IAPS Swimming Results via Meet Manager

Transcription

1 IAPS Swimming 2017 Results via Meet Manager Thank you for organising a Qualifying Round for IAPS Swimming Gala For Alan to receive the results from the Qualifying rounds via Meet Manager, speeds up processing the Finalists immensely. Please follow these instructions carefully to enter the results from your Gala via Meet Manager. You may need to enlist the help of your IT department to authorise the download of Meet Manager onto your computer or laptop. If you experience any problems throughout this process, please contact IAPS Swimming. 1. Install Meet Manager 1. Paste this URL into your browser: to download the setup.exe for MEET MANAGER for Swimming. 2. In the pop up window select Save and authorise the download. You may need to enlist the help of your IT department to authorise the download on your laptop. 3. The programme downloaded will be called Meet Manager 6.0 for Swimming 4. If you used Meet Manager last year, it should recognise your license code. If it asks for a license code, please IAPS Swimming and we will send it to you. You must save the license code in the following directory: C:Hy-Sport/SwMM6 5. Save the software to your Desktop. 6. Open the downloaded file or double click the file to start the installation. 7. If you get the message to Modify, Repair, or Remove; select Remove. After Remove is completed, start the downloaded file again to install a fresh copy of the program. 8. After the program is installed, start MEET MANAGER 6.0 for Swimming and the program will bring up a window asking whether you are installing by CD or Web Delivery. 9. Select Web Delivery and another window will appear asking for a code. 10. Enter the code IAPSChampionshipMeet when requested and then click OK. 11. The HY-TEK web site will be searched for our license and when it is found, it will download and install it. 12. Click Check for Updates in the main menu and follow the instructions to download the update required to install the latest version of the software. Importing the IAPS meet information 1. Download the backup file containing the meet information which was attached in the from Fran. If you haven t received it, please IAPS Swimming and we will resend. 2. The file is labelled Meet Manager Files. 3. Copy the file to your desktop. 4. Double-click the shortcut on your desktop to start up Meet Manager From the File menu, select Restore.

2 6. Select the second radio button titled Unzip and copy database to C:\swmeets6 and click OK. 7. Highlight the backup you saved in step 1 above and click Open. A window appears that provides some check information about the backup details. 8. Click OK and you will see a confirmation screen that the backup has been restored. 9. Click OK. 10. Select File from the main menu then Open/New then select the database name that you restored and select Open. 11. The database will now be the active one for the meet software. You can check this by looking at the very top line of the screen above the main menu options. You should see the following text C\swmeets6\IAPS Championships 2017 (Using MM6).mdb If your pool has less than 8 lanes: 1. The meet is set up for an eight-lane pool. If your pool has more or less than this, select Set Up from the main menu then Options. In the box titled Change number of lanes for all Final Rounds to enter the number of lanes in your pool. 2. Click OK. 3. The Select Session screen should default to All then click OK. 4. You will be presented with a confirmation screen. Click Yes. Then OK. 5. Close the Option screen. Set up a printer for the reports: 1. To set up the printer for your reports, select Set Up from the main menu then Report Preferences. In the Report Preferences screen select the Printer Options tab. 2. Select the dropdown arrow under the Report Printer table and select your printer. You will need to have loaded the printer drivers onto your laptop before carrying out this step. Receiving entries from each School 1. Each School will send you their entries for your regional round in a TM Lite file attached to an from their organiser. 2. The file will be via in the format [school 5 digit code]-entries-iapschampionships May n.ZIP. 3. Save the file in a folder with all the other entry files so that you know when you have received the entries from all the Schools. Importing entries from each School 1. From the main screen, click File, Import then Entries. 2. Select the files from where you saved them in section 3 above and click Open. It will have the same file name as the entry file but will have a.hy3 suffix instead of.zip. You will get a notification screen. Click OK. 3. You will now see an information screen that is showing what you are about to import. Click OK. You will be presented with an import entries screen. 4. Ensure that only Match on event numbers and Include entries with No Time (NT) boxes are checked. Then click on OK.

3 5. The file will be imported. If everything matches, i.e. event number, gender, distance and stroke, you will see an Import File Progress screen that will show the number of Teams, Athletes, Entries and Relays you have imported. Click OK and you are finished. 6. If there are exceptions you will see the following screen. 7. Click OK and an exceptions report will be shown giving you the nature of the exceptions. It will look like the report below. 8. Print this report and investigate with the School concerned what needs to be corrected. If you have any difficulties with this please call IAPS Swimming. Repeat these steps for every school who is entering your Gala. E.g. if you have 5 schools coming to your Gala, you should have received 5 Zip files and you should complete the steps above 5 times.

4 Seeding the meet 1. From the main screen, click Seeding then Select All then Start Seeding. 2. This will seed all the events in the meet and provide you with the heat start sheets. 3. Click Ok to the Pop Up. 4. Close the Seeding screen and return to the Meet Browser screen by clicking on the red x in the top right corner.

5 Running the meet 1. From the main screen, select Run. The Run screen opens and enables results to be entered manually or electronically. 2. The following instructions cover manual timing using stopwatches. 3. Select Reports and then Memorized Reports. There are four reports that you can print out to help you run the meet; Timekeepers Sheets - give to all timekeepers to record times Chief Timekeepers Sheets give to your chief timekeeper to write the verified times Start Sheets for the swimmers these can be affixed to the walls for swimmers and staff Meet Programme this can be ed to schools before the Gala to check their entries 4. Select each report in turn and click Run Report. 5. You will be presented with the report configuration screen. Ensure that the correct session is highlighted and click on Select All then Create Report. 6. You can then print the report to your system printer. NOW RUN YOUR MEET Substitutions schools have been told if they make any substitutions after submitting their initial Zip file to you and up to 24 hours before your Gala, they must amend their details on Team Manager and resend you an amended Zip File. This will create them extra work and therefore ensure they are only making subs in exceptional circumstances. They cannot make any substitutions 24 hours before the Gala or earlier if you notify them and say differently. However, 24 hours will give you time to seed the meet and print the reports. If you receive an updated file from a school with substitutions, you must import the file and check the box Delete team before importing from the Pop up message. This will remove all original entries from that school and replace with the new file they have sent you. Substitutions on the day it is up to you whether you allow substitutions on the day. If you do allow them, there are steps below about how to add/amend competitor on Meet Manager after. You do not have to accept substitutions on the day. If you are new to Meet Manager, I would suggest you run your Gala on paper and come back to Meet Manager after the event to input the results. At the end of each heat, the Chief Timekeeper completes the relevant paper sheet for that heat noting the verified times for each lane. Keep these safe and input the results to Meet Manager later. Only if you feel competent (and have access to a laptop and power in the pool) do I suggest you run Meet Manager alongside the event.

6 Inputting the results after the Meet 1. Open Meet Manager, from the main screen, select Run. The Run screen opens and enables results to be entered. 2. Click on the race that you wish to enter the times for and the event is highlighted in blue in the top half of the screen. The bottom half of the screen displays all of the children who swam in this event. 3. Type each time in the column, in the bottom half of the screen, titled Finals Time. 4. When entering times you do not have to enter punctuation. So for a time of 4:31.67, just type and the time will be formatted correctly when you move out of the cell. 5. If a swimmer does not turn up, you should type NS instead of a time against the swimmer s lane. 6. Check the radio button in the DQ column if a swimmer is disqualified. 7. The column titled DQ code enables you to select from a drop down list why that child was DQ d. Click on the DQ Code box and the dropdown menu appears to select the reason. 8. Sometimes you may have schools who have changed their swimmers from their original entry file. If this is the case, from the main screen, click Run then Athletes. Select Add and the New Athlete screen will open. Complete the Last Name, First Name, Birth Date, Team and Gender fields. Click OK. Click Cancel when you have finished adding athletes. For each athlete added, check the box in the column headed Sel against the event in which the Athlete swam. After entering additional Athletes, exit the Athletes screen and you will return to the Run screen to enter their results. 9. Once you have entered all of the results, select Reports then Results to launch the Results configuration screen. Ensure the Session List has All selected, then click on Select All then Create Report. 10. Along the top bar, the first small button, allows you to export the report as a PDF document. Click Export, then OK, OK again, then select where to save the PDF file on your computer. Send this PDF report to all of the schools who entered your Gala for them to check the results. 11. Allow schools 1 week to check the results and notify you of any discrepancies before sending the Final Zip File to Alan.

7 Submitting the results of the gala 1. Once the results have been checked by all schools, send the results to Alan. 2. From the main menu, select File, Export, then Advancers. 3. The Export Advancers screen will appear. 4. Click on Select All and enter 1000 in the box titled Top How Many from each event to advance.

8 5. Select Export from the main menu on the Advancers screen. The Export File Progress screen will show the number of results being exported. 6. When the export has finished select OK and you will be presented with a window to allow you to save the file in a directory of your choice. 7. Select OK and the file will be saved in the format Merge Advancer Entries IAPS Championships May hy3 to the directory you chose. 8. Open your and send the file to alancthurlow@gmail.com Thank you for organising a qualifying round gala and for submitting the results via Meet Manager. If you have any problems with it, please don t hesitate to contact us and we will help you. IAPS Swimming iapsswimming@iaps.uk