MANAGING SHOW DATA. This document introduces a method using Microsoft Excel and Microsoft Word to:

Transcription

1 MANAGING SHOW DATA This document introduces a method using Microsoft Excel and Microsoft Word to: Receive FADS Online Entry Form data Enter the entries data Schedule the show Create an Order of Go document Create a Classes document Save the Order of Go and the Classes documents as PDF files (send to FADS webmaster) Create Scores Posters Print dressage tests Create dressage test labels Create a Results Report (send to FADS web master) It is assumed that the user has a basic knowledge of Microsoft Excel and Microsoft Word. This document was created by Leslie Raulin for the use of FADS show managers and show secretaries.

2 FADS ONLINE ENTRIES. If your show uses the FADS Online Entry Form, you will receive the show entries via When an entry arrives in your inbox, it will look similar to: 3. When you open the , it will look like: ###-###-#### 4. Print the message so you have a paper record of the entry. 5. Reply to the to send an entry confirmation to the rider (the automatically goes to the address entered in the Rider box). 6. Next you will enter the entry data in a Microsoft Excel workbook with a variety of spreadsheets that you will create. Click here to open the FADS Excel template. ENTRIES 2

3 ENTRIES. Create an Excel workbook. a. Make a copy of the FADS Excel file template file and name it after the show date and farm name. In this example, the file name is ❶ _FADS-at-Dark-Horse-Dressage.xlsx. b. The FADS Excel template has the ❷ Entries spreadsheet and the ❸ Lists spreadsheet. 2. Columns in the spreadsheet: a. # - the ride number to help you track the number of rides in the show. The Entries spreadsheet is prepopulated with -50 rows (add more rows if needed). This column does not show in the following example. b. FEE the fee for each ride. c. # - the bridle number. Delete this column if your show does not use bridle numbers. d. Rider Fname The rider s first name. For better data management, it is best to keep the rider first name and last name in separate columns. e. Rider Lname - The rider s last name. For better data management, it is best to keep the rider first name and last name in separate columns. f. Status the rider s status. This is JYR, AA, Pro. To fill in this column, use the drop down list that appears when you click a cell. g. Horse Name the name of the horse. h. Test the name of the test the rider is riding. To fill in this column, use the drop down list that appears when you click a cell. You can edit the drop down list in the Lists spreadsheet. i. Requests Annotate any special rider requests, such as an early ride, riding at a similar time as a trailering partner, etc. j. enter the rider s address. 3. Rows in the spreadsheet: Complete a row for each ride in the show. ENTRIES 2 3 3

4 4. As the entries come in, enter the data in the Entries spreadsheet. The ❶ TOTAL income is automatically calculated a. If rider(s) had special requests such as schedule 2 or more riders in a similar time frame, a rider with two or more horses, etc., make the rider(s) involved in the special request a specific color. b. The colors will help you track and fulfill the requests. Enter addresses here. s have been masked for privacy ENTRIES 4

5 SCHEDULING Show scheduling is the process whereby you determine the sequence and start time of riders in the show, and the times for judge breaks and lunch. Scheduling is performed after the closing date and after all entries have been recorded. CLASSES Show classes are the grouping of horse/rider pairs performing similar tests so they can fairly compete against each other. There are many schools of thought on what constitutes a fair class. The following are my thoughts. There are two major considerations in establishing show classes: ) classes with similar levels and 2) classes with similar test types. Shows are competitions; therefore, riders prefer to compete against horse/rider pairs performing similar levels and/or test types. ) Classes with Similar Levels: Whenever possible, each class should have rides of only one level (class with only Intro level rides, only Training level rides, etc.). Whenever possible, schedule a class for each test (Intro Level Test A, Training Level Test 3, etc.). Since all USDF/USEF levels now have three tests, very often for a level you will have more rides for the 2nd test than for the st and 3rd test; you may want to split the rides for the 2nd test into two classes so riders riding the st and 2nd tests are in different classes than riders riding the 2nd and 3rd tests. If you need to put more than one level in a class, whenever possible, schedule adjacent levels together (Second and Third together, not Intro and Second together, etc.). While it is preferable for a rider riding two tests to be in two classes, this is not always possible. It is ok to have a class with only one or two riders! 2) Classes with Similar Test Types: Different test types have different judging criteria; therefore, it is recommended they be in different classes. For example, schedule musical freestyles in a separate class, eventing tests in a separate class or classes, rider tests in a separate class, etc. If you schedule a class with a mixture of USDF/USEF level tests, eventing tests, musical freestyles, rider tests, etc., since the judging criteria are not comparable the resulting scores are not comparable. (HINT: USEF Training Level tests are not comparable to USEA (Eventing) Training Level tests so it is not recommend they be scheduled in the same class.) SCHEDULE (ORDER OF GO) In a USEF/USDF licensed/recognized show, the riders in a class must usually be scheduled in a contiguous block. This is not required in FADS schooling shows. Therefore, to accommodate trailering arrangements, trainers that are riding and coaching, riders with more than one horse, etc., the sequence of rides (the Schedule or the Order of Go) may not necessarily follow Class groupings. A class may have a rider with a special scheduling request at 8:30AM, another rider with a special scheduling request at 0AM, and the balance of the class starting at 2PM. It is best that the riders with special requests ride earlier than the balance of the class so their out-of-sequence ride does not inconvenience the balance of the class. Also, you will need to make arrangements for the out-of-sequence rider(s) to get their ribbon(s) if they must leave before the balance of their class is finished. Scheduling is probably to most difficult part of having a show. It is an art, not a science! SCHEDULING 5

6 Scheduling is done after all entries are received and recorded in the Entries spreadsheet. Close the show to new entries before you schedule.. Create a copy of the Entries spreadsheet and rename it the Schedule spreadsheet. a. Right click the ❶ Entries tab b. Click ❷Move or Copy. 2 3 c. The ❸ Move or Copy window opens. d. Check ❹Create a copy. e. Click ❺OK f. A new spreadsheet is created called Entries (2). Right click the ❻ Entries (2) tab. g. Click ❼ Rename. h. Type ❽ Schedule. 8 6 SCHEDULING 6

7 2. You now have a copy of the ❶ Entries spreadsheet that is named ❷ Schedule. Enter addresses here. s have been masked for privacy 2 SCHEDULING 7

8 3. Using the ❶ Schedule spreadsheet, delete columns A (#), B (FEE) and J ( ) by ❷ highlighting the columns, right clicking, and selecting ❸ Delete Enter addresses here. s have been masked for privacy SCHEDULING 8

9 4. The Schedule spreadsheet now only has the columns seen below, which are all you need for scheduling. SCHEDULING 9

10 5. Next, sort the Schedule spreadsheet by test by ❶ highlighting all cells in the spreadsheet, ❷ clicking Sort & Filter, and selecting ❸ Custom Sort. 2 3 SCHEDULING 0

11 6. In the resulting ❶ Sort window, a. Ensure ❷ My data has headers is checked. b. Click the ❸ Sort by drop down arrow. c. Select ❹ Test. d. Click ❺ OK e. The spreadsheet is now sorted alphabetically by ❻ test. 6 SCHEDULING

12 7. To visualize potential classes, insert a blank row between each test grouping. a. Right click on the ❶ row below which you want to insert a space. b. Select ❷ Insert to insert a blank row above the selected row. c. Repeat for every place you want to insert a row to separate out test groupings. 2 SCHEDULING 2

13 8. The individual potential classes can now be visualized. a. Looking at the spreadsheet, you now need to look at the individual rider requests to attempt to satisfy them. b. For example, the ❶ row 23 rider wants to ride early so you need to move that row to the top (see the next page). SCHEDULING 3

14 9. To move a row to another location: a. Right click the row and select ❶ Cut. b. Right click the top row and select ❷ Insert Cut Cells. (HINT: Do not select Paste as that will delete the highlighted row.) 2 SCHEDULING 4

15 0. Row 23 is now the ❶ top data row of the spreadsheet. If you desire, insert a blank row between row 2 and row 3, as on page 2. SCHEDULING 5

16 . Now let s look at the riders in ❶ purple text. They are trailering together so they want to ride at similar times. They are all riding eventing tests. As on page 4, use Cut and Insert Cut Cells to move rows 4, 5, and 6 to be near the rows for the other purple riders. SCHEDULING 6

17 2. Now all the purple riders are located near each other. a. There are not enough of one type of eventing test to make a separate class. b. One way to divide the eventing tests into classes is to have one class for A tests and one class for B tests. c. Using Cut and Insert Cut Cells, rearrange the eventing rides to group them by A tests and B tests. SCHEDULING 7

18 3. The eventing tests are now sequenced by ❶ test A then ❷ test B. The horse/rider pairs are also sequenced so there a just a few rides between each of their rides. 2 SCHEDULING 8

19 4. Continue this process (it is more of an art than a science) until the rider requests are fulfilled as much as possible. Some hints: a. Schedule the riders with special requests BEFORE the balance of the class so the remainder of the class is not waiting for the special rider to finish. b. Schedule riders trailering together at similar times. c. Schedule trainers that want to ride before their student(s) so they have time to coach. d. Insert ideal space for breaks and lunch. e. When possible, do not break up potential classes with breaks or (especially) lunch. f. Etc. Etc. Etc. This establishes your Schedule (sequence of rides) for the show. SCHEDULING 9

20 5. Now that you have a preliminary Schedule for the riders, it is time to insert ride times. a. First, insert ❶ Time and Duration columns to the left of the rider number (click here for recommended test durations). b. Next, ❷ type in the number of minutes for each test. The recommended minutes are in a table at the end of this document. 2 SCHEDULING 20

21 6. Next, determine the ride times for your Schedule. a. Decide the beginning time of the show. Since this show is not full (35 rides), it will start at ❶ 9:00 AM. Shows may start earlier or later, depending on the number of rides and the season. b. Using old fashioned math, add the test duration to the start time to determine the time for the next ride (or break or lunch). For example, 9:00 AM plus 2 minutes = 9:2 AM. And so on SCHEDULING 2

22 ORDER OF GO. Now you need to convert the Schedule to a pretty Order of Go that will be released to the riders. As on page 6, make a copy of the Schedule spreadsheet and name it ❶ OrderOfGo. ORDER OF GO 22

23 2. Now you need to remove unneeded data. As on page 8, delete the ❶ Duration and ❷ Requests columns. This will remove data that is not needed by the riders. 2 ORDER OF GO 23

24 3. The colored text is no longer needed. a. Click the ❶ top left corner of the spreadsheet to select the entire spreadsheet. b. Click the ❷ drop down arrow for the font color. c. Click the ❸ black color. 3 2 ORDER OF GO 24

25 4. Dress up the document. a. As on page 2, insert ❶ two rows to create space for a title. (You can also use the header feature.) b. Type in the ❷ title, center it, and design the title (I used 4 point font, bold, blue). c. Click ❸ File and Print to preview the document. Perform additional edits, as needed. 3 2 ORDER OF GO 25

26 5. Print preview of the Order of Go Document. ORDER OF GO 26

27 CLASSES IMPORTANT: See page 5 for a discussion of Scheduling (Order of Go) vs. Classes.. To create the Classes List, as on page 6, make a copy of the Order of Go spreadsheet and name it ❶ Classes. CLASSES 27

28 2. As on page 8, delete the ❷ title row, ❸ space row, and ❹ break/lunch/end rows CLASSES 28

29 3. As on page 0, sort the data by Test and Time. As on page 2, separate the test groupings with blank rows. CLASSES 29

30 4. Rearrange the rows so the tests go in the sequence Intro, Training, First, Second, Third, Fourth, FEI, MFS, and Eventing (or any sequence that you desire). Ensure that, within each class, the rides are in sequence according to ride time (the times may not be in sequence if a class has more than one type of test). CLASSES 30

31 5. Add and format ❶ class titles and the ❷ document title with a spacer row. 2 CLASSES 3

32 6. As on page 24, click File then Print to preview the document as it will appear when printed. Edit the document further if needed/desired. CLASSES 32

33 . To save the Order of Go and Classes documents as PDF files: a. Click the tab of the spreadsheet to be saved. We will start with the ❶ Order of Go. b. Click ❷ File. 2 SAVE AS PDF FILES SAVE AS PDF FILE 33

34 c. Click ❸ Save As. 3 d. Click the ❹ Save as type drop down arrow. e. Click ❺ PDF (*.pdf). 4 5 SAVE AS PDF FILE 34

35 f. Edit the ❻ File name as desired. In this example, OrderOfGo was added to the Excel workbook file name. g. Click ❼ Save. 6 7 Repeat to save the Classes spreadsheet as a PDF file. these files to the FADS webmaster at RAULINL@yahoo.com. The webmaster will post the files on the FADS web site. You can then the links to the riders and/or the files to the riders. SAVE AS PDF FILE 35

36 SCORE POSTERS. To create the score posters, as on page 6, copy the Classes spreadsheet and name the new spreadsheet ❶ Posters. 2. To delete unneeded data, as on page 8, delete the ❷ Title row and spacer row. 2 SCORE POSTERS 36

37 3. Add columns for ❶ Points, ❷ Percent, and ❸ Place. Center the text. 4. Format the posters as desired. I use ❹ shading and boxes for the class names and a ❺ grid for the data SCORE POSTERS 37

38 5. To format the posters to fit on legal sized paper, click ❶ Page Layout and ❷ Print Titles Select the ❸ Page tab. 7. To change the orientation to Landscape, click the ❹ Landscape radial button. 8. To change the paper to legal size, click the ❺ Paper size drop down arrow and select ❻ Legal. 9. To enlarge the image, set ❼ Adjust to to ❽ Click ❾ Print Preview SCORE POSTERS 38

39 . Edit Adjust to, margins, page breaks, etc. until you have the appearance you desire. 2. For each grouping, I like to have separate pages and insert titles of the overall test/class type so riders can more easily find their results. 2. Print the posters on legal paper. Ideally, use legal sized card stock. SCORE POSTERS 39

40 PRINT TEST SHEETS. Next you need to print dressage tests sheets. Except for the US eventing tests, all the tests are available on the internet. Click here to see the links as posted on the FADS web site. If you need US eventing tests, you can purchase them from the USEA web site or 2. Most dressage test sheets are printed on legal sized paper. In the past, for licensed shows, colored legal paper was mandatory. Colored paper is now optional for licensed shows and is definitely optional for schooling shows. If you want to use colored paper, the following are the color conventions: a. Introductory Level white b. Training Level pink c. First Level blue d. Second Level yellow e. Third Level lilac f. Fourth Level green g. FEI no convention, off-white or light grey often used. h. Eventing no convention, off-white often used. 3. The dressage test sheets are printed double-sided (page on one side and page 2 on the opposite side). PRINT TEST SHEETS 40

41 4. The following instructions use a Brother MFC-9970MDW printer. The screens will vary depending upon the type of printer. 5. When you open a test from a web site, it will appear as below. 6. To print a test, click ❶ File. PRINT TEST SHEETS 4

42 7. The ❷File menu opens. Click ❸ Print The ❹ Print window opens. To change the print properties, click ❺ Properties. 4 5 PRINT TEST SHEETS 42

43 9. The ❻ Properties window opens. To change the paper size, click the ❼ Paper Size drop down arrow and select ❽ Legal To print double sided (duplex), click the ❾ Duplex / Booklet dropdown arrow and select ❿ Duplex. Then click ⓫ OK. (NOTE: If you do not have a duplex printer, you must print page then page 2. Refer to the printer manual for instructions to print double sided.) 0 9 PRINT TEST SHEETS 43

44 . Next click the ⓬ Copies arrows to select the number of copies desired. Three (3) copies was selected in this example. Then click ⓭ OK. The test sheet(s) will print Repeat for all the test sheets you will need for the show. Print some extras just in case you need them. PRINT TEST SHEETS 44

45 MAKE TEST SHEET LABELS. Now you need to print dressage test sheet labels. Many schooling shows do not use labels; instead, the show secretary or another volunteer hand writes the information on each test sheet. It is much easier to print labels! 2. As on page 6, copy the Classes spreadsheet. Name the new spreadsheet TestLabels. 3. As on page 2, insert a column to the left of the Time column. Label the new column Class. 4. Using Copy / Paste, enter the class number and name for each ride. 5. As on page 8, delete the spreadsheet title row and spacer row, then delete the rows with the class names. 6. Finally, as on page 0, sort the data on Time. 7. The resulting spreadsheet is below. This is the data needed for the labels. MAKE LABELS 45

46 CREATE THE LABELS. Next you create the labels using the Mail Merge feature of Microsoft Word. The Mail Merge data will be from the TestLabels spreadsheet you just made. 2. You can use any size labels that works for you. The most common is 2 x 4 mailing labels (Avery 5263). 3. Open Word and Click on the ❶ Mailings tab. MAKE LABELS 46

47 4. Click on ❷ Start Mail Merge and ❸ Labels The ❹ Label Options window opens. Using ❺ Product number, select ❻ 5263 Shipping Labels. Click ❼ OK MAKE LABELS 47

48 6. The document now has dotted lines showing the labels. MAKE LABELS 48

49 7. Next you will select the recipients select the spreadsheet in your shows Excel workbook. Click on ❶ Select Recipients and ❷ Use existing List The ❸ Select Data Source window opens. Navigate the file system to the directory that contains your show Excel file, select the ❹ Excel file. Click on ❺ Open The ❻ Select Table window opens. Select the ❼ TestLabels table (spreadsheet). Click ❽ OK MAKE LABELS 49

50 0. The Word document now has the following appearance: MAKE LABELS 50

51 . Now you want to design the label and select the fields (columns) to merge into the labels. Start by typing in the name of the show, the date, and the judge name. Use any design you like. 2. Next, type in ❶ Class plus a space. Then click ❷ Insert Merge Field and ❸ Class The text ❹ <<Class>> is added. 4 MAKE LABELS 5

52 4. On the next line, type ❺ Rider Name: and a space then again click ❻ Select Merge Field but this time click on ❼ Rider_Fname. Type in a space then repeat, this time selecting the field ❽ Rider_Lname This is what you now have: 6. On the next lines enter the title and merge field for Horse Name, Test, and Ride Time. You now have: MAKE LABELS 52

53 7. To dress up the labels, bold the text Class, Rider Name, Horse Name, Test, and Ride Time. You now have: MAKE LABELS 53

54 8. Now you want to update the labels so all the labels look the same. Click ❶ Update Labels. 9. This is what you now have: MAKE LABELS 54

55 20. Now it is time to merge (add in) the data on the TestLabels Excel spreadsheet. Click on ❶ Finish and Merge then ❷ Edit Individual Documents The ❸ Merge New Document window opens. Ensure ❹ All is selected then click ❺ OK MAKE LABELS 55

56 22. This is what you now have: The labels are in order by time, with the first ride s label at the top left, the second ride s label at the top right, the third ride s label at the second row left, and so on MAKE LABELS 56

57 23. To save the merged file, click ❶ File then ❷ Save As The ❸ Save As window opens. Navigate the file system to save the file in the location you desire; it is best to save it in the ❹same folder as the show Excel file. Next ❺name the file so you can identify it, then select ❻ Save MAKE LABELS 57

58 25. Next you will print the labels. You will print page onto a plain piece of paper so you can test to see if the labels fit on the label stock. You will then make any adjustments, then print. 26. To print page of the labels, click ❶ File then ❷ Print Under ❸ Settings, ❹ Pages, enter ❺ to print the first page MAKE LABELS 58

59 28. After you print the first page, place it on top of a page of blank labels and hold it up to a light so you can see the edges of the labels through the paper. 29. Check to see if the text for each label falls within the corresponding label. If not, adjust the margins using the ❻ side and ❼ top rulers until the text fits. 6 7 MAKE LABELS 59

60 30. After completing any needed adjustments, place the label stock in the printer according to the manufacturer directions. Then click ❽ File, ❾ Print, and ❿ Print All Pages. The labels will print Finally, apply the labels to the test sheets. Check two and three times that you have the correct labels on the correct sheets. Keep the sheets in order of time. MAKE LABELS 60

61 RESULTS REPORT. Next you need to create the Results Report. As on page 6, copy the ❶ Posters spreadsheet and name it ❷ Results. 2 RESULTS REPORT 6

62 2. As on page 8, delete the ❶ title and spacer rows and all but the first ❷ Time/#/Rider Fname/Etc. rows. 2 RESULTS REPORT 62

63 3. Click ❶ Page Layout and ❷ Print Titles Using the ❸ Page tab, change the ❹ Orientation to Portrait, the ❺ Scaling to Fit to page, and ❻ Paper size to Letter. Click ❼ OK RESULTS REPORT 63

64 5. As on page 24, insert a title row and a spacer row at the top of the data. Type in and format the title. 6. After the show, type in the results. Sort each class in order of placing. 7. As on pages 32-34, save the file as a PDF file. 8. both the Excel file and the PDF file to the FADS webmaster at RAULINL@yahoo.com. RESULTS REPORT 64

65 6. Print preview of the results report before data entry and class place sorting. RESULTS REPORT 65