from always having to select your team from the list. Go to the Set-up menu and select Favorite Filters. Click the Add button. Then select your team from the pull down menu (shown here). Also select course as Y, and HS for the meet type. Enter a name for your filter (e.g. team name) and click OK. To make the favorite you just created your default favorite, click Set Default or the red heart icon. The favorite will then change to yellow. Click OK to exit. Printer Preferences You may need to select the printer you want to use for reports. Click on Set-up then Preferences then Report Preferences. You will be able to select a printer for reports from any installed Windows printer. Team Manager 7 Operations Restore the Regional Database Once the TM software is installed, the File Restore feature will be used to open the startup regional database. First, save the Startup database for your region from the following website: Click on that file and then click the save button to store the file at a location like your desktop or a 2014 Regional swim folder on your C: drive. Next, open TM7 or TMLite. Choose File Restore. The restore window will open. Use the drop down arrow next to the Look in: field to navigate to the location where you saved the above referenced file. Click Open. 2

3 Restore a Database Another window will open. (See below) Under Restore Options, choose the Unzip and copy to a selected folder option. Then choose where to save the database. You can also check to Rename database to: but don t give it the same name as your current season s database!! (or the current season s information will be overwritten.) 1. Choose Unzip and copy to a folder option nd window opens. Pick a drive and folder to store the database in and click OK. This window now closes. 3. Click OK in the 1 st window to open the new database and begin working. Create a Team Roster To create your team roster from scratch, click on Athletes. If you previously set up your team as part of the default or favorites filter, your roster will be displayed. Otherwise, select your team from the pull-down menu. To add a swimmer, click on Add or the leftmost icon (which looks like a white paper). The window shown below will be displayed. 3

4 Information fields that must be filled-in are: 1. Last name and First name 2. Birth Date (age will be calculated automatically) 3. Gender Male or Female 4. Team 1 (select your team from the pull-down menu) 5. School Year (select your team from the pull-down menu) All other fields, including middle initial, are optional. If you enter a preferred name (e.g. a swimmer whose first name is James, but goes by the name Jim), that name will be used on all reports, including meet results instead of the first name. When you have entered all the information for the swimmer, click OK. The swimmer is added to the list and the form is cleared. When you are finished entering all swimmers, click Cancel. Close the Athletes window to exit back to the main screen. For USA (USS) swimmers, you can click the Build ID button (6) to create the swimmers USA swimming identification number or you can enter that number by hand. Middle initials are generally needed for USS ID #s Add Athlete Window 4

5 Meet Entries To create the entries for the Regional meet, click on Meets. You will see one pre-defined meet listed. Select that meet if it is not already selected. Next, click on Entries menu, and then choose Entry by Event. (You can choose Entry by Name also.) If you had previously set up your Favorite Filter to your team, your team s swimmers will be shown in the lower part of the window. If not, select your team from the pull down list Swim for Team near the top of the page and Team near the middle of the page. Enter Swimmers In a Meet Entry by Event Simply click on the Entrd box of a swimmer to enter them in the currently selected event. The box will be checked and the line will change to yellow. If you want to make a change, you can click the same box again and that swimmer will be un-selected. To select the next event, click on the Right Arrow or Left Arrow icons next to the Event number shown near the top of the screen. You can also click on an event number in the event list near the top of the page. Relays are handled a little differently in that you first need to enter a relay and then choose swimmers for that relay. You will need to declare 4 swimmers and up to 4 Alternate swimmers. Four of these swimmers must actually swim in the relay the day of the meet. Close the Entries screen to get back to the Meets screen. There are several ways to verify your entries after you have completed this process. From the main window click on Entries, then Entries by Name. You will see an alphabetical list of your team s swimmers. Below the list of swimmers is a list of events they are eligible to swim with the ones highlighted they have been entered in. It is easy to review the list of swimmers and spot problems such as a swimmer entered in too many events. 5

6 Files Required for the Meet Exporting Files for Meets Each team is required to two files that are created from TM7 or TMLite, to the regional Meet Director: Roster Meet Entries Exporting a Roster File To create a roster file, click on the File menu, then Export, then Athletes/Teams. The dialog box shown below will be displayed. Select the Drive and Directory where you want the file to be written (your regional swim folder would be a good choice). Check the Athlete Export Filters to make sure your Team and all are selected. Click OK. You do NOT need to choose anything else on this screen. Export Roster Dialog Box After the file is written, a dialogue box is displayed. It tells how many swimmers were on the roster it wrote and it tells the location where it wrote the file. Verify that the file was written with the correct number of athletes on your team and where you wanted it, so you can find the file later. The file name should be similar to LAC-Rooster001.zip. Exporting the Meet Entries File To export the Meet Entries, click on the File menu, Export, then Meet Entries. The dialogue box shown below will be displayed. Select the Drive and Directory where you want the file to be written (your regional swim folder would be a good choice). Select the Meet to be exported and make sure the Export Relays box is checked. 6

7 The Regional Meet should be the only meet in this drop down field. Check Export Relays box. Export Roster Dialog Box After the file is written, a dialogue box is displayed showing the name of the file and the location where it was written. Click OK in this window, then Cancel in the Event Entries Box. The meet entries file name should be similar to LAC-Entries001.zip. These two files need to be ed to the Regional Meet Director no later than 6pm on Monday, February 10 th. Please plan accordingly!!!! Late entries, by Feb. 11 th are only accepted with a $ fee, according to the rules. (A USB drive can be delivered to the Meet Director by the same deadline) Printing Reports Besides the electronic copy of the roster and meet entries, you will need to make a hard copy of the Meet Entries. From the Meet screen select the meet and click on the printer icon. From this menu choose the meet entries option and select your team. Then click Create Report. This report should be signed by the school s Principal and Athletic Director (for verification of eligibility and times), and brought to the meet. To print a roster, click on the Reports menu, then Administrative, then Athletes. In the dialogue box select your team from the list. If you leave all the other settings at their default settings, the roster will be output as an alphabetical list. 7 mrs