Integrated Sports Systems (ISS) Inc. Meet Management Suite

Transcription

1 October 2010 Integrated Sports Systems (ISS) Inc. Meet Management Suite Trampoline, Double Mini, Tumbling & Synchro User Guide and Technical Document Version 1.0 1

2 Table of Contents Table of Contents... 2 General Concepts... 3 The EVT (Event) File... 3 Installation Meet Management Suite... 4 Basic Facility Setup... 5 Enhanced Facility Setup... 5 Connecting Display Results... 5 Competition Preparation... 6 Setup Options... 6 Setup Options More on Computer Locations... 7 Check List... 7 Timetable... 8 Competitors Competitors Excel Import Judges Events Events Scoring and Reporting Reports Post-Competition Team Final Team Final Building Teams

3 General Concepts A Competition is comprised of a collection of Events, defined in a Timetable. Competitors from clubs/nations participate in scheduled Events at the Competition. Participating competitors register for Events. An electronic or manual start order is performed for each Event. Judges are assigned to each Event (optional). Pre-Event reports are generated and distributed. Scoring tables are loaded with the Event. Events are scored. The resulting scored Event is loaded back into the main software. Post-Event results are generated and distributed. A team aspect of the software also exists when teams go head to head in a Team Final. Most functions are just a click away. Navigate with the section headings on the left hand side. If your cursor turns into a hand, you can double-click the object to make changes. If there is an option for a new item, you can use the insert key. Mouse over buttons for shortcut key hints. The EVT (Event) File The EVT file is the link between the competition management software and the scoring program. To ease the learning curve, we have developed a program that only scores the event (Run Event). Anyone can figure it out in a minute. You can open more than one copy of Run Event when events are combined. Load the EVT file and enter the scores. Save it when you re done. The EVT file is an event package containing all the necessary information to score a single event and display the results on a projector. The competition management software (ISS MMS), + generates and manages the EVT files. + sends the EVT file to the scoring table before the event. + retrieves the EVT file from the scoring table after the event. 3

4 Installation Meet Management Suite If you are running Windows VISTA or Windows 7, you may need to install the software with administrator rights. 1. Login as Administrator 2. Right click on the installation file and choose Run as Administrator The installation will install a sample competition that can be imported from the file menu. Installation Directory Default = <Program Files>\Integrated Sports Systems (ISS) Inc\ISS MMS Trampoline Data Directory Default = <Application Data>\ Integrated Sports Systems (ISS) Inc\ISS MMS Trampoline A link to the Data Directory exists on the Check List section. Folder Structure Other Installations The installation CD contains 3 additional installations Display Results (showing results using a projector 3 events) Event Viewer (remote monitoring of an event s progress) Run Event (the scoring program) 4

5 Basic Facility Setup Meet Management Computer Enhanced Facility Setup Wireless Network Tumbling Trampoline & Synchro Meet Management Computer Projector Double Mini Display Results Connecting Display Results Display Results monitors up to 3 files Standings.txt located in the Run Event installation folder on each event scoring computer. Normally: C:\_Tramp The rest is automatic. 5

6 Competition Preparation 1. Install Software 2. Launch Software If already installed, Competition New Competition 3. Set Competition Dates and Location (also found on the Check list section) 4. Settings Setup Competition (starts automatically). 5. Step through the Setup Competition Wizard (access this anytime from the Settings page). 6. Build Timetable. This is the most important part. Everything revolves around the timetable. Time for a quick reminder..your work is precious. Back up your work often. 1. Competition Export Entire Competition (easy way to archive and move a competition). 2. Competition Safety Backup (you can restore this if you get into trouble). 3. Competition Save. This is a quick and easy way to save your work without exiting. You can also close without saving if things went bad. 7. Enter Competitors. There is an Import option if you have received entries in Excel (see page 10). 8. Register competitors with their events and competing age groups. 9. Enter a master judge list. 10. Enter judges for each timetable event. 11. Generate Event files. 12. Print reports. Setup Options Language Software language is currently only available in English. Gymnastics Canada will perform the translation upon request. Report Language is English, French or Bilingual. Country is Canada. Currently there are no country specific features. Groups There are many predefined groups (age categories). These categories are consistent with the registration categories in the National membership database. If you have custom categories, you can rename any category. Remember to assign competitors to the new categories if you have chosen custom categories. The software will only show selected groups. 6

7 Events Choose which events are taking place. The software will only show selected event options. If you do not have a wireless network installed, the EVT files can be moved around using a memory stick, otherwise choose how many scoring tables are installed. Scoring table locations can be defined in the Settings section (normally 3). Showing airtime for Trampoline is an option. Showing start time on start lists is an option and is normally only checked once the timetable is confirmed. Membership Not much here. Club or Nation (Domestic or International). Margins Set your report margins. Normally 0.5 is correct unless you are using custom letterhead. Reporting options are self-explanatory. Fees If you would like the software to manage registration fees, they can be setup here. There is a financial tab on the competitors section and fees can be setup in Settings. Setup Options More on Computer Locations Typically, Run Event is installed on 3 scoring computers. If you install Run Event in the default location, files will be easy to find. Ex: C:\_Tramp After installing Run Event, you will have to make the folder shared to permit the ISS MMS copy and retrieve privileges on the scoring tables. Sharing folders is your biggest challenge. Make sure you can before you show up at the event. Check List Specify your competition name and location. This information will be used on all reports and is also used to determine the backup file name of the competition. Sometimes it is hard to find your files (ex: PDF reports). Windows VISTA and Windows 7 are very particular about where shared files are stored. We have left a link to this directory on the Check List page. To help with proper event preparation and management, a check list has been provided to help you along. Add/modify/delete any of these check list items. 7

8 Timetable Press the insert key or double-click new for a new entry into the timetable. Double click an existing timetable entry to delete or modify it. Event Code Specify an event code to override the automated event order. Normally we title an event with the day followed by the event on the day. If you preface the code with TUM or TRA, etc. it might help too. 8

9 Date/Time No explanation necessary Sex Events are either M or F. Though mixed is an option, unless you intend on ranking the competitors regardless of gender, do not select X. Alternatively when the boys and girls compete together or multiple age groups compete together, we will generate multiple EVT files and open multiple instances of Run Event. Age Group Don t see your age group? Select it from the Settings section. Event / Type No explanation necessary Rounds / Judges Very important. If you get this wrong the EVT file will be wrong. After scoring a qualification (prelim), cuts are made at the scoring table and the number of rounds for finals is determined at that time. Bonus Option Choose YES if you would like the option to include a bonus while scoring an event. The bonus is displayed separately on the reports. Tramp If there are multiple trampolines, you can specify which one is used. Cuts Normally YES for qualifications (prelims). Even if you do not select Cuts, you can override your selection from the scoring Run Event program. Though we select the number of competitors we d ideally like to cut to, this is just a guideline to help the table scorers. Who makes the cut and how many advance to finals is decided at the scoring table. Secs/Routine We can help to time out your events if you specify how many seconds per routine. Flights The system will automatically split the event into Flights if more than one flight is selected. Note that if you have scratches from the event, it may affect the flights. Custom Report Title If you don t like the report title generated by the system, change it here. Event File Names EVT files are generated by the ISS MMS. They are pretty easy to understand. EVT files start with the gender (M or F), followed by the Event (ex: Trampoline), then the age group (a list of age group abbreviations is available from the Reporting section) and then end with either P for Prelims (Qualification) or F for Final. 9

10 Competitors Press the insert key or double-click new for a new competitor entry. Double click an existing competitor to delete or modify their personal information. Double click an event box to register or de-register a competitor from an event. Reorder the view by double clicking any column heading. Club not in the list? From the Lists menu, you can manage the club list. Press any of the age group buttons at the top to refine the list to the specific age group. Print the competitors using the print button. Alternately print the competitors from the reporting section. Select the Financial tab on the right hand side to manage the finances. Select the medals tab on the right hand side to see the medal breakdown. Use the print button to print the medalists. After closing the report a medalist report will be generated by club. Highlight any competitor event to see the rankings and points. Competitors Excel Import If you have received entries in Excel, they can be imported directly into the system. 1. Reorder your Excel workbook so the columns are in the correct order for import. Club, Last Name, First Name, Sex, DMT, TRI, TUM, TRS, Synchro Last Name, Synchro First Name. 2. Copy the excel workbook to the clipboard (select all, then Ctrl-c). 3. Choose menu option Competition Import Entries from the clipboard (Excel) 4. Press OK. Follow the on-screen instructions. Note: If the age groups in the Excel workbook do not match the age groups in the software, you will have to rename them before the import. Judges Select/Add any judges that are participating in the competition (right hand side). Specify the judges for each event by double clicking the event (left hand side). If electronics are used to measure airtime, enter the same judge in positions 8,9 and 10. If the correct number of judges/officials is entered the green checkmark will appear. Double click a judge to assign them to the highlighted position. Notice the copy/paste buttons at the bottom. 10

11 Events We perform and manage the start list order from the Events section. If an event has both a preliminary and final phase, only the preliminary phase can be generated from the ISS MMS. The finals event file gets generated from the scoring software (Run Event). Press click to generate to randomize all registered competitors. If you need to reorder an event manually, it can be done from the Events menu at the top. Once an event is generated, we have a few options; Copy the event to the scoring table Update (regenerate with changes). This should always be done prior to the event start to ensure all registered competitors are in the event. Changes made to name spelling, team assignment, scratches and late additions will be managed with the Update function. Randomize will re-randomize the event Delete File will delete the EVT file from your computer. Events Scoring and Reporting After an EVT file is generated, you can copy the EVT file to the scoring computer from the Event menu. Score the event from the scoring table. When the event is completed, save the event. If the event required cuts, perform them at the scoring table. Note: If the spelling of any competitor was changed at the scoring table, it must be changed identically in the ISS MMS software. Normally we change it in the ISS MMS and regenerate the EVT file. At the end of the event, we import the Results file using the Results menu. If the event had cuts, then the start list now exists for the final and this can be imported from the Results menu. If you have the Basic Facility setup and do not have any scoring computers, an event can be scored directly from the Events section. Ideally we should not score the event from the ISS MMS and all changes to an event should be done at the scoring table. Reports All reports are available from the three report sections. The only reports found elsewhere are the points and medals, found in the Competitors section (General, From EVT file, Other). Reports can be automatically saved to PDF format by selecting PDF. Start Lists, Summary and detailed reports can also be saved to Microsoft Excel. We can generate XML results to use for judging analysis. To find your saved reports, press the Exports folder button. Using electronics for Airtime? There is an excel export report that can be used. 11

12 Post-Competition 1. Export your competition to as per the software licensing agreement. The results will be archived for Gymnastics Canada. 2. Thank everyone for a great job. Team Final A team final event is one where the scores for the top 3 competitors on a team are combined. Setting up a team event is pretty straight forward. It is treated as a separate event. Before we get started, it is a great idea to export your entire competition so you can have it back when you need it. From the Competition menu, choose convert this competition to team format. If the process ever goes bad, just close and choose close without saving from the Competition menu. Step 1 (Backup): You will be prompted to backup your current competition first. It is a good idea. Step 2 (renaming your competition): You can rename your competition to anything you like. It makes good sense to add the words TEAM FINAL to your existing competition name. Step 3 (Age groups). For competitors to compete together, they must be in the same age group. We recommend changing all competitors to the Open age group. If the majority of competitors are not competing in the team final, then you should clear groups and select the participants manually. If the majority of competitors are competing in the team final, do not clear the groups and just change all the groups to Open. Note: When we change the groups to open, their existing group will be displayed in brackets following their name (on reports). Step 4 (clear out timetable): Good idea since it no longer applies to the Team Final. Team Final Building Teams Register at least one team member for the Team Final by selecting one team member and double click their registration box. Put a checkmark in the Competing in this event box. There is room for up to 5 team members, click the grey box and choose a team member from the same club. If you are mix and matching clubs, you can check show all. Notice now by highlighting a team member, the team listing can be seen at the top right in blue. Generate and score the event as usual. Special Reports: Teams by Event Results. Each results report has a Generate Team Report option which will sort the results according to Team Final rules. 12