OHIO HOT STOVE/ OGSO ROSTER PROGRAM INSTRUCTIONS

Transcription

1 OHIO HOT STOVE/ OGSO ROSTER PROGRAM INSTRUCTIONS All teams playing for Ohio Hot Stove (and Ohio Girls Softball Organization OGSO) are required to use rosters generated through the official roster program. Any other roster forms will not be accepted. Some of the pros of using this program are that once players are entered, the program tracks participation from year to year. It tracks and denotes players that were on rosters in previous years, including birth certificates. Other reports may also be generated from this program. The major con to this program is that it is a bit antiquated and not fully capable of being updated to specific league configurations. Contents Program Installation... 2 Using Program Data from Another PC... 2 Program Configuration... 2 Charter Setup... 2 Local Community Setup... 3 Player Setup... 5 Player Import... 5 Manual Player Entry... 7 Viewing and Using Player Database... 8 Roster Construction... 9 Roster Printing... 9 Other Features Reports Labels Support

2 Program Installation The program can be downloaded from the following link: o A minimal version of Java Runtime is required (1.4.X or higher) which can be downloaded from this site. o Most PCs have a much newer version of Java, which will work fine for this program If this is the first time you are using the program, download the FULL INSTALLATION If your PC has already been running this program, you can simply download the UPDATE The program, once downloaded, will automatically install to the C:\Apps\Register directory. If you wish to add a shortcut to your desktop to launch the program, go to C:\Apps\Register, right-click on the Register icon (shortcut,) go to Send To, then click Desktop. A desktop icon will be on your PCs desktop. Click File, then New o Enter a new name for the database You should use something like your community name or abbreviation WITHOUT SPACES o Click OK o Click OK on the resulting messages Click Tools, New Season Ensure the New Season Year is 2016 o DO NOT CHECK RESET BIRTH CERTIFICATES! o If the New Season does not say 2016, repeat the process by clicking Start, until the New Season says 2016 (or the current season) Click Start Your program is now ready for use Using Program Data from Another PC If you are able to obtain information from someone that previously used the program, you will not have to start from scratch! Most items and player data will be migrated for use and will only need to be updated, rather than entered new. The essential file needed from the previous user s PC is a.dbk file o This file normally resides in the C:\Apps\Register\databases folder on their PC o Locate the most recently updated version, which normally IS NOT named Eastland.dkb, Local.dbk, Local2.dbk or Local3.dbk. o Most times it will be named {CommunityName}.dbk, where {CommunityName} is replaced with your community name. This file can be ed or placed on a thumb drive Once you have installed the program on the desired PC, copy the.dbk file from the previous person to the C:\Apps\Register\databases directory Open the program Click File Click Open Locate the.dbk file you just copied and select it Your community s database should now be the active database Use the directions that follow in the rest of this document to make updates or changes as needed Program Configuration Charter Setup Launch the program from the desktop icon you previously created From the top menu bar, click on Charter View 2

3 Fill in details in the Charter Tab o Ensure that the Charter Field says Lorain County Hot Stove If you are using this to generate OGSO rosters, enter Lorain-Medina OGSO Communities that use the program for both Hot Stove and OGSO will need to change this entry based on the roster they are submitting. Click on Team Affiliations These values are pre-set and should not need to be changed o Ensure that the roster templates are set correctly o For Ohio Hot Stove Baseball League, Inc. the Roster Template should be templates/hotstove.txt o For Ohio Girls Softball Organization, the Roster Template should be templates/ogso.txt The Classes tab may be left alone Click The Save icon Local Community Setup From the top menu bar, click on Local View Complete the Information fields 3

4 o Local Name: Enter your community name (i.e. Columbia, Keystone, Grafton, etc.) o Website: optional o Roster Template: should be pre-set to templates/hotstove.txt o Max Roster Players: should be pre-set to 18 o Contact Enter your name If prompted, answer Yes for adding a new name o Enter Gender, Street, City, State, ZIP, Phone, Alt (Cell) Phone, Fax and o BGS ID: Enter your 16-digit NCSI background check number (if you have one) Click on the Teams tab To create new teams, click the add icon at the bottom of the left panel Select a Class from the dropdown menu Enter the Team name o When prompted, click Yes to add the team name o If you make a typo or need to update later, click on the Team Name field and type the correction You will be prompted to say whether you want to create a new team by clicking Yes, cancelling by clicking No, or correcting the current name by clicking Correct. Click CORRECT Enter Coaches If you are working from an existing databases, some names may already exist in the database. Once you begin to type a last name, predictive text may bring up that coach s information. o Enter Manager name Yes to add o Enter Manager address, phone and o For BGS ID Hot Stove Enter 16-digit NCSI number Check Current if background check is valid for this season o Hot Stove background checks are valid for 2 seasons OGSO Enter last 4 of SSN followed by a dash (-) then the ChoicePoint receipt number from the manager s background check Check Current if background check is valid for this season o OGSO background checks are only good for 1 season o Enter the same information for additional coaches o Please note that in order for a coach to chow up on the official roster, the BGS ID field must be populated and the Current box must be checked. o Repeat for all coaches as needed 4

5 The Fields and Officers tabs are optional Click the Save icon Player Setup You can choose to enter each player individually, which is fine for just a few players. If you have several players, the best option is to import them from a spreadsheet Player Import The easiest way to mass import players is to use and Excel or other spreadsheet This spreadsheet needs to be formatted correctly and contain column headers and data that exactly match what the program expects The spreadsheet must be converted into a.csv (comma separated values) file, which is easily done through Excel The fields that are needed in this import file, in order, and with data details are: o Player First Name o Player Last Name o Gender Use M for Male and F for Female o Street o City o State Use OH for Ohio (only accepts 2 digit abbreviation) o ZIP Code o Primary (Home) Phone Must use dashes between area code, prefix, and number i.e o Date of Birth Format must be MM/DD/YYYY i.e. 02/04/2006 o Class Nickname This is the Hot Stove or OGSO Class Use only the initials, such as A for Class A or EE for Class EE For Boys Hot Stove Farm Minor, use T for T-ball For Boys Hot Stove Class I, use PB for Peewee Boys o Team If the player is on a team you created in the previous section, use the EXACT NAME It is best to copy and paste the team name from the program If the player is not yet on a team, use Draft o Registered Enter Y in this column to denote that the player is registered for the current season o Mother First Name o Mother Last Name o Mother Alt (Cell) Phone Must use dashes between area code, prefix, and number i.e o The program only allows for 1 address per player o Father First Name o Father Last Name o Father Alt (Cell) Phone 5

6 Must use dashes between area code, prefix, and number i.e o Birth Certificate Received Enter Y if you have received the player s birth certificate Enter N if you do not have the player s birth certificate You can paste all these values into a spreadsheet o Make sure that all cells are formatted as text and do not contain any formulas Once the spreadsheet has all the data entered, save it. It is OK to omit parent data if you do not have it, but all other data must have values! Once saved, save it again as a.csv file o In Excel, click on File, Save As.. then choose.csv (Comma Delimited) file type Now you are ready to import! In the program, click on Tools then Import Data Set the Import Type to Players You will now need to drag the following items from the Available Import items in the lower portion of the Import Items frame, to the Selected Import Items o Use your left mouse button to drag the following items from Available Items to Selected Import Items Initially, do not worry about the order they appear when moved to Selected Import Items. They will be reordered in a following step. Certificate (Y/N) Registered (Y/N) Father First Name Father Last Name Father Alt Phone Mother First Name Mother Last Name 6

7 Mother Alt Phone o Now, use your left mouse button to drag and reposition Selected Import Items in the correct order: Player First Name (Req d) Player Last Name (Req d) Gender M/F (Req d) Street (Req d) City (Req d) State (Req d) ZIP (Req d) Phone (Req d) Birth Date MM-DD-YYYY (Req d) Class Nickname (Req d) Team (Req d) Registered (Y/N) Mother First Name Mother Last Name Mother Alt Phone Father First Name Father Last Name Father Alt Phone Birth Certificate Received o Click the 3 dots next to Import File Name: o Locate the.csv file you just created, select it and click Select o Separator should already be defaulted to a comma o Import File Has Headers should already be selected by default Click the Test button at the bottom Data will process in the center section If you see any errors, that means something is wrong with the data import o Check to ensure columns match in the exact order described above o Ensure data is in the correct format (i.e. Y instead of Yes, M instead of Male or Boy) If you received data errors, you will need to fix your.csv file, save it, and repeat this import process o It s frustrating, but still better than typing in all the information! If you receive no data errors and see player data in the window, you have successfully imported your players Click Exit Click the Save icon Manual Player Entry If you are unable to import players, you will need to manually enter all the player data From the top menu bar, click on Local View 7

8 Enter Player Data o Name Use Last Name, First Name o Select Gender o Skip down and fill in Street, City, State, ZIP and Phone o Skip down to Birthdate and Verify Birthdate You will need to enter it twice to validate the entry o Choose Class from the dropdown o Choose correct team or Draft from the Team dropdown o Under Status, Check the Certificate box if you have the player s birth certificate Check Registered if the player is registered for the current season o Go back up to Father Enter Father Name Last Name, First Name Check the Player Address box if the player has the same address as the father Enter Father s Cell Phone in the AltF field o Go back up to Mother Enter Mother Name Last Name, First Name Check the Player Address box if the player has the same address as the mother Enter Father s Cell Phone in the AltM field o Enter an address Click the Save icon Repeat for all players that need to be added Players in your database that are NOT REGISTERED for the current season will be highlighted in pink o You can edit those players and register them by selecting them and clicking the Registered field Player data can also be edited at any time. Be sure to Save every time you make a change Viewing and Using Player Database The Player View tab can be used to organize players for various reasons 8

9 o o o o Entire teams may be viewed by using the 3 Team dropdown menu and selecting the desired team Entire Classes may be viewed by using the 4 Class dropdown menu and selecting the desired class Player genders can be filtered by clicking the All, Male or Female radio buttons Players with missing information (such as birth certificates, waivers) can be viewed by clicking the Incomplete button Roster Construction The ultimate goal of the program is to produce rosters Players can be placed on specific rosters either through the player tab and selecting each player, then placing them on the correct team Draft Players can easily be placed on teams, in mass, by using the Player Draft tab Click on the Player Draft Tab o The Classes are shown on the left panel with summary data Classes with players in them will have a plus sign (+) before them Plus signs can be expanded by clicking on the actual plus sign Players have different highlighted backgrounds, based on their age o In the right panel, Team Rosters are shown Classes that have teams will have a plus sign in front of them Plus signs can be expanded by clicking on the actual plus sign itself to show players already on a given roster To place a player on a roster o Expand the desired Player Class plus sign from the left panel o Expand the desired Team Roster Class from the right panel o Using your left mouse button, drag the player from left panel to the desired roster in the right panel o Repeat as needed Click the Save icon Roster Printing From the top menu bar, click on Reports View 9

10 A list of reports is shown in the left panel Left-click on Rosters Select the desired Class from the dropdown menu o You may also choose All Classes to preview all rosters in your database Select the desired Team from the dropdown menu Click Preview o Your selected roster will be displayed Click Print to print the roster Please remember that if you are using the program for both Hot Stove Boys and OGSO Girls rosters that you must enter the correct Charter Name, as described earlier in this document o Lorain County Hot Stove for Boys o Lorain-Medina OGSO for Girls o Be sure to Save when making changes Other Features Reports You may use this program for pulling various reports from the Reports tab Labels You may use this program to print a variety of mailing labels from the Labels tab Support This program was designed and is maintained by our friends in the Trumble County Hot Stove organization. A variety of help videos and contact information can be found at 10