Special Olympics Results Information System Aquatics. Release: 1 Version: 6 Date: 10/06/2011. Sport (AQ) Version 6 Page 1 of 28

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1 SPECIAL OLYMPICS RESULTS INFORMATION SYSTEM AQUATICS Release: 1 Version: 6 Date: 10/06/2011 Sport (AQ) Version 6 Page 1 of 28

2 Table of Contents Special Olympics Results Information System Aquatics 1. Introduction List of Aquatics Outputs... 5 (Rt.1) Competition Schedule per Event... 5 (Rt.2) Entry List per Delegation... 5 (Rt.3) Issues Report... 5 (Rt.4) Daily competition schedule... 5 (Rt.5) Divisioning Report... 5 (Rt.6) Detailed Start List... 5 (Rt.7) Start List per Delegation... 5 (Rt.9) Awards presentation... 5 (Rt.10) Awards Staging (Official)... 5 (Rt.11) Summary Results per Event Procedures Results Service and Competition Management Support Pre-Games Activities Schedules and competition format Pre-competition Activities Pre-During-After/ Event Activities Head Coaches Meeting Beginning of each day Divisioning/ Preliminaries Before the division/ heat [Staging Area] After the division/ heat End of the day Sport (AQ) Version 6 Page 2 of 28

3 3.7 Competition Final After each heat (Final) End of each Day (Final) Real time data presentation Exceptional situation handling Distribution Table Appendix 1- Aquatics Results/ Reports Outputs Rt.1 Competition Schedule Per Event Rt.2 Entry List per Delegation Rt.3 Issues Report Rt.4 Daily Competition Schedule Rt.5 Divisioning Report Rt.6 Detailed Start List (Preliminary/ Final) Rt.7 Start List per Delegation (Preliminary/ Final) Rt.8 Results (Unofficial/ Official) (Preliminary/ Final) Rt.9a Awards Presentation (Individual) Rt.9b Awards Presentation (Relay) Rt.10 Awards Staging (Official) Rt.11 Summary Results (Final) Appendix 2- Distribution Table Sport (AQ) Version 6 Page 3 of 28

4 1. Introduction Special Olympics Results Information System Aquatics The purpose of this document is to establish the result procedures of the sport Aquatics, while setting the framework for the operational development of the sport Aquatics during Games-time operations. More specifically, this document: Creates an overall idea of what reports need to be produced by the Games Management System (GMS). Gives an overall idea and a clear understanding of how the GMS works. Identifies a list of the Reports that have to be produced. Identifies key timelines of each report. Sport (AQ) Version 6 Page 4 of 28

5 2. List of Aquatics Outputs Special Olympics Results Information System Aquatics No. Results/ Reports Phase Rt.1 (Rt.1) Competition Schedule per Event HCM Rt.2 (Rt.2) Entry List per Delegation HCM Rt.3 (Rt.3) Issues Report HCM Rt.4 (Rt.4) Daily competition schedule Daily Rt.5 (Rt.5) Divisioning Report Final Rt.6 (Rt.6) Detailed Start List Preliminary/Final Rt.7 (Rt.7) Start List per Delegation Preliminary/Final Rt.8 (Rt.8) Results (Unofficial/ Official) Preliminary/Final Rt.9 (Rt.9) Awards presentation Final Rt.10 (Rt.10) Awards Staging (Official) Final Rt.11 (Rt.11) Summary Results per Event Final Refer to Appendix 1 for Aquatics Results/Reports Outputs Sport (AQ) Version 6 Page 5 of 28

6 3. Procedures Special Olympics Results Information System Aquatics 3.1 Results Service and Competition Management Support This part of the Procedures section focuses on processes related to gathering, processing and distributing of all information concerning the competition progress and results as well as the acquisition and processing of data that the GOC Competition Management requires in order to prepare and manage the competition. Roles of this document are documented in chronological order as well as the results processing during competition (Divisioning reports, start lists, results, Awards etc.). 3.2 Pre-Games Activities Some competition-related information must be available on the first day of the Sports Information and Information Desks in the Special Olympic village when it is operational. When Teams arrive in the Special Olympic village, most teams and media require the latest release of the Games schedule and the competition format. The final few weeks before the Games can be hectic and the wise organizer will prepare aspects of this information weeks in advance or as early as possible. 3.3 Schedules and competition format Most of the Games participants will receive the Games schedule from different sources before they arrive in the host city. Schedules will be printed in a number of publications that the OC will send to SOI. Schedules will be also available on the official web-site. Despite this, experience shows that high-demand items of information after teams and journalists arrival are the Competition Schedules. It is highly likely that participants will want to check for any last minute changes in the schedule. Additionally they will want to verify other information about the competition, such as competition phases. Sport (AQ) Version 6 Page 6 of 28

7 All the above information should be prepared in outputs: Aquatics daily report Special Olympics Results Information System Aquatics it will be distributed on the first day of operations of each client. Before distributing the Competition Schedule, this will have to be approved by the Technical Delegate (TD) appointed by SOI. Once the content of these outputs has been agreed between the Technical Delegate and the OC Competition Management, this will be distributed to all clients. Note: Should it become necessary to change data in the above-mentioned outputs after verification and distribution, the OC Competition Management will immediately send corrections by electronic means with the new date and version. 3.4 Pre-competition Activities After the Technical Delegate (TD) arrives in the host city, the TD will work with the OC Competition Management on the final preparations for the Games. During the period before the start of the Games, a lot of time will be spent on final checking of the participants (participations) data as well as preparing, checking and correcting other information if necessary. It is important that the process for transferring this data from its official source to the Organizing Committee is agreed at a much earlier stage and that any planned technology solution is properly tested. Sport (AQ) Version 6 Page 7 of 28

8 3.5 Pre-During-After/ Event Activities Head Coaches Meeting A Head Coaches Meeting will be organized one (1) day before the start of competition. Two (2) hours prior to the meeting, the following information should be readily available to all Delegations. (Rt.1) Competition schedule per event (Rt.2) Entry list per Delegation (Rt.3) Issues report All aforementioned reports should be printed by the Games Management System (GMS) Team Beginning of each day One (1) hour before competition begins: (Rt.7) Start list per Delegation (Rt.4) Daily Competition Schedule should be printed by the GMS Team and distributed to the Sport Information Desk, so that teams sign in upon their arrival and get informed about the Daily Competition Schedule. (Rt.4) Daily Competition Schedule will be uploaded on internet and burnt in the Results CD. Sport (AQ) Version 6 Page 8 of 28

9 3.6 Divisioning/ Preliminaries Before the division/ heat [Staging Area] One (1) hour before the Preliminary Round begins (beginning of the session): (Rt.6) Detailed Start List should be printed by the GMS Team and distributed to the staging area for the Head Referees After the division/ heat After the division/heat is completed, the GMS Team will produce: The results of each heat (Rt.8) Results (unofficial) will be posted on the bulletin board for teams/athletes to see for thirty (30) minutes, which is the time frame that teams have to submit their protest (if any). If no protest has been submitted within the thirty (30) minutes period, the official result output: (Rt.8) Results (official) will be printed out by the GMS Team and will be distributed to all relevant client groups by results runners. In case a protest is submitted, the results report will remain unofficial until the protest has been solved. Then, the official results report will follow: (Rt.8) Results (official) will be printed and distributed as mentioned above. Sport (AQ) Version 6 Page 9 of 28

10 3.6.3 End of the day After the preliminary round has been completed, the GMS Team will produce: (Rt.7) Start List per Delegation (Final) will be printed and distributed after all heats have been completed for the Preliminary. Sport (AQ) Version 6 Page 10 of 28

11 3.7 Competition Final At the beginning of the day before the Final begins: (Rt.6) Detailed Start List should be printed by the GMS Team and distributed to the staging area for the Head Referees. And then: (Rt.5) Divisioning Report should be printed by the GMS Team and distributed to all clients After each heat (Final) After each heat is completed, the GMS Team will produce: The results of each heat: (Rt.8) Results (Unofficial) will be posted on the bulletin board for teams/ athletes to see for thirty (30) minutes, which is the time frame that teams have to submit their protest (if any). Note: In case there are more than one divisions in one heat (e.g., three divisions in heat 1), then separate unofficial results reports will be printed for each division. If no protest has been submitted within the thirty (30) minutes period, the official result output: (Rt.10) Awards Staging (Official) (Rt.9) Awards Presentation (Rt.8) Results (official) will be printed out by the GMS Team and will be distributed to all relevant client groups by the results runners after the approval by the Technical Delegate. Note: In case there are more than one divisions in one heat (e.g., three divisions in heat 1), then separate official results reports will be printed for each division. Sport (AQ) Version 6 Page 11 of 28

12 Note: Awards reports should be a priority during the results distribution process. In case a protest is submitted, the results report will remain unofficial until the protest is solved and then the official report will follow: (Rt.10) Awards Staging (Official) (Rt.9) Awards Presentation (Rt.8) Results (official) will be printed and distributed as mentioned above End of each Day (Final) (Rt.11) Summary Result per Event (Daily) will be uploaded on internet and burnt in the Results CD. Sport (AQ) Version 6 Page 12 of 28

13 3.8 Real time data presentation Special Olympics Results Information System Aquatics The public scoreboard is one of the critical elements in the production of an Aquatics competition. Along with the action on the field of play, it is the center of all attention for keeping spectators abreast of the competition. Public scoreboard displays are essentially a result-oriented type of information. The public scoreboard in Aquatics is used to present the athletes and the respective results. Many variations exist depending on the event and phase of competition. In addition, the public scoreboard and video board(s) can be used in an infinite number of ways to supplement the action and turn the competition into a live production rather than a sterile sequence of events. During warm-ups, for example, the scoreboard can be used for entertaining the crowd with trivia, news, or last minute announcements. A brief history of an event has been successfully presented in the past just before the start of events and helps to build a sense of anticipation to the crowd. It should be noted that the design and implementation of an efficient public scoreboard and video board production are very time consuming and difficult to manage. It is not the intention of this document to describe all that can be done in this area, but only to note that it can be done, and what information is mandatory or minimally required. 3.9 Exceptional situation handling DNS = Did Not Start DNF = Did Not Finish DQ = Disqualified The above initials will appear on the Result/ Report if they occur. Sport (AQ) Version 6 Page 13 of 28

14 4. Distribution Table Special Olympics Results Information System Aquatics The table has been created to show all relevant outputs-reports, Description/ Delivery Time and all involved client groups. It identifies which result/report go to which client and the quantity of each delivery. It also shows the method of delivery and the location that it will be delivered. Refer to Appendix 2 for the Distribution List. Sport (AQ) Version 6 Page 14 of 28

15 5. Appendix 1- Aquatics Results/ Reports Outputs Sport (AQ) Version 6 Page 15 of 28

16 Rt.1 Competition Schedule Per Event Sport (AQ) Version 6 Page 16 of 28

17 Rt.2 Entry List per Delegation Sport (AQ) Version 6 Page 17 of 28

18 Rt.3 Issues Report Sport (AQ) Version 6 Page 18 of 28

19 Rt.4 Daily Competition Schedule Sport (AQ) Version 6 Page 19 of 28

20 Rt.5 Divisioning Report Sport (AQ) Version 6 Page 20 of 28

21 Rt.6 Detailed Start List (Preliminary/ Final) Sport (AQ) Version 6 Page 21 of 28

22 Rt.7 Start List per Delegation (Preliminary/ Final) Sport (AQ) Version 6 Page 22 of 28

23 Rt.8 Results (Unofficial/ Official) (Preliminary/ Final) Sport (AQ) Version 6 Page 23 of 28

24 Rt.9a Awards Presentation (Individual) Special Olympics Results Information System Aquatics Sport (AQ) Version 6 Page 24 of 28

25 Rt.9b Awards Presentation (Relay) Special Olympics Results Information System Aquatics Rt.10 Awards Staging (Official) Sport (AQ) Version 6 Page 25 of 28

26 Sport (AQ) Version 6 Page 26 of 28

27 Rt.11 Summary Results (Final) Sport (AQ) Version 6 Page 27 of 28

28 6. Appendix 2- Distribution Table Sport (AQ) Version 6 Page 28 of 28

29 Distribution List Results Distribution List - Aquatics 10/06/2011 No. Name Description / Delivery Time HCM Competiti on Staging Area CM DIVISI SPP ONING FOP FoP SPP Awards Awards Staging Area Officials VIP Familie s Media Sports INFO Desk Spectator INFO Desk SO Athletes Village INFO Desk Internet & Res. CD Quantity (?) (-) Rp.1 Competition Schedule per Event As Soon As Available HCM/P (119) H Rp.2 Entry List per Delegation ASAA HCM/P (119) Rp.3 Issues Report ASAA P Rp.4 Daily competition schedule P H P P P H B H/2 B B/H I Rp.5 Divisioning Report Start of the Day H H H H B Rp.6 Detailed Start List Before Preliminary Round H H H P H H B H H1/B B Rp.7 Start List per Delegation Start of the Day H/B Rp.8a Results (Unofficial) After each Division H B Rp.8b Results (Official) After made Official (30 minutes) H H B H1/B B Preliminary Round Ends Final Round Starts Rp.6 Detailed Start List Before Final Round H H H P H H B H H1/B B Rp.8a Results (Unofficial) After each Division H B Rp.8b Results (Official) After made Official (30 minutes) H H (οnly for 800) B H H1/B B Rp.9 Awards Presentation After made Official (30 minutes) p Rp.10 Awards Staging (Official) As soon as result are Official (30 minutes) H Rp.11 Summary Results per Event End of the Day I HCM = Head Coaches Meeting SPP = Sport Presentation CM = Competition Management P = Personal Delivery I = Internet/ Results CD 1 = Distribution of single copy H = Place in Pigeon Holes or allocated area Local - Local Print B - Bulletin Board